A Master's Guide to the

UK Flag

5 September 2006
 Introduction

This guide for managers, masters and senior officers of United Kingdom
registered vessels. The purpose of the guide is to provide easy to use
information regarding United Kingdom Merchant Shipping regulations and
administrative procedures. UK regulations and procedures may differ from
those you may be familiar with in other flag vessels and this guide will help
you to comply with UK requirements.

Detailed requirements for operating UK ships can be found in UK Regulations,

Merchant Shipping Notices, Guidance to Surveyors and various publication
including the Code of Safe Working Practices, MCA SOLAS V publication and
Health and Safety leaflets; this detailed information is available on the MCAs
web site at:

www.mcga.gov.uk

Managers, masters, and seafarers serving in United Kingdom ships are

welcome to contact the Maritime and Coastguard Agency by phone, fax or e
mail for further advice and guidance. You may contact your companys
nominated MCA Customer Service Manager or contact the MCA Infoline 24
hours a day on:

Tel: + 44 (0) 870 6006 505

Fax: + 44 (0) 178 2369 005
infoline@mcga.gov.uk

Mailing address:

Maritime and Coastguard Agency

Spring Place
105 Commercial Road
Southampton
United Kingdom
SO15 1EG

The MCA would welcome any feedback and suggestions for improvements to
this document. Please forward suggestions to mcatyne@mcga.gov.uk or fax
+44 (0) 191 496 9901.

version 1 - 5/9/06 2
Contents

1 MANNING AND STCW REQUIREMENTS .............................................................................. 4

1.1 Manning on board.................................................................................................. 4
1.2 United Kingdom Certificates of Equivalent Competency....................................... 4
1.3 Watch Keeping Ratings ......................................................................................... 5
1.4 Medical Certificates ............................................................................................... 5
1.5 UK Discharge Books.............................................................................................. 5
2 HOURS OF WORK AND REST ............................................................................................. 5
2.1 Rest........................................................................................................................ 5
2.2 UMS ....................................................................................................................... 6
2.3 Hours of Rest Schedule......................................................................................... 6
2.4 Records.................................................................................................................. 6
2.6 Exceptions ............................................................................................................. 7
3 CREW AGREEMENTS AND LISTS OF CREW .......................................................................... 7
3.1 Forms..................................................................................................................... 7
ALC(NFD)1(d) ............................................................................................................................. 9
Lists of Crew - Forms ALC 1(a), (b) & (c). .............................................................................. 10
ALC 1(a) .................................................................................................................................... 10
ALC 1(b) .................................................................................................................................... 12
ALC 1(c) .................................................................................................................................... 12
3.2 Posting up a crew agreement .............................................................................. 12
3.3 Terminating a crew agreement............................................................................ 12
4 OFFICIAL LOG BOOKS .................................................................................................... 13
Page 1 - Front cover ........................................................................................................ 13
Pages 2 to 7 - Record of seamen employed in the ship .............................................. 14
Pages 8 and 9 - Births and deaths............................................................................... 14
Pages 10 to 14 - Record of musters, boat drills etc ..................................................... 15
Pages 15 to 18 - Record of test drills and inspections of steering gear .......................... 16
Pages 19 to 23 - Record of inspections of crew accommodation. .................................. 16
Pages 24 to 28 - Record of inspections of food and water .......................................... 17
Page 29 - Load line, depth of loading etc. ................................................................. 18
Pages 30 to 39 - Dates of departure from and arrival at each dock ............................ 18
Posting the FRE 13/ MSF 2004 Form ............................................................................. 18
Pages 40 to 76 - Narrative section............................................................................... 19
5. GMDSS LOG BOOK ....................................................................................................... 20
Radio tests required:........................................................................................................ 21
6 HEALTH AND SAFETY...................................................................................................... 22
6.1 Safety Officials and Committees ......................................................................... 22
6.3 Risk Assessments ............................................................................................... 24
7 ACCIDENT REPORTING ................................................................................................... 24
8 MEDICAL STORES REQUIREMENTS .................................................................................. 25
8.1 Medical equipment............................................................................................... 25
8.2 Person in charge of medical care on board ship ................................................. 25
9 SURVEYS AND AUDITS .................................................................................................... 25
9.1 Surveys ................................................................................................................ 25
9.2 Authorised Survey Organisations ........................................................................ 26
9.4 Audits ................................................................................................................... 26
ISM Shipboard Audits ................................................................................................................ 26
Interim audits ............................................................................................................................. 26
Intermediate audits .................................................................................................................... 27
Renewal audits .......................................................................................................................... 27
ISPS Verification Audits ............................................................................................................. 27
9.5 ILO 178 inspections ............................................................................................. 27
10 STOWAWAYS AND REFUGEES ..................................................................................... 28
11 CONTINUOUS SYNOPSIS RECORD ............................................................................... 28
11.1 Making amendments to the CSR......................................................................... 28
11.2 Receiving an amended CSR ............................................................................... 29
12 UK PUBLICATIONS REQUIRED TO BE ONBOARD ............................................................ 29
13 CADET TRAINING - OVERSEEING OF NVQ PORTFOLIOS ................................................ 30
ANNEX 1 EXAMPLE OF COMPLETED RISK ASSESSMENT FORM.................................................. 32

version 1 - 5/9/06 3
1 Manning and STCW Requirements

1.1 Manning on board

(See MSN 1767)

1.1.1 All merchant ships on the United Kingdom register over 500 GT must
have a Safe Manning Document issued by the MCA. Safe Manning
Documents are only issued after consultation with the Owner or Manager.
Class and other organisations are not permitted to issue Safe Manning
Documents for United Kingdom ships.

1.1.2 The Safe Manning Document will state the numbers and categories of
officers and crew members that are required to be on board. The crew
numbers on board must never be allowed to go below the minimum stated in
the Certificate.

1.1.3 If due to exceptional circumstances a seafarer has to be removed

from the vessel and a replacement cannot join the ship in time it may be
possible for the vessel to continue to operate, for a limited period, with one
seafarer less than specified on the Safe Manning Document. If a Master plans
to sail a vessel in non compliance with the Safe Manning Document he must
request the MCA to issue an Exemption Certificate; however the Master must
ensure that the remaining crew continue to comply with the Hours of Work
Regulations.

1.2 United Kingdom Certificates of Equivalent Competency

(See MGN 221)

1.2.1 All officers who do not possess a UK Certificate of Competency must

hold a United Kingdom Certificate of Equivalent Competency issued by the
Maritime and Coastguard Agency.

1.2.2 The Master must ensure that all the officers who require a United
Kingdom Certificate of Equivalent Competency hold one and that they also
hold the original of their national certificate of competency. If an officer does
not hold a United Kingdom Certificate of Equivalent Competency when he
joins then you should check that an application for a Certificate of Equivalent
Competency has been applied for. Applications are usually made by the
owner/manager and if an application has been made a stamped Confirmation
of Receipt of Application from the Maritime and Coastguard Agency will be
available. These are sent to the manager or owner as soon as the application
is received by the Maritime and Coastguard Agency. A copy of the
Confirmation of Receipt of Application should be retained on board until such
time as the officers Certificate of Equivalent Competency arrives on board.
The officer can sail for a maximum period of 3 months without a full Certificate
of Equivalent Competency.

version 1 - 5/9/06 4
1.2.3 These procedures are important and must be followed to show any
Port State Control Inspector that the Company has followed the correct
procedures for the application for a United Kingdom Certificate of Equivalent
Competency. This should eliminate the possibility of the ship being detained.

1.3 Watch Keeping Ratings

(See MGN 97)

1.3.1 The Safe Manning Document will state the grades of Deck Ratings
required refer to MGN 97 for information as to the training required for the
different grades.

1.3.2 All Deck and Engine Room Ratings assigned to watch keeping duties
must be in possession of Watch Rating Certificates appropriate to their duties.
Watch Rating certificates issued by countries other than the United Kingdom
are quite acceptable in United Kingdom ships provided they are issued by
countries which are parties to the STCW Convention.

1.4 Medical Certificates

(See MSN 1798)

MSN 1798 has a list of countries whose medical certificates are accepted as
equivalent to a UK medical certificate and is updated annually.

1.5 UK Discharge Books

(See MGN 134)

All officers and crew on a UK ships can apply for a UK Discharge Book.
Vessels have had problems with Port State Control where officers and crew
did not hold UK Discharge Books.

2 Hours of Work and Rest

(See MSN 1767)

The applicable United Kingdom regulations are the Merchant Shipping (Hours
of Work) Regulations 2002 (SI 2002 No. 2125)

2.1 Rest

2.1.1 Every seafarer must be provided with not less than 10 hours rest in
total in any 24 hour period, provided that:

The 10 hour period may be divided into not more than two periods one
of which shall be not less than 6 hours; and

version 1 - 5/9/06 5
 The interval between consecutive periods of rest shall not exceed 14
hours; and

The minimum hours of rest shall not be less than 77 hours in any 7
day period.

2.1.2 Situations when a seafarer is on call but is free to sleep may be

counted as rest, but if at any time the normal period of rest is disturbed by
call-outs to work the Master, or a person authorised by him, has to ensure that
the seafarer is provided with an adequate compensatory period of rest.

2.2 UMS

The time when the designated duty engineer officer in a ship with a UMS
class notation is free to sleep may also be counted as rest. However, any
time that the officer is called to answer an alarm condition has to be
considered as work and as a break in that rest and when that happens the
amount of rest due to him has to be recalculated.

2.3 Hours of Rest Schedule

2.3.1 Your ship should have an Hours of Rest Schedule. This is a

document, or a computer display, that has been drawn up by the owner or
manager (whoever is responsible for operating the ship) in conjunction with
the Master. It has to show the maximum watch periods and minimum rest
periods to be observed by all crew members.

2.3.1 The operator cannot change this document without consulting with
yourself as Master. The operator has a duty to ensure that sufficient personnel
are provided so that the rest periods can be complied with. The hours of rest
schedule or an accurate print out of it if it is kept as a computer file, must be
posted up in a prominent place on board accessible to all the crew. Port State
Control Officers, and United Kingdom Surveyors, will expect to see this when
they come on board and will record a deficiency if it is not available and
posted up.

2.4 Records

2.4.1 Accurate records of hours of rest should be maintained one copy

should be held by the Master and a copy given to the seafarer.

2.4.2 Any deviations from the hours of rest in the schedule must be
recorded with an explanation of why the deviation occurred. These records
must be available for inspection on board at any time. You can decide where
the deviations are recorded and you can use any method that is effective
provided that the records are available.

version 1 - 5/9/06 6
2.5 'Properly rested'

The regulations place a duty on the Master to ensure that all crew involved in
watch keeping are properly rested and that arrangements are adequate to
maintain a safe watch at all times. You are required to ensure that your ship
does not sail from any port unless the officers in charge of the watch
immediately after sailing have received sufficient rest to allow them to
maintain a safe watch.

2.6 Exceptions

2.6.1 There will obviously be times such as:

- Emergencies and situations likely to become emergencies unless

action is taken,

- Musters and drills,

- Essential work on board which cannot be delayed for safety or

environmental protection reasons; and

- Factors beyond the control of the Master or the operator other

than commercial needs.

2.6.2 When these things occur it is often necessary for crew members who
are involved to miss out on their minimum rest as stated in the schedule. You
have the authority as Master to permit this but you must record the fact and
the reason for them, for missing out on the minimum rest for those men
affected.

2.6.3 In deciding what factors might come within factors outside the control
of the Master or the operator other than commercial needs you will need to
take into account the circumstances. The definition was written to take
account of situations such as when a Port Authority demands that the ship
vacate the berth when you had planned to stay longer, or when a shift of berth
is demanded unexpectedly. On the other hand a request by the charterer to
sail earlier so that he may minimise port dues is not a valid factor under this
definition and counts as a commercial need.

3 Crew agreements and lists of crew

(See MGN 148)

3.1 Forms

3.1.1 The Merchant Shipping Act 1995, requires that every United Kingdom
ship shall have an agreement in writing between each person employed and
the person employing him. For United Kingdom ships these are known as
crew agreements and they are required to be in writing and in a form

version 1 - 5/9/06 7
approved by the Maritime and Coastguard Agency. These official crew
agreements are additional to and separate from any company contract or
similar document.

3.1.2 Note that UK regulations do not allow a person to be signed on ships

articles for more than 11 months at any one time.

3.1.3 There is a standard form of approved crew agreement supplied by the

Maritime and Coastguard Agency for each ship in conjunction with the Official
Log Book. The crew agreement and the official log book are closely related
documents.

3.1.4 The crew agreement is a requirement of both the Merchant Shipping

Act and an ILO Convention, it must be used and its correct use is of
importance. Failure to keep an approved crew agreement constitutes an
offence.

3.1.5 This guidance sets out the main requirements for opening,
maintaining, and subsequently closing a crew agreement, for the guidance of
Masters and others who may be involved in this task and who may be
unfamiliar with these requirements.

3.1.6 Crew agreements are delivered to ships as a white standard folder,

identified as Crew Agreement and List of Crew ALC1 containing all the
necessary sections for completion. It must be noted that this form of crew
agreement must be used whether or not there is in place any other contract or
agreement with the ships crew.

3.1.7 Note that although the MCA provides crew agreement documentation
there is no objections to companies downloading copies from MGN 148, or
making their own documentation so long as all the required information is
recorded.

3.1.8 The front page of the main folder has sections to be completed with
details of the ship and her owners. All the necessary information can be found
in the ships Certificate of Registry, and the details should be entered exactly
as found in that document. Also recorded are the date and place of
commencement and termination of the agreement

3.1.9 Inside the front cover should be attached the approved contractual
clauses. Only approved clauses may be used in a crew agreement. The
appropriate approved clause is an ALC(NFD)1(d)

3.1.10 Owners may submit agreements other than the pre printed one, or
modifications to the pre-printed one to the Maritime and Coastguard Agency
for approval.

3.1.11 If such modified agreements are approved the owner should arrange
to incorporate the approved version with the set of crew agreement
documents when they are sent out to the vessel.

version 1 - 5/9/06 8
ALC(NFD)1(d)

3.1.12 The master, on opening a crew agreement for the first time, should
insert at the top of the ALC(NFD)1(d) in the first section, the name of the
employer and his address. Each seaman who then signs on the list of crew
becomes a party to this agreement between himself and the employer.

An example is:

THIS AGREEMENT is made between (here insert name and address

of the employer)
Honest Shipping Company Ltd,
123 London Road, Southampton, United Kingdom SO 14 3HL
(herein called the employer) and each of the seamen whose name is
included in the list of crew incorporated in this Agreement

3.1.13 At sub-section (ii) within the contractual clauses there is a space for
geographical limits. (normally 75 N/S) and the agreement is not to last more
than 6 months from the date of the first person signing the agreement. The
country of the final port of destination should be inserted (insert United
Kingdom).

An example is:

(ii) this Agreement shall be for a voyage or voyages within (geographical

limits to be stated, e.g. near coastal, unlimited or by reference to
latitude and longitude)
75 degrees North and South
and is not to extend beyond the expiration of six months from the date
of the first signature to this Agreement or the time at which the ship
first arrives at the port of final destination (country to be stated, e.g.
United Kingdom)
United Kingdom
after that period or the discharge of cargo consequent on that return;

3.1.14 At sub-section (iii) there is a line at which the notice period for
termination of employment on arrival at a port should be entered. A figure
should be entered here. It should be the same notice period as any other
notice period contained in any other contract of employment that applies. If
there is no notice period specified in any other contract of employment then a
reasonable figure should be entered, not normally more than 14 days. The
country of the port should be entered (insert UK)

version 1 - 5/9/06 9
An example is:

(iii) after either

(a) one voyage has been completed by a seaman under this

Agreement or

(b) seven days have elapsed since a seamans employment under

this Agreement commenced;

either the seaman or the employer may give to the other notice (in
writing or orally before a witness) to terminate the seamans
employment under this Agreement such notice to take effect at a Port
in
United Kingdom (state country) and to be given
not less than 14 days*
(exclusive of Saturdays Sundays and Public Holidays) either before
the ship is due to arrive at that port or if the employment is to
terminate at the port where the ship is when the notice is given before
it is due to sail.

3.1.15 Section (vi) should be left blank unless the owner has had
agreements approved by the Maritime and Coastguard Agency.

3.1.16 At the end of this page is a space for the signature of the Master, or
the employer. In almost all cases this will be signed by the master as the
person opening the agreement and dated as the day on which the agreement
is opened.

3.1.17 Once an agreement is opened the appropriate entry should be made

in the official log book.

Lists of Crew - Forms ALC 1(a), (b) & (c).

3.1.18 Also supplied with the crew agreement are a supply of forms ALC1(a),
ALC1(b) and ALC1(c)

3.1.19 Form ALC1(a) is used to record the details of every member of the
crew when they join the ship. Details of the Master and any non crew
members such as superintendents, or riding crews should not be entered on
Form ALC1(a), this form is only for crew members other than the master.

ALC 1(a)

3.1.20 The individual entries on this form are completed as follows;

Reference Number

This is simply a consecutive number starting with 1 and with a new

number assigned to each person as they sign the agreement. It will

version 1 - 5/9/06 10
 be the same number as that which appears against the same crew
member in list of crew in the official log book.

Name of Seaman (Block Letters)

Discharge Book No. (if any) or Date and Place of Birth.

In this box should be entered the crew members discharge book

number if he has one. If he holds a non UK or United Kingdom
discharge book the number of that book can be entered but it should
be accompanied by a note in brackets specifying the issuing country.

Name of ship in which last employed.

Address of Seaman

Name and Relationship of next of kin and address if different from above

Rate of wages

This box should contain the agreed rate of wages expressed as rate/
month or rate/ week as appropriate. It must be entered as a currency
or alternatively the box may be filled in as as per scale. When this
entry is used a list of the rate of wages for all crew members must be
attached to the ALC1 form. The agreement is not valid if the rate of
wages is not specified in either form.

If discharged the reason for discharge

This box will only be filled in when the crew member leaves the ship.
The entry will normally be leave but it may also be, for example,
dismissed hospitalised or deserted. An entry of mutual consent
can be used when the crew member gives notice and leaves in
accordance with the terms of employment , or an entry of agreement
terminated when a crew agreement is ended and the crew member
signs on again on a new agreement or an other appropriate reason
should other circumstances apply.

Date of commencement of employment on board

Date and Place of leaving the ship

Signatures

3.1.21 The final column is for the signature of the crew member on joining
the ship and signing the crew agreement (a). Parts (b) and (c) of the final
column which are shaded should only be filled in when the seaman leaves the
ship. On leaving the crew member signs (b) and the master signs (c).

version 1 - 5/9/06 11
3.1.22 If the crew member is not available to sign off the agreement, through
desertion or through being hospitalised, for example, or if he dies then the
reason is entered in (b) and the master should sign (c).

3.1.23 On each occasion that a crew member signs off in this column a
suitable entry must be made in the official log book as well. It is not necessary
to make an entry in the official log book when a crew member signs-on, only
his name added in the list of crew at the front.

3.1.24 The lower section of the ALC1(a) form is to be filled in with details of
the certificates of competency held by each officer. In the 4th Column along
details of any tanker endorsements or other appropriate qualifications required
for the ship in which they are engaged.

ALC 1(b)

3.1.25 This form is for the use of Masters and other persons on board other
than members of the crew. Superintendents, riding squads, contract staff, etc.
The entries are similar to those on the form ALC1(a) except that each
reference number is preceded by an E.

3.1.26 In the case of the Master it will normally be the relieving Master who
will sign section (b) in the final column in respect of the Master he is relieving.

ALC 1(c)

3.1.27 This form is required to be completed whenever there are any

persons aged under 18 employed in the ship. Entries on this form are in
addition to those for the same persons on the ALC1(a) form and the reference
number on the ALC1(c) will be the same as the reference number assigned
on the ALC1(a) form.

3.2 Posting up a crew agreement

Once the crew agreement is opened there is a requirement to post up a copy

of it in a conspicuous place; a sheet (ALC 6) is provided for this purpose with
a second copy of Form ALC1(d) which should be completed and attached to
the right hand side of the copy where it states Attach here the contractual
clauses.

3.3 Terminating a crew agreement

3.3.1 At the end of the crew agreement it must be closed and all persons on
it who have not already done so must sign off in section (b) of the final column
while the master should ensure that all the other shaded boxes are
completed. The entry for Date and Place of leaving the ship should be left
blank if the crew member is to sign on another crew agreement immediately
and is not therefore leaving the ship and, as noted above, the reason for
discharge in this case will be agreement terminated.

version 1 - 5/9/06 12
3.3.2 As soon as a crew agreement is closed and another one opened, the
old one complete with all its parts and including:

Form ALC 1 - the cover.

Form ALC(NFD)1(d) - the contractual clauses with any attached wage
scales.
Forms ALC1(a), (b), and (c) - the lists of crew.
The completed Official Log Book, and
Radio log books covering the period of the agreement.

Should be sent to your Customer Service Manager at the MCA.

4 Official Log Books

Cargo ships only -

4.1 The Merchant Shipping (Official Log Book) Regulations 1981 make it
a requirement for all United Kingdom ships (except fishing vessels, ships less
than 25 tons, and pleasure vessels) to carry and keep an Official Log Book.

4.2 The Official Log Book (OLB) has guidance notes on the front cover
that should be read along with these guidance notes. It is essential that all the
relevant entries are fully completed. For example the absence of proper
entries could prejudice the position of the Master in the event of an accident. It
is an offence to fail to keep the Official Log Book or to make incorrect entries.

Page 1 - Front cover

4.3 The first entries are simply the details of the ship, name, port of
registry, official number, gross tonnage, and net tonnage. The details should
be taken from the ships certificate of registry, noting that the official number is
a unique British ship number; it is NOT the IMO number.

4.4 The second section is for the names of successive Masters of the
ship. The Master opening the Official Log Book should enter his name and
certificate details on the first line, successive Masters should add their details
when they take over command. If a Master has been on the ship before and
returns while the log book is still in use, he does not need to add his name a
second time.

4.5 The third section is for the details and address of the registered
owner, or the managing owner, manager etc.

4.6 The final section on page 1 is for the date and place at which the log
book is opened, because the OLB is connected closely with the requirement
to keep a crew agreement, the OLB will always be opened on the same day
that a new crew agreement is opened. The closing date for the OLB will be
the date on which the crew agreement is closed.

version 1 - 5/9/06 13
4.7 All the entries in the boxes on page 1 must be made by the Master.

Note that the 'superintendent' referred to at the bottom of the page is an

official at the Registry.

Pages 2 to 7 - Record of seamen employed in the ship

4.8 This section records all the crew members. The first column
Reference number in list of crew is for the consecutive number given to each
entry in the crew list (ALC1(a)), which is part of the articles. When each crew
member signs the articles, the number opposite to his entry in the articles is
entered in this first column, his name is in the second column and the capacity
in which employed is in the third. These three parts should be filled in at the
same time that the crew member signs the crew agreement.

4.9 If a crew member leaves the ship and then returns while the log book
is still in use, he should be entered again with his new number from the list of
crew. It may happen that the same crew member will have several entries in
this section of the OLB.

4.10 Column 4 If entry made in narrative section give relevant page.

forms an index. If any entry in respect of a crew member is made in the
narrative section of the log book (pages 40 onwards) then the narrative
section page number is entered at the same time in column 4. If there are a
number of entries then the page number of each is added, separated by a
comma.

An example of the completed section will look like:

Reference Name of Seaman Capacity in If entry made in

Number in (Use capital letters please) which employed narrative section
list of crew give relevant page

2 SERGIY TANASHCHUK Chief Officer 42

3 ANDRIY GRYPACHOV Second Officer 42, 43, 46

4.11 All entries in this section should be made by the Master.

Pages 8 and 9 - Births and deaths

4.12 Instructions for completion are at the top of the section. It should be
noted that in the section for births, the signature of the mother is required
while in the section for deaths, the signature of the master AND the signature
of a member of the crew are both required. The crew member may be any
crew member.

4.13 It is essential that the mothers signature is given in the case of a birth
and essential that the entries in respect of deaths are signed by the master
and by a crew member. A failure to sign and witness these entries can
invalidate them and can cause serious legal problems.

version 1 - 5/9/06 14
 4.14 The form RBD.1 referred to is available from the Registry of Shipping
and Seamen or any Marine Office.

Pages 10 to 14 - Record of musters, boat drills etc

4.15 This section must be completed at the time of every drill. Attention is
drawn to MGN 71 'Muster, drills, on-board training and instructions and
Decision Support Systems'. This sets out the current requirements for the
frequency of drills and content.

A typical entry will look like:

Date of Nature of muster drill, training, instruction or Date of Signatures of

muster, drill, inspection. (including the condition in which entry master and
training, the life-saving and fire appliances were member of
instruction found), and a record of the occasions on crew
or which the lifeboats were swung out and
inspection. lowered
02/01/05 General alarm sounded, all crew mustered on 02/01/05 P Hackl
Boat Deck for paint locker fire, fire pumps, Master
breathing apparatus and paint locker sprinkler
tested. Crew mustered for Abandon Ship S Tanashchuk
stations. Davit launch liferaft training carried out. Chief Officer
All equipment satisfactory

09/01/05 General alarm sounded Crew mustered for 09/01/05 P Hackl

Abandon Ship stations. Freefall lifeboat launched Master
and recovered
All equipment satisfactory S Tanashchuk
Chief Officer
11/01/05 Weekly inspection of lifesaving appliances 11/01/05 P Hackl
General alarm tested, freefall lifeboat and rescue Master
boat engine run.
All equipment satisfactory S Tanashchuk
Chief Officer

4.16 Every entry MUST be signed by the master and by one other crew
member. If it is not signed by BOTH, the entry is invalid and will not be
accepted as proof that the drills have been carried out.

4.17 If for any reason a muster or drill is not held then a statement as to
the reason why should be entered in column 2. Valid reasons might include
"vessel rolling and pitching heavily, unsafe to carry out drills".

4.18 If a drill is postponed or cancelled then it should take place at the next
suitable opportunity.

4.19 An additional UK requirement is for Entry into Dangerous Spaces

Drills. The master of:

(a) any tanker or gas carrier of 500 tons and over, and
(b) any other ship of 1000 tons and over

version 1 - 5/9/06 15
must ensure that drills simulating the rescue of a crew member from a
dangerous space are held at intervals not exceeding two months, and that a
record of such drills is entered in the Official Log Book.

Pages 15 to 18 - Record of test drills and inspections of steering gear

4.20 This section is self explanatory. The regulations require steering gear
to be tested within 12 hours before sailing (or once per week for ships making
one voyage or more per week from the same port) and emergency steering
systems to be tested every 3 months.

Typical entries might appear as:

Date, time and Nature of Inspection, test Date of Signatures of master and
place of test drill or check of Steering Entry officer
drill, inspection Gear
or pre-sea
check
02/03/05 1700 LT Steering gear tested 02/03/05 P Hackl
Riverside Quay Satisfactorily in all modes Master
South Shields
S Tanashchuk
Chief Officer
15/05/05 1100 LT Emergency steering gear 15/05/05 P Hackl
54 50 N tested, control from steering Master
01 00 E gear compartment and
communications all S Tanashchuk
satisfactory Chief Officer

4.21 As with most sections of the OLB all entries MUST be signed by the
master and an officer to be valid.

Pages 19 to 23 - Record of inspections of crew accommodation.

4.22 This section is for records of mandatory inspections of crew

accommodation. The regulations require that an inspection of the crew
accommodation, to ensure that it is being kept clean and that all the
requirements of the crew accommodation regulations are being followed, is
carried out every 7 days. The inspection must be carried out by the master
and he must be accompanied by one other member of the crew. All entries
must be signed by the master and a member of the crew, who will normally be
the same person who accompanies the master on the inspection.

4.23 It is acceptable in large ships for the inspections to cover areas of the
accommodation on each occasion so long as the whole of the accommodation
is inspected in sequence.

version 1 - 5/9/06 16
Typical entries might appear as:

Time and Names and Particulars of any Date of Signatures of

date of ranks of respects in which crew entry master and
inspection persons making accommodation, or any member of
the inspections part of it is found not to crew
comply with the
Regulations
01/04/06 P Hackl Accommodation inspected 01/04/06 P Hackl
Master all areas satisfactory Master

S Tanashchuk S Tanashchuk
Chief Officer Chief Officer
08/04/06 P Hackl Crew mess room lighting 08/04/06 P Hackl
Master defective - repaired Master
satisfactorily
A Grypachov A Grypachov
Second Officer Second Officer

Pages 24 to 28 - Record of inspections of food and water

4.24 Guidelines for food hygiene are contained in MGN 61.

4.25 Guidelines on fresh water systems are contained in MSN 1214 and
MSN 1401.

4.26 There are no minimum requirements as to the minimum amount of

food. The Regulations state:-

"4. It shall be the duty of the employer and master of every ship to ensure
that there shall be provided on their ship provisions and water which

(a) are suitable in respect of quantity, nutritive value, quality and

variety having regard to the size of the crew and the character
and nature of the voyage;
(b) do not contain anything which is likely to cause sickness or
injury to health or which renders any provision or water
unpalatable; and
(c) are otherwise fit for consumption."

4.27 The records of inspections in this section are similar to those in the
previous section. The Convention and the United Kingdom Regulation
requires that inspections are carried out at intervals not more than 7 days.

4.28 The inspections in this section must be made by the Master and any
member of the crew. In practice it will usually be possible to inspect
provisions, store rooms, galleys etc. with a member of the catering
department during the course of the accommodation inspection.

4.29 Entries in this section must be signed by the Master and by the
member of the crew making the inspection.

version 1 - 5/9/06 17
Typical entries might appear as:

Date of Names and Result of inspection of Date of Signatures of

inspection ranks of supplies of food and fresh entry persons
persons water making the
making the inspection
inspections
01/01/06 P Hackl Food and fresh water 01/01/06 P Hackl
Master satisfactory Master

W Academia W Academia
Cook Cook
08/01/06 P Hackl Food and fresh water 08/01/06 P Hackl
Master satisfactory Master

W Academia W Academia
Cook Cook

Page 29 - Load line, depth of loading etc.

4.30 This section is self explanatory. The information must be completed

and the necessary data can be found on the ships load line certificate. The
section should be completed by the Master at the same time as the log book
is opened.

Pages 30 to 39 - Dates of departure from and arrival at each dock

4.31 This section records the date of sailing and the draughts and
freeboards of the ship on departure for each voyage and the dates of arrival at
the next port. It must be completed at departure.

Posting the FRE 13/ MSF 2004 Form

4.32 Column (15) refers to the date and time of posting the notice FRE13/
MSF 2004 which is a copy of the data in this section and which must be
posted up in a conspicuous place accessible to the crew at sailing.

4.33 If the actual mean freeboard is greater than the appropriate salt water
freeboard Columns 8, 9,10,11, 12, 13 & 14 need not be filled in.

4.34 Copies of FRE13/ MSF 2004 are available in MSN 1752 page 75 or
from Marine Offices.

4.35 Normally it will be convenient for the person completing Form FRE13/
MSF 2004 to enter the details in the OLB at the same time for the masters
signature as a final check. Normally the officer completing the data for the
FRE13/ MSF 2004 will be the second signatory for this section.

version 1 - 5/9/06 18
Pages 40 to 76 - Narrative section

4.36 This section is for explanatory entries. A complete list of the

categories of entry to be made is contained in the Official Log Book
Regulations. In general terms this section should contain entries relating to:

changes of master
the annexing of other documents to the OLB.
accidents
casualties
disciplinary matters
discharge of crew members, i.e. when they sign off the articles ( note
there is no need to make an entry when crew members sign on to the
articles, this is covered above).
details of crew left behind
desertions
complaints
promotions and demotions
criminal convictions during a voyage
illness
deaths
appointments of safety officers, representatives and committees.
meetings of safety committees.
wages disputes
closing of articles and OLB.

4.37 If it is not practicable due to its length, or for any other reason for an
entry to be contained in the narrative section, it shall be contained in a
separate document annexed to the OLB and referred to in an entry in the
narrative section.

4.38 Some fictional examples, designed to illustrate the type of entries that
might commonly be made, are below. Every entry MUST be signed by the
Master and by a member of the crew.

Date and Place of the Date of Entries required to be made under

hour of occurrence, or entry Section 77 of the Merchant Shipping
occurrence situation by latitude Act 1995
and longitude at
sea
04/02/06 South Shields 04/02/06 On this day I have opened crew articles
and signed on crew members Nos 1 15
in the List of Crew.
P Hackl Master
S Tanashchuk Chief Officer
05/02/06 South Shields 05/02/06 A Grypachov Second Officer appointed as
Safety Officer. Safety Representative J
Pamis elected
P Hackl Master
S Tanashchuk Chief Officer

version 1 - 5/9/06 19
15/02/06 Malta 15/02/06 On this day signed off Nos 2, 4 & 10 in list
of crew to proceed on leave
P Hackl Master
S Tanashchuk Chief Officer
06/03/06 Rotterdam 06/02/06 On this day P Hackl was replaced by
G Johnson as Master. All documents
handed over in good order
P Hackl G Johnson
15/04/06 At sea 15/04/06 Dangerous Space drill carried out. All
55 10 N equipment satisfactory
01 01 E G Johnson Master
S Tanashchuk Chief Officer
21/04/06 Kotka 21/04/06 Whilst vessel alongside M.V. Jen IMO No
9122222 suffered engine failure and
contacted port quarter. No damage noted.
IRF form faxed to MAIB
G Johnson Master
S Tanashchuk Chief Officer
28/04/06 Rotterdam 28/04/06 Crew agreement and official log book
closed
G Johnson Master
S Tanashchuk Chief Officer

4.39 The page number for every entry in the narrative section which refers
to a crew member should be entered in column 4 of the list of crew section.

4.40 In the event that an OLB becomes full while the articles are still open,
another OLB should be started. An entry should be made in the narrative
section of the second or subsequent book should reflect that this is a
continuation book. All the books should be returned with the completed
articles at the end of the voyage.

5. GMDSS Log Book

5.1 All UK ships are required to carry a GMDSS Log Book, MCA GMDSS
Radio Logs are available from Marine Offices. The log book is to keep records
of communications relating to distress, urgency and safety radio traffic, regular
positions of the ship and results of tests on radio equipment.

5.2 Instructions for completing the log book are contained in the book.
GMDSS Log Books should be returned to the MCA with the Official Log Book
and Crew Agreements when these are closed.

5.3 It is not compulsory to carry an MCA GMDSS Log books however the
following tests, listed in the front of the UK GMDSS Log, must be carried out
and recorded in some form:

version 1 - 5/9/06 20
Radio tests required:

Daily

(a) The proper functioning of the DSC facilities shall be tested at least
once each day, without radiation of signals, by use of the means
provided on the equipment.

(b) Batteries providing a source of energy for any part of the radio
installations shall be tested daily, and where necessary, brought up to
the fully charged condition.

(c) Printer(s) shall be checked daily to ensure there is an adequate

supply of paper.

Weekly

(a) The proper operation of the DSC facilities shall be tested at least once
a week by means of a test call when within communication range of a
coast station fitted with DSC equipment. Where a ship has been out
of communication range of a coast station fitted with DSC equipment
for a period of longer than one week, a test call shall be made on the
first opportunity that the ship is within communication range such as a
coast station.

(b) Where the reserve source of energy is not a battery (for example, a
motor generator), the reserve source of energy shall be tested
weekly.

Monthly

(a) Each EPIRB and satellite EPIRB shall be tested at least once a month
to determine its capability to operate properly using the means
provided on the device and without using the satellite system.

(b) Each search and rescue radar transponder shall be checked at least
once a month using the in-built test facility and checked for security
and signs of damage.

(c) A check shall be made at least once a month on the security and
condition of all batteries providing a source of energy for any part of a
radio installation. The battery connections and compartment shall also
be checked.

(d) A check shall be made at least once a month on the conditions of all
aerials and insulators.

(e) Each survival craft two-way VHF equipment shall be tested at least
once a month on a frequency other than 156.8 MHz (VHF Channel
16).

version 1 - 5/9/06 21
6 Health and Safety

6.1 Safety Officials and Committees

(See Code of Safe Working Practices Chapter 3)

6.1.1 Every person on board a ship has a responsibility for safety. Merchant
Shipping regulations places specific responsibilities on those personnel,
"safety officials", with designated duties to ensure the safety of those on the
ship. A ships safety culture is dependent upon the strong support and
encouragement from the ships senior management. In every ship in which
five or more persons are employed the owner or the manager is required to
appoint a Safety Officer.

Safety Officials

6.1.2 The Master is required to record this appointment of a Safety Official

in the official log book. The Safety Officer should have suitable training, be
familiar with the statutory responsibilities for health and safety and with the
principles and practice of risk assessment.

6.1.3 Amongst the duties of the Safety Official it is the responsibility to

ensure that:

The provisions of the Code of Safe Working Practices and the

Companys/Operators occupational health and safety policies are
complied with.
Carry out occupational health and safety inspections of each
accessible part of the ship in which the crew may be required to work
at least once every three months or more frequently if there have been
changes in the working conditions.
Stop any work which he reasonably believes may cause an accident
and inform the Master who shall be responsible for deciding when
work can safely be resumed.
Ensure the minutes of each safety committee meeting are accessible
to all the crew.

6.1.4 On every ship in which five or more persons are employed the
Company/Operator is required to make rules and arrangements for the
officers and ratings to elect safety representatives.

Safety Representative

6.1.5 A safety representative must be someone who has at least 2 years

sea service since he was 18. If the ship is a tanker he also needs at least 6
months service in tankers (oil, gas, or chemicals as appropriate).

version 1 - 5/9/06 22
6.1.6 The Master is required to record the election of safety representatives
to a safety committee in the Official Log Book, in the narrative section. There
are rules covering the number of representatives that have to be elected
depending on the total crew size. In general:

If the ship carries less than 16 crew, one safety representative elected
by the officers and ratings together,
If the ship carries 16 or more crew; one safety representative elected
by the officers and one elected by the ratings,
If the ship carries more than 30 ratings one safety representative
elected by the ratings from each of the deck engine and catering
departments.

6.1.7 Those who are elected as safety representatives do not have to stay
in that role for the whole voyage, others can be elected to take over. You
should ensure that any safety representative is briefed on his duties and
responsibilities. They can:

Participate in any investigations or inspections carried out by the

Safety Official subject to his agreement, or after notification to the
Master, undertake similar investigations or inspections himself,
whether or not they have been carried out by the Safety Officer,
Consult with the Master and Safety Official on behalf of the crew on
matters affecting occupational health and safety of crew members,
Request through the safety committee an investigation by the Safety
Official of any such safety matter,
Inspect any of the records required to be kept by the Safety Official.

Safety Committee

6.1.8 Once the safety officials have been appointed or elected the Master is
required to appoint a Safety Committee which includes the Safety Official and
each safety representative. The Master is also on the Safety Committee as
Chairman and the creation of this committee must be recorded in the Official
Log Book. The safety committee should meet whenever it chooses as long as
the intervals between meetings are not greater than 6 weeks.

6.1.9 A Safety Committee has to:

Ensure that the provisions of the Code of Safe Working Practices,

relevant legislation, Marine Guidance Notices and Merchant Shipping
Notices are complied with to improve the standard of safety
consciousness among the crew,
Make representations and recommendations on behalf of the crew to
the Company/Operator on matters relating to occupational health and
safety of the crew,
Ensure the Companys/Operators occupational health and safety
policies are observed and to make recommendations for their
improvement,

version 1 - 5/9/06 23
 Inspect any of the records required to be kept by the Safety Official
and ensure that any conclusions reached on matters of safety are
followed up.

6.1.10 There is a legal duty on the company to help the Safety Committee to
work and the company has to:

Provide access to any necessary safety information, documents,

Merchant Shipping Notices, Marine Guidance Notices and relevant
regulations,
Inform the Safety Official, safety representatives and safety committee
of any hazards on board the ship known to them, which may endanger
the ship or her crew,
Permit occupational health and safety inspections of any accessible
part of the ship where crew members may be required to work.

6.2 Masters Responsibility

It is very important that the Master takes a close interest in the work of the
safety officials, checking that the Safety Official is fulfilling his responsibilities
effectively, while giving support and encouragement. The Master is the best
person to ensure that the safety committee works successfully by encouraging
all crew members to participate in the ships safety culture.

6.3 Risk Assessments

6.3.1 Master should ensure that a risk assessment has been carried out to
cover all work activities on board where there is a realistic risk of harm to
personnel. Refer to the Code of Safe Working Practices Chapter 1.

6.3.2 The aim of risk assessments is to minimise accidents and ill health on
board. Masters should ensure that not only are risk assessments prepared,
but work activities are carried out in accordance with the risk assessments.

6.3.3 Many accidents and fatalities could have been prevented if crew
members had followed the precautions highlighted in a risk assessment. An
investigation into a recent fatality involving an accident during cargo
operations found that had the seaman followed the precaution of standing at
least one container away from the container being worked, the fatality would
not have happened.

6.3.4 An example of a completed risk assessment is given at Annex 1.

7 Accident Reporting

(See MGN 289)

7.1 While it is appreciated that your Safety Management System has a

procedure covering accidents and injuries on board, there is also a

version 1 - 5/9/06 24
requirement for the Master or Operator to report Accidents and Major Injuries
by the quickest means possible and as soon as possible after the occurrence
to the Marine Accident Investigation Branch. Serious Injuries should be
reported within 14 days and whilst there is no requirement to report a
Hazardous Incident it is recommended that a report is sent.

7.2 The definitions of Accidents and Major Injuries and Serious Injuries
are contained in MGN 289.

7.3 Accidents should be reported to the Marine Accident Investigation

Branch on form IRF and you should have copies of this form on board. It can
also be downloaded from the Marine Accident Investigation Branch website:
www.maib.gov.uk.

8 Medical Stores Requirements

8.1 Medical equipment

A full list of medical equipment that must be carried is contained in MSN 1768

8.2 Person in charge of medical care on board ship

Any person designated to take charge of medical care on board ship, must
have successfully completed an approved Medical Care training programme
meeting the standards laid down in STCW Code A-VI/4-2 within the preceding
5 years.

9 Surveys and Audits

9.1 Surveys

(See MSN 1751)

Statutory surveys (Loadline, Safety Construction, MARPOL, Safety

Equipment, Safety Radio etc.) should be arranged in plenty of time. Annual
and periodical/ intermediate surveys must be completed within the 6 month
window occurring three months before and after the Anniversary Date of the
certificate. The Anniversary Date is the day and month of the expiry date of
the full term certificate. If a periodical or an annual survey is not carried out
within the window then the certificate must be renewed after a renewal
survey. This takes longer and often costs more than an annual or a periodical
survey. A certificate that has not been validated by an annual or a periodical
survey within the window becomes invalid and the ship risks detention.
Renewal surveys must be carried out in the three month window prior to the
expiry of the certificate.

version 1 - 5/9/06 25
9.2 Authorised Survey Organisations

9.2.1 Ships on the ACS program, see MGN 300, can arrange all surveys
directly with their Classification Society, except for ISM and ISSC audits and
ILO inspections.

9.2.2 On non ACS ships surveys for Load Line, Safety Construction, and
MARPOL have been fully delegated to your classification society and can be
arranged directly with Class.

9.2.3 Surveys for Safety Radio should be arranged through SELEX who will
carry out surveys in the UK but for surveys outside UK normally appoint a
local representative see - MGN 286.

9.2.4 Surveys for Safety Equipment should be arranged through MCA

Customer Service manager or through MCA HQ e mail:
hqsurvey.branch@mcga.gov.uk
Tel + 00 44 (0) 2380 329 224.

The MCA will normally authorise Class to carry out the survey however the
MCA will conduct surveys themselves -

in the UK
at 1 survey in 5
where the MCA feel the need to inspect the ship eg. after a detention

9.3 DoC for Dangerous Goods

Annual survey for arrangements for Document of Compliance for Carriage of

Dangerous Goods is considered by the MCA to be included in the Safety
Equipment Survey.

9.4 Audits

9.4.1 ISM SMC, ISPS audits and ILO 178 inspections should be carried out
at the same visit and this may need to be planned to ensure that this will be at
a port where enough time is available.

ISM Shipboard Audits

9.4.2 All shipboard audits for the International Safety Management (ISM)
Code will be carried out by MCA surveyors. ISM shipboard audits should be
arranged in plenty of time with the MCA Customer Service Manager via your
Designated Person Ashore.

Interim audits

9.4.3 Required at delivery of new buildings or where ships change their ISM
Management Company. The DPA should contact the MCA to arrange this
audit.

version 1 - 5/9/06 26
Intermediate audits

9.4.4 A 12 month 'window' exists (between the 2nd and 3rd Anniversary
Dates of the certificate) in which to arrange intermediate audits. We
recommend you begin arranging this audit as soon as the 'window' opens to
avoid problems later on when the time available is less and availability of
auditors may affect the ability to carry out the audit in the most convenient
location.

Renewal audits

9.4.5 To be completed in the three months prior to the expiry of the Safety
Management Certificate. Again, arrange these early to ensure the certificate
does not expire this would almost certainly result in a major non-conformity.

ISPS Verification Audits

9.4.6 All verification audits for the International Ship and Port Facility
Security (ISPS Code) will be carried out by surveyors from the MCA, normally
at the same time as the ISM audit. ISPS audits should be arranged as above.

9.5 ILO 178 inspections

(see MSN 1769)

9.5.1 The ILO Convention 178 and Recommendation 185 require the MCA
to inspect seafarers working and living conditions within specified time
intervals. The requirements apply to United Kingdom registered sea-going
vessels of 500 gt and over including sea-going tugs.

9.5.2 UK registered vessels will be inspected initially at first ISM audit

(following registration) and at intervals not exceeding 3 years afterwards. This
will usually be carried out during an ISM or ISPS audit to minimise the
inconvenience to ship-owners and Masters or in conjunction with other
surveys where ISM compliance is not covered. The MCA is also required to
investigate if a complaint is received or there is evidence that a ship does not
conform to existing legislation in respect of seafarers working and living
conditions.

9.5.3 After the inspection the surveyor will issue a Report of Inspection of
Seafarers Working and Living Conditions. The Ships Notice Board Copy
must be posted up in a suitable position in the accommodation where it can
be seen and read by all crew members. The Masters Copy will be left with
the Master. If any deficiencies are found these will be reported to the Master
for rectifying within an agreed time frame.

9.5.4 The ILO 178 inspection will generally cover areas such as:

version 1 - 5/9/06 27
 Standards of maintenance and cleanliness of the ships living and
working areas.
Minimum age of seafarers.
Articles of Agreement (crew agreements).
Food, catering and the standards and cleanliness of food and
provisions arrangements.
Crew accommodation arrangements.
Manning, medical examination of seafarers, medical provisions on
board and the qualifications and training of crew members.
Hours of work and rest periods and the records kept.
Arrangements on board for the prevention of occupational accidents
and for reporting and investigation of accidents, and
Articles of Agreement, contracts of employment and/or any collective
bargaining agreements in place relating to the terms and conditions of
employment on board.

10 Stowaways and Refugees

See MGN 70.

11 Continuous Synopsis Record

11.0.1 Every ship is now provided with a document called a Continuous

Synopsis Record (CSR). This is a form of log book that stays with the ship for
its whole life and records all changes of owner, flag, name, Class, ISM etc.
Whenever a change occurs a new section or a new document is issued and
then each has a consecutive number. The numbers should show a complete
record. If a ship is sold this document must stay with the ship.

11.0.2 The Master is responsible for the proper upkeep of the CSR on board
UK ships. When you first receive a new CSR, or first join the ship, you should
check that the details are correct. There is a process for amending details
which you can use and it is important that the details are always correct. Port
State Control will check the CSR as a matter of routine at inspections.

11.1 Making amendments to the CSR

When any data entry in the current CSR requires an amendment you must act
as quickly as possible. To do this you should fill in the changes on the Form 2
and send this to the Registry of Shipping and Seamen. The Registry of
Shipping and Seamen will enter the new changes in the ships master record
and issue a new CSR sheet with the next consecutive number to be attached
to the record on board. After this is done you must ensure that the Index of
Amendments (Form 3) is kept up to date and also attached to the current CSR
in date order.

version 1 - 5/9/06 28
11.2 Receiving an amended CSR

11.2.1 When you receive a new CSR or an amendment sheet, you should
check its sequential number to make sure it is the correct next one, review the
data entries to make sure they are correct and they cover all amendments in
the Index of Amendments.

11.2.2 If you find that there are amendments that are not included in the
CSR you should:

Complete a new Amendment Form 2 relating to each outstanding

amendment and attach it to the latest CSR. List the amendments in
the Index of Amendments (Form 3) attached to the latest CSR; and
Forward copies of the original Amendment Form(s) to the Registry of
Shipping and Seamen

11.2.3 If, for any reason, the ships CSR records are lost or damaged it is
essential that they are restored as quickly as possible in order to avoid
potential delays to the ships voyage. You should contact the Registry of
Shipping and Seamen as quickly as possible who will provide signed and
stamped duplicates.

12 UK Publications required to be onboard

The following UK publications are required to be carried:

Official Log Book (MCA)

Crew Agreement forms (MCA)
Code of Safe Working Practices (MCA) - The following numbers are
required to be carried:
- 5 crew or less - 1 copy
- More than 5 crew but less than 20 - 4 copies
- More than 20 crew - 6 plus

International Code of Signals (IMO)

Mariners' Handbook (UKHO)
Merchant Shipping Notices, Marine Guidance Notes and Marine
Information Notes (MCA) [Only (M) and (M+F) designated notices are
required for Merchant ships]
Notices to Mariners (UKHO)
Notices to Mariners Annual Summary (UKHO)
Lists of Radio Signals (UKHO)
Lists of Lights (UKHO)
Sailing Directions (UKHO)
Nautical Almanac (UKHO)
Navigational Tables
Tide Tables
Tidal Stream Atlases

version 1 - 5/9/06 29
 Operating and Maintenance Instructions for Navigational Aids Carried
by the Ship
MCA Ship Captains Medical Guide

13 Cadet Training - Overseeing of NVQ portfolios

(Refer also to the introduction to Vocational Qualifications at the beginning of

the NVQ Portfolio and MSN 1634)

13.1 As soon as possible after the candidate first joins the ship, it is the
Masters duty to ensure that the necessary opportunities are presented to
enable the candidate to complete the Priority Familiarisation and Safety
Tasks.

13.2 The tasks completed thereafter should be inspected and signed upon
joining the vessel, each month thereafter and at the end of the voyage.

13.3 For deck cadets - a steering certificate should be completed and

signed when the candidate has obtained the necessary experience and
reaches the required standard. It is extremely important that the candidate is
given adequate supervised bridge watchkeeping experience after the first sea
phase. The MCA require that all deck candidates for a first certificate of
competency must spend six of their final 12 months qualifying sea time
engaged in bridge watchkeeping duties under the supervision of a deck
officer. This requirement means that the balance of emphasis in terms of
training during the latter sea phases should be directed towards
watchkeeping.

13.4 In the event that some tasks are not able to he completed, then a
suitable alternative task to a similar standard may be completed and recorded
in the relevant section of additional tasks provided for each unit. This space
may also he used for any additional tasks not specified and so provide further
evidence that such training and experience has been acquired.

13.5 Officers who act as witnesses to the tasks should sign and date the
appropriate tasks and enter his/her name in the Record of Authenticating
Officers list. Any task should only be signed as complete when the demands
of the task have been met. The signature will attest to the Authentication
statement shown in each task and where more than one activity is detailed
within a task, this statement must be true for all activities.

13.6 The number of tasks specified has no bearing on how many times the
candidate must complete the task, it may take several attempts. However, for
each attempt not reaching full competence, the officer must give clear
information on the areas that are lacking so that the candidate may address
these deficiencies. This is particularly important at the end of the voyage,
where the candidate may he joining another vessel where the officers will
have limited indications of his/her progress. In this respect, notes may he

version 1 - 5/9/06 30
attached to the Cumulative Evidence Summary to explain the level of
competence indicated.

13.7 Masters and Officers need to know that the standards expected of the
candidate (when competence is reached) is that of a person about to take up
the job for which the award is made. Cadets are expected at the end of their
training to be competent to start to undertake the job of watchkeeping officer,
but they will clearly be lacking in experience.

version 1 - 5/9/06 31
 Annex 1 Example of Completed Risk Assessment Form
Section 2
Company Document Control Number RA02/Rev12/05 Assessment of Risk Factor
Severity of Harm Hazard Likelihood of Severity of Risk
no. Harm Harm Factor
DETAILED RISK ASSESSMENT - SPECIMEN Likelihood of Slight Moderate Extreme 1 Very Unlikely Moderate Very Low
Harm Harm Harm Harm
Ship name_________MV Example_________________________________ 2 Unlikely Moderate Medium

3 Unlikely Moderate Medium

Record Number_______Example / Risk Assessment / File 01-001____
VERY
VERY LOW
Very Unlikely LOW HIGH RISK
RISK 4 Very Unlikely Slight Very Low
Current assessment date: 12/ 05 Last assessment date: 12/ 04 RISK

Work activity being assessed: 5 Very Unlikely Slight Very Low

Working aloft on the Main Mast VERY
MEDIUM VERY
Unlikely LOW
RISK HIGH RISK 6 Very Unlikely Slight Very Low
RISK
Section 1
Hazard Analysis of the Intended Work Activity 7 Very Unlikely Slight Very Low
Hazard Description of Identified Existing Control Measures to Protect Personnel from Harm
no. Hazards LOW VERY
Likely HIGH RISK
1 Working aloft (a) Permit to-Work issued for work while aloft RISK HIGH RISK 8 Likely Moderate High
(b) Permit-to-Work procedure followed
2 Falling off ladder while (a) Use appropriate safety harness 9 Very Unlikely Moderate Very Low
climbing (b) Supply appropriate PPE
LOW VERY VERY
(c) Obey guidance from local safety sign Very Likely
RISK HIGH RISK HIGH RISK 10
(d) Endorsement of working aloft procedures and training
3 Falling from heights whilst (a) Safety harness secured
working (b) Endorsement of working aloft procedures and training To assess the risk factor arising from the hazard:
4 1. Select the expression for likelihood which most applies to the hazard;
Ships whistle being sounded (a) Isolate whistle
2. Select the expression for severity of harm which most applies to the hazard;
whilst aloft (b) Place Man Aloft signs on all whistle controls 3. Cross reference using the above table to determine the level of risk.
5 Being hit by a rotating radar (a) Isolate radar to stop rotation 4. If the Risk Factor is MEDIUM or above (Yellow, Orange or Red) additional control measures should be implemented
aerial (b) Place Man Aloft sign on radars and recorded in Section 3.
6 Radiation hazard from radar (a) Isolate radar Section 3
and radio aerials (b) Isolate all aerials Additional Control Measures to Reduce the Risk of Harm
(c) Place appropriate safety notices on mast Hazard no. Further Risk Control Measures Remedial Action Date Review Date
7 Electrocution hazard (a) Isolate electrical equipment as appropriate 1
2 Can work be delayed to enable other means of As of job date Next annual review
(b) Place appropriate safety notices on isolators
8 access
Object falling from (a) Adequate training of support staff below
3 Can work be delayed to enable other means of As of job date Next annual review
aloft/above (b) Supply appropriate PPE
9 access
Weather and Sea hazard (a) Arrange work in daylight conditions
4
(b) Arrange work in dry conditions
5
(c) Arrange work in calm weather
(d) Arrange work to be carried out in port or calm seas 6
7
8 Secure all tools appropriately As of job date Immediate
9 Monitor local conditions As of job date Next annual review
10

Additional comments:
Remedial action will be addressed at the next assessment review date
Assessment review date ____December 2006_________________________________________

version 1 - 5/9/06 32
 MERCHANT SHIPPING NOTICE

MSN 1767 (M)

Hours of Work, Safe Manning and Watchkeeping

Revised Provisions from 7 September 2002
Application of the Merchant Shipping (Hours of Work) Regulations 2002 and STCW 95

Notice to Shipowners, Companies, Managers, Masters, Deck and Engineering Officers and all
seafarers on Merchant Ships

With effect from 7 September 2002, this Notice supersedes Merchant Shipping Notice MSN 1682(M)
and should be read in conjunction with Merchant Shipping Notice MSN 1758(M), and Marine
Guidance Notes MGN 50(M), MGN 137(M+F), and MGN 179 (M) (or subsequent amendments)

Summary

This Merchant Shipping Notice contains the detailed mandatory requirements specified by the
Secretary of State under the Merchant Shipping (Hours of Work) Regulations 2002 which come into
force on 7 September 2002, and Regulations 1-5 and 11-18 of the existing Merchant Shipping (Safe
Manning, Hours of Work and Watchkeeping) Regulations 1997 1 . It gives guidance on the
application of the Regulations.

The guidance is in 3 Sections with Annexes:

Section 1 - Hours of Work

Section 2 - Safe Manning
Section 3 - Watchkeeping

Key Points

Section 1 - The requirements of the new 2002 Regulations:

apply to all seafarers (including masters) employed or engaged in any capacity on board a
seagoing ship other than fishing vessels, pleasure vessels, offshore installations whilst on their
working stations and tugs which do not ordinarily go beyond the limits of categorised waters
provide for a minimum of 10 hours rest in any 24 hour period and 77 hours in any 7-day
period and 4 weeks annual paid leave
require records of hours of rest to be maintained (suggested pro-formas at Annexes A and B)
provide for inspection and enforcement by the MCA

Sections 2 and 3 of this Notice, which supersedes MSN 1682(M), have been reissued to incorporate
editorial amendments, to clarify the manning guidance tables (at Annexes C and D) and to
incorporate International Maritime Organization Resolution A21/Res 890 on the Principles of Safe
Manning.

1 SI 1997/1320, as amended by SIs 1997/1911 and 2000/484

1
SECTION 1 - HOURS OF WORK
1.0 Introduction
1.1 The Merchant Shipping (Hours of Work)
Regulations 2002, (referred to in Section 1 of
this Notice as the Regulations) which
come into force on 1 September 2002, revoke
Regulations 6 to 10 of the Merchant Shipping
(Safe Manning, Hours of Work and
Watchkeeping) Regulations 1997, as
amended, and replace them with provisions
on hours of work and annual leave which
implement the Annex (the Social Partners
Agreement) to Council Directive
1999/63/EC of 21 June 1999 (the Maritime
Working Time Directive). The requirements
of clause 13 of the Annex, relating to medical
certification, are implemented separately in
the new Merchant Shipping (Medical
Examination) Regulations 2002.
1.2 The Regulations also implement Council
Directive 1999/95/EC concerning inspection
and enforcement and provide for penalties
in the event of non-compliance.
1.3 Regulations 1-5 and 11-18 of the 1997
Regulations remain extant and details of
requirements are given in Sections 2 and 3 of
this Notice.
2.0 Application
2.1 The requirements of the EU Directive apply
to:
seafarers employed or engaged in any
capacity on board every seagoing ship,
whether publicly or privately owned, which
is registered in the territory of any Member
State and is ordinarily engaged in
commercial maritime operations.
For the purposes of these Regulations, the
terms a) seafarer, b) seagoing ship and
c) commercial maritime operations are
considered below, in paragraphs 2.2-2.4.
2.1.1 The requirements of these
Regulations do not apply to seafarers
employed or engaged on fishing
vessels, offshore installations whilst
2 SI 1998/1833
3 SI 1998/2771
2
on their working stations and tugs
which do not ordinarily go beyond
the limits of categorised waters, as
defined in Merchant Shipping Notice
MSN 1758 (M).
2.2 Seafarer
2.2.1 A seafarer is a person employed or
engaged in any capacity on board a
seagoing ship on the business of the
ship. This is taken to mean a person
employed either directly by a
shipping company or through a
manning agency, whose usual place
of work is on board a seagoing ship,
and includes masters, crew members,
resident entertainers and franchise
employees on passenger ships.
Boatmasters licence holders
operating on seagoing passenger
vessels (carrying more than 12
passengers) are also covered.
2.2.2 The Regulations will not be taken to
apply to those whose normal place of
work is ashore but who are working
on a seagoing ship on a temporary or
short term basis eg fitters, guest
lecturers and entertainers, research
scientists, riding crews, trainees and
volunteers on sail training ships who
are not carrying out safety-critical
roles (see para 2.4.2 below), provided
such workers are covered by the
requirements of the Working Time
Regulations 19982
2.3 Seagoing Ship
2.3.1 For the purpose of these Regulations
a seagoing ship is one which is
certificated under Merchant Shipping
legislation for navigation at sea.
2.3.2 Vessels certificated under MCA
Codes of Practice in terms of the
Merchant Shipping (Vessels in
Commercial Use for Sport or
Pleasure) Regulations 1998 3 , are
covered by the separate provisions of
those Regulations and the Codes to
which they refer.
2.4 Commercial Maritime Operations
2.4.1 All vessels engaged in trade, carrying
cargo or fare-paying passengers are
covered, as are sail training vessels.
Government ships such as those
operated by the Royal Fleet Auxiliary,
which are not ordinarily engaged in
commercial maritime operations, are
not covered by the Regulations.
Sail Training Vessels
2.4.2 - For the purposes of the Regulations,
seafarers on sail training vessels
includes all contracted crew (or those
listed on the Safe Manning
Document, if applicable) and any
person in charge of a navigational or
engineering watch and/or with a
safety-critical role. These seafarers
will sign on the crew agreement.
Volunteers and trainees who have no
safety-critical responsibilities are not
covered by the Regulations.
2.4.3 The Owner/Operator of a sail
training vessel should make a
declaration of the minimum manning
requirement for contract crew, for
approval by the Seafarers Training
and Certification Branch of the MCA
(unless the vessel is already covered
by a Safe Manning Document).
2.5 Definition of Hours of Work
2.5.1 For the purposes of the Regulations,
hours of work are when seafarers are
required to do work on the business
of the ship.
2.5.2 On-Call Time - The Regulations
provide that a seafarer whose normal
period of rest on board ship is
disturbed by a call-out, should have
adequate compensatory rest. This is
intended to cover situations such as
when a seafarer, having set the
alarms in an unattended machinery
space, retires to his bunk but has his
rest disturbed by a call-out to work.
In such circumstances the seafarer is
entitled to compensatory rest to make
up for the rest time lost because he
was called out to work.
3
3.0 General Duties (Regulation 4)
3.1 The Regulations require that any company
(defined as the owner or any other person or
organisation, such as the manager or
bareboat charterer who has assumed
responsibility for the ship from the owner),
and the master must ensure that seafarers
are provided with at least the minimum
hours of rest. This will include the managers
of franchises, who are responsible for the
personnel working for the franchise, and any
other employer of a seafarer working on
board the vessel.
3.2 It is the responsibility of all seafarers to
ensure that they are properly rested when
they begin duty on a ship and that they
obtain adequate rest when not on duty.
4.0 Minimum Hours of Rest (Regulation 5)
4.1 The hours of rest shall be not less than:
a) 10 hours in any 24-hour period; and
b) 77 hours in any 7-day period.
Note: Hours of rest may be divided into no more
than 2 periods, one of which should be at least 6
hours long, and the interval in between should
not exceed 14 hours.
4.2 It is expected that employers and employees
will reach agreement on the arrangements
for conducting emergency drills such as
musters, fire-fighting and lifeboat drills, in a
way which minimises the disturbance to rest
periods and provides compensatory rest for
seafarers whose normal rest is disturbed by
call-outs for drills.
Exceptions to the Limits on Hours of Rest
(Regulation 6)
4.3 Exceptions to the limits on the hours of rest
may be allowed (Regulation 6) provided that
they are the result of an agreement between
employers and seafarers and have due
regard to the general principles of health and
safety of workers. Agreements can be made
by collective agreement (between the
employer and an independent trade union)
or workforce agreement (Schedule 1 to
the Regulations). Exceptions may take
account of more frequent or longer leave
periods or the granting of compensatory
 leave for watchkeeping seafarers or seafarers
working on board ships on short voyages.
4.4 A workforce agreement is made with elected
representatives of the workforce in most
cases (see below.) It can apply to the whole
workforce or to a group of workers. To be
valid, a workforce agreement must :
- be in writing;
- have been circulated in draft to all workers
to whom it applies together with guidance
to assist their understanding of it;
- be signed before it comes into effect either:
- by all the representatives of the
members of the workforce or group of
workers; or,
- if there are 20 or fewer employed by a
company, either by all representatives of
a workforce or by a majority of the
workforce
- have effect for a specified period of no
more than five years.
4.5 Applications for authorisation of exceptions
should be made in writing to any MCA
Marine Office (listed at Annex E).
5.0 Posting-up of Table of Duties (Regulation 7)
5.1 Companies should ensure that a table or
schedule of duties is produced setting out
the hours of work and rest periods. The table
should be in the same format as Annex A(i)
to this Notice or in a format substantially
like it. The table must be in English and in
the working language of the ship, if that is
not English, and should specify for every
position at least:
the daily schedule of duties at sea and
duties in port; and
the daily minimum hours of rest as
required by the Regulations (see para 4.1
above) or any collective or workforce
agreements in force.
In devising the schedule, operators should
take account of factors such as:
a) trade and type of operation;
b) type and size of ship;
c) construction and technical equipment of
the ship;
4
d) manning levels and changes in crew
numbers due to crew changes and
sickness;
e) the maximum period of continuous
watchkeeping;
f) minimum rest periods;
g) total workload;
h) the seriousness of irregular working
hours and their contribution to causing
fatigue and the importance of scheduling
reasonably stable working hours over a
voyage.
5.2 Changes should not be made to the schedule
of duties unless they can be justified by
substantially altered work patterns made
necessary, for example, by a change in
trading pattern or other significant factor.
Where it is known that a ship engages in an
irregular trading pattern or that working
hours are unlikely to be uniform, this can be
taken into account and recorded in the
schedule.
5.3 It is not necessary to draw up a new
schedule of duties for each voyage, so long
as it is applicable to the voyage in question
and the composition of the crew for whom it
was originally intended has not changed.
5.4 It is the responsibility of the master or
authorised person to post up the table in a
prominent and easily accessible place in the
ship. Where there is more than one table, the
master is responsible for ensuring that all
tables are posted in a suitable place.
5.5 When first drawing up a schedule of duties
for a ship, companies should seek the views
of the master, who should in turn seek the
views of the officers, the ships safety
committee, or the seafarers or their
representatives or a trade union as
appropriate. The final decision on the
schedule lies with the operator who will be
responsible for ensuring that it is
appropriate in relation to the safety of the
ship and the performance of duties.
6.0 Exceptions for Emergencies (Regulation 8)
6.1 The Regulations recognise that situations
may arise in which a seafarer may be
required to work during scheduled hours of
rest. These include emergencies which
threaten the safety of the ship or the cargo or
 put life at risk. In these circumstances, the
limits may be exceeded provided
compensatory arrangements are made to
avoid fatigue.
7.0 Records (Regulation 9)
7.1 The master or authorised person is
responsible for ensuring that records of
hours of rest are maintained for each
seafarer serving on the ship. The records
should be completed monthly in arrears and
these should be in the format at Annex B to
this Notice or an equivalent format showing
at least this information. Each record should
be endorsed by the master or authorised
person and the seafarer. A copy should be
given to the seafarer.
7.2 In an emergency or when unforeseen events
occur (as described in paragraph 6 above),
changes may be unavoidable. In these cases
records should reflect all deviations from the
schedule.
7.3 All records should be kept for a minimum of
one year and should be available for
inspection by MCA surveyors at any time. If
during the year, a company ceases to
operate, the duty to retain the records
remains with that company.
7.4 Checking the ships documentation will be
carried out by the MCA as part of the normal
routine of vessel inspection and will include
a check that the appropriate schedules are
posted and records maintained. Following
examination, the records will be endorsed as
part of the process.
8.0 Night Workers (Regulation 10)
8.1 The definition of night relates to a period
of 9 consecutive hours including the period
between midnight and 5 am. Although the
Regulations are expressed in local time, it
is recognised that ships time may be
different when a vessel is at sea.
9.0 Young Persons (Regulation 5(5) and
Schedule 2, paragraphs 1 and 4)
9.1 The Regulations prohibit the employment on
a ship of any young person under the age of
16 by amending section 55 of the Merchant
Shipping Act 1995. This supersedes the
provision in section 55 which prohibits the
5
employment of anyone under school leaving
age.
9.2 The requirements of the Regulations do not
override any of the provisions relating to
young persons in the existing Merchant
Shipping health and safety legislation
relating to the employment of young
persons.
10.0 Annual Leave (Regulation 12)
10.1 For the purposes of these Regulations, a
seafarer is entitled in each leave year to a
period of leave of at least four weeks, for
which he is entitled to be paid at the rate of a
weeks pay in respect of each week of leave.
It is considered that this entitlement to
annual leave will be separate from, and in
addition to, periods of rest and
compensatory leave which seafarers receive
as part of their working arrangements.
However, it is for employers and seafarers to
decide on the details of how this entitlement
is to be provided by negotiation and
arrangement between themselves.
10.2 Annual leave may be taken in instalments
but may not be replaced by a payment in
lieu except where the seafarers employment
is terminated.
11.0 Enforcement Provisions (Regulations 14-20)
11.1 Council Directive 1999/95/EC concerning
enforcement provisions is also implemented
in these Regulations. Compliance with the
requirements of Regulations 4, 7 and 9 will
be checked as part of the MCAs inspection
regime. Inspection may also be triggered by
a complaint from a person or body with a
legitimate interest in the health and safety of
the crew. In such cases the identity of the
complainant will remain confidential.
11.2 Inspection will include a check that
schedules of duties are posted up and that
records of work and rest periods are being
maintained. If an inspector has grounds for
believing that seafarers may be unduly
fatigued he will check in more detail that the
hours of rest recorded conform to the
standards and that they have actually been
observed. If the evidence indicates that
manning levels are so low that the schedules
cannot be observed, the MCA will require
that manning levels are adjusted so that the
 vessel can be operated safely within the
hours available. Where conditions are clearly
hazardous to safety or health, the ship may
be detained.
SECTION 2 - SAFE MANNING
12.0 Introduction
12.1 The Merchant Shipping (Safe Manning,
Hours of Work and Watchkeeping)
Regulations 1997, place responsibilities on
companies owning or operating UK
registered seagoing ships and other ships
whilst in UK national waters, to ensure that
their vessels are manned with personnel of
appropriate grades who have been properly
trained and certificated. The numbers of
certificated officers, and certificated and
non-certificated ratings must be sufficient to
ensure safe and efficient operation of the
ship at all times.
13.0 Responsibilities of Owners and Operators :
General Principles
13.1 In fulfilling their responsibility to ensure that
ships are safely and sufficiently manned,
owners and operators should :
.1 make an assessment of the tasks, duties
and responsibilities of the ships
complement required for its safe
operation, for the protection of the
marine environment and dealing with
emergency situations;
.2 assess the numbers and grades/capacities
in the ships complement required for the
safe operation and for the protection of
the environment, and for dealing with
emergency situations, including the
evacuation of passengers where
applicable;
.4 ensure that the manning level is adequate
at all times and in all respects, including
meeting peak workloads and is in
accordance with the principles contained
in this MSN;
.5 in case of changes in trading area(s),
operations, construction, machinery,
equipment or operation and maintenance
6
of the ship, which may affect the
manning level, review the manning level.
13.2 In conjunction with these factors the owner
or operator should: -
.1 identify all the functions to be
undertaken on board during a
representative voyage or operational
period, including determination of the
number of personnel required to
undertake the relevant tasks and duties
under both peak and routine work load
conditions;
.2 identify those functions that constitute a
normal operation and determine the
numbers of personnel required to
undertake the concurrent tasks and
duties safely;
.3 identify the skills and experience
required to perform those functions;
.4 establish working arrangements to ensure
that the master and crew are capable of
undertaking concurrent and continuing
operations at the appropriate level(s) of
responsibility, as specified, with respect
to their skills and training; and
.5 ensure that the working arrangements
allow for sufficient rest periods to avoid
fatigue and to comply with the Hours of
Work Regulations 2002.
13.3 In applying these principles, proper account
should be taken of the International
Maritime Organization (IMO), International
Labour Organization (ILO), International
Trade Union (ITU), World Health
Organization (WHO) and European Union
(EU) instruments with respect to:
.1 watchkeeping;
.2 hours of work or rest;
.3 safety management;
.4 certification of seafarers;
.5 training of seafarers;
.6 occupational health and hygiene;
.7 crew accommodation.
14.0 Establishing Safe Manning Requirements .1 maintain the safety and security of
all persons on board and keep life
14.1 Specific factors to be taken into account in saving, fire fighting and other safety
determining the safe manning level include : systems in operational condition,
including the ability to muster and
.1 frequency of port calls, length and nature disembark passengers and non-
of the voyage; essential personnel;
.2 trading area(s), waters and type of .2 operate and maintain watertight
operations in which the ship or vessel is closing arrangements;
involved and any special requirements of
.3 perform operations necessary to
the trade or operation;
protect the marine environment;
.3 number, size (kW) and type of main
.4 provide medical care on board;
propulsion units and auxiliaries;
.5 undertake administrative tasks
.4 size, type of ship, and layout;
required for the safe operation of the
.5 construction and equipment of ship; ship; and
.6 cargo to be carried or operational .6 participate in mandatory safety drills
requirements; and exercises.
.7 method of maintenance;
.14 Marine engineering tasks and duties:
.8 extent to which training activities are
.1 operate and monitor the ships main
conducted on board; and
propulsion and auxiliary machinery;
.9 how the proposed complement will deal
.2 maintain a safe engineering watch;
with various emergency situations that
may arise; .3 manage and perform fuel and ballast
operations; and
.10 navigational duties and responsibilities as
required by STCW 95 including the .4 maintain ships engine equipment,
following: system and services.
.1 plan and conduct safe navigation;
.15 Electrical, electronic and control
.2 maintain a safe navigational watch; engineering duties:
.3 manoeuvre and handle the ship in all .1 operate ships electrical and
conditions and during all operations; electronic equipment; and
.4 safely moor and unmoor the ship; 2 maintain ships electric and
and electronic systems.
.5 maintain safety whilst in port.
.16 Radio communications:
.11 Cargo handling and stowage: .1 transmit and receive information
using ship communication
.1 plan and monitor the safe loading,
equipment;
stowage, securing, carriage and
unloading of cargo. .2 maintain safe radio watch;
.3 provide communications in
.12 Ship specific operations:
emergencies.
.1 the nature and duration of the
operation(s) the ship undertakes and .17 Maintenance and repair:
local environmental conditions.
.1 carry out maintenance and repair
work to the ship and its machinery,
.13 Ship operations and care for persons
equipment and systems, as
onboard, and maintaining life-saving,
appropriate to the method of
fire-fighting and other safety systems in
maintenance and the repair system
operational condition:
used.

7
14.2 In addition, the level of safe manning should
also take into consideration:
.1 the management of safety functions of a
ship underway, not underway or
operating in near stationary mode;
.2 except in ships of limited size, the
provision of qualified deck officers to
ensure that is not necessary for the master
to keep regular watches by adopting a
three watch system;
.3 except in ships of limited propulsion
power or operating under provisions for
unattended machinery spaces, the
provision of qualified engineering
officers to ensure that it is not necessary
for the chief engineer to keep regular
watches by adopting a three watch
system;
.4 the maintenance of applicable
occupational health and hygiene
standards on board; and
.5 the provision of proper food and
drinking water for all persons on board.
15.0 Guidance on Appropriate Manning Levels
15.1 In determining what constitutes a minimum
safe manning level, useful guidance may
also be obtained by use of risk and hazard
management tools such as formal safety
assessment.
15.2 The minimum safe manning levels referred
to in this Notice are those required for all
reasonably foreseeable circumstances and
working conditions to permit the safe
operation of the ship under normal
operational conditions.
15.3 The tables at Annexes C and D provide
guidance on the numbers of certificated deck
and engineer officers appropriate to different
sizes of ships, tonnages and trading areas.
As the watchkeeping arrangements for the
engineering department and the demands
placed on personnel vary significantly
according to the level of automation, these
tables only provide guidance; owners and
operators must take all relevant factors into
account before finalising their manning
proposals.
4 SI 1995/1427
8
15.4 The number of ratings required will be
determined by the factors summarised in
paragraphs 13 and 14 above.
16.0 Nationality Restrictions
16.1 The Merchant Shipping (Officer Nationality)
Regulations 1995 4 do not permit foreign
nationals (other than Commonwealth
citizens, EEA nationals, or a national of a
State other than an EEA State which is a
member of the North Atlantic Treaty
Organization) to serve as master of a
strategic ship. This is defined as a UK ship of
500 gt or more which is a cruise ship, a
product tanker or a ro-ro ship. There are no
other nationality restrictions applying to the
manning of UK registered ships.
17.0 Consultation on Safe Manning Levels
17.1 Owners and operators should consult with
the master, seafarers representatives and the
MCA (where appropriate) on their proposed
manning levels. Once agreed, a record of the
consultation process should be retained by
the owner or operator, together with a
record of the agreed manning level.
17.2 If agreement cannot be reached between the
owners or operator and master, and
seafarers or seafarers representatives
regarding manning levels, the MCA will
consider the views put forward and, if
appropriate, require the manning levels to be
revised. When disagreement occurs, it may
be necessary to arrange a practical
demonstration of the crews ability to carry
out the essential tasks in the context of the
principles of safe manning.
17.3 The manning level need not be reviewed for
each voyage or operational cycle provided it
is applicable to the voyage or cycle in
question and the composition of the crew for
whom it was originally intended has not
changed.
17.4 Changes should not be made to the manning
level unless they can be justified by
substantially altered work patterns made
necessary, for example, by a change in
trading pattern, operation or other
significant factor. Where a vessel is known to
 engage in an irregular trading pattern or
have working hours that are unlikely to be
uniform, this should be taken into account
when considering the manning level.
17.5 Once agreed, the owner or operator should
ensure the safe manning level is maintained
and that ship operations are in compliance
with the Merchant Shipping (Hours of
Work) Regulations 2002.
18.0 Safe Manning Document
18.1 The Merchant Shipping (Safe Manning,
Hours of Work and Watchkeeping)
Regulations 1997 require owners or
operators of all UK seagoing vessels of 500 gt
or more to obtain and carry a Safe Manning
Document specifying the minimum manning
levels. Owners and operators of ships below
500gt may also choose to hold a Safe
Manning Document.
19.0 Application for a Safe Manning Document
19.1 Any application for a Safe Manning
Document should be made by the owner, or
a person authorised to act on their behalf, on
form MSF 4227 (or subsequent amended
form), which can be obtained from any MCA
Marine Office or the Seafarers Training and
Certification Branch. All applications,
together with the appropriate fee, should be
sent to the Seafarers Training and
Certification Branch at the address on the
form.
19.2 When applying to the MCA for a Safe
Manning Document, owners or operators
should submit a clear and concise
explanation of: -
1 how the proposed manning level has
been determined;
2 how it takes account of the guidance of
this Notice; and
3 how it takes account of the hours of work
provisions in the Regulations.
5 Available from the Publications Department, International Maritime Organization, 4 Albert Embankment, London SE1 7SR
9
20.0 Approval of a Safe Manning Document by
the MCA
20.1 A proposal will only be approved and a Safe
Manning Document issued provided the
manning level fully satisfies the principles,
recommendations and guidelines outlined in
this Notice. The MCA may require an owner
or operator to amend a proposal if, after
evaluation, the proposal is considered
inadequate.
20.2 When the MCA has agreed a proposal
regarding manning of a particular ship, a
Safe Manning Document will be issued for
that ship in a format which complies with
the requirements of SOLAS, as amended. It
should be retained on board and be available
for inspection by an authorised person,
whenever required.
20.3 In the event of any change in equipment,
construction or use of the ship, which may
affect the safe manning level, the owner or
operator should make an application for the
issue of a new Safe Manning Document.
20.4 A Safe Manning Document of a ship may be
withdrawn if an owner or operator fails to
submit a new proposal where a ship changes
trading area(s), construction, machinery or
equipment, or operation and/or method of
maintenance have changed, or a ship
persistently fails to comply with the rest
hours requirements.
SECTION 3 - WATCHKEEPING
21.0 General
21.1 The principles applying to the keeping of a
safe watch are given in Chapter A-VIII of the
STCW Code5 and must be followed in order
to comply with the Regulations.
21.2 The Regulations require the master of any
ship to be responsible for the overall safety
of the ship. He must also ensure that the
watchkeeping arrangements are adequate
for maintaining safe navigational watches at
 all times, including the provision of a
lookout as required by the International
Regulations for the Prevention of Collisions
at Sea 1972, as amended. Masters, owners
and operators are reminded that the UK
does not consider it safe for the officer of the
navigational watch to act as sole look-out
during periods of darkness or restricted
visibility.

21.3 The chief engineer officer of any ship is

responsible to the master for ensuring that
arrangements are adequate at all times for
maintaining a safe engineering watch.

22.0 Further Information

22.1 Any queries relating to this Notice should be

addressed to the MCA at :

Seafarer Health and Safety Branch (for

enquiries in relation to Section 1 on
Hours of Work)
Tel 02380 329216
Fax 02380 329251
Email: seafarer_H&S@mcga.gov.uk
or
Seafarers Training and Certification
Branch (for enquiries in relation to
Section 2 on Safe Manning and Section 3,
on Watchkeeping)
Tel 02380 329231
Fax 02380 329252
Email: exams_section@mcga.gov.uk

Maritime and Coastguard Agency

Spring Place
105 Commercial Road
Southampton
S015 1EG

September 2002

File Reference MC 110/13/6

An executive agency of the
Safer Lives, Safer Ships, Cleaner Seas Department for Transport

10
 MODEL FORMAT FOR TABLE OF SHIPBOARD WORKING ARRANGEMENTS (1)

Name of Ship: ____________________________________ Flag of Ship: ______________________ IMO number (if any): _________________

Latest update of table: ____________________________________________________ ( ) of ( ) pages.

The maximum hours of work or minimum hours of rest are applicable in accordance with the Merchant Shipping (Hours of Work) Regulations 2002
issued in conformity with ILOs Seafarers Hours of Work and the Manning of Ships Convention 1996 (No 180) and with any applicable collective
agreement registered or authorised in accordance with that Convention and with the International Convention on Standards of Training, Certification
and Watchkeeping for Seafarers 1978, as amended, (STCW 95) (2).

Minimum hours of rest: __________________________________________________________________________

Other requirements: _________________________________________________________________________________________________________

Position/rank (3) Scheduled daily work hours at sea Scheduled daily work hours in port Comments Total daily rest hours
Watchkeeping Non-watchkeeping Watchkeeping Non-watchkeeping At sea In ports
(fromto) duties (fromto) duties
(fromto) (4) (fromto)

11
Signature of master: ______________________________________________

(1) The terms used in this model table are to appear in the working language or languages of the ship and in English.
(2) See overleaf for selected extracts from ILO Convention No 180 and the STCW Convention..
(3) For those positions/ranks that are also listed in the ships safe manning document, the terminology used should be the same as in that document.
(4) For watchkeeping personnel, the comment section may be used to indicate the anticipated number of hours to be devoted to unscheduled work and any such hours should be
included in the appropriate total daily work hours
ANNEX A(i)
 SELECTED TEXTS FROM ILO CONVENTION No 180 AND THE STCW CONVENTION

ILO Convention No 180

Article 5
1. The limits on hours of work or rest shall be as follows: (a) maximum hours of work shall not exceed: (i) 14 hours in any 24-hour period; and (ii) 72 hours in any seven-day period, or
(b) minimum hours of rest shall not be less than: (i) 10 hours in any 24-hour period, and (ii) 77 hours in any seven-day period.
2. Hours of rest may be divided into no more than two periods, one of which shall be at least six hours in length, and the interval between consecutive periods of rest shall not exceed 14
hours.
6. Nothing in paragraphs 1 and 2 shall prevent the Member from having national laws or regulations or a procedure for the competent authority to authorise or register collective
agreements permitting exceptions to the limits set out. Such exceptions shall, as far as possible, follow the standards set out but may take account of more frequent or longer leave
periods or the granting of compensatory leave for watchkeeping seafarers or seafarers working on board ships on short voyages.

Article 7
1. Nothing in this Convention shall be deemed to impair the right of a master of the ship to require a seafarer to perform any hours of work necessary for the immediate safety of the
ship, persons on board or cargo, or for the purpose of giving assistance to other ships or persons in distress at sea.
3. As soon as practicable after the normal situation has been restored, the master shall ensure that any seafarers who have performed work in a scheduled rest period are provided with
an adequate period of rest.

STCW Convention (STCW 95)

12
Section A-VIII/1 of the STCW Code (Mandatory)
1. All persons who are assigned duty as officer in charge of a watch or seafarer on watch shall be provided with a minimum of 10 hours rest in any 24 hour-period.
2. The hours of rest may be divided into no more than two periods, one of which shall be at least six hours in length.
3. The requirements for rest periods laid down in paragraphs 1 and 2 need not be maintained in the case of an emergency or drill or in other overriding operational conditions.
4. Notwithstanding the provisions of paragraphs 1 and 2, the minimum period of 10 hours may be reduced to not less than 6 consecutive hours provided that any such reduction shall
not extend beyond two days and not less than 70 hours of rest are provided each seven-day period.
5. Administrations shall require that watch schedules be posted where they are easily accessible.

Section B-VIII/1 of the STCW Code (Guidance)

3. In applying Regulation VIII/1, the following should be taken into account:
1. provisions made to prevent fatigue should ensure that excessive or unreasonable overall working hours are not undertaken. In particular, the minimum rest periods specified in
Section A-VIII/1 should not be interpreted as implying that all other hours may be devoted to watchkeeping or other duties;
2. that the frequency and length of leave periods, and the granting of compensatory leave, are material factors in preventing fatigue from building up over a period of time;
3. the provision may be varied for ships on short sea voyages, provided special safety arrangements are put in place.
ANNEX A(ii)
 MODEL FORMAT FOR RECORD OF HOURS OF REST OF SEAFARERS (1)

Name of Ship: ___________________________________ IMO number (if any): _________________ Flag of Ship: ______________________

Seafarer (full name): ____________________________________________________________________ Position/rank: ____________________

Month and year: _________________________________ Watchkeeper (2): yes no

Record of hours of rest

Please mark periods of rest, as applicable, with X, or using a continuous line or arrow.

COMPLETE THE TABLE ON THE REVERSE SIDE

The following national laws, regulations and/or collective agreements governing limitations on minimum rest periods apply to this ship:
The Merchant Shipping (Hours of Work ) Regulations 2002, _______________________________________________________________________________

I agree that this record is an accurate reflection of the hours of rest of the seafarer concerned.

13
Name of master or person authorised by master to sign this record: _____________________________________________

Signature of master or authorised person: ____________________________ Signature of seafarer: ________________________

A copy of this record is to be given to the seafarer. This form is subject to examination and endorsement
under procedures established by the
UK Maritime and Coastguard Agency

(1) The terms used in this model table are to appear in the working language or languages of the ship and in English.
(2) Tick as appropriate.
ANNEX B(i)
 Please mark periods of rest, as applicable, with an X, or using a continuous line or arrow Hours of Comments Not to be completed
rest in by the seafarer (1)
24-hour
Hours 0 0 0 1 0 2 0 3 0 4 0 5 0 6 0 7 0 8 0 9 1 0 1 1 1 2 1 3 1 4 1 5 1 6 1 7 1 8 1 9 2 0 2 1 2 2 2 3 2 4 period Hours of Hours of
rest, in rest, in
Date any any 7-day
24-hour period (2)
period (2)

14
Hours 0 0 0 1 0 2 0 3 0 4 0 5 0 6 0 7 0 8 0 9 1 0 1 1 1 2 1 3 1 4 1 5 1 6 1 7 1 8 1 9 2 0 2 1 2 2 2 3 2 4

(1) For completion and use in accordance with the procedures established by the competent authority in compliance with the relevant requirements of ILO Convention No 180 on
Seafarers Hours of Work and the Manning of Ships Convention 1996.
(2) Additional calculations or verifications may be necessary to ensure compliance with the relevant requirements of ILO Convention No 180 on Seafarers Hours of Work and the
Manning of Ships Convention, 1996 and the International Convention on Standards of Training, Certification and Watchkeeping, 1978 as amended. (STCW 95)
ANNEX B(ii)
 ANNEX C

GUIDANCE ON APPROPRIATE MANNING LEVELS - DECK OFFICERS

Trading Area Size of Ship (gt) Number of Officers to be carried - STCW 95 Regulation
Reg II/2-Master Reg II/2-Ch.Mate Reg II/1-OOW Reg II/3-OOW
Unlimited 3000 or more 1 1 2
Unlimited 500 or more but less 1 1 1
than 3000
Unlimited less than 500 1 2(a)
Near-coastal 3000 or more 1 1 1
Near-coastal 500 or more but less
than 3000 1 1 1(b)
Near-coastal Less than 500 2(c)

Key:

(a) may be 1 if the master keeps watch;

(b) need not be carried if the master keeps watch;
(c) one of these II/3 certificates must have an endorsement for the capacity of master.

15
 GUIDANCE ON APPROPRIATE MANNING LEVELS - ENGINEER OFFICERS

Trading Area Registered Power (kW) Engineer Officers Requirements

Chief Engineer Second Engineer Engineer OOW Total
Unlimited 3000 or more C/E III/2 Unlimited 2/E III/2 Unlimited 1 x III/1 3
Unlimited 750 or more but less than 3000 C/E III/3 < 3000 kW 2/E III/3 < 3000 kW 1 x III/1 3
Unlimited 350 or more but less than 750 2/E III/3 < 3000 kW MEOL (a) - 2
Near-coastal 6000 or more C/E III/2 Unlimited 2/E III/2 Unlimited - 2
Near-coastal 3000 or more but less than 6000 C/E III/2 < 6000 kW NC 2/E III/2 < 6000 kW NC - 2
Near-coastal 750 or more but less than 3000 C/E III/3 < 3000 kW NC 2/E III/3 < 3000 kW NC - 2
Near-coastal 350 or more but less than 750 SMEOL - - 1

The above table assumes that the ship is classed as U.M.S. < = less than NC = Near-coastal

Key: (a) The holder may serve in a dual capacity, deck and engine room, provided the ship is not a tanker and the deck service is not as
an essential watch-keeper or master

16
Notes: (i) All engine room watch ratings must hold watch rating certificates (STCW III/4 certification) issued by MCA-approved companies,
except on vessels of less than 750kW.
(ii) The manning levels are subject to meeting the requirements of Section 1 of this MSN.
The following factors will be considered in varying the requirements given in the above table.
Restriction of the vessels area of operation.
The trading pattern of the vessel.
The complexity of the machinery spaces.
The vessel not operating under U.M.S. conditions.
Technical complexity of the machinery including its control and monitoring systems.
Redundancy of the essential machinery.
The maintenance regime employed in the upkeep of the machinery and its control systems.
The level and availability of technical shore support.
ANNEX D
 ANNEX E

MCA Marine Offices

1. Aberdeen Marine Office Tel: 01224 597900

Blaikies Quay Fax: 01224 571 920
Aberdeen AB11 5EZ

2. Belfast Marine Office Tel: 02891 475310

Bregenz House Fax: 02891 475321
Quay Street
Bangor
Northern Ireland BT20 5ED

3. Cardiff Marine Office Tel: 02920 229 556

Oxford House Fax: 02920 229 017
Hills Street
Cardiff CF1 2TD

4. Dover Marine Office Tel:01304 227710

Langdon Battery
Swingate
Dover CT15 5NA

5. Falmouth Marine Office Tel: 01326 310811

Pendennis Point
Castle Drive
Falmouth
Cornwall TR11 4WZ

6. Glasgow Marine Office Tel: 01475 5533550

Navy Buildings
Eldon Street
Glasgow PA16 7QY

7. Great Yarmouth Marine Office Tel: 01493 744300

4th Floor Fax: 01493 744329
Havenbridge House
Great Yarmouth NR 30 1HZ

8. Harwich Marine Office Tel: 01255 682107

East Terrace
Walton-on-Naze
Essex CO14 8PY

9. Hull(Beverley) Marine Office Tel: 01482 866 606

Crosskill House Fax: 01482 869 989
Mill Lane, Beverley
North Humberside HU17 9JB

10. Leith Marine Office Tel: 0131 554 5488

1, Johns Place Fax: 0131 554 7689
Leith
Edinburgh EH6 7EL

17
11. Liverpool Marine Office Tel: 0151 931 6600
Hall Road West Fax: 0151 931 6615
Crosby
Liverpool L23 8SY

12. London Marine Office Tel: 01689 890 400

Central Court, Fax: 01689 890 446
1B Knoll Rise, Orpington
Kent BR6 0JA

13. Milford Haven Marine Office Tel: 01646 693272

Gorsewood Drive, Hakin
Milford Haven
Pembrokeshire SA73 3HB

14. Newcastle Marine Office Tel: 0191 496 9900

MCA Tyne Fax: 0191 496 9901
Compass House
Unit 1, Tyne Dock
South Shields, Tyne and Wear NE34 9PY

15. Plymouth Marine Office Tel: 01752 266 211

Fish Market Fax: 01752 225 826
Baylys Wharf, Fish Quay
Plymouth PL4 OLH

16. Shetland Marine Office Tel: 01595 743514

The Knab, Knab Road
Lerwick
Shetland ZE1 0AX

17. Southampton Marine Office Tel: 023 80329329

Spring Place Fax: 023 80329351
105 Commercial Road
Southampton SO15 1EG

18. Stockton On Tees Marine Office Tel: 01642 611040

3rd Floor, Victoria House
Pearson Court, Pearson Way
Teesdale Park
Stockton On Tees TS17 6PT

18
MGN-221 25/3/03 4:41 pm Page 1

MARINE GUIDANCE NOTE

MGN 221 (M)

TRAINING AND CERTIFICATION GUIDANCE PART 19

Certificates Of Equivalent Competency
Notice to Owners, Operators, Managers, Masters, and Officers of Merchant Vessels

This Note supersedes Marine Guidance Note MGN 179 (M)

Summary

This Marine Guidance Note (MGN) is Part of a series which gives guidance on the application of the
Merchant Shipping (Training and Certification) Regulations 19971 and the revised International
Convention on Standards of Training, Certification and Watchkeeping for Seafarers (STCW 95)2 .

In order for the guidance to be easy to use and to keep up-to-date, the individual Parts will retain the
same Part number but the MGN number may change if and when revisions are necessary. The front
sheet of any revised Part will list the latest MGN numbers. Any reference to "Part" in this MGN relates
to this series of Guidance Notes as listed below.

Key Points

This Part largely reproduces information on UK Certificates of Equivalent Competency (CECs)

previously published in Merchant Shipping Notice MGN 179 and incorporates the following changes:

Additional methods of assessment of UK Legal and Administrative Processes (UKLAP) and of

English language skills;
Conditions relating to the issue of temporary CECs;
The use of photocopies;
Companies permitted a role in assessing UKLAP and English;
Maritime and Coastguard Agencys (MCA) audit role.

1
SI 1997/348 as amended by SIs 1997/1911 and 2000/836
2
Available from the Publications Department, International Maritime Organization, 4, Albert
Embankment, London SE1 7SR

1
MGN-221 25/3/03 4:41 pm Page 2

LATEST INDEX TO PARTS

Part No. Subject Latest MGN Number Issue Date

1 General requirements for MGN 91(M) April 2000

certification and
medical fitness

2 Certificates of competency MGN 92(M) April 2000

- deck department

3 Certificates of competency MGN 93(M) April 2000

- engine department

4 Certificates of competency MGN 214(M) May 2002

- radio personnel

5 Special training requirements MGN 95(M) April 2000

for personnel on certain types
of ship

6 Emergency, occupational MGN 96(M) April 2000

safety, medical care and
survival functions

7 Alternative certification MGN 7(M) April 2000

- dual certification

8 Education and MGN 8(M) April 2000

training schemes

9 Procedure for the issue MGN 9(M) April 2000

and revalidation of
certificates of competency,
marine engine operator
licences and
tanker endorsements.

10 Ratings MGN 97(M) April 2000

11 Conduct of MCA oral MGN 69(M) April 2000

examinations

12 Safety training for MGN 120(M) April 2000

concessionaires working
on passenger ships

13 Use of fishing vessel MGN 121(M) April 2000

certificates of competency
in standby, seismic survey,
and oceanographic
research vessels
revised arrangements

2
MGN-221 25/3/03 4:41 pm Page 3

14 STCW 95 application to MGN 116(M) April 2000

certificates of service

15 Certification of inshore MGN 209(M) April 2002

tug personnel

17 Certificates of competency MGN 156(M) February 2001

or marine engine operator
licences for service as an
engineer officer on
commercially and privately
operated yachts and sail
training vessels

18 STCW 95 certificates of MGN 164(M) January 2001

competency - conversion
of tonnage limitations from
GRT to gt

19 Certificates of Equivalent This note

Competency

20 Certificates of Equivalent MGN 220(F) March 2003

Competency (Fishing Vessel)

21 Deck Officer Certificates of MGN 195(M) February 2002

Competency for service on
commercially & privately
operated yachts & sail
training vessels

Seafarer Training and Certification Branch

Maritime and Coastguard Agency
Spring Place
105 Commercial Road
SOUTHAMPTON
SO15 1EG

Tel: 023-8032 9231

Fax: 023-8032 9252
E-mail : exams_section@mcga.gov.uk

March 2003

MC 124/1/041

The MCA is an executive agency

Safer Lives, Safer Ships, Cleaner Seas of the Department of Transport

3
MGN-221 25/3/03 4:41 pm Page 4
All references to "Parts" in this document are to
other Parts of this series of Training and
Certification Guidance Notes
1.0 INTRODUCTION
1.1 This Note describes the requirements and
procedures for the issue of a Certificate of
Equivalent Competency (CEC), which will
enable Officers holding STCW certificates
issued by certain non-UK countries to
work as Officers on UK-registered
merchant ships. This Note reiterates the
information previously contained in MGN
179 concerning who qualifies for the
certificate and how to apply for it, and
explains some additional means of
fulfilling the requirements.
2.0 BACKGROUND
2.1 Under the Merchant Shipping (Training
and Certification) Regulations 1997,
Officers serving on UK merchant ships are
required to hold a UK Certificate of
Competency (CoC) or a UK Certificate of
Equivalent Competency (CEC). The
Regulations allow Officers who hold
STCW certificates issued by certain other
Administrations (listed at Annex 1) to be
recognised for service in any position
(including Master, Mate and Chief
Engineer) on UK ships.
2.2 The position of Master on some types of
UK ships (known as strategic ships) is
restricted to nationals of certain countries
as a result of the Merchant Shipping
(Officer Nationality) Regulations 1995.
Annex 3 sets out the details as they
currently stand but those Regulations are
the subject of discussion, which is likely to
lead to amendment or reinterpretation in
due course.
2.3 CECs will be issued, on application, to
Officers holding STCW CoCs issued by
other Administrations in all cases where
the UK authorities are satisfied that there
are no substantial differences between the
standard set by the UK and that
represented by other certificates. The CEC
will carry identical rights and obligations
as a CoC and, like the CoC, it will require
revalidation at least every five years and
holders will be subject to statutory
procedures relating to their conduct.
4
A CEC will remain valid only as long as the
original STCW CoC remains valid. At all
times, the underlying non-UK STCW CoC
must be carried with the CEC and be
made available for inspection by duly
authorised persons.
2.4 Employers can treat a valid CEC as
meeting their obligations under the
Merchant Shipping (Training and
Certification) Regulations and for Safe
Manning Documents in exactly the same
way as they have accepted CoCs to date.
2.5 These new arrangements are consistent
with EC Directives 89/48/EEC and
92/51/EEC (as amended by 2001/19/EC),
which set out requirements for the mutual
recognition of qualifications and training.
3.0 REQUIREMENTS
3.1 The MCA must ensure that applicants for
CECs are qualified to the equivalent
standards as holders of UK CoCs. To do
this it will consider the standards of
education and training represented by the
applicant's STCW CoC and where there is
no significant difference it will issue a CEC.
However, where the MCA judges that a
difference in standard does exist, it will
assess individual applicants in those
subject areas where there is a shortfall.
3.2 There are three main areas where a
difference could exist and which would
then need to be assessed:
Standards of Competency;
Use of the English language;
Knowledge of UK Legal and
Administrative Processes (UKLAP).
There are several ways in which an
individual applicant's standards in each of
the above can be ensured and these are
described in the following paragraphs.
Competency
3.3 No CEC will be issued until the standards
of technical competency of the relevant
country are found by the MCA to be
equivalent to those of the UK.
MGN-221 25/3/03 4:41 pm Page 5
3.4 USA applicants who hold 500gt and 3000gt
(International Tonnage) Certificates of
Competency will need to meet the
requirements set out in Annex 8 by taking
an Oral Examination of Competency at an
MCA Marine Office. This is in addition
to meeting the other requirements of
this MGN.
English Language
3.5 It is a requirement of the Merchant
Shipping (Minimum Standards of Safety
Communications) Regulations 1997 that a
common language exist among Officers on
board UK ships. Since these Officers are
required to read and understand English
publications on board, the most useful
common language for a UK ship is English.
This is also the most commonly used
language for international communication.
3.6 If the MCA is satisfied that the applicant's
original STCW CoC satisfactorily tested
oral and written English language skills no
further test in this topic will be required.
3.7 If this is not the case, there are various
forms of evidence acceptable to the MCA.
These are set out in Annex 4.
UK Legal and Administrative Processes (UKLAP)
3.8 All Officers other than Officers of the
Watch must have sufficient knowledge of
UK legal and administrative processes to
enable efficient ship operation. Unless
applicants can prove that they have this
knowledge they must be assessed in one of
the ways outlined below.
3.9 Masters applying for CECs may, with
MCA approval, undertake an oral
examination conducted by an MCA
examiner, using the MCAs syllabus
(see Annex 6 for details of the Grade
1 syllabus).
3.10 Alternatively, they may take the UKLAP
Grade 1 open book written test. The test
can be taken by arrangement with SQA
(Scottish Qualifications Authority) at one
of their UK examination centres or at
British Council centres abroad.
3.11 As an alternative to the examination route
Masters who are nationals of EEA states
5
may attain the required UKLAP
knowledge during a shipboard adaptation
period of up to 36 months served on board a
UK ship. The exact period is at the
discretion of the MCA and will be advised
on application. As a guide Adaptation
Periods normally vary between 2 and 6
months. This should be requested on the
Application to Serve an Adaptation Period
Form MSF 4206/REV 0895. They will be
issued with a temporary CEC at a lower
rank, valid for up to six months.
3.12 On completion of the Adaptation Period an
Adaptation Report Form MSF 4271/REV
0601 must be completed by the Master of
the vessel carrying out the assessment. This
is a numbered document and it attests that
the candidate has an adequate knowledge
of UKLAP. A Master, holding either an UK
CoC or a full UK CEC, should complete the
form and return it to MCA. If the Master of
the vessel holds a temporary CEC,
responsibility for the assessment during
Adaptation Periods must lie with the
shipping company. The Adaptation Report
form must additionally be counter-signed
and returned to MCA by a senior
representative of the shipping company.
This representative must be satisfied that
they can attest to the candidates
knowledge of UKLAP. A covering letter
explaining that the Master holds a
temporary CEC should be sent with the
form. The CEC will be upgraded once the
Adaptation Period has been completed and
the Adaptation Report has been submitted
to the MCA and approved.
3.13 Chief Mate, Chief or 2nd Engineer
applicants for CECs at the above levels will
be required to undertake the UKLAP
Grade 2 open book examination taken by
arrangement with SQA at one of their UK
examination centres or at British Council
centres abroad. See Annex 7 for details of
the Grade 2 syllabus.
3.14 As an alternative to the examination route
applicants may attain the required UKLAP
knowledge during a shipboard adaptation
period of up to 36 months served on board a
UK ship. The exact period is at the
discretion of the MCA and will be advised
on application. As a guide Adaptation
Periods usually vary between 2 and 6
months. On completion of the Adaptation
MGN-221 25/3/03 4:41 pm Page 6
Period the Master carrying out the
assessment, who holds either an UK CoC
or a full UK CEC, should sign and return
the MCAs Adaptation Report Form. If the
Master of the ship carrying out the
assessment holds a temporary CEC,
responsibility for assessment during
Adaptation Periods must lie with the
shipping company. The Adaptation Report
form must additionally be counter-signed
and returned to MCA by a senior
representative of the shipping company.
This representative must be satisfied that
they can attest to the candidates
knowledge of UKLAP. A covering letter
explaining that the Master holds a
temporary CEC should be sent with the
form. The CEC will be upgraded once the
Adaptation Period has been completed and
the Adaptation Report has been submitted
to the MCA and approved.
Medical fitness
3.15 Applicants will be required to prove an
appropriate standard of medical fitness
and eyesight. Annex 2 gives details of
countries whose medical certificates are
currently recognised by the MCA. These
are, however, due to be reviewed and
amendments to Annex 2 will be published
in due course.
4. APPLICATION PROCEDURES
AND DOCUMENTATION
4.1 All documentation and evidence required
by the MCA should be submitted as
originals with the application. Photocopies
of Certificates of Competency and other
documents may be submitted as long as
they are endorsed as true copies of the
original by the issuing countrys
administration or a MCA official.
Alternatively, companies may elect to
endorse copies on behalf of their applicants
by entering into a formal agreement with
the MCA. In such cases, the company must
see the original documentation.
NB Where copies of documents have been
submitted a temporary CEC only will be
issued. Original documents must be sent to
the MCA for verification before a full (5
year) CEC will be issued.
6
4.2 Original documents must be sent to the
MCA for verification at the end of the
current tour of duty.
4.3 The following is a brief checklist of the
necessary documentation, which should be
submitted to the MCAs Seafarer Training
and Certification Branch at the address
given in paragraph 10.1:
Application form (MSF 4203) completed
by the seafarer with the seafarers
original signature, together with four
attested photographs and the
appropriate fee, currently 70 per
seafarer. See also Annex 9 for the range
of fees, which are currently under review.
Consequent changes will be published
separately. Payment should be by
cheque, bankers draft or postal order
made payable to the Maritime and
Coastguard Agency. Credit cards are also
now accepted;
Non- UK CoC - All pages of CoCs issued
by recognised countries MUST be
included the CoC must bear an
STCW95 endorsement;
Valid UK Medical Certificate (ENG1) or
other medical certificate acceptable to the
MCA (see Annex 2);
Passport or Discharge Book proof of
national identity is required preferably
the Discharge Book, but a full passport
will be accepted as an alternative;
Evidence of competency in English and
UKLAP (see paragraphs 3.5 3.14 and
Annexes 4,5,6 and 7).
4.3 On receipt of the above documentation, the
Seafarer Training and Certification Branch
will assess the application in accordance
with the requirements specified in
Section 3.
4.4 Applicants who fully meet the
requirements and have submitted original
documentation will be issued with a full
UK CEC. Where photocopies are
submitted, a temporary CEC will be issued
for up to six months pending receipt of the
original documentation.
MGN-221 25/3/03 4:41 pm Page 7
4.5 Applicants who do not fully meet the
requirements will be issued with a Notice
of Assessment explaining the measures
they must take in order to enable a CEC to
be issued.
5.0 COMPANY BASED ASSESSMENTS
5.1 Where there is an urgent need to ensure
that a ship is able to sail under the UK flag
with appropriately certificated crew, and in
order to minimise the risk of Officers being
without documentation during a Port
State Control Inspection, the following
may apply:
certain Companies, with prior approval
from the MCA, may be allowed to
attest, by letter signed by a senior
company official, to candidates,
knowledge and understanding of
English based on the MCA criteria
checklist (see Annex 5). We recommend
the approach outlined in Annex 5,
against which Company procedures will
be audited, and the completed criteria
checklist should be copied to the MCA
with the application. All sections must be
completed and endorsed with the
company stamp;
Certificates of Competency and other
documents may be faxed from the ship to
the Company, but they need to be
accompanied by confirmation from the
ships Master that they are faxes of the
original; original documents must be sent
to the MCA for verification at the end of
the current tour of duty;
Companies that carry out these
assessments will be subject to an audit of
either the Company or the ship, where
the auditor may require to see
documentation and evidence of
assessments and, if possible and where
appropriate, to speak to the Officer(s).
6.0 TEMPORARY CECs
6.1 Temporary CECs may be issued in the
following circumstances:
Masters of UK ships flagging in, who,
for operational reasons, cannot be
replaced immediately in order to fulfil
the UKLAP requirements, may be
7
given temporary CECs for up to six
months (see paragraph 3.11);
in order to enable Officers other than
Masters and OOW to complete an
Adaptation Period (see paragraph 3.14);
no further fee will be charged for issuing
full CECs at the end of successfully
completed Adaptation Periods;
where attested photocopies are
submitted at the time of application, a
temporary CEC will be issued pending
receipt of the original documentation;
only Companies meeting the MCA
standards for flagging in may carry a full
complement of Officers serving an
Adaptation Period, at or below the rank
specified on their CoC.
6.2 A Temporary CEC will be issued for a
period of 6 months. During this time, the
applicant is expected to meet fully the
requirements for issue of a full CEC and
provide all remaining information and
documentation to the MCA. An extension
will not normally be granted.
6.3 If there are genuine and compelling
reasons for an applicant not being able to
meet fully the requirements within the 6
month period, a further temporary CEC
may exceptionally be issued at the
discretion of the MCA for a maximum
period of a further 3 months.
6.4 Full justification for the extension must
be provided with the application
together with the appropriate fee and
application form.
6.5 All remaining requirements must be met
within this further 3 month period.
No further extension will be granted.
7.0 RECOGNITION OF COMPETENCE
7.1 Those countries whose standards of
competency have been considered as being
equivalent to those in the UK are listed in
Annex 1. This will be updated as and when
the position changes by means of a Marine
Information Note (MIN)..
MGN-221 25/3/03 4:41 pm Page 8

8.0 REVALIDATION

8.1 Original Certificates of Competency will

need to be duly revalidated before a
revalidated UK CEC can be issued. Form
(MSF 4272) for revalidating UK CECs is
available from Seafarer Training and
Certification Branch at the address below.
All Officers will need to send in their
existing CEC, their revalidated CoC and a
valid medical certificate.

8.2 If additional endorsements or a higher

certificate are requested, relevant
supporting documentation will be
required. This requires a new application
and fee.

9.0 IMMIGRATION RULES

9.1 CEC applicants who are not nationals of

EEA countries should note that they might
need to have a work permit if they are
intending to work on a ship which operates
solely within UK territorial waters.

10.0 APPLICATION FORMS

10.1 All relevant forms and further information

are available from:

The Maritime and Coastguard Agency

Seafarer Training and Certification Branch
Spring Place
105 Commercial Road
Southampton SO15 1EG

or from MCA Marine Offices.

8
MGN-221 25/3/03 4:41 pm Page 9

ANNEX 1

COUNTRIES WHOSE CERTIFICATES OF COMPETENCY HAVE BEEN EVALUATED FOR THE

PURPOSES OF COMPARING STANDARDS OF COMPETENCY WITH THOSE OF THE UK

To date, the following countries standards of competency and administration arrangements have been
evaluated by the MCA and are considered to be equivalent to UK arrangements for the purpose of issuing
Certificates of Equivalent Competency. CECs are normally issued to applicants with capacities and
limitations equivalent to their own national CoCs. However, CECs may be issued with lower capacities
and limitations if requested.

We accept all those listed below under STCW 95. Up to date information is available from the MCA and
changes will be published in Marine Information Notes (MINs) as necessary.

EU/EEA Member States Non EU/EEA Countries

Belgium Italy Australia Myanmar

Bulgaria Netherlands Canada New Zealand
Czech Republic Norway Croatia Pakistan
Denmark Portugal Estonia Philippines
Faroe Islands Republic of Ireland Hong Kong Poland
Finland Spain India Romania
France Sweden Jamaica Russia
Germany Latvia Singapore
Greece Lithuania South Africa
Iceland Malta Ukraine
USA*

If you wish to apply for a CEC for an applicant from a country not listed above, please contact
the MCA.

* Holders of USCG CoCs must also refer to Annex B

9
MGN-221 25/3/03 4:41 pm Page 10

ANNEX 2

COUNTRIES WHOSE MEDICAL TEST CERTIFICATES ARE ACCEPTED BY THE UK TOWARDS A

MERCHANT NAVY CERTIFICATE OF EQUIVALENT COMPETENCY

Following the implementation of the Merchant Shipping (Medical Examination) Regulations 2002 on the
1st September 2002, only medical certificates issued by countries whose medical standards have been
assessed and found to be equivalent to the UK will be accepted towards a UK CEC. These countries are
listed in Merchant Shipping Notices MSN 1765(M) and 1766(M).

In addition, a live list of those countries assessed to date and found acceptable can be viewed on the MCA
website: www.mcga.gov.uk Publications/ Statutory Information/ UK Equivalent Medical Certificates.

EU &EEA Member States Non EU & EEA Member States

Austria Australia
Belgium Bulgaria
Denmark Canada
Finland Hong Kong
France India
Germany Jamaica
Greece Lithuania
Iceland New Zealand
Italy Pakistan
Luxembourg Poland
Netherlands Romania
Norway South Africa
Portugal
Republic of Ireland
Spain
Sweden

Transitional arrangements: For those seeking revalidation and holding a medical certificate which was
issued prior to the 1st September 2002 by those countries previously accepted, (as listed below) these
certificates will be allowed to run for their full validity.

Algeria Korea, Republic of United States of America

Angola Kyrgyzstan Uruguay
Argentina Lebanon Yugoslavia
Azerbaijan Liberia
Bangladesh Lithuania
Barbados Macedonia, The former
Bosnia & Herzegovina Yugoslav, Republic of
Brazil Malta
Costa Rica Morocco
Croatia Panama
Cyprus Peru
Djibouti Poland
Egypt Russian Federation
Ghana Singapore
Guinea-Bissau South Africa
Iraq Tajikistan
Israel Tunisia
Japan Ukraine

10
MGN-221 25/3/03 4:41 pm Page 11

ANNEX 3
STRATEGIC SHIPS

1. Vessels registered in the UK which are defined in the Merchant Shipping (Officer Nationality)
Regulations 1995 as "strategic" will be required to have a British, British Commonwealth, NATO
or EU national, or a national of a state which is party to the EEA Agreement, as Master.

2. "Strategic" vessels are defined as:

a) Fishing Vessels over 24 metres in length;

b) other British ships of 500gt or more which are Passenger Ships with a Class 1 passenger vessel
certificate certified to carry more than 200 passengers;

c) Ro-Ro vessels i.e. ships provided with cargo or vehicle spaces in which cargo or vehicles can be
loaded and unloaded in a horizontal direction; or

d) Product Tankers i.e. namely oil tankers constructed for the carriage of petroleum products in
bulk or chemical tankers constructed for the carriage in bulk of any liquid chemical.

11
MGN-221 25/3/03 4:41 pm Page 12

ANNEX 4

EVIDENCE OF KNOWLEDGE OF ENGLISH LANGUAGE

The following is acceptable evidence of competency in English. The MCA will need to see documented
proof of attainment in one of the following methods:

Confirmation of proficiency by an MCA surveyor on board ship or in a Marine Office.

Passing the Marlins test at an approved Marlins Test Centre (currently available in Poland,
Croatia, Ukraine, the Philippines, India, Latvia, Russia and Spain addresses available from MCA
and the Marlin company home page http://www.marlins.co.uk/). At present, this needs to be
accompanied by a Company interview to confirm that the owners/managers assess the seafarers
spoken English to be of an acceptable standard in order to carry out their shipboard duties. The
results of the interview can be relayed in a letter from the Company to the MCA.

The minimum acceptable pass marks (to be submitted on a Marlins approved centre stamped
computer printout) are as follows:

Deck Officers Engineering Officers

Senior Deck Officers 90% Senior Engineering Officers 80%

Junior Deck Officers 80% Junior Engineering Officers 70%

Satisfying the MCA that English is the candidates mother tongue (first language).

Holding a STCW Certificate of Competency for which the examinations were conducted
in English.

Holding an advanced English Language Certificate issued by the British Council or an

International Language Testing System (IELTS) Test Report showing Overall Band of at least 6.

Holding a Certificate of TOEFL (Test Of English as a Foreign Language) as applicable for

admission into US universities.

Holding a Berlitz Language School Level 2+ Certificate endorsed by the Company.

Passing the MCA English language test administered for MCA by the Scottish Qualifications
Authority (SQA) and conducted by arrangement with SQA in any British Council office anywhere
in the world.

12
MGN-221 25/3/03 4:41 pm Page 13

ANNEX 5

RECOMMENDED CRITERIA FOR COMPANY-BASED ENGLISH ASSESSMENTS FOR

CERTIFICATES OF EQUIVALENT COMPETENCY

WHEN TO USE
The assessment method outlined below is for use particularly where applicants for UK Certificates of
Equivalent Competency (CECs) are newly or recently recruited and the Company is not otherwise aware
of their level of English. The checklist should be used to confirm standards of English and as an auditable
record for all CEC applicants.

THE ASSESSMENT
This is to be conducted on a one-to-one basis with a native English speaker (the interviewer). Where
possible the assessments should be tape-recorded. It should consist of three separate sections of
approximately one hour in duration altogether. Where there is doubt as to whether certain criteria are
being met there may be a need to retry during the assessment, but if the point has to be pressed it should
be left.

Section 1 - oral interview

This should cover general topics, for example career to date, future plans. The questions should enable
and encourage discursive responses allowing the seafarer the chance to ask questions or seek clarification.

Section 2 - live listening/comprehension

The interviewer should, at a steady pace, read a passage lasting 3-5 minutes of a generally maritime
nature, e.g. an incident or a procedure. The seafarer may take notes throughout (in their own language if
preferred). They should be allowed 2-3 minutes to look over their notes and then be asked to describe the
incident in their own words, summarising the main points.

Section 3 - specific/job focused communications

This Section needs to be tailored to the vocabulary relating to the specific functions to be undertaken by
the seafarer. This may need to include listening to radio messages, loudspeaker announcements, and
should certainly include the testing of comprehension and communication of the type of orders,
statements and requests that the seafarer is likely to hear or have to make.

CRITERIA CHECKLIST
These criteria are to help establish levels of listening and speaking abilities and are to be filled in each time
an assessment of new recruits is made and in all CEC applications to confirm established competence. The
criteria are to be used as a checklist and where the interviewer decides that one/some are not met that is
to be noted for the record against the criterion (a tick for met and a cross for not met). It will be for the
Company to decide whether failure to meet any of the criteria means the seafarers level of English would
not be sufficient to carry out their functions safely and effectively.

The completed criteria sheet and, where available, the tape recording will form the basis of the
documentation required for audit.

13
MGN-221 25/3/03 4:41 pm Page 14

CRITERIA CHECKLIST (insert for met or for not met)

Speaking

1. Clarity - language is sufficiently clear and accurate to be understood by native and

non-native speakers of English; any inaccuracies, faults in intonation or hesitation do not
impede comprehension of the points being made.

2. Initiation of dialogue - there is evidence of the seafarer not simply echoing or responding,
but also of taking the conversation forward, asking questions and raising other issues.

3. Vocabulary - the seafarer can speak about their main job functions and communicate in
both familiar and unfamiliar situations;

- their vocabulary is extensive enough to allow some flexibility of expression, and is

appropriate to the context/topic.

Listening

4. The seafarer shows he can understand the overall theme in ways other than repeating
back to the examiner word for word.

5. Key points can be identified.

6. Inferences and conclusions can be drawn.

7. The seafarer can demonstrate understanding of work-related communications delivered

in a variety of registers and in varying degrees of complexity.

Comments Company Stamp

Company assessment

I can confirm that the standard of English of

................................................................................................................. (name)

................................................................................................................. (function)

was assessed today..........................................(date) / has been tested over ............mths/yrs*

(period of employment)
and was found to be acceptable

not acceptable

by ..................................(signature)..............................................................(print name)

date ..

(*delete/complete as appropriate)

14
MGN-221 25/3/03 4:41 pm Page 15

ANNEX 6

CERTIFICATE OF EQUIVALENT COMPETENCY

EXAMINATION IN UK LEGAL AND ADMINISTRATIVE PROCESSES (UKLAP)
GRADE 1 MASTERS
INFORMATION FOR CANDIDATES
and
ORAL SYLLABUS

You will be allowed to use any or all of the documents listed in the Permitted Examination Materials in
the examination. The use of other documents, notes or CD-ROMs is not permitted.

The examination questions will be drawn from the following topics and will assess your knowledge
and understanding

a) Period and validity of SAFCON, SEC and Radio Certificates on UK cargo ships;
b) Period and validity of PC on UK passenger ships

2 Role and function of the Maritime and Coastguard Agency, including:

a) Registry of Shipping and Seamen;
b) HM Coastguard;
c) Enforcement Unit;
d) Statutory surveys;
e) Port State Control.

3 Certificate of British Registry:

a) Information contained within;
b) Period of validity;
c) Procedure in event of loss or destruction of Register.

4 Assistance overseas: role of the British Consul to assist the Master.

5 Documentation required to be presented on signing on:

a) Officers;
b) Ratings;
c) Procedure for verifying authenticity of UK seafarers Certificates.

6 Entries to be made in Official Log Book:

a) Dedicated pages;
b) Narrative section to include disciplinary procedures;
c) Procedure for return to RSS.

7 Crew Agreement:
a) Format of Crew Agreement;
b) Role of Master as Company Agent;
c) Procedure for closing an Agreement;
d) Engagement and discharge;
e) Law relating to young persons.

8 Seaman left behind:

a) Failed to return from shore leave;
b) Hospitalised.

9 Death onboard:
a) Crew member or passenger.

15
MGN-221 25/3/03 4:41 pm Page 16

10 Role of the MAIB:

a) Masters role in reporting accidents, collision, fire, grounding, personal injury, etc.

11 Provision of Muster, Drills and Training on board.

12 Provision of Health and Safety on UK ships: Safety Officials, safety meetings and the Code of Safe
Working Practices for Merchant Seamen, including risk assessment.

Permitted Examination Material

You may use the following documents in the examination. ONLY the following documents may be taken
into the examination room. The use of CD-ROMS is not permitted.

Reference Books:

Shipmasters Business Companion (and annual supplements)

by Malcolm Maclachlan
from: The Nautical Institute
202 Lambeth Road
London SE1 7LQ
Tel: 020 7 928 1351
Fax: 020 7 401 2817
e-mail: pubs@nautinst.org

Business and Law Self Examiner

for Deck Officers
By Malcolm Maclachlan
Guidance and Information:
from: Kelvin Hughes
26 Holland Street
Glasgow G2 4LR
Tel: 0141 221 5452
Fax: 0141 221 4688
e-mail: glasgow@kelvinhughes.co.uk

Merchant Shipping Notices

M 1379 Accommodation- Inspection
M1725 Port State Control
MGN 17 Musters, Drills and Training
MGN 20 MS&FV (Health & Safety at Work) Regulations
MGN 88 Employment of Young Persons
MGN 111 Maintenance of Lists of Crew Ashore
MGN 115 Accident Reporting and Investigation
MGN 134 Issue of Discharge Books to UK Seafarers
MGN 136 Changes to the amount that may be deducted from seafarers wages in respect of breaches
of obligations under a Crew Agreement.
MGN 148 Approval of Crew Agreements

Merchant Shipping Notices are available individually or by annual subscription from;

Mail Marketing (Scotland)

Unit 6, Bloomsgrove Industrial Estate
Norton Street
NOTTINGHAM
NG7 3JG
Tel: 0115 901 3336
Fax: 0115 901 3334

16
MGN-221 25/3/03 4:41 pm Page 17

Or by annual subscription from:

The Marine Information Centre
Maritime and Coastguard Agency
Spring Place
105 Commercial Road
SOUTHAMPTON
SO15 1EG
Tel: 023 8032 9106
Fax: 023 8032 9388

They can also be accessed from the MCAs web page on www.mcga.gov.uk under Publications/
Statuatory Information/M Notices or from MCA Marine Offices.

Legislation:

Primary Merchant Shipping Act 1995

Statutory Instruments
Official Log Book Regulations SI 1981/569
(Amend) SI 1985/1828
(Amend) SI 1991/2145
(Amend) SI 1997/1511
Seamans Document Regulations SI 1987/408
(Amend) SI 1995/1900
(Amend) SI 1999/3281
Repatriation Regulations SI 1979/97
Returns of Births and Deaths Regulations SI 1979/1577
Crew Agreement, List of Crew and
Discharge of Seamen Regulations SI 1991/2144
Health & Safety at Work Regulations SI 1997/2962
H&S Employment of Young Persons Regulations SI 1998/2411

Many Statutory Instruments are available, free to read and download, on the MCA website or HMSO
website at the following addresses:
www.mcga.gov.uk/publications/si/index
www.legislation.hmso.gov.uk/stat

Statutory Instruments prior to 1987 are not available on these websites. They can be purchased from
TSO at the following address:

The Stationary Office Ltd

PO Box 29
Norwich
NR3 1GN

Tel: 0870 600 5522

Fax: 0870 600 5533

Further related documents

Training and Certification series of MGNs: Parts 1-21

Training and Certification Regulations SI 1997/348
(Amend) SI 1997/1911
(Amend) SI 2000/836
Minimum Standards of Safety Communications Regulations SI 1997/529
(Amend) SI 1999/1704
Safe Manning, Hours of Work & Watchkeeping Regulations SI 1997/1320

17
MGN-221 25/3/03 4:41 pm Page 18

ANNEX 7

CERTIFICATE OF EQUIVALENT COMPETENCY

EXAMINATION IN UK LEGAL AND ADMINISTRATIVE PROCESSES (UKLAP)
GRADE 2 MATE, CHIEF & SECOND ENGINEER
INFORMATION FOR CANDIDATES
and
ORAL SYLLABUS

You will be allowed to use any or all of the documents listed in the Permitted Examination Materials in
the examination. The use of other documents, notes or CD-ROMs is not permitted.

The examination questions will be drawn from the following topics and will assess your knowledge
and understanding

1 List of Certificates and documents required to be carried on a UK flagged vessel.

a) SAFCON, SEC and Radio Certificates.
b) Loadline compliance.
c) Period and maintenance of validity on UK ships.
d) Understanding of survey procedures.

2 Role and function of the MCA.

a) Registry of Shipping and Seamen.
b) HM Coastguard.
c) Port State Control.
d) M. Notices: Merchant Shipping Notices (MSNs), Marine Guidance Notes
(MGNs) and Marine Information Notes (MINs).

3 Provision of Muster, Drills and Training on board.

4 Provision of Health and Safety on UK ships to include:

Safety officials and safety meetings; a comprehensive understanding of the Code of Safe
Working Practices, including entry into enclosed spaces, safe movement aboard ships,
hatches and lifting appliances, means of access and risk assessment.

5 An outline knowledge of entries to be made in Official Log Book.

a) Dedicated pages
b) Narrative section to include disciplinary procedures.

Permitted Examination Material

You may use the following documents in the examination. ONLY the following documents may be taken
into the examination room. The use of CD-ROMS is not permitted.

Reference Books:
Shipmasters Business Companion (and annual supplements)
by Malcolm Maclachlan from: The Nautical Institute
202 Lambeth Road
London SE1 7LQ
Tel: 020 7928 1351 Fax: 020 7 401 2817
e-mail: pubs@nautinst.org

18
MGN-221 25/3/03 4:41 pm Page 19

Business and Law Self -Examiner for

Deck Officers by Malcolm Maclachlan
from: Kelvin Hughes
26 Holland Street
Glasgow G2 4LR
Tel: 0141 221 5452 Fax: 0141 221 4688
e-mail: glasgow@kelvinhughes.co.uk

Guidance and Information:

Merchant Shipping Notices

M 1379 Accommodation- Inspection
M1725 Port State Control
MGN 17 Musters, Drills and Training
MGN 20 MS&FV (Health & Safety at Work) Regulations
MGN 88 Employment of Young Persons
MGN 111 Maintenance of Lists of Crew Ashore
MGN 115 Accident Reporting and Investigation
MGN 134 Issue of Discharge Books to UK Seafarers
MGN 136 Changes to the amount that may be deducted from seafarers wages in respect of
breaches of obligations under a Crew Agreement.
MGN 148 Approval of Crew Agreements

Merchant Shipping Notices are available individually or by annual subscription from;

Mail Marketing (Scotland)

Unit 6, Bloomsgrove Industrial Estate
Norton Street
NOTTINGHAM
NG7 3JG
Tel: 0115 901 3336
Fax: 0115 901 3334

They can also be accessed from the MCAs web page on www.mcga.gov.uk under Publications/
Statuatory Information/M Notices or from MCA Marine Offices.

19
MGN-221 25/3/03 4:41 pm Page 20

Legislation:

Primary Merchant Shipping Act 1995

Statutory Instruments
Official Log Book Regulations SI 1981/569
(Amend) SI 1985/1828
(Amend) SI 1991/2145
(Amend) SI 1997/1511

Seamans Document Regulations SI 1987/408

(Amend) SI 1995/1900
(Amend SI 1999/3281

Health & Safety at Work Regulations SI 1997/2962

Many Statutory Instruments are available, free to read and download, on the MCA website or HMSO
website at the following addresses:
www.mcga.gov.uk/publications/si/index
www.legislation.hmso.gov.uk/stat

Statutory Instruments prior to 1987 are not available on these websites. They can be purchased from
TSO at the following address:

The Stationary Office Ltd

PO Box 29
Norwich
NR3 1GN

Tel: 0870 600 5522

Fax: 0870 600 5533

Further related documents

Training and Certification series of MGNs: Parts 1-21

20
MGN-221 25/3/03 4:41 pm Page 21

ANNEX 8

ORAL EXAMINATION OF COMPETENCY- HOLDERS OF USCG CoCs

Applicants holding USCG 500gt and 3000gt (International Tonnage) Certificates of Competency will be
required to pass the following MCA oral examination of competency, for which an additional fee is
payable (see Annex 9), in addition to meeting the other requirements of this MGN:

For candidates wishing to use their CEC in Merchant Vessels:

Chief Mate 500gt near coastal Oral D from MGN 69 from appropriate perspective

Chief Mate 500gt Oceans Oral D from MGN 69 from appropriate perspective

Master 3,000gt Oceans Oral B from MGN 69 from appropriate perspective

For candidates wishing to have their CEC limited to yacht service only (e.g. for use under the Code of
Practice for Large Commercial Sailing and Motor Vessels):

Mate 500gt near coastal OOW oral from MGN 195

Mate 500gt Ocean OOW oral from MGN 195
Mate 3,000gt near coastal OOW oral from MGN 195
Mate 3,000gt Ocean OOW oral from MGN 195

Master 500gt near coastal Master 500gt oral from MGN 195
Master 500gt Ocean Master 500gt oral from MGN 195

Master 3,000gt near coastal Master 3,000gt oral from MGN 195
Master 3,000gt Ocean Master 3,000gt oral from MGN 195

All candidates should note that any limitation as to area of operation or capacity on the original
Certificate of Competency will be carried forward to the Certificate of Equivalent Competency. A near
coastal certificate issued by the USCG will have the CEC endorsed USA near coastal area only.

21
MGN-221 25/3/03 4:41 pm Page 22

ANNEX 9

Payable to MCA at time of application

FEES FOR CERTIFICATES OF EQUIVALENT COMPETENCY (As at July 2002 )

Certificates Payable to MCA

Issue of a CEC 70.00

Revalidation of a CEC to STCW 95 50.00
Revalidation of a STCW 95 CEC 30.00
Upgrade of a current CEC 70.00
Addition of Tanker Endorsement to CEC 20.00

Payable to MCA or SQA at time of application

UKLAP FEES

Examination Payable to MCA Payable to SQA*

Oral Examinations Written Examinations

Grade 1 (MN) 74.00 60.00

Grade 2 (MN) 74.00 60.00

Payable to MCA or SQA at time of application

ENGLISH LANGUAGE ORAL EXAM FEES

Examination Payable to MCA Payable to SQA*

Oral Examinations Oral Examinations

English Language 74.00 60.00

Payable to MCA at time of application

ORAL EXAM OF COMPETENCY

Payable to MCA 111.00

*Details of how to apply to the SQA are given on the Notice of Assessment

22
 MARINE GUIDANCE NOTE

MGN 97 (M)

TRAINING AND CERTIFICATION GUIDANCE PART 10

Ratings
Notice to Owners, Masters, Deck and Engineer Officers and Ratings of Merchant Vessels and those
concerned with Maritime Training.

This Note supersedes Marine Guidance Note MGN 10(M) and should be read in conjunction with Merchant
Shipping Notices Nos MSN 1692(M) and MSN 1740(M) (or subsequent amendments).

Summary

This Marine Guidance Note (MGN) is part of a series which gives guidance regarding the application
of the Merchant Shipping (Training and Certification) Regulations 19971.

In order for the guidance to be easy to use and to keep up-to-date, the individual Parts will retain the
same Part number but the MGN number may change if and when revisions are necessary. The front
sheet of any revised Part will list the latest MGN numbers. Any reference to Part in this Note
relates to this series of Guidance Notes as listed below.
Key Point
This Part gives information and guidance regarding the grading and training requirements for
ratings employed on different types of ship. The requirements are framed to meet those of STCW 95,
the International Labour Organisation Able Seamen Convention 1946 and the IMO Safety of Life at
Sea Convention.

LATEST INDEX TO PARTS

Part No. Subject Latest MGN Issue Date

Number

1 General requirements for certification MGN 91(M) April 2000

and medical fitness
2 Certificates of competency deck department MGN 92(M) April 2000
3 Certificates of competency engine MGN 93(M) April 2000
department
4 Certificates of competency radio personnel MGN 94 (M) July 1999
5 Special training requirements for personnel MGN 95(M) April 2000
on certain types of ship

6 Emergency, occupational safety, medical care MGN 96(M) April 2000

and survival functions

1
SI 1997/348 as amended by SI 1997/1911 1
7 Alternative certification dual certification MGN 7(M) April 2000

8 Education and training schemes MGN 8(M) April 2000

9 Procedure for the issue and revalidation of MGN 9(M) April 2000
certificates of competency, marine engine operator
licences and tanker endorsements.

10 Ratings This Note

11 Conduct of MCA oral examinations MGN 69(M) April 2000

12 Safety training for concessionaires MGN 120(M) April 2000

working on passenger ships

13 Use of fishing vessel certificates of competency MGN 121(M) April 2000

in standby, seismic survey and oceanographic
research vessels revised arrangements

14 STCW 95 application to certificates of service MGN 116(M) April 2000

15 Certification of inshore tug personnel MGN 117(M) April 2000

16 Certification of inshore craft personnel MGN 126(M) Not yet issued

(other than tugs)

Seafarer Standards Branch

Maritime and Coastguard Agency
Spring Place
105 Commercial Road
Southampton SO15 1EG

Tel: 02380 329231

Fax: 02380 329252
E-mail: exams_section@mcga.gov.uk

April 2000

MC124/1/029

Crown copyright 2000 An executive agency of the Department of the

Environment, Transport and the Regions

2
All references to Parts in this document are to other Parts of this series of Training and Certification
Guidance Notes

1.0 Introduction

1.1 The Merchant Shipping (Training and Certification) Regulations 1997 (the Regulations)
implement in the United Kingdom some of the requirements of the International Convention on
Standards of Training, Certification and Watchkeeping for Seafarers, 1978, as amended in 1995
(STCW 95)2, and its associated Code (STCW Code).

1.2 The three international instruments which regulate the training and certification of ratings are:

.1 The International Labour Organisation (ILO) Able Seaman -Convention 1946;

.2 The International Convention on Standards of Training, Certification and Watchkeeping for

Seafarers, 1978, as amended in 1995 (STCW 95) and its associated STCW Code; and

.3 The International Convention for the Safety of Life at Sea, 1974, and its Protocol of 1978, as
subsequently amended (SOLAS)2.

1.3 These Conventions specify certain training and experience requirements for all seafarers and
further requirements for those who have designated safety and pollution prevention duties on
board. All ratings must be properly trained, with appropriate certification, in accordance with
the requirements of the relevant Conventions.

1.4 The United Kingdom is a party to all three Conventions. The intention of this guidance note is to
summarise and explain the requirements of the Conventions, and the UK regulations which
implement them, insofar as they relate to ratings.

1.5 Those seafarers who were serving as Category 1 or 2 seamen on or before 1 August 1998 may
continue in this capacity until 31 January 2002. By this date they must obtain a STCW 95 watch
rating certificate (see also paragraph 4.5).

1.6 In the context of this Part the term seafarer does not include hairdressers, entertainers,
shop assistants or other staff employed by concessionaires on ro-ro ferries or passenger vessels.
These are dealt with separately in part 12.

2.0 Mandatory Requirements

2.1 STCW 95 requires all seafarers to be medically fit with special emphasis on sight and hearing:
the sight requirement being especially relevant to deck personnel. In order to meet this
requirement all seafarers should meet the appropriate requirements of the Merchant Shipping
(Medical Examinations) Regulations 1983,3 as amended, before they are employed for shipboard
duties. Further information about medical fitness requirements is provided in Part 1 and
Merchant Shipping Notices MSN 1745(M&F) and MSN 1746(M).

2.2 All seafarers having undertaken less than 6 months sea-service on 1 August 1998 must , to meet
the requirements of STCW Code A-VI/1.1, successfully complete approved familiarisation
training in Personal Survival Techniques before they are assigned to shipboard duties. Ship
owners and operators must also ensure that all those employed on the ship, are, on joining,
given Familiarisation training in respect of emergency duties as well as routine duties and
functions for the safe operation of the ship and the protection of the marine environment.

2
Available from the Publications Section, The International Maritime Organization, 4, Albert
Embankment, London SE1 7SR.
3
SIs 1983/808, 1985/512, 1990/1985

3
2.3 The shipowner or operator must ensure that all seafarers are able to communicate in the
common working language determined for the ship.

2.4 All seafarers having undertaken less than 6 months sea-service on 1 August 1998 who have been
assigned designated safety or pollution prevention duties must also successfully complete those
elements of approved basic training, as appropriate to their duties and functions. The four
elements of basic training are:

.1 personal survival techniques (STCW Code-Table A-VI/1-1);

.2 fire prevention and fire-fighting (STCW Code-Table A-VI/1-2);

.3 elementary first aid (STCW Code-Table A-VI/1-3);

.4 personal safety & social responsibilities (STCW Code-Table A-VI/1-4).

3.0 Grading of Seafarers

3.1 Seafarers are graded according to their training, qualifications and experience. The Merchant
Shipping (Safe Manning, Hours of Work and Watchkeeping) Regulations 19974 require
shipowners to ensure that their manning arrangements provide a good balance of experience
and skill within the crew as a whole. The grading of seafarers described below should assist in
achieving this aim.

3.2 Trainee Rating (Deck or Engine Departments)

3.2.1 Trainee ratings must be at least 16 years of age, medically fit and have undertaken Personal
Survival Techniques training and the Familiarisation training referred to in paragraph 2.2 above
before being assigned to duties. However, young persons sponsored by Job Centres in the UK,
who are not employed as part of the normal crew and do not accumulate more than one month
service in total on board the vessel, are not required to undertake the training in Personal
Survival Techniques.

3.3 Deck Department

3.3.1 Deck Rating Grade 2. To qualify for this grading, a seafarer must be at least 17 years old and
should have either successfully completed the four elements of basic training described in
paragraph 2.4.14 above; or

.1 have completed, prior to 1 August 1998, acceptable survival and fire-fighting training and
more than 6 months sea-service; and

.2 have obtained a Navigational Watch Rating Certificate (known as a Watch Rating Certificate)
after meeting the requirements of STCW Code A-II/4, as described in paragraphs 4.1 to 4.5
below; or

.3 be the holder of an Efficient Deck Hand (EDH) certificate, (for which qualification and
application details appear in paragraph 3.5 below and Annex 1 ), in which case the seafarer
must obtain a Watch Rating Certificate within one month of joining the vessel; or

.4 be the holder of a VQ2 in Marine Vessel Operation, in which case the seafarer must obtain a
Watch Rating Certificate within one month of joining the vessel.

3.3.2 Deck Rating Grade 1. To qualify for this grading, a seafarer must hold an AB certificate; or

.1 have completed 36 months sea service in total, of which at least 12 months must have been
served in the deck compartment; and

4
SI 1997/1320 as amended by SI 1997/1911
4
 .2 have met the requirements for Deck Rating Grade 2.

3.4 AB Certificate

3.4.1 To qualify for the issue of an AB certificate, a seafarer must have:

.1 attained the age of 18;
.2 obtained a Watch Rating Certificate;
.3 obtained an EDH certificate or a VQ2 in Marine Vessel Operation;

.4 obtained a Certificate of Proficiency in Survival Craft and Rescue Boats (CPSC&RB) or

a Certificate of Proficiency in Survival Craft (CPSC) or a Lifeboatman certificate;
.5 produced proof of medical fitness; and
.6 completed at least 24 months sea-service in the deck department or 36 months as a General
Purpose (GP) rating, of which at least 12 months was on deck duties.
3.4.2 Sea-service performed in a deck capacity on sea-going fishing vessels of more than 16.5m in
registered length, Royal Naval ships or Mobile Offshore Units (MOU) will be counted in full
but at least 6 months sea-service on merchant ships will be required for certification as an
AB seaman.

3.4.3 Seafarers with MOU sea service unable to complete the required 6 months on merchant ships
will be issued with an AB certificate suitably endorsed with a limitation for use on MOUs. This
limitation will be removed at a Maritime and Coastguard Agency (MCA) Marine Office on
completion of 6 months sea service on merchant ships.

3.4.4 An AB certificate may be obtained from any MCA Marine Office listed at Annex 4 on completion
of an application form and on production of supporting evidence to confirm that all the
conditions listed in paragraph 3.4.1 above have been met. A prescribed fee will be charged for
this service.

3.5 Efficient Deck Hand (EDH) Certificate

3.5.1 EDH is the qualifying examination for AB and deck rating certification. This can be taken after a
seafarer has:

.1 attained the age of 17;

.2 served at least 12 months in the deck department of sea-going merchant ships; and

.3 obtained a Navigational Watch Rating Certificate or a Steering Certificate

3.5.2 Service in the deck department in High Speed Craft (HSC), tugs, dredgers, standby vessels,
survey vessels, RN ships and fishing vessels of more than 16.5m registered length is also
acceptable. Service in MOUs will be counted if serving as part of the deck crew.

3.5.3 Six months service in the deck department in HSC will be accepted in place of the 12 months
service specified in paragraph 3.5.1.2 above, towards the issue of an EDH limited to HSC. This
limitation may be removed on completion of 12 months sea service.

3.5.4 The syllabus for EDH training and certification is given in Annex 1.

3.5.5 Training providers must obtain approval from the MCA both to conduct EDH courses and for
individual examiners. With effect from the date of issue of this MGN, there is no requirement for
existing training providers to seek re-approval.

5
3.5.6 Approved training providers will issue certificates on behalf of the MCA and are required to
maintain full records of all certificates issued. These certificates must be in the approved format
as shown in Annex 2 of this note.

3.5.7 Holders of a level 2 VQ in Marine Vessel Operations may obtain an EDH certificate without
further examination.

3.6 Engine Department

3.6.1 Engine-Room Rating. To qualify for this grading, a seafarer must be at least 17 years old and
have:

.1 obtained an Engine-Room Watch Rating Certificate after meeting the requirements of

STCW Code A-III/4, as described in paragraphs 4.1 to 4.5 below; and have either

.2 successfully completed the four elements of the basic training described in paragraph 2.4.14
above; or

.3 completed prior to 1 August 1998 acceptable survival and fire-fighting training and more
than 6 months sea service.

3.7 General Purpose (GP) Ratings

3.7.1 GP ratings are those who have been trained in both deck and engine-room duties. Such ratings
may be employed in either department according to the needs and requirements of the company.

3.7.2 GP Ratings Grade 2 are those who hold a navigational Watch Rating Certificate as well as an
engine-room Watch Rating Certificate. They can be employed where the Safe Manning Document
(SMD) stipulates the requirements for Deck or GP Rating Grade 2 or Engine-Room Rating.

3.7.3 GP Ratings Grade 1 are those who meet the requirements for Deck Rating Grade 1 and hold an
engine-room watch rating certificate. They can be employed where the SMD stipulates the
requirements for Deck Rating Grade 1 or 2, Engine-Room or GP Rating.

4.0 Watch Rating Certificates

4.1 UK companies may apply to the MCA for approval to issue Watch Rating Certificates on its behalf.
Companies to which the International Safety Management Code applies, must be in full
compliance before issuing Watch Rating Certificates which must be in the approved format shown
at Annex 3 of this Part. Applications for authorisation to issue Watch Rating Certificates should be
addressed to the MCA, Seafarer Standards Branch, at the address given at the front of this Part.
In their application, companies must demonstrate that they have adequate arrangements for
training and assessing watchkeeping ratings and an acceptable quality control system. They will
also be required to provide details of any special training they may propose to give in the case of
the requirements at paragraph 4.3.2 below. Any approved special training may be undertaken
either ashore or on board and may form part of a pre-sea training programme.

4.2 MCA approval will be subject to periodic review and evaluation and may be withdrawn if the
MCAs requirements are not met.

4.3 Once a company has been approved by MCA, it may issue approved Watch Rating Certificates
to any rating who meets the following STCW 95 requirements:

.1 is not less than 17 years old;

.2 has completed, either at least 6 months approved sea-going service in the relevant
department or has completed special training and at least 2 months approved sea going
service; and has either

6
 .3 successfully completed all 4 elements of the basic training specified in paragraph 2.4.14
above; or

.4 has completed, prior to 1 August 1998, acceptable survival and fire-fighting training and
more than 6 months sea-service; or

.5 has an EDH certificate; or a level 2 VQ in Marine Vessel Operations (deck); and

.6 has been assessed by a responsible officer of the ship appointed by the company, and has
been found to have met the requirements and performance standards specified in STCW
Code A-II/4 or A-III/4 in the case of deck and engine-room ratings respectively.

4.4 A copy of each certificate issued must be forwarded for registration to the Seafarer Standards
Branch of the MCA, at the address given at the front of this Part, as soon as possible after issue
of the original to the rating. The company must also maintain full records of all certificates
issued to enable questions on validity to be answered and checks to be made.

4.5 Companies approved by the MCA for the issue of Watch Rating Certificates should ensure that
ratings holding STCW 78 Watch Rating Certificates (EXN 87 and 88) are issued with STCW 95
certificates, following the procedure outlined above, by 1 February 2002.

5.0 Additional Training Requirements

5.1 STCW 95 includes additional training requirements for ratings serving on certain types of ship.
These requirements are detailed in Part 5 but are summarised as follows.

5.2 Tankers

5.2.1 Any rating who is assigned specific duties and responsibilities related to cargo or cargo
equipment (eg pumpman) must have successfully completed:
.1 an advanced fire fighting training programme as specified in section A-VI/3 of the STCW
Code; and
.2 at least 3 months approved sea-going service on tankers in order to acquire adequate
knowledge of safe operational practices; or
.3 a tanker familiarisation training programme approved by the MCA covering at least the
syllabus given in paragraphs 2 to 7 of section A-V/1of the STCW Code; or
.4 at least 30 days service under the supervision of qualified officers on a tanker of not less
than 3000gt engaged on voyages not exceeding 72 hours.
5.2.2 Ratings or trainees meeting the above requirements should present the evidence to a MCA
Marine Office where their discharge books will be appropriately endorsed. Those meeting the
above requirements but not holding a UK discharge book will be issued with a paper certificate.

5.3 Ro Ro Passenger ships

5.3.1 Ratings and other personnel on ro-ro passenger ships are required to undertake the training
specified in STCW Code A-V/2 paragraphs 1 to 3 (crowd management, familiarisation and
safety training for direct services to passengers).

5.3.2 For continued service, appropriate refresher training in respect of crowd management is required to
be undertaken at intervals not exceeding five years, or evidence, must be produced to the employer
or official of an authorised body of having achieved the required standard of competence within the
previous five years. This may be achieved by 12 months sea service in the relevant type of ship
within the previous 5 years.

7
5.4 Passenger Ships other than Ro-Ro Passenger Ships

5.4.1 Ratings and other personnel on passenger ships designated on muster lists to assist passengers in
emergency situations are required to undertake training specified in STCW Code A-V/3 paragraphs
1 to 3 (crowd management, familiarisation and safety training for direct services to passengers).

5.4.2 For continued service, appropriate refresher training in respect of crowd management is
required at intervals not exceeding five years or evidence of having achieved the required
standard of competence within the previous five years must be produced to the employer or an
official of an authorized body. This may be achieved by 12 months sea-service in the relevant type
of ship within the previous 5 years.

5.5 Deck ratings on High Speed Craft (HSC) and Mobile Offshore Units (MOUs)

5.5.1 Ratings employed on HSC must receive instructions and training, as specified in section 18.3.6 of
the IMOs HSC Code 2 in addition to other training requirements specified in this Note, as
applicable.

5.5.2 Ratings employed on MOUs may be required by the Health and Safety Executive, to undertake
additional training.

5.5.3 The grading structure for ratings described in paragraph 3 above also applies to ratings on
HSC and MOUs.

5.6 Marine Evacuation System Training

5.6.1 Owners/operators are required to ensure that ratings with designated duties on the deployment
of Marine Evacuation Systems (MES) are trained in accordance with the requirements of
Regulation III/19.3.3.8 of SOLAS 74 2 (as amended). Appropriate documents should be issued to
those trained in the deployment of MES.

6.0 Maintenance of Records

6.1 Companies, in line with the responsibilities given to them by STCW 95 (Regulation I/14),
should maintain records and provide documentary evidence in respect of any person meeting
the appropriate standard for all certificates and training requirements described above.

7.0 Further Advice

7.1 Further information if required, is available from the MCA at any MCA Marine Office or at the
address given at the beginning of this MGN.

8
 ANNEX 1

EFFICIENT DECK HAND (EDH) CERTIFICATES

1.0 Entry Requirements

1.1 Candidates must:-

.1 be at least 17 years of age;

.2 have successfully completed the basic training required by STCW Code A-VI/1;
.3 hold a Navigational Watch Rating Certificate ; or
a steering certificate; or
proof of having obtained sufficient experience;
.4 meet the medical fitness requirements; and
.5 have completed 12 months sea service in the deck department; or hold a deck officer
certificate of competency (Fishing).
1.2 Candidates with other types of sea service or training may be considered by the MCA for entry
to the examination on an individual basis.

2.0 Examination Syllabus

2.1 Meaning of common nautical terms.

2.2 Navigational watchkeeping duties as follows:
.1 duties of a bridge lookout and the reporting of lights and objects;
.2 knowledge of the compass card in 360o notation;*
.3 understand helm orders.**
Note: * holders of Watch Rating and Steering Certificates will not be examined on this
section; and
** holders of steering certificates will not be examined on this section.
2.3 Life saving appliances and fire fighting appliances as follows:
.1 understand the importance of musters and drills and know what action to take on hearing
alarm signals;
.2 understand the general arrangement and the dangers of fixed smothering systems;
.3 understand correct operation, precautions and dangers of lifeboat release gear;
.4 understand the procedures for boat preparation and launching;
.5 understand the precautions to be observed when maintaining lifeboats and davits;
.6 understand the importance of fire and watertight doors.
2.4 Practical work as follows:

.1 Common knots, bends and hitches including:

reef knot, timber hitch, clove hitch, bowline, bowline on the bight, sheet bend, double sheet
bend, sheepshank, rolling hitch, round turn and two half hitches, figure of eight knot,
fishermans bend, monkeys fist, wall and crown knot;
.2 Common splices including:
eye splice in eight strand plaited rope; eye, back and short splice in three strand rope;
eye splice with locking tuck in wire rope.

9
 .3 parcel and serve a splice;
.4 whippings and seizings;
.5 care, use and storage of ropes and wire;
.6 the correct fitting of wire grips (e.g. Bulldog grips);
.7 use and selection of stoppers for wires and ropes;
.8 slinging of stages and bosuns chair;
.9 rigging of pilot ladders, gangways and accommodation ladders;
.10 rigging of a hydrostatic release unit;
.11 rigging a derrick;
.12 securing the deck for severe weather;
.13 opening and closing of hatches and watertight doors including bow, stern and other
shell doors;
.14 marking of anchor cables.
2.5 Code of Safe Working Practice for Merchant Seamen (COSWP) 1998

2.5.1 In each of the sections below, the candidate will be expected to have a good working
knowledge of the COSWP relevant to a seamans duties and responsibilities as follows:

Duty and Responsibility Relevant section of COSWP

.1 Protective clothing and equipment Ch.4
.2 Safety signs and to include standard Ch.5
signs and colours for dangerous goods,
pipe lines, fire extinguishers and
gas cylinders
.3 Safety induction Ch.8
.4 Fire precautions Ch.9
.5 Emergency procedure Ch.10, sections 1-6
.6 Safe movement on board ship Ch.13
.7 Working aloft and outboard Ch.15, sections 1-6
.8 Work in machinery spaces Ch.15, sections 7-10
.9 Permit to Work Ch.16, sections 1-2
.10 Enclosed spaces Ch.17, sections 1-5 and 8-11
.11 Boarding arrangements Ch.18
.12 Manual lifting and carrying Ch.19
.13 Use of work equipment Ch.20, sections 1-4 and 7-10
.14 Lifting plant Ch.21, sections 1-7 and Annex 21.1
.15 Hydraulic and pneumatic equipment Ch.22, section 10
.16 Batteries Ch.22, section 16
.17 Anchoring and mooring Ch.25
.18 Hatches Ch.26

10
 ANNEX 2

SPECIMEN EFFICIENT DECK HAND CERTIFICATE

(To be produced and registered locally by the issuing Training Provider.)

No. [Training Inst. to allocate]

Name of Issuing Training Provider Address and Contact Details

EFFICIENT DECK HAND CERTIFICATE (Qualifying examination for AB)

This is to certify that:

Full Name of Candidate [ ]

Date of Birth [ ]

Discharge Book No. [ ]

or other national ID

has met the requirements laid down in the International Labour Organisation Certification of
Able Seamen Convention 1946 (No. 74)

This Certificate is issued under the authority of the Maritime and Coastguard Agency of the
United Kingdom of Great Britain and Northern Ireland, an executive agency of the
Department of the Environment, Transport and the Regions.

Name and Signature of Training Providers Training Provider

Authorised Representative Stamp and Date
[ ]
Signature of Seaman
[ ]

Inquiries concerning the validity of this certificate should be addressed to the Training Provider at the
address on the certificate.

11
 ANNEX 3

SPECIMEN WATCH RATING CERTIFICATE

(To be produced and registered locally by the issuing company. A copy of each certificate issued
should be sent to the MCA at the address below.

No. [Company to allocate]

Name of Issuing Company Address and Contact Details

[NAVIGATIONAL][ENGINE-ROOM]* WATCH RATING CERTIFICATE

This is to certify that

Full Name of Candidate [ ]

Date of Birth [ ]

Discharge Book No. [ ]

or other national ID

has met the requirements laid down in Regulation [II/4 (deck)][III/4 (engine-room)]* of
STCW 95 and the standards of competence specified in section [A-II/4][A-III/4]* of the STCW
Code, and is competent to serve as a rating forming part of a [navigational][engine-room]*
watch on a seagoing ship of 500gt/750kW* or more.

This Certificate is issued under the authority of the Maritime and Coastguard Agency of the
United Kingdom of Great Britain and Northern Ireland, an executive agency of the
Department of the Environment, Transport and the Regions.

Signature and Name of Companys Company Stamp and Date

Authorised Representative

[ ]

Signature of Rating
[ ]

*Delete as appropriate

Inquiries concerning the validity of this certificate should be addressed to the company at the address
above or to the Maritime and Coastguard Agency, Seafarer Standards Branch, Spring Place,
105 Commercial Road, Southampton SO15 1EG. Tel. 02380 329231. Fax: 02380 329252.
E-mail: exams_section@mcga.gov.uk

12
 ANNEX 4

MCA MARINE OFFICES ISSUING AB CERTIFICATES

1. Aberdeen Marine Office Tel: 01224 574 122

Blaikies Quay Fax: 01224 571 920
Aberdeen AB11 5EZ

2. Beverley Marine Office Tel: 01482 866 606

Crosskill House Fax: 01482 869 989
Mill Lane
Beverley
North Humberside HU19 9JB

3. Cardiff Marine Office Tel: 02920 229 556

2nd Floor Fax: 02920 229 017
Oxford House
Hills Street
Cardiff CF1 2TD

4. Glasgow Marine Office Tel: 0141 427 9400

6000 Academy Park Fax: 0141 427 9401
Gower Street
GIasgow G51 1TR

5. Liverpool Marine Office Tel: 0151 471 1142

Graeme House Fax: 0151 471 1143
2nd Floor
Derby Square
Liverpool L2 7SQ

6. London Marine Office Tel: 01689 890 400

Central Court Fax: 01689 890 446
1B Knoll Rise
Orpington
Kent BR6 OJA

7. Newcastle Marine Office Tel: 0191 285 7171

Government Buildings Fax: 0191 284 7464
Broadway West
Gosforth
Newcastle upon Tyne NE3 2JL

8. Southampton Marine Office Tel: 02380 329 329

Spring Place Fax: 02380 329 351
105 Commercial Road
Southampton SO15 1EG

13
 MERCHANT SHIPPING NOTICE

MSN 1798 (M)

Countries whose Medical Certificates are Accepted

as equivalent to the UK Medical Certificate from
1 April 2006
Notice to all Shipowners, Agents, Masters, Seafarers, MCA Approved Medical
Practitioners and Approved Medical Referees.

This Notice replaces the list published in Merchant Shipping Notice MSN 1788 (M). It should
be read in conjunction with MSN 1765 (M).

Summary

This Notice is effective from the 1 April 2006 and replaces the list published in MSN 1788 (M).
It is re-issued annually to reflect any new countries added to the list.

1.0 Introduction

1.1 The Merchant Shipping (Medical Examination) Regulations 2002 as amended, make it
a legal requirement for any seafarer (as defined in the Regulations), to hold a valid
certificate attesting to their medical fitness for the work for which they are employed.

1.2 The requirement for a medical fitness certificate does not apply to anyone employed on
a fishing vessel, a non commercial pleasure vessel, an offshore installation while on its
working station, or to those specified in paragraph 2.2.2 of MSN 1765(M).

2.0 Acceptable Medical Fitness Certificates

2.1 The following certificates are acceptable for seafarers on sea-going United Kingdom
ships (as defined in the Regulations):

(i) a certificate (known as an ENG1) issued in accordance with the provisions of

the Regulations by an MCA approved medical practitioner (known as an
approved doctor), listed annually in a Merchant Shipping Notice, (currently MSN
1797(M)); or

(ii) a valid national seafarer medical certificate issued by the Maritime Authority of
any country listed in Annex A of this Notice. The certificate is one which would
normally be issued to a national of that country, by a doctor approved by that
country, wherever he/she may be located. It does not entitle these doctors to
issue UK medical certificates.

-1-
 Further countries will be added to this list as and when their standards have been
assessed for equivalency.

3.0 Further Information

3.1 This Notice will be updated and re-issued annually. The list is also available on the
MCA's webpage at:

www.mcga.gov.uk/seafarer information/health and safety/seafarer medical information

and is updated whenever any new country is assessed as equivalent.

More Information

Seafarer Health and Safety Branch

Maritime and Coastguard Agency
Bay 2/09
Spring Place
105 Commercial Road
Southampton
SO15 1EG

Tel : +44 (0) 23 8032 9249

Fax : +44 (0) 23 8032 9251
e-mail: seafarer.h&s@mcga.gov.uk

General Inquiries: 24 Hour Infoline

infoline@mcga.gov.uk
0870 600 6505

MCA Website Address: www.mcga.gov.uk

File Ref: MC 018/003/0096

Published: May 2006

Crown Copyright 2006

Safer Lives, Safer Ships, Cleaner Seas

Printed on material containing minimum 75% post-consumer waste paper

-2-
 ANNEX A

COUNTRIES WHOSE MEDICAL CERTIFICATES ARE ACCEPTED AS

EQUIVALENT TO THE UK MEDICAL CERTIFICATE

The following are countries whose national seafarer medical certificates are accepted as
equivalent to the UKs ENG 1 medical certificate. It does not authorise doctors from these
countries to issue ENG 1 certificates.

Australia Jamaica
Austria* Latvia*
Belgium* Lithuania*
Bulgaria Luxembourg*
Canada Malta*
Croatia* Netherlands*
Cyprus* New Zealand
Czech Republic* Norway**
Denmark* Pakistan
Estonia* Poland*
Finland* Portugal*
France* Romania
Germany* Slovakia*
Greece* Slovenia*
Hong Kong South Africa
Hungary* Spain*
Iceland** Sri Lanka
India Sweden*
Ireland (Republic of)* Ukraine
Italy*

* EU Member States
** EEA (European Economic Area) States

This list reflects the Merchant Shipping (Medical Examination) Regulations as amended, which
came into effect on the 1 September 2002. Medical certificates issued by countries previously
recognised as equivalent before 1 September 2002 will be acceptable until the date of expiry.

Further countries will be added to the list as and when medical standards and systems have
been assessed for equivalency.

Any queries relating to this list should be directed to:

MCAs Seafarer Health and Safety Branch

Tel. 023 80 329 249 / Fax. 023 80 329 251 / Email: seafarer.h&s@mcga.gov.uk

-3-
 MARINE GUIDANCE NOTE

MGN 134 (M+F)

Issue of Discharge Books to UK Seafarers -

Changes to Catergories of Eligible Seafarers
Notice to Shipowners and Managers, Masters, Officers and Crew of Merchant Ships, Skippers,
Officers and Crew of Fishing Vessels and Masters, Officers and Crew of Pleasure Vessels
(including Yachts) who receive Wages for their Employment.

Summary
This Marine Guidance Note sets out details of changes to the regulations governing the issue of UK
Discharge Books which, in certain circumstances will permit the issue of UK discharge books to UK
seafarers on non-UK registered ships. Changes have also been made to the categories of seafarers
eligible to apply for a UK discharge book.

(A) ISSUE OF DISCHARGE BOOKS TO UK MGN will, however, still not be eligible for the
SEAFARERS ON NON-UK SHIPS issue of a UK Discharge Book.

1. The Merchant Shipping (Seamens (B) ISSUE OF DISCHARGE BOOKS TO UK

Documents) Regulations 1987 provided that
seafarers of whatever nationality who were, or
had been, employed on a UK registered vessel
could apply for a UK discharge book unless they
already held a discharge book issued by one of
the administrations listed in those regulations.
Seafarers employed on non-UK vessels who had
not previously served on a UK registered vessel
were however ineligible to apply even if they
were UK citizens.
SEAFARERS PREVIOUSLY INELIGIBLE TO
APPLY FOR ONE
4. Following a review of the restrictions on the
issue of discharge books, applications can now be
accepted from:-
(i) persons employed in ships, other than light
ships, belonging to a general lighthouse
authority;

2. The MCA recognises that inconvenience can
be caused to UK seafarers who are unable to
obtain a discharge book from either the UK or the
flag state of the vessel upon which they are
serving. The Merchant Shipping (Seamens
Documents) (Amendment) Regulations 1999
which came into force on 1 January 2000 seek to
remedy this problem. They provide that if a
person is a British Citizen as defined in the British
Nationality Act 1981 (i.e. a person having the
right of abode in the UK) they may be issued with
a UK discharge book if they are unable to obtain
a discharge book from or acceptable to the flag
state of the vessel upon which they are serving.
3. Seafarers holding discharge books issued by
one of the Governments listed in the annex to this
(ii) persons employed in ships of less than 80
registered tons engaged solely on coastal
voyages;
(iii) persons employed in pleasure vessels
(including yachts) provided that they receive
wages for their employment and that the
vessels go to sea;
(iv) persons employed in a ship solely to provide
goods, personal services or entertainment on
board, and employed by a person other than
the owner or the person(s) employing the
master, and who is not a member of the
medical or catering staff in the ship;
(v) persons employed in fishing vessels.

1
5. Only the following will continue to be
excluded from applying for a UK discharge book
(i) persons employed in vessels which do not
go to sea;
(ii) persons employed in pleasure vessels who
receive no wages for their employment;
(iii) persons employed in ships engaged on
coastal voyages around the UK solely for the
purpose of trials of the ship, its machinery or
equipment, where such persons are not
ordinarily employed as masters or seamen;
(iv) persons in the employment of the Crown
who are not ordinarily employed as masters
or seamen;
(v) persons employed in a ship solely in
connection with the construction, alteration,
repair or testing of the ship, and not engaged
in the navigation of the ship unless such
person is a normal member of the crew;
(vi) persons holding documents containing
substantially the same information, issued
by one of the governments listed in the
annex to this MGN;
(vii) persons employed on un-registered vessels;
(viii) persons, other than UK seafarers, employed
on non-UK registered vessels.
APPLICATIONS
6. New application forms will be available in due
course covering these changes. These will be
available from Marine Offices and the Registry
of Shipping, to whom applications should continue
to be made in person or by post as appropriate.
However existing forms may be used provided that
the following additional information is provided:-
MSPP3C
Maritime and Coastguard Agency
Spring Place
105 Commercial Road
Southampton SO15 1EG
Tel 02380 329246
Fax 02380 329165
January 2000
Crown copyright 2000
2
(a) SEAFARERS ON UK REGISTERED
VESSELS
(i) a declaration stating the name of the
seafarer together with the name and
registered number of the vessel and
confirming that the seafarer has served or
is, or will be, serving on that vessel and
that he does not hold a discharge book
issued by one of the administrations
listed in the Annex to this MGN. The
declaration is to be on company headed
paper and is to be signed by the master,
employer or employers representative
and be stamped with the company or
ships stamp; or
(b) UK SEAFARERS ON NON-UK
REGISTERED VESSELS
(i) a declaration stating the name of the
seafarer together with the name,
registered number and flag state of the
vessel and confirming that the seafarer is
or will be serving on that vessel. In
addition the declaration should state why
it has not been possible to obtain a
discharge book from or acceptable to the
flag state. The declaration is to be on
company headed paper and is to be
signed by the master, employer or
employers representative and be
stamped with the company or ships
stamp, and;
(ii) evidence that the applicant is a UK
seafarer. This can be proved by sending a
UK passport, Birth Certificate or Certified
Extract of Registration of the seafarers
birth or any other document issued by a
British Government representative or the
Home Office which proves the seafarers
right of abode in the UK.
An executive agency of the Department of the
Environment, Transport and the Regions
 ANNEX TO MGN 134 (M+F)

COUNTRIES WHOSE DISCHARGE BOOKS OR SIMILAR DOCUMENTS ARE ACCEPTABLE

FOR SEAMEN ON UK VESSELS - THE HOLDERS OF DOCUMENTS ISSUED BY THESE
COUNTRIES SHOULD NOT APPLY FOR UK DISCHARGE BOOKS

Bangladesh Jamaica Sierra Leone

Barbados Kenya Singapore

Canada Kiribati South Africa

Falkland Islands Malaysia Sri Lanka

Fiji Malta Tanzania

Ghana Mauritius Tonga

Guyana Nigeria Trinidad & Tobago

Hong Kong Pakistan Tuvalu

India Papua New Guinea Western Samoa

Republic of Ireland Saint Lucia Zambia

Isle of Man Seychelles

3

Approval of Crew Agreements Merchant Ships
Notice to all Employers of Merchant Seamen, and Masters and Seafarers
This Note supersedes M.1498
Summary
This Note gives advice on Crew Agreements incorporating changes arising from the UK
implementation of STCW 95
1. Section 25(3) of the Merchant Shipping Act
1995 states that the provisions and form of a
crew agreement must be of a kind approved
by the Secretary of State (in practice the
Maritime and Coastguard Agency (MCA) and
different provisions and forms may be so
approved for different circumstances.
Following the coming into force of the
Merchant Shipping (Training and
Certification) Regulations 1997, which
implement in the UK the requirements of the
International Convention on Standards of
Training, Certification and Watchkeeping 1978,
as amended in 1995 (STCW 95), the trading
limits for UK certificate holders have changed.
2. The Agency, in consultation with the
shipping industry, has produced revised
standard agreements which take account of
changes arising from STCW 95 and also
recognise that many UK registered ships no
longer operate to/from UK ports. These
revised crew agreements are available from
Marine Offices and proper officers abroad.
There are two standard agreements:
(1) An agreement appropriate for use on
ships formerly operating under National
Maritime Board (NMB) conditions.
(Form ALC(BSF) l(d));
(2) A minimum agreement for other
merchant ships (Form ALC(NFD) 1(d))
which complies with the requirements of
ILO Convention 22;
1
MARINE GUIDANCE NOTE
MGN 148 (M)
There is no reason why employers who were
not previously bound by the old NMB
agreements should not adopt Form ALC(BSF)
1(d) if they wish to do so. That crew
agreement adopts the NMB agreements as
they stood on 30 September 1990 and, if either
party wishes to amend the terms of the NMB
agreements it will be necessary to seek MCA
approval for a new form of crew agreement
(see Paragraph 3).
These standard agreements are regarded as
approved agreements and subject to the
comments in Paragraphs 10 and 13 below may
be used without individual submission to the
Agency for approval.
3. Employers who wish to use agreements other
than the standard forms or who wish to use
modified versions of the standard forms will
be required to submit them to the MCA for
approval not less than 14 days before the
agreement is to be used. To be approved such
agreements must comply with ILO
Convention 22 (Seamens Articles of
Agreement). In addition, the terms of
employment must not conflict with the
general law of the United Kingdom nor place
the UK in breach of its international
obligations (e.g. ILO Convention 87 (Freedom
of Association and Protection of the Right to
Organise)). Where the terms of an existing
agreement are to be modified following
agreement between the employer and a
seafarers organisation it will still be
 necessary to notify the change to the MCA to
ensure that the new agreement does not
conflict with any of the criteria outlined
above. All crew agreements must be in a form
prescribed for standard agreements (see
Paragraph 7 below) and contain contractual
provisions dealing with the matters set out in
Paragraph 8 of this Notice. In considering
requests for approval of non-standard
agreements the MCA will have regard to the
need to ensure that the seafarers are as
adequately protected under these agreements
as they would be under the standard form of
agreement. Before approving a non-standard
agreement the MCA will wish to know the
views of the organisation(s) representing the
seafarers concerned on the proposed
agreement or modification.
4. ILO Convention No. 22 (Seamens Articles of
Agreement) permits national authorities to
approve crew agreements that will run
without time limit in the same way as shore-
based contracts of employment. The Merchant
Shipping (Crew Agreements, Lists of Crew
and Discharge of Seamen) Regulations 1991
modified the procedures for depositing crew
agreements and lists of crew with the
Registrar General of Shipping and Seamen
and, as a result, the MCA can consider
approving such agreements. Because a
seafarer employed under an indefinite crew
agreement will be able to give notice at any
time, irrespective of the location of the ship,
the MCA will only approve such agreements,
which are restricted to the Near Coastal Area
in order to protect employers from
unexpectedly high repatriation costs.
EXEMPTION FROM REQUIREMENT TO
HAVE A CREW AGREEMENT
5. The Secretary of State may grant exemptions
from the requirement to have a crew
agreement where he is satisfied that the
seafarers to be employed otherwise than under
a crew agreement will be adequately protected.
APPROVAL OF NON-STANDARD
AGREEMENTS OR EXEMPTIONS
6. Non-standard agreements, indefinite
agreements, modifications to standard
agreements or applications for an exemption
from the requirement to have a crew
agreement, should be submitted for approval
direct to MSPP 3C, Maritime & Coastguard
2
Agency, Spring Place, 105 Commercial Road,
Southampton, SO15 1EG. Tel 02380 329246 or
Fax 02380 329165.
CONDITIONS AND PROCEDURES APPLYING TO
ALL CREW AGREEMENTS
Form of Agreement
7. By the form of agreement is meant its size,
shape, layout and provision for information,
as distinct from the contractual clauses.
Note Although the MCA provides crew
agreement documentation, there is nothing to
prevent companies producing their own
versions of the crew agreement, lists of crew,
and list of persons under 18, providing it
replicates exactly the information on the
MCAs versions or has been submitted to and
approved by MCA. Computer generated
versions of the forms are acceptable provided
they are printed out, prior to signing and are
sent in printed form to the Registry of
Shipping and Seamen. Copies of the,
contractual clauses outer cover and lists of
crew etc. are to be placed on the MCA
Website at www.mcagency.org.uk to facilitate
companies or masters downloading the most
up to date documentation as and when they
need it. Copies of all the documentation in A4
format is also annexed to this MGN to
facilitate production on a PC or photocopier
Outer Cover
An outer protective cover should be provided,
on the front of which provision should be
made for the following information to be
recorded:-
name of the ship, port of registry and
official number;
description of the ship, e.g. passenger,
tanker, ferry, general cargo, bulk carrier;
register (net) tonnage;
name and address of registered owner or
manager;
Dates and places of commencement and
(if appropriate) termination of the
agreement.
Provision should be made on the Inside of the
Outer Cover for entries to be made by
superintendents and proper officers. A
specimen of an outside cover [ALC1] in A4
format is at Annex 1.
Incorporation of Contractual Provisions
The contractual provisions should be enclosed in the
outer cover and attached to it. Provision should be
made for the signature of the employer or master.
Specimens of the contractual provisions in A4
format are at Annex 2.
Incorporation of List of Crew
In accordance with regulations made under
section 78 of the 1995 Act the list of the crew may
be enclosed in the outer cover. In addition to the
particulars of the seafarers required by
regulations made under section 78, the crew list
contains provision for the insertion of rates of
pay, and for the signatures of the seafarers as
parties to the agreement.
Specimens of the Lists of Crew [ALC 1(a) & ALC
1(b)] in A4 format are at Annex 3.
Rates of pay
The entry for each seafarer in the list of crew must
indicate the rate of pay at which he is serving at
the time of engagement. If more convenient,
Company pay scales from which this may be
determined may be annexed to the agreement but
the entry As agreed is not acceptable.
List of young persons
In accordance with section 55 of the Merchant
Shipping Act 1995, and the Merchant Shipping
and Fishing Vessels (Health and Safety at Work)
(Employment of Young Persons) Regulations
1998, a summary of the provisions of the
regulations and a list of all young persons under
the age of 18 are required to be included in every
crew agreement. The summary to be included is
contained in form ALC 1(c) Rev 10/98, which
supersedes previous versions of this form. A
specimen of ALC 1 (c) in A4 format is at Annex 4.
Contractual provisions
8. The MCA will expect a crew agreement to
contain contractual provisions governing the
following matters:
the persons between whom the agreement
is made;
the description of the voyage or voyages
to which the agreement relates and their
3
geographical limits and/or the duration
of the employment;
the capacity in which each seafarer is to be
employed;
the pay, hours, leave and subsistence,
which may be dealt with wholly or in part
by the incorporation of the provisions of
industrial agreements between the
employer and the relevant trades unions
or the old NMB Agreements current on
30 September 1990;
the other rights and duties of the parties
to the agreement;
the terms under which either of the parties
may give notice to terminate the
agreement;
the circumstances in which, notwith-
standing the provisions governing the
giving of notice, the agreement may be
terminated by either of the parties.
9. The provisions of the standard agreement
cover the matters set out in paragraph 8 of
this notice. These provisions would be
regarded as approved provisions and subject
to the comments in paragraphs 10 and 13 may
be used without seeking prior approval from
the MCA. The provisions of the standard
agreements are set out in Annex 2 to this
notice. A copy of the crew agreement must be
displayed for the crew to refer to at any time.
Form ALC 6 is available for this purpose. A
specimen of ALC 6 in A4 format is at Annex 5.
10. The clauses dealing with the duration and
scope of the voyage and the rate of wages
require the insertion of further particulars
before they are complete. Subject to the
limitations set out in paragraph 13 of this
notice the particulars agreed between the two
parties may, without a specific request for
approval, be inserted within the approved
provisions.
Opening a Crew Agreement
11. Employers and masters are no longer required
to notify a superintendent or proper officer
when they intend to open a crew agreement,
to deliver a (red) copy of an agreement and list
of crew within three days of the agreement
being opened nor to notify the department of
crew changes as they occur. Forms ALC l(a),
(b) and (c) (list of crew, exempt list of crew
 and young persons) are now only printed in
black and carbon copies are not necessary.
Older versions of these forms can still be used
by discarding the red copies
12. Seafarers joining or leaving a ship must be
signed on or off the Crew Agreement as
before and the changes notified to the
employers / managers / owners by the most
expeditious means.
CONDITIONS AND PROCEDURES FOR
FIXED TERM AGREEMENTS ONLY
Limitation on Use of Voyage Clauses
13. The voyage clauses approved for use in the
standard agreement may leave open for
agreement between the parties the details of
the voyage or the duration of the agreements.
These provisions may only be used as
approved when taken with the notice clauses
to provide for employment for the following
periods:
6 months for a running agreement for
vessels engaged in frequent short voyages
e.g. cross-channel ferries, unless the vessel
has a small crew and a low staff turnover,
in which case the agreement may be
extended to 12 months;
12 months for any other running
agreement;
24 months or first call at a port for a voyage
agreement
These periods are subject to any additional
period provided for in the associated
approved notice clauses. The geographical
limitations of a voyage clause should be
clearly stated when the clause is completed
and used.
Submission of Crew Agreements and Lists of
Crew
14. The crew agreement and list of crew together
with the Official Log Book for the same period
must be forwarded to a superintendent or
proper officer within 3 days of the expiry of
the agreement. If the vessel closes an
agreement at a port outside the United
Kingdom which does not have a resident
British Consul the documents may be sent by
letter post only to The Registrar General of
Shipping and Seamen (address at Annex 6).
4
CONDITIONS AND PROCEDURES FOR
INDEFINITE CREW AGREEMENTS ONLY
15. The concept of fixed term crew agreements
embodies certain features, which impose
conditions in addition to those listed in
Paragraph 8. Wages are due only on discharge
or termination of the agreement and any
earlier payments are considered to be
advances; similarly there is no requirement
for leave to be allowed and the circumstances
in which a seafarer or employer can give
notice are related to the location of the vessel.
It would be inappropriate to apply these
conditions to agreements which are to run
indefinitely and so in addition to the
requirements of Paragraph 8, such
agreements must state:
the intervals at which wages are to be
paid;
the method of calculating leave
entitlement;
the maximum period that a seafarer can
be required to remain on board between
leave periods (in many cases a copy of the
duty rosters will be sufficient);
the notice required from each party to
terminate a seafarers employment under
the agreement which should be not less
favourable than the provisions of Section
49 of the Employment Protection
(Consolidation) Act 1978 except in the
following cases:
(a) by mutual consent;
(b) if medical evidence indicates that a
seafarer is incapable of continuing to
perform his duties by reason of illness
or injury;
(c) if, in the opinion of the Master, the
continued employment of the seafarer
would be likely to endanger the ship
or any person on board;
(d) if a seafarer, having been notified of
the time the vessel is due to sail, is
absent without leave at the time fixed
for sailing and the vessel proceeds to
sea without him or if substitutes have
been engaged. Substitutes shall not,
however, be engaged on a crew
agreement more than 2 hours before
the time fixed for sailing
Limitation on Voyage Clauses
16. For the reasons given in Paragraph 4 above,
indefinite crew agreements will normally only
be approved for vessels which trade within
the Near Coastal Area unless the employer is
prepared to accept the higher repatriation
costs that could arise from an unlimited
agreement. Employers of the crews of such
vessels will have the choice of using either a
fixed term or indefinite crew agreement.
Submission of Crew Agreements and Lists of Crew
17. Where an indefinite crew agreement is
opened, a copy must be submitted to the
appropriate superintendent or proper officer
on opening. Thereafter, the employer must
submit a list of crew and the official log book
at six monthly intervals, showing all seafarers
who have joined or left the vessel(s) since the
previous list was submitted with their dates of
joining or leaving. If more convenient, an
updated crew list can be submitted but it must
show all the changes in the six-month period.
Crew Lists on Demand
18. In order that the MCA can have up to date
information on the composition of the crews
of vessels, the Registrar General of Shipping
and Seamen is empowered to demand a list of
crew at any given date and this must be
supplied within 28 days. These checks will be
made on a random basis or whenever there is
cause to question the composition of the crew
of a particular vessel.
Multiple Agreements
19. Section 25(2)(b) of the Merchant Shipping Act
1995 provides that agreements with the
several persons employed in a ship shall be
contained in one document, except that in
such cases as the MCA may approve one crew
agreement may relate to more than one ship.
The MCA will approve crew agreements
(known as multiple ship agreements) in
circumstances where several ships regularly
making journeys between the same ports need
to be able to employ individual crew
members on any of these ships during the
currency of an agreement. These multiple ship
agreements will be in the same form and
contain the same provisions as those for other
crew agreements except that the name of each
of the ships to which they relate will he
entered on the outer cover.
5
Crew Not Required to Sign Off on Leaving the
Vessel
20. Where prior MCA approval has been
obtained, it will not be necessary for seafarers
who work regular periods of duty followed
by regular periods of leave (e.g. 2 weeks on/2
weeks off or 2 weeks on/3 weeks off) and
who are paid continuously throughout the
period of the agreement to sign off the crew
agreement on each occasion that they leave
the vessel to go on leave provided that they
are expected to return to the vessel at the end
of the leave period and before the expiry of
the crew agreement. If, for any reason, a
seafarer does not rejoin the vessel in
accordance with the roster arrangements he /
she must be signed off in his/her absence and
re-signed when he/she rejoins the vessel. The
same action must be taken if the seafarer joins
another vessel of the same fleet; a seafarer
cannot be on two crew agreements at the
same time. The seafarers discharge book
must also be completed in the same manner.
The joining and leaving of all members of the
crew must be recorded in the ships Official
Log Book using their reference numbers in the
list of crew.
21. The MCA maintains a record of the approvals
given for this practice and where seafarers
require to prove sea service in order to qualify
for the Agencys examinations, the period of
time that they are signed on the crew
agreement will be adjusted to reflect the
actual time at sea.
22. Further information on crew agreements for
merchant ships can be obtained from MSPP3C,
Seafarer Health & Safety Branch, Maritime &
Coastguard Agency, Spring Place, 105
Commercial Road, Southampton, S015 1EG
Tel 02380 329 246
Fax 02380 329 165
MC 23/1/0246
May 2000
An executive agency of the Department of the
Environment, Transport and the Regions
 Annex 1

ALC 1 (Rev 4/98)

Crew Agreement and List of Crew

The form and provisions of this agreement are approved by the Maritime and Coastguard Agency under Section 25(3) of the Merchant Shipping Act 1995.

If the form and provisions of this agreement are amended or clauses added without the prior approval of the Maritime and Coastguard Agency it will not
be regarded as approved under the said section of the Act.

Name of ship: Port of registry Official number Gross tonnage

*M/V Nett tonnage

*S/S Kilowatts
(*Delete whichever is inappropriate)

Name and address of registered owner Description of the ship (e.g. whether passenger
ship, tanker, ferry, general cargo, bulk carrier)

Date and place of commencement of agreement and list of crew Date and place of termination of agreement and list of crew

Date _______________________ place _____________________ Date ________________________ place _____________________

Signature of master _______________________________________ Signature of master _______________________________________

OFFICIAL USE

Received by the superintendent/proper officer

at the port of ______________________________on:_______________

An executive agency of

6
 Annex 2

ALC(BSF)1(d)

CONTRACTUAL CLAUSES
THIS AGREEMENT is made between .....................................*
...........................................................................the employer*
and each of the seamen whose name is included in the list of
crew incorporated in this Agreement.
(iv) (a) Each National Maritime Board Agreement as in effect
on 30 September 1990 shall have effect in relation to
each seaman employed hereunder who is of a
description to which such agreement relates as if it
were incorporated herein: and each such agreement
shall have effect as it is set out in the National Maritime
Board Year Book current on 30 September 1990.
(b) The National Maritime Board Agreements referred to
in paragraph (a) of this clause are those made by the
Board or by a Panel of the Board relating to:

(i) pay, hours of work leave and subsistence; and

It is agreed that
(ii) the section of the Officers Hours Agreement
(i) the employer will employ each seaman and the indicated against an Officers name in the list of
seaman will serve in the capacity and at the rate of crew incorporated in this Agreement; and
wages expressed against his name in the list of crew
incorporated in this Agreement: (iii) the other National Maritime Board Agreements as
in effect on 30 September 1990 and which are not
inconsistent with the terms of this Agreement or the
Merchant Shipping Acts for the time being in force:

(c) (Insert here appropriate clause)

(insert appropriate voyage and notice clauses (ii) and (iii)
(d)

(v) wages will not accrue for any hours during which a seaman
refuses or neglects to work when required or is absent
without leave or for any period during which a seaman is
incapable of performing his duties by reason of illness or
injury which has been caused by his own wilful act or default;

(vi) (a) Unless the seaman indicates to the contrary in writing

the Trust Deed and Rules constituting the Merchant
Navy Officers Pensions Fund shall be deemed to be
incorporated herein to the effect and intent that each of
the parties hereto (and the master) who is or is eligible
to be a member of the said Fund hereby agrees for the
purposes of this Agreement to be bound by all the
provisions of the said Deed and Rules and to authorise
the deduction from the wages payable to him
hereunder of the contributions payable by him
respectively to the said Fund; and the employer hereby
undertakes that the contributions payable under the
said Deed and Rules by the employer shall be paid to
the Fund in respect of such member;
(These clauses will be produced by the
Maritime and Coastguard Agency or (b) Unless the seaman indicates to the contrary in writing
may be produced by the shipowner) the Trust Deed and Rules constituting the Merchant
Navy Ratings Pension Fund shall be deemed to be
incorporated herein to the effect and intent that each of
the parties hereto who is or is eligible to be a member
of the said Fund hereby agrees for the purposes of this
Agreement to be bound by all the provisions of the said
Deed and Rules and to authorise the deduction from
the wages payable to him hereunder of the
contributions payable by him to the said Fund; and the
employer hereby undertakes that the contributions so
deducted and the contributions payable under the said
Deed and Rules by the employer shall be paid to the
* In here insert name and address of employer Fund in respect of such member; any reference above
to the Merchant Navy Ratings Pension Fund shall be
taken as a reference to an exempt private fund as
defined by the said Rules when the rating is a member
of such an exempt private fund:

(vii) in all cases of salvage awards a cadet who has not

completed two years service shall be deemed of the
rating of Ordinary Seaman and a cadet of two years
service or over the rating of an Able Seaman;

7
(viii) any seaman who incompetently performs his work in the
capacity in which he was first employed under this
Agreement may be rerated by the Master and transferred
to other duties; but re-rating shall not effect his
remuneration under this Agreement;
(ix) in relation to an individual seaman this Agreement may be
terminated:
(a) by mutual consent;
(b) if medical evidence indicates that a seaman is
incapable of continuing to perform his duties by
reason of illness or injury;
(c) by appropriate notice in accordance with the terms of
this Agreement;
(d) if, in the opinion of the master, the continued
employment of the seaman would be likely to
endanger the ship or any person on board;
(e) if a seaman, having been notified of the time the vessel
is due to sail, is absent without leave at the time fixed
for sailing and the vessel proceeds to sea without him
or if substitutes have been engaged. Substitutes shall
not, however, be engaged on a Crew Agreement more
than two hours before the time fixed for sailing;
(f) if the master is satisfied that an appropriate breach of
the Code of Conduct for the Merchant Navy for the
time being in force has occurred;
(x) each seaman agrees:
(a) to join the ship by the time specified by the master
and subsequently during the period of his
employment to rejoin the ship by the time specified by
the master;
(b) to submit to inoculation, vaccination and any other
health precautions as may be directed by the master;
(c) in the event of the employer becoming liable for any
expenses under section 45 of the Merchant Shipping
Act 1995 to afford the employer every facility to
prosecute in his name and claim in respect of such
expenses and to allow the employer reasonable
discretion in the conduct of any proceedings for the
settlement of any claim in respect of such expenses;
(d) to take all steps within his power to preserve in good
condition the equipment of the ship and all property
on board;
(e) to return in good condition (fair wear and tear
excepted) before the termination of his engagement
all articles provided for his personal use during the
voyage by the employer;
(f) that all stores and provisions issued to the crew are
only for use and consumption on board the ship and
any unused or unconsumed stores or provisions
remain the property of the employer;
(g) to comply with the Code of Conduct for the Merchant
Navy for the time being in force;
(h) in the event of the Agreement being terminated outside
the UK or the Near Coastal Area in accordance with
clause (ix) (f) above, to the deduction from his wages
of an amount being the actual expenses of his
repatriation. Such amount shall not exceed one weeks
pay at the begin at or base rate as specified against
the seamans name in the Crew Agreement;
8
(i) to keep his quarters clean and tidy and in readiness for
inspection by the master or officer deputed by him; and
(j) at the time when a seaman finally leaves the ship at
the termination of his employment under this
Agreement, to leave his quarters in a clean and
orderly condition to the satisfaction of the master (or
his authorised deputy). When he is ready to leave the
ship, the master (or his authorised deputy) shall, on
request made by the seaman, issue to the seaman a
certificate that the quarters are clean
(xi) the employer agrees
(a) if a seaman shows to the satisfaction of the master or
employer that he can obtain command of a vessel or
an appointment as mate or engineer or to any post of a
higher grade than he actually holds, or that any other
circumstance has arisen since his engagement which
renders it essential to his interests that he should be
permitted to take his discharge, he may claim his
discharge provided that without increased expense to
the employer and to the satisfaction of the employer or
his agent he furnishes a competent and reliable man in
his place. In such case the seaman shall be entitled to
his wages up to the time of his leaving his employment;
(b) if a seaman is discharged otherwise than according to
the terms of this Agreement before the commencement
of the voyage, or before one month's wages are earned
by him hereunder, without fault on his part justifying his
discharge or without his consent, then he shall be
entitled to receive from the employer in addition to any
wages he may have earned up to the time of his
discharge, if an officer one-thirtieth of his monthly wage
or one-seventh of his weekly wage; if a rating one-fifth
of his weekly wage for each day for which basic pay
would have been paid under the Crew Agreement for
each day until he shall have been offered suitable
employment by the employer provided always that his
maximum entitlement under his clause shall not exceed
one month's wages under this Agreement;
(c) notwithstanding anything contained in regulations
made under Section 32 of the Merchant Shipping Act
1995, no deduction shall be made from wages due to a
seaman under this Agreement in respect of any breach
by him of his obligations except in breach of clauses
(x) (a), (x) (d), (x) (e), and (x) (g), but nothing in this
clause shall in any way affect any other rights of the
parties to this Agreement in relation to such breach;
(d) where there is a dispute relating to the amount
payable to a seaman employed under this
Agreement, the master will, if the seaman desires,
agree to the dispute being referred to a
superintendent or proper officer for decision under
section 33 of the Merchant Shipping Act 1995
ADD ANY ADDITIONAL CLAUSES BELOW
(Important:- All such clauses must have been approved by
the Maritime and Coastguard Agency)
...................................................................................................
Signature of employer, master or any other
person authorised by the employer
Date ...........................................................................................
Place .........................................................................................
 ALC(NFD) I(d)

NON-FEDERATED SHIPS (d) if a seaman is absent without leave at a time for

sailing;
CONTRACTUAL CLAUSES
(e) if in the opinion of the master the continued
THIS AGREEMENT is made between (here insert name and employment of the seaman would be likely to
address of the employer) endanger the vessel or any person on board

................................................................................................... (v) the employer agrees that if a seaman shows to the

satisfaction of the master or the employer that he can
................................................................................................... obtain the command of a ship or an appointment as mate
..............................................(herein called the employer) and or engineer or to any post of higher grade than he actually
each of the seamen whose name is included in the list of crew holds, or that any other circumstance has arisen since his
incorporated in this Agreement engagement which renders it essential to his interests
that he should be permitted to take his discharge he may
IT IS AGREED THAT claim his discharge provided that without increased
expense to the employer and to the satisfaction of the
(i) the employer will employ each seaman and the seaman employer or his agent he furnishes a competent and
will serve in the capacity and at the rate of wages reliable man in his place In such case the seaman shall
expressed against his name in the list of crew be entitled to his wages up to the time of leaving his
incorporated in this Agreement, employment;

(ii) this Agreement shall be for a voyage or voyages within (vi) insert any further provisions about pay and any provision
(geographical limits to be stated, e.g. near coastal, about hours of work, leave and subsistence.
unlimited or by reference to latitude and longitude)
............................................................................................
and is not to extend beyond the expiration of six months
from the date of the first signature to this Agreement or
the time at which the ship first arrives at the port of final
destination (country to be stated, e.g. United Kingdom)
............................................................................................
after that period or the discharge of cargo consequent on
that return;

(iii) after either

(a) one voyage has been completed by a seaman under (These clauses will be produced by the
this Agreement or
Maritime and Coastguard Agency or
(b) seven days have elapsed since a seamans may be produced by the shipowner)
employment under this Agreement commenced;

either the seaman or the employer may give to the other

notice (in writing or orally before a witness) to terminate
the seamans employment under this Agreement such
notice to take effect at a Port in
...........................................(state country) and to be given

not less than ....................................................hours/days*

(exclusive of Saturdays Sundays and Public Holidays)
either before the ship is due to arrive at that port or if the
employment is to terminate at the port where the ship is
when the notice is given before it is due to sail.
(iv) In relation to an individual seaman this Agreement may
be terminated:-
(a) by mutual consent;
Note:- Only clauses for which the employer has the approval
of the Maritime and Coastguard Agency may be included as
contractual clauses except for those in (vi) above relating to
pay, hours of work, leave and subsistence, which may be
included without the need for such approval provided they
comply fully with the requirements of current Merchant
Shipping Legislation or Merchant Shipping Notices in respect
of those matters

(b) if medical evidence indicates that a seaman is
incapable of continuing to perform his duties by
reason of illness or injury;
(c) by appropriate notice in accordance with the
provisions of this Agreement;
Signature of employer, master or any other person authorised
by the employer.
...................................................................................................
Date ...........................................................................................

Place ..........................................................................................

9
 (These clauses will be produced by the Maritime and Coastguard Agency
for insertion as required or may be produced by shipowner.)

UNLIMITED TRADING ALC I (d)(i)

Voyage Clause

(ii) the employment shall be in respect of a voyage of not
exceeding .... calendar months duration to any ports or
places within the limits of ........... degrees north and .........
degrees south latitude commencing at ..............................
proceeding thence to .................................. and/or any
other ports within the above limits trading in any rotation
and to end at such port in .................................. (state
country) as may be required by the Master;
Notice Clause
(iii) (a) any member of the crew who has served under this
Agreement for a minimum period of three calendar
months may give notice to the Master in writing or
verbally before a witness, not later than seven days
before the ship is due to arrive at any port in
.........................................(state country) to terminate
his engagement after the expiry of the notice at a port
within this country which shall be nominated by the
Master. Provided that any such notice shall not take
effect (a] if the ship is due to proceed to a port in the
United Kingdom without leaving the Near Coastal
Area or (b) if the ship is due to reach a port in the
United Kingdom within seven days of leaving the
Near Coastal Area.
The Master may give the like notice to terminate the
engagement of any member of the crew who has
served under the Agreement for the minimum period
aforesaid.
(b) any member of the crew who has served under this
Agreement for a minimum period of 12 calendar
months may (subject to the proviso hereinafter
mentioned) at any time after the expiry of that period
give not less than 28 days notice to the Master in
writing or verbally before a witness. to terminate his
engagement at the expiry of that notice, or, if the ship
is then at sea at the next port of call thereafter unless
the ship is then bound for a port in the United
Kingdom or Near Coastal Area). Provided that, if at
any time, any member of the crew is offered the
opportunity, on not less than seven days notice, of
repatriation (by sea, air or other reasonable means at
the sole discretion of the Master) and refuses that
offer, he shall be required to serve for a further
minimum period of seven calendar months from the
date of that refusal (if the voyage shall last so long)
before being able to give 28 days notice as aforesaid.
A member of the crew shall not be entitled to
terminate his engagement under this Agreement at a
port which is only a bunkering port or a port of refuge.
The Master may give the like notice to terminate the
engagement of any member of the crew who has
served under this Agreement for the minimum period
aforesaid.

If the voyage is not ended within seven days after the

ship has arrived at the first port of call in
..(state country) then after the
expiry of that period any member of the crew who has
served under this Agreement for a minimum period of
six calendar months may give not less than 48 hours
notice to the Master, in writing or verbally before a
witness to terminate his engagement at that port or a
subsequent port of call before the final port.

If the voyage is not ended within 14 days after the

ship has arrived at the first port of call in the country
of final destination, then after the expiry of that period
any member of the crew who has served under this
Agreement for a minimum period of three calendar
months may give the like notice as aforesaid.

The Master may give the like notice to terminate the

engagement of any member of the crew who has
served under this Agreement for the minimum period
of six or (as the case may be) three calendar months
aforesaid.

If the voyage is ended at a port in the Near Coastal

Area) it is agreed that wages will continue until the
arrival of the crew members in the United Kingdom
provided that no wages shall be due or payable to
any such crew member for any period of delay
caused through his act or default; and

10
RUNNING AGREEMENT (UNLIMITED) ALC l(d)(ii)

Voyage clause

(ii) the employment shall be in respect of a voyage or

voyages from................................................................
to ..................................................................................
and/or any other ports or places within the limits of
............................north latitude and.............................
south latitude under a Running Agreement for a
period not to extend beyond the...................................
(here state date of termination not more than 12
months hence) next unless on that date the ship is
engaged on a voyage to a port in ................................
(here state the name of a country) in which case this
Agreement shall end on the first return of the ship to a
port in ............................... (here state the same
country as above) after that date or the final
discharge of cargo consequent upon that return.

Notice clause

(iii) (a) After one voyage outside the Near Coastal Area or
....* ....days service has been completed (whichever
first occurs) by any member of the crew his
engagement may be terminated in ..............................
(state country) by not less than ................hours/days #
notice (such period of notice not to include Saturdays,
Sundays or public holidays) given in writing
or verbally before a witness by either party before
the ship is due to arrive at sail from a port in
...................................................(country to be stated)

Provided that if after arrival at a port in the country of

final destination the ship is due to proceed to another
port or ports in that country then notwithstanding any
such notice as aforesaid the engagement shall
automatically continue either until the ships arrival at
that other port or (as the case may be) the last such (These clauses will be produced by the
port or until the expiry of seven days from the date of Maritime and Coastguard Agency for
her arrival al the first said port (whichever first occurs). insertion as required or may be
* The period to be inserted shall not exceed 28 days. produced by the shipowner)
# Delete whichever is inapplicable.

and

(b) any member of the crew. who has served under this
Agreement for a minimum period of three calendar
months may give notice to the Master in writing or
verbally before a witness not later than seven days
before the ship is due to arrive in any port on the
Continent of Europe within the Near Coastal Area to
terminate his engagement after the expiry of the notice
at a port within these limits which shall be nominated by
the Master. Provided that. if at any time the ship has
returned to the United Kingdom and sailed therefrom
again any member of the crew who has not given due
notice to terminate his engagement in the United
Kingdom shall be required to serve for a further
minimum period of 42 days from the date of the ships
departure from the United Kingdom before being able to
give notice as aforesaid, and always provided that the
minimum period of three calendar months has expired.

Provided furthermore that any such notice shall not

take effect (a) if the ship is due to proceed to a port in
the United Kingdom without leaving the Near Coastal
Area or (b) if the ship is due to reach a port in the
United Kingdom within seven days of leaving the
Near Coastal Area.

The Master may give the like notice to terminate the

engagement of any member of the crew who has served
under this agreement for the minimum period aforesaid.

11
RUNNING AGREEMENT (NEAR COASTAL AREA)* ALC l(d)(iii)

Voyage Clause

(ii) the employment will be in respect of a voyage or voyages

within the Near Coastal Area for a period not to extend
beyond the ..........................................................................
(here state date of termination-not more than 12 months
hence or six months in the case of cross channel ferries)
next unless on that date the ship is engaged on a voyage
to a port in the United Kingdom in which case this
Agreement shall end on the first return of the ship to a
port in the United Kingdom after that date or the final
discharge of cargo consequent upon that return

Notice Clause

(iii) After one voyage or seven days service has been

completed (whichever first occurs) by any member of the
crew his engagement may be terminated in .......................
...........................................(state country) by not less than
....................................hours notice (such period of notice
not to include Saturdays, Sundays or public holidays)
given in writing or verbally before a witness by either party
before the ship is due to arrive at/sail from a port
in ..................................................................(state country)

* As defined in the MS (Training and Certification)

Regulations 1997

RUN AGREEMENT ALC l(d)(iv)

Voyage Clause

(ii) the employment shall be in respect of a voyage from

...........................................................................................

to .......................................................................................

(Both these clauses will be produced by the Maritime and Coastguard Agency
for insertion as required or may be produced by the shipowner)

12
 ALC l(d) (vi)

(c) Provided that the terms of the Agreement dated............................................

and made between.........................................................................................

(employer)

and .................................................................................................................
(seafarers organisation)

shall as may be appropriate apply in relation to each seaman referred to

below in substitution for or in addition to the provisions of the National
(To accommodate Maritime Board Agreements referred to in sub-clause (b) above and any
special company subsequent revision which may become effective during the seamans
agreements in employment.
respect of officers/
ratings where .......................................................................................................................
these are in
operation. .......................................................................................................................
(identify by reference nos. in list of crew)
The clauses will
be produced by (d) Provided that the terms of the Agreement dated............................................
MCA for insertion
if required or may and made between.........................................................................................
be produced by (employer)
the shipowner)
and .................................................................................................................
(seafarers organisation)

shall as may be appropriate apply in relation to each seaman referred to

below in substitution for or in addition to the provisions of the National
Maritime Board Agreements referred to in sub-clause (b) above and any
subsequent revision which may become effective during the seamans
employment.

.......................................................................................................................

.......................................................................................................................

(identify by reference nos. in list of crew)

13
 ALC1(a) (2/98)

List of Crew and Signatures of Seamen Who Are Parties to the Crew Agreement
(a) Address of Seaman Date of
Name of Seaman (Block Letters) Rate of Wages commencement of (a) Signature of Seaman on engagement
Ref- employment on board
Discharge Book No. (if any), or date and (b) Signature of Seaman on discharge or if not
erence
Place of Birth (b) Name and Relationship of next of kin and discharged, the reason for being left behind, if known.
No. If discharged the Date and Place of (c) Signature of person before whom the Seaman is
Name of Ship in which last employed* address if different from above reason for discharge leaving the Ship
discharged.
(a) (a)

(b)
(b)
(c)

(a) (a)

(b)
(b)
(c)

(a) (a)

(b)
(b)

14
(c)

(a) (a)

(b)
(b)
(c)

Ref No. Certificates of Competency and or Service Held by Seamen Listed Above
(As above) Capacity in which No. of Certificate of Describe in Full Certificate of Competency and or Service Held Including All Endorsements
employed Competency E.g. Restrictions, Dangerous Cargo Endorsements.

* If more than 12 months before commencing this employment, also give year of discharge Please state if none held
Annex 3
 ALC1(b) (2/98)

List of Crew Relating to Seamen Exempted Under Section 25(5) of the Merchant Shipping Act, 1995
from the Requirement to Sign a Crew Agreement (

(a) Address of Seaman Date of

Reference Name of Seaman (Block Letters) Capacity in which (a) Signature of Seaman on Discharge or if not Discharged,
commencement of
No. employed
employment on board the reason for being left behind, if known
Discharge Book No. (if any),
Number of or Date and Place of Birth (b) Name and Relationship of next of kin and Grade and No. of
Date and Place of
Certificate of Certificate of (b) Signature of person before whom the Seaman is Discharged
Name of Ship in which last employed* leaving the Ship
Exemption address if different from above Competency

E (a)
(a)

(b)
(b)

E (a)
(a)

(b)
(b)

E (a)
(a)

15
(b)
(b)

E (a)
(a)

(b)
(b)

E (a)
(a)

(b)
(b)

E (a)
(a)

(b)
(b)

E (a)
(a)

(b)
(b)

* If more than 12 months before commencing this employment, also give year of discharge
 ALC 1(c) Rev 10/98

Page 1

SUMMARY OF THE PROVISIONS OF SECTION 55 OF THE MERCHANT SHIPPING ACT 1995 AND THE MERCHANT SHIPPING AND FISHING VESSELS (HEALTH AND SAFETY AT WORK)
(EMPLOYMENT OF YOUNG PERSONS) REGULATIONS 1998

(This Summary is required to be included in every crew ageeement by regulation 9(2))

No person under school leaving age may be employed in any ship.

Where young persons under the age of 18 are employed in a ship, appropriate measures shall be taken to protect them from the risks to their health and safety which are a consequence of their lack of
experience, absence of awareness of existing or potential risks, or lack of maturity.

Young persons under the age of 18 may not begin work, unless
an assessment has been carried out of the risks to their health and safety as a result of their inexperience, absence of awareness of risks, or lack of maturity.
the young persons have been informed of the findings of that assessment, and appropriate measures taken for their protection.

Young persons shall not be employed in work which is objectively beyond their physical or psychological capacity or otherwise involves exposure to the risks identified in the Schedule to the Regulations,
unless that work is
indispensable for their vocational training; and
is performed under the supervision of a competent person.

16
Young persons shall be provided with
a rest period of 12 hours in every 24 hour period;
a rest period of 2 days in every week;
where daily working time is more than four and a half hours, a rest period of 30 minutes;

except where the young person is working

under a schedule of duties complying with regulation 9 of the Merchant Shipping (Safe Manning, Hours of Work and Watchkeeping) Regulations 1997, or
under another relevant agreement; or
on a fishing vessel;

in which case they shall be allowed compensatory rest time and measures shall be taken to ensure that there is no risk to their health and safety.

Young persons shall be entitled to a free assessment of their health and capacities before starting work in a ship, and to free monitoring of their health, where the risk assessment identifies a significant
risk to their health or where they are regularly required to work at night, for as long as they are exposed to that risk.

Young persons shall not be employed in any capacity unelss the Master is in possession of a Medical Certificate issued by a duly qualified medical practitioner certifying that person is fit to be employed in
that capacity. In cases of urgency a proper officer may authorise a young person to be employed without a certificate up to but not beyond the first port of call where there is a duly qualified medical
practitioner.

The agreement with the crew must contain a list of all members of the crew under 18 years of age with the dates of birth and dates on which they became employed in the ship.
Annex 4
 ALC 1(c)
Rev 10/98
Page 2

LIST OF YOUNG PERSONS

Reference No. Surname and other names in full Date of Birth Place of Birth Capacity
in list of crew

17
ENTRIES BY SUPERINTENDENTS AND PROPER OFFICERS
 Annex 5

ALC 6 (2/98)

Copy of Crew Agreement

Name of ship

Port of registry

Official number

Register (net) tonnage or in

caseof a fishing vessel its
registered length

Name and address of

registered owner

Place and date of date

commencement of
agreement.
place

Attach here the contractual clauses

(ALC 1 (d), ALC(FSG) 1(d) or ALC(NFD) 1(d))

18
 Annex 6

The address to which crew agreements may be sent, as indicated in paragraph 14 is as follows:-

The Registry of Shipping and Seamen

Anchor House
Cheviot Close
Parc Ty Glas
Llanishen
Cardiff
CF14 5JA

Tel 02920 768200

Fax 02920 747877

19
 MARINE GUIDANCE NOTE

MGN 61 (M+F)

Guidelines for Food Hygiene on Merchant Ships

and Fishing Vessels
Notice to Shipowners, Builders, Masters, Skippers , Officers and Crew

This Guidance Note supersedes Merchant Shipping Notice Nos. M1373 and M1375

Summary

These Guidelines provide practical advice on the fundamental rules of food hygiene consistent with
the catering and meat industry in general.

Key Points:-

Bacterial contamination is the most serious risk to food safety.

Food hygiene principles must be adhered to regardless of the age, size and type of
vessel.

Food handlers should receive appropriate education and training in the principles and
practice of food hygiene.

INTRODUCTION hygiene is more than cleanliness; it is also

1.1 Details of the statutory framework and MSA
responsibilities are contained in Annex 2 to this
Guidance Note.
1.2 No attempt is made to comment on the
quality of food other than to say that it should
comply with the requirements of the Food Safety
Act and respective regulations or other EU
standards and the 1946 ILO Convention No 68.
Owners should consider the special needs of
mariners whose religion, special dietary
requirements, or customary dietary practices
necessitate the observance of certain rules or
requirements with regard to some foods or with
the way the food is prepared.
1.3 Traditionally the basis for food hygiene
standards has been the use of clean well
maintained catering spaces and the avoidance of
unsanitary conditions. Even in clean, well-
maintained galleys however, food may be
handled carelessly with insufficient regard to the
risk of bacterial contamination. Good food
dependent on the following principles:
personal hygiene,
segregation of raw and cooked foods, and
temperature control.
1.4 Ship operators should ensure that all food
handlers receive appropriate education and
training in the principles and practice of food
hygiene and associated health and safety issues
and that they maintain acceptable standards to
secure the health and well-being of ships' crews
by:
protecting food from risk of contamination,
including harmful bacteria, poisons and
foreign bodies;
preventing any bacteria present
multiplying to an extent which would
cause illness or early spoilage of the food;
destroying any harmful bacteria in the food
by thorough cooking.

1
1.5 Food hygiene principles must be adhered to
regardless of the age, size and type of vessel.
Although it is not a requirement, documented
systems with records provide written evidence of
good practices. Many passenger ships and ships
with large crews already use the philosophy of
the International Safety Management Code to put
the emphasis on quality management to provide
a formal systems based approach. It would
however be unreasonable to expect small vessels
with six crew for example, to keep records to
secure the required standard.
BACTERIAL FOOD CONTAMINATION
2.1 Bacterial contamination is the most serious
risk to food safety. Contaminated food looks,
tastes and smells completely normal and causes
the vast majority of food poisoning cases.
Contamination usually occurs through ignorance
and food handlers taking short cuts.
2.2 Food poisoning bacteria are found
everywhere. Sources include people, insects,
rodents, refuse and waste food, even dust.
Bacteria prefer warm, moist environments and if
food is incorrectly stored and insufficient care is
taken during its preparation, harmful bacteria will
multiply rapidly. Even if food is stored and
cooked properly, it can still be cross-contaminated
with bacteria from raw food if for instance the
same utensils or surfaces are used to prepare both.
2.3 High risk foods, those most commonly
implicated in food poisoning cases, are cooked
foods or products not requiring further
processing such as cooked meat and poultry,
meat products, gravy and stock, milk, cream,
eggs, egg products.
2.4 Although raw meat often carries harmful
bacteria and is a source of contamination, a rare
steak is safe because bacteria are only present on
the surface of meats. On the other hand,
hamburgers and other products made from minced
meat require thorough cooking as any harmful
bacteria that were present on the surface have been
distributed throughout the mass of the meat.
2.5 No catering environment can operate without
harmful bacteria being present at some time, but
small numbers of most types of bacteria do not
cause illness. The storage, preparation and
serving of food should therefore only be carried
out where the conditions are such that bacteria
are denied favourable conditions for growth and
the food is not exposed to the contamination risk.
2.6 Food should be covered wherever possible to
prevent cross-contamination and absorption of
odour.
2
2.7 The 10 main reasons for food poisoning are:
1. Preparation of food too far in advance and
stored at room temperature.
2. Cooling food too slowly prior to
refrigeration.
3. Not reheating food to high enough
temperatures to destroy harmful bacteria.
4. Using contaminated cooked food.
5. Undercooking.
6. Not thawing frozen meat for sufficient time.
7. Cross contamination from raw food to
cooked food.
8. Storing hot food below 63C.
9. Infected food handlers.
10. Improper use of leftovers.
PERSONAL HYGIENE
3.1 Most people carry some type of food
poisoning organism at one time or another. Food
handlers have a responsibility therefore to
observe high standards of personal cleanliness to
ensure that they do not contaminate food.
3.2 There must be sufficient wash-hand basins in
galley with soap and hand drying facility,
depending on the scale and nature of the food
preparation. Very small galleys may be exempt so
long as a wash-hand basin is situated adjacent to
the galley. Disposable towels or a hot air dryer is
better than a traditional towel. Food handlers
should wash their hands regularly and always on
entering the galley or before handling any food or
equipment. They should also be washed after
visiting the WC, and in between handling raw
and cooked food.
3.3 Toilets with wash-hand basins should be
situated near to, but separate, from galley.
Prominent signs about washing hands should be
displayed.
3.4 Food handlers should avoid so far as possible
direct contact between hands and food using
tongs for example. Protective gloves may be worn
but they can give a false sense of security.
3.5 Cuts, spots, sores etc should be completely
covered by coloured (blue or green) waterproof
dressings.
3.6 Food handlers should be clean and tidy and
wear appropriate protective clothing (to protect
the individual and the food).
FITNESS TO WORK
4. Food handlers with food poisoning symptoms,
eg diarrhoea and vomiting or suspected of
carrying food poisoning organisms because of
close contact with a confirmed case should be
excluded from any job which might expose food
to risk of contamination. Such cases and several
other conditions including hepatitis A and
diphtheria require infected persons to be
similarly excluded for varying lengths of time
according to medical advice. Secondary infections
associated with boils and septic cuts, respiratory
infections from heavy colds may also require the
suspension of food handlers until successfully
treated.
SEGREGATION OF RAW AND COOKED
FOODS
5.1 Raw food must always be kept apart from
cooked food or milk for example that requires no
further treatment before consumption. Separate
refrigerators are preferred although if in the same
unit, the raw food must always be placed at the
bottom to avoid drip contaminating ready
prepared food. Food should also be covered or
wrapped to prevent drying out, cross-
contamination and absorption of odour.
5.2 Separate work surfaces, chopping boards and
utensils should be set aside for the preparation of
raw meat and must not be used for the
preparation of foods that will be eaten without
further cooking. Using the same work surface
must be discouraged but in the unlikely event
that the same work surface has to be used, great
care must be taken to ensure it is cleaned and
disinfected between handling raw and cooked
meats or other ready to eat products.
TEMPERATURE CONTROL
6.1 It should be noted that legislation for England
& Wales, Food Safety (Temperature Control)
Regulations 1995, requires chill holding at a
temperature of 8C or below. It is however
generally the case that operators maintain
temperatures at 5C or below which is safer than
that prescribed, and this standard is
recommended by the MSA.
6.2 Pathogenic bacteria thrive in warm
conditions. To prevent their growth it is essential
to keep food either very hot (above 63C) or very
cold (below 5 ). Food should not be left in the
danger zone (5C - 63C) for longer than is
absolutely necessary.
3
6.3 A general rule when handling food during
and after preparation would be a single period of
up to 2 hours at ambient temperatures. In very
high ambient temperatures the handling period
should be reduced to about 1 1/2 hours.
6.4 To cook meat safely, a centre temperature of
74C is usually required or until the juices run
clear. Where possible a probe thermometer
should be used to check the temperature. Under
no circumstances should meat products or rice be
reheated more than once. If reheating is
absolutely necessary the food should be covered
and cooled rapidly after cooking and stored in a
refrigerator until it is ready to be reheated. It
should be then reheated rapidly and thoroughly.
6.5 Cooling of food, particularly joints, is likely to
be a potential health risk as food should be cooled
below 10C in less than 1 1/2 hrs. If the process is
necessary then cooling in controlled conditions
should be effected, ideally using a blast chiller.
Cooked food should not be cooled in the same
area used to defrost raw meat.
6.6 The following points should be considered to
minimise the risk of contamination during the
cooling process.
Use a safe cooling area such as a larder
with a lower room temperature.
Pour liquids into shallow pans and stir
frequently.
Split food into relatively small pieces or
batches.
Cover food with a tight wrapping.
Use an iced water bath.
6.7 Rapid thaw cabinets are available to defrost
food if this is required on a regular basis.
Controlled thawing of raw meat/poultry should
take place in a cool area entirely separate from
other foods that may be exposed to risk of
contamination from thawed liquid. This area
must never be used to cool cooked food prior to
refrigeration. The food handling room within the
cold stores area is acceptable provided the area is
clean and the food is covered and stored in a
container. Food should be prevented from sitting
in the thaw liquid by placing it on grids either
above trays on a shelf or in a container.
Defrosting large quantities of meat should be
carried out in a cool larder at 10C to 15C. The
large bucket of cold water method, frequently
observed, should be discouraged, particularly if
the bucket is located in the galley.
6.8 Chill cabinets, cold rooms and refrigerators
should not exceed 5C and deep freeze units
should be minus 18C or below. Some older
systems may be unable to reach minus 18C in
which case a few degrees tolerance has to be
accepted. As a guide frozen food can be safely
stored at minus 12C for one month only. The
presence of ice usually indicates fluctuating
temperatures. High humidities and fluctuating
temperatures (above minus 10C) accelerate
mould and other spoilage bacterial growth
causing souring and rancidity of meat. Food
should never be stored in front of cooling unit as
this restricts the circulation of air. Regular
maintenance of refrigeration equipment,
including checks on door seals, defrosting and
checks on the correct functioning of
thermometers should be carried out as a routine
by ship personnel. A suitable thermometer
should also be provided to check on all
equipment that does not have a built in
thermometer. Suitable packaging is essential to
avoid loss of moisture from the surface of food
(freezer burn). Refrigeration units should not be
located, as far as practicable, close to ovens or
other large galley cooking units.
6.9 Dry food stores should be dry, cool, around
10C, well lit and ventilated.
CLEANING PROCEDURES
7.1 All articles that come into contact with food
should be thoroughly washed, rinsed and
disinfected before use. Cracked or chipped food
containers should be discarded.. Articles include
trays, knives, cutting boards, food preparation
machinery and work tops. Dishwashers disinfect
by virtue of the high rinse temperature achieved.
If dishes are washed in a sink they should be
rinsed in another sink containing very hot water.
Decks, because they are not used for food
preparation, do not need to be disinfected
although the process is useful as it serves to
disinfect the scuppers.
7.2 Mechanical dishwashers should be regularly
cleaned. Recommended temperatures should
ensure that items come out clean, too hot to
handle and air dry in less than half a minute.
Clean items should be air-dried away from dirty
items. Drying cloths should not be used.
7.3 Food and equipment must not be exposed to
contamination during cleaning operations. For
example utensils are often stored in the bottom
shelf of an open unit, leaving them exposed to
contamination from hose water used to clean
the deck.
4
7.4 Ventilation hoods and grease filters should be
cleaned regularly. The inside surfaces of ducting
should be cleaned at least once every 3 months.
Only trained personnel, using a safe means of
access should remove grease filters for cleaning
and clean grease and oil from hoods and ducts.
Galley crew should be aware of the potential for
serious fires in ventilation ducting.
PESTS
8.1 Good housekeeping obviously minimises the
risk of infestation and it is important to ensure
that areas, particularly refuse areas are kept in a
clean and tidy condition. Lids should always be
kept on waste bins that should be washed after
emptying.
8.2 Flies and cockroaches present a serious
hazard because of their feeding habits and the
sites they visit. Flies defecate and vomit previous
meals back on to the food as they feed. Rats and
mice commonly excrete organisms such as
salmonellae. Contamination of food may also
result from droppings, urine, hairs and gnawing.
Food suspected of being contaminated by rodents
must be destroyed.
8.3 As cockroach and other pest presence on ships
is fairly common, it is reasonable to expect a
responsible member of crew to carry out routine
inspections of food areas, particularly
undisturbed areas. If pests are found appropriate
action should be taken by the master to eradicate
or minimise the problem. According to the scale
of the problem there may be some merit in using
a pest control book to record actions, as a more
methodical way of dealing with the problem.
8.4 Rats can spread a number of diseases and
immediate deratting action should be taken in
conjunction with local port health authorities,
who are responsible for issuing deratting
certificates.
8.5 Any treatments used should comply with the
"Recommendations on the Safe Use of Pesticides
in Ships".
STOCK CONTROL
9.1 Great care should be taken to ensure the use of
commodities in strict date rotation and that supplies
have the best possible durability date. Perishable
provisions should neither be ordered nor accepted
in quantities greater than can be consumed before
the expiry date, with the exception of frozen foods.
Provided these have been maintained in hard
frozen condition from production to delivery and
during storage on board ship, they may be accepted
for use beyond the date marking. On some ships
there may be a local colour coding system or
something similar to further assist staff to quickly
recognise out of date stock.
9.2 Daily checks should be made on short-life
perishable food such as fresh fruit and vegetables.
Ships should have adequate storage facilities for
all stores including cold stores. If storage areas
are inadequate, stock levels should be reduced by
taking on stores more frequently or if that is not
possible, additional storage should be made
available. Food should not be stored on the deck.
VENTILATION IN GALLEYS
10. Mechanical ventilation systems should be
used and should be adequate to maintain a
reasonable temperature without the need to jam
open fire doors or doors to the open deck. Galley
staff often close vents to prevent air
contamination. This may indicate that filters need
to be checked or fitted.
SANITARY FACILITIES
11. Sanitary accommodation should be easily
cleaned and impervious to damp and properly
drained with sufficient light, heat, ventilation and
hot and cold water. WCs should have an ample
flush of water, available at all times and
independently controlled. Shower heads should
be cleaned in a chlorine solution (50ppm) every
3 months.
POTABLE WATER
12.1 Potable water should be bright, clear,
virtually colourless and it should bubble when
shaken. This does not however guarantee that the
water is safe. There is a tendency to assume that
little or no action is needed to protect the purity
of the water, particularly when using quayside
facilities regularly. Although the water may come
from the same source as that supplied to the
general public in their homes, there is a vast
difference to the operation of supplying and
storing the water, exposing it to a much higher
risk of contamination. It is therefore essential that
control measures are taken to minimise the risk of
contamination according to that provided in the
Ship Captain's Medical Guide.
12.2 A fresh water maintenance log detailing all
aspects of treatment and maintenance carried out
should be kept and include a record of the
following routine treatments as well as replacing
filters or other elements of water making plants.
5
12.3 Dedicated fresh water hoses should be
superchlorinated at 100ppm for a contact of one
hour at least 6 monthly.
12.4 All fresh water taken from shore should be
chlorinated on loading to ensure a residual free
chlorine content of 0.2ppm, unless an automatic
chlorination unit is used. Concentration levels
should be checked.
12.5 Chlorine tests of taps and shower outlets
should be carried out at monthly intervals.
12.6 Storage tanks should be opened up,
emptied, ventilated and inspected at intervals not
exceeding 12 months for inspection and
maintenance. Tanks should be thoroughly
cleaned, recoated as necessary and flushed out.
12.7 It is also recommended that water be tested
for bacterial and chemical contamination every
3 months. The local Port Health Authority can
arrange to take samples and have them analysed.
HEALTH AND SAFETY ISSUES
13.1 There are obvious hazards within the galley
and store areas, such as wet greasy deck, extreme
high temperatures and humidity, congestion,
particularly around the hot plate area, cleaning
materials, electrical, fumes, knives, equipment
such as deep fat fryers, brat pans and tilting
kettles.
13.2 Electrical equipment, including wiring in
galley and store areas should be regularly
inspected by a qualified member of the crew.
Mechanical fans and other kitchen equipment
exposing blades and other dangerous parts
should have suitable protective guards. Extreme
care should be exercised at all times.
13.3 Arrangements should be made for the
segregation and disposal of garbage, foodwaste
and other galley waste to maintain operational
health and safety standards.
13.4 Burns and scalds are common injuries in
catering environments. A first-aid box should
therefore be located either in the galley or a
suitable area convenient to the galley. It is further
recommended that a notice stating the action to
take if someone is burned or scalded should be
prominently displayed in the galley.
13.5 Detailed advice specific to galley operations
is available in Chapter 14 of the Code of Safe
Working Practices for Merchant Seamen.
EDUCATION AND TRAINING FOR FOOD
HANDLERS
14. Food hygiene is a an important issue and all
practical steps should be taken to avoid poor
practices. It is extremely important therefore that
any member of crew preparing and cooking food
has a level of understanding on the basic
principles of food hygiene. Although there is no
requirement to do so, it is desirable that they
attend a short basic hygiene awareness course
unless they hold catering certificates. In-house
training may be sufficient to ensure an
appropriate level of understanding if a
certificated ships cook is available to give
instruction and supervise. Crew who prepare and
cook food on an ad hoc basis (for example
covering for illness) must be able to demonstrate
basic good food hygiene practices. They should
also receive such training as is necessary to
ensure they have an awareness of health and
safety aspects within the catering environment
and are capable of using equipment and treating
minor injuries such as cuts and scalds.
CREW INFORMATION
15. Information, including simple placards and
up-to-date material, relating to national and
international regulations on food preparation and
storage, and hygiene and food safety should be
readily available to members of the crew in an
approved language understood by the crew.
ADVICE
16. Anyone requiring additional information or
specific advice relating to food hygiene matters
should contact the Inspector who is based at Leith
Marine Office, 1 Johns Place, Leith, Edinburgh,
EH6 7EL. Telephone Number 0131 554 5488 or
0802 644434.

MSOS(A)
Marine Safety Agency
Spring Place
105 Commercial Road
Southampton
SO15 1EG

Tel: 01703 329215

Fax: 01703 329251

February 1998

(MC 10/13/6)

Crown Copyright 1998

An executive agency of
THE DEPARTMENT OF THE
ENVIRONMENT, TRANSPORT
Safe Ships Clean Seas AND THE REGIONS

6
 Annex 1

TEN TIPS FOR FOOD SAFETY

STORE CHILLED AND FROZEN FOOD QUICKLY

(Keep delays to an absolute minimum when taking on stores)

KEEP YOUR GALLEY CLEAN

(Disinfect worktops, equipment and utensils between handling food that is to be cooked and food that is
not)

WASH HANDS THOROUGHLY

(Particularly after visiting the toilet, before preparing food, in between handling raw and cooked food,
and after handling waste food)

PREPARE AND STORE RAW AND COOKED FOOD SEPARATELY

(If separate cabinets are not available then raw meat and fish should be stored at the bottom of the
fridge and always keep food covered)

KEEP YOUR FRIDGE BELOW 5C

(Get a fridge thermometer)

KEEP YOUR FREEZER BELOW -18C

(Mould growth can occur at temperatures of -10C)

DEFROST FOOD IN CONTROLLED CONDITIONS

(Not in the galley - use a cool clean area such as the food handling room and keep it covered and
separate from cooked foods)

CHECK "USE-BY" DATES

(Use foods within the stated period)

COOK FOOD THOROUGHLY

(If you reheat, do it only once and make sure it's piping hot)

KEEP HOT FOOD HOT AND COLD FOOD COLD

(Do not just leave food standing around)

7
 Annex 2

STATUTORY FRAMEWORK

1. Inspectors are appointed under the provisions of the Merchant Shipping Act 1995 for the purpose of
seeing that requirements of the Act and regulations made thereunder are duly complied with. The
relevant regulations are the Merchant Shipping (Provisions and Water) Regulations 1989 and certain
requirements of the Merchant Shipping (Crew Accommodation) Regulations 1997 and the Merchant
Shipping (Crew Accommodation) (Fishing Vessel) Regulations 1978. The Merchant Shipping & Fishing
Vessel (Health & Safety at Work) Regulations 1997 also apply.

2. The need for the Provisions and Water Regulations arises from the 1946 ILO Convention No 68
concerning food and catering for crews on board ships. The Regulations require all merchant ships and
fishing vessels over 24 metres in length to be supplied with provisions and water which:

a. are suitable in respect of quantity, nutritive value, quality and variety having regard to the
size of the crew and the character and nature of the voyage;

b. do not contain anything which is likely to cause sickness or injury to health or which renders
any provision or water unpalatable; and

c. are otherwise fit for consumption.

3. The Regulations also require the inspection at sea of the supplies of food and water by the master or
his deputy together with a responsible member of the catering department. UK employers, masters and
skippers who fail to comply with their obligations under the Regulations are guilty of an offence and are
liable on summary conviction to a fine. The ship may also be detained until the health and safety of all
employees and other persons aboard is secured. The principles of the Regulations apply to non-United
Kingdom ships, other than fishing vessels.

4. Article 8 of the ILO Convention and section 44 of the Merchant Shipping Act 1995 allow for a special
inspection of the ship following a complaint from at least 3 of the crew about food and water supplies.

5. The Crew Accommodation Regulations require all galleys and storerooms, sanitary and cabin
accommodation to be maintained in a clean and habitable condition and that all equipment and
installations to be maintained in good working order.

6. In support of these Regulations, Chapter 14 of the Department's Code of Safe Working Practices for
Merchant Seamen gives guidance on the standards expected.

7. The MSAs Food & Hygiene Inspector has overall responsibility for food and hygiene issues affecting
crew and regularly visits UK ports to carry out inspection work as well as providing guidance and
support for local MSA marine surveyors who check food hygiene standards as part of the overall ship
inspection.

8. Environmental or Port Health Officers have certain responsibilities under the Public Health Act 1936
and Food Safety Act 1990 and enforce statutory powers under Public Health (Ships) Regulations and
other regulations. In broad terms, Environmental or Port Health Officers are concerned with protecting
the UK from any condition that is likely to cause the spread of infectious disease. They issue derat
certificates or exemptions as required by the International Health Regulations and apply hygiene
standards on passenger vessels providing catering facilities for the public.

9. A close liaison is maintained between local offices of respective agencies to avoid duplication of effort
and to ensure that where inspections carried out by members of one organisation reveal a situation that
would clearly also be the concern of the other, appropriate action under respective powers can be
considered.

8
 DEPARTMENT OF T RANSPORT MERCHANT SHIPPING NOTICE NO. M.1214

RECOMMENDATIONS TO PREVENT CONTAMINATION OF SHIPS

FRESHWATER STORAGE AND DISTRIBUTION SYSTEMS
Notice to Shipowners, Masters, Fishing Vessel Skippers, Shipbuilders and
Repairers
This notice supersedes Notices Nos. M.410, M.633 and M.901

1. Recently acquired scientific evidence indicates that closer attention needs to

be given to the quality of freshwater in ships storage and distribution systems in
relation to the growth of various potentially dangerous bacteria, including
Legionella or to the presence of toxic chemicals.

2. The relevant United Kingdom Regulations which apply to freshwater on

board ships are:
The Merchant Shipping (Crew Accommodation) Regulations 1978 SI
1978/795.
The Merchant Shipping (Crew Accommodation) (Fishing Vessels)
Regulations 1975 SI 1975/2220.
The Merchant Shipping (Provisions and Water) Regulations 1972 SI
1972/1871.
The Merchant Shipping (Provisions and Water) (Fishing Vessels) Regu-
lations SI 1972/1872.
Food Hygiene (General) Regulations 1970 (which apply only to vessels
plying exclusively in inland waters or engaged exclusively in coastal
excursions solely on the coasts of Great Britain but not foreign voy-
ages).
The Public Health (Ships) Regulations 1979 SI 1979/1435.

3. The Merchant Shipping (Crew Accommodation) Regulations 1978,

Regulations 29(3), 30(2) and the Merchant Shipping (Crew Accommodation)
(Fishing Vessels) Regulations 1975, Regulations 26(2), 26(6), refer to
requirements that the supply of drinking water shall be so arranged and
constructed to prevent any risk of contamination, and in the former Regulations
that the supply of washing water shall be so arranged and constructed to
minimise any risk of contamination. Most dangerous waterborne bacteria
affecting humans are ingested in drinking water but significantly Legionella
bacteria can gain entry to the respiratory system from washing water suspended
in air in the form of a fine mist as created by shower or tap sprays. Consequently
this means that former distinctions between the standards required for
drinking and washing water should not be maintained. Additionally,
revision of the advice given in the Ship Captains Medical Guide 21st edition
has become necessary, see also Notice No. M.1216.
1
4. The following principal features should now be carefully considered to
ensure the supply of wholesome freshwater on board ships which is bacteria
free, bright, clear, and virtually colourless.

4.1 FRESHWATER LOADING AND SUPPLY ARRANGEMENTS

4.1.1 Freshwater obtained from shore mains supply or water barge This
should be transferred by a hose exclusively used for that purpose. Hoses
where carried on board ships should be suitably marked and should be
stowed in a position clear of the deck where they are not subject to
contamination and should always be capped at both ends after being drained
off following their use. Fresh water hoses should be flushed through before
each watering commences and discharged to waste.
4.1.2 Routine treatment of freshwaterShore mains water in the United
Kingdom normally contains only a very low concentration of free chlorine
and the ship environment decreases this further. In foreign countries there
may be no free chlorine content at all. All freshwater taken from shore or
water barge (subject to 4.1.4 below) should therefore be chlorinated on
loading to a sufficient concentration to ensure a residual free chlorine
content of 0.2 ppm.
This concentration may be achieved by the traditional manual method using
the revised formulae given in the Ship Captains Medical Guide per Notice
No. M.1216 or by using an automatic chlorination unit in the ships deck
filling line. The concentration may be checked by means of a Lovibond
comparator kit.
4.1.3 Freshwater from low pressure evaporator or reverse osmosis
plant Water from such plants should in general only be produced when
the vessel is at least 20 miles from land or remote from any risk of
estuarial pollution which in some sea areas can extend well in excess of
20 miles from land. The sea water suction to evaporators or reverse
osmosis plants should be separate from other sea suctions eg machinery
cooling water inlets, fire pump suctions, etc and sited forward and on the
opposite side of the ship from sanitary or bilge discharges. It is
important to note that any chemical used in an injection system to a sea
suction intended to prevent the growth of organisms in the ships piping
system serving water making apparatus should only be of a type spec-
ifically approved by the Department for that purpose. It is a condition
of the Departments approval and fitting of low pressure flash evapor-
ators or reverse osmosis plants on board United Kingdom registered
ships that the constraints described are closely observed. All water-
making plants producing freshwater from seawater require to be fitted
(subject to 4.1.4 below) with an automatic chlorination unit and although
formerly the Department has been prepared to grant exemption to allow
an ultra-violet sterilizer unit to be fitted in lieu of the auto-chlorinator unit
2
this policy is now discontinued. Ultra-violet sterilizer units will continue to
be accepted as a supplementary sterilization system in both new and
existing ships but an auto-chlorination unit (subject to 4.1.4 below) will be
required in new ships in accordance with the Regulations. In existing ships
already exempted on the grounds of an ultra-violet sterilizer unit being
fitted a regular routine for the chlorination of freshwater tanks to maintain
0.2 ppm concentration should be established similarly to ships obtaining
their water only from shore or water barge. (See Notice No. M.1216).
4.1.4 An equivalent alternative means of sterilising fresh water similar
to the chlorination method will on submission be considered by the
Department on its merits.

4.2 STORAGE TANK ARRANGEMENTS

4.2.1 Storage tanks and delivery system intended for drinking or
washing waterThese should be independent of any other services
wherever possible. Where there is no alternative supply to other services
requiring freshwater, eg machinery jacket water, oil purifiers, or a
freshwater WC flushing system it is preferable that there should be a clear
air break in the freshwater supply pipe to any such system or tank. If in turn
this is impracticable it is essential that the supply pipe is provided with an
efficient non-return valve and a vacuum breaker or back-flow preventer.
Where freshwater is to be used for flushing water closets either a vacuum
breaker should be fitted between the flushing valve and the water closet or
a suitable type of cistern should be provided.
4.2.2 Siting of tanksTanks intended for drinking water should nor-
mally be sited above the inner bottom and independent of the hull but tanks
other than peak tanks (which are difficult to clean) not independent of the
hull may be utilised if they are of all welded construction and suitable in all
other respects. In particular all freshwater tanks should be so sited and be
of such dimensions that they are readily accessible to facilitate inspection,
cleaning and coating. In small ships of less than 2500 GRT where the use
of an aft peak cannot be avoided particular attention should be given to
filling and smoothing the bottom recesses in the tank with cement or other
suitable non-toxic composition. Fore peak tanks which by nature are much
more susceptible to damage should not be used. In ships with only one
freshwater storage tank sited in the double bottom an alternative reserve
drinking water tank should be provided for use in emergency.
4.2.3 ConstructionThe internal structure of all freshwater tanks
should be designed to ensure efficient drainage through adequate limber
holes to the suction and in general continuous welding should be used. No
freshwater tank should have a common boundary with a tank containing oil
or any other liquid except clean water ballast. During con-

3
struction or repair or at dry-docking or slipping, at intervals not greater than
5 years, it is important that a pressure test of all freshwater tank boundaries
including the outer shell of a ship where this applies should be conducted to
ensure that there is no seepage into the freshwater tanks from the sea or
adjacent water ballast tanks. Manhole accesses to freshwater tanks should
be of adequate size and sited clear of possible sources of contamination.
Manholes sited in tank crowns should be fitted with raised coamings. No
piping other than piping containing freshwater of the same standard as the
tank contents should pass through a freshwater tank. WCs, laundries or any
other feature likely to contaminate freshwater should be sited clear of the
crown of freshwater tanks. Air, filling, and where practicable sounding
pipes, should stand sufficiently high above the deck to prevent fouling. Air
pipes should be of the swan neck type fitted with a wire gauze and should
be sited in a protected position where the entry of sea water on deck is
prevented. Sight glasses or gauges should be provided where practicable to
indicate the water level in the storage tanks in order to avoid as far as
possible the use of sounding rods.
4.2.4 CoatingsFreshwater tank structure when new should be
thoroughly wire brushed, scrubbed and primed before coating with cement
wash or a proprietary coating system and should be thoroughly aired before
filling. When coating systems other than cement wash are used such as
modern epoxy finishes specially developed for freshwater tanks it is
essential that the coatings are applied and allowed to cure strictly in
accordance with the manufacturers instructions otherwise the water can
subsequently become unfit for use. The manufacturers advice on filling,
flushing and emptying freshwater tanks before these are connected to the
distribution system should also be strictly adhered to.

4.3 DISTRIBUTION SYSTEMS

4.3.1 Water treatment, filters, mineralisers, softeners, etc All sea water
drawn by an evaporator or reverse osmosis plant should be passed through
suitable sand filters before being introduced to the water making apparatus
and all water produced by such plants in new ships must be disinfected by
an autochlorination unit or equivalent (per 4.1.4 above) before it is pumped
to the storage tanks. An auto-chlorinator for this purpose may if desired,
and if of sufficient capacity, have a connection to provide the same facility
for the deck filling line. If it is considered necessary to neutralise the pH
value of the product water or to make the water more palatable it is
preferable that such a neutraliser or mineraliser be inserted between the
water-maker and the auto-chlorinator and therefore before the water is
passed into the storage tank.
4.3.2 Freshwater distribution pumpsThese should be dedicated to
domestic freshwater services only and should not be capable of being
connected to any other service, eg salt water.
4
4.3.3 Calorifters, pressure tanks, etc These should be designed where
possible to avoid stagnant zones forming and should be fitted with efficient
connections at the lowest point of the unit to ensure that all loose scale, or
sludge can be completely drained off after cleaning and maintenance.
Calorifiers should be provided with adequate access to enable scale
deposits or products of corrosion to be removed and cleaning to be
facilitated.
4.3.4 PipingCare should be taken not to run hot and cold water pipes
adjacent to one another unless the pipes are adequately insulated to prevent
transfer of heat from hot to cold lines.
4.3.5 Overall design of freshwater systemsThe fresh hot and cold water
distribution systems should be designed to provide maximum circulation of
the systems and to avoid deadlegs especially where temperatures could
arise which might provide the optimum conditions for bacterial growth (ie
15C to 50C). This possibility increases as the size of the system increases
when sections of the system are not kept in continuous use. Consideration
should therefore be given in ships with accommodation for more than 100
persons to providing a ring main system with circulation pumps in both hot
and cold water lines. The freshwater tanks arrangement in every ship
should enable tanks to be used in regular rotation in order to avoid the
problems associated with stagnation.
4.3.6 Fittings and accessoriesAll items used in the construction of
ships freshwater plumbing systems should in future be of types that do not
provide a habitat for bacteria, which can occur in the case of natural rubber,
various plastics, and fibre accessories, or leach out toxic constituents. In
line with the policy adopted by all Water Authorities in the United
Kingdom (under the United Kingdom Water Fittings Byelaws Scheme) it is
recommended that all materials used in freshwater systems should be of
those listed in the current edition of the Water Fittings and Materials
Directory (revised annually) prepared by the Water Research Centre,
Henley Road, Medmenham, PO Box 16, Marlow, Bucks SL7 2HD, ie
pumps. valves, 0 rings, seatings, compounds, pipes, shower mixers, taps,
calorifiers and all other sundry items. When a vessel is constructed or
refitted abroad fittings or materials validated by a local national agency to
an equivalent standard may be acceptable if suitable documentary
attestation is available. (See also paragraph 4.5 below).

4.4 MAINTENANCE
4.4.1 Freshwater storage tanksIt is recommended that these should
be opened up, emptied, ventilated and inspected at intervals not
exceeding 12 months and thoroughly cleaned, recoated as necessary,
aired, and refilled with clean freshwater chlorinated to a concentrated
of 0.2 ppm. The cleaning process should include disinfection with a
5
solution of 50 ppm chlorine. In addition tanks should be thoroughly
pumped out and, where necessary, hosed prior to refilling at approximately
6 month intervals.

It is further recommended that tanks should be super-chlorinated at a

concentration of 50 ppm for a period of not less than 4 hours and then
completely flushed out and refilled at 0.2 ppm concentration at every refit
or dry docking period.

Persons inspecting or working in freshwater tanks should wear clean

clothing and footwear which has not been used for any other work area,
and should not be suffering from any skin infection or communicable
disorder.

4.4.2 Distribution systemThe various elements of the freshwater

production, treatment, and delivery system, ie sand filters, evaporators,
reverse osmosis plant, auto-chlorinator, neutraliser/mineraliser, softeners,
pumps, pressure tank, calorifier, carbon filter, ultra-violet sterilizer (where
fitted), should be inspected, cleaned, flushed out, back washed, re-charged
or items replaced where appropriate, in accordance with the makers'
instructions. It is recommended that in complex systems a Freshwater
System Maintenance Log be kept itemising each tank and each principle
unit in the system. Alternatively the system should be itemised in the ship's
Preventative Maintenance Work Programme where such a regime has been
adopted.

Some items of equipment require particularly careful and frequent atten-

tion. eg filters on not less than a monthly basis to clean and where
necessary change the media to ensure that the apparatus has not become
contaminated by bacteria or other foreign matter. Calorifiers should be
opened up and inspected scaled and cleaned periodically and before
draining should be raised to a temperature of 70C for at least 1 hour to
ensure destruction of bacteria which may have colonised the lower and
cooler zone of the unit. At every refit or dry docking period the whole
delivery, tanks, and distribution system from machinery space to furthest
outlets should be charged with super-chlorinated freshwater at a
concentration of 50 ppm residual free chlorine and left for a period of 12
hours. After flushing through the storage tanks should be chlorinated to a
concentration sufficient to maintain 0.2 ppm residual free chlorine.

Shower heads and their flexible pipes where fitted should be thoroughly
cleaned in a 50 ppm chlorine solution routinely every 3 months. Particular
attention should be paid to fittings in toilet accommodation which may
have been out of use for extended periods and these should also be so
treated before re-use.

6
4.4.3 HosesDisinfection of hoses should be carried out as a routine
measure every 6 months, or whenever any contamination is suspected.
Hoses should be thoroughly flushed through and completely filled with a
solution of 50 ppm residual free chlorine which should then be allowed to
stand for a period of at least 1 hour (see Notice No. M.1216) before the
hoses are emptied and restowed.

4.4.4 ChlorinationGuidance for the manual chlorination and super-

chlorination of freshwater tanks as given in the Ship Captains Medical
Guide (as amended reference Notice No. M.1216) should be followed. It
should be noted that as the chemicals used are oxidising agents and can be
corrosive proper protective clothing including eye protection should be
worn and the chemicals should be labelled and appropriately stored in
accordance with the manufacturers instructions.

4.4.5 Corrosion and scale inhibitors-It is often the practice to add scale or
corrosion inhibitors in the main or auxiliary engine jacket water used as the
heating medium in low pressure flash evaporators. As there is a risk of
minor leakage of such water into the flash side of the evaporator it is
important that such inhibitors are of types approved by the Department.

4.5 FURTHER RECOMMENDATIONS

4.5.1 New ships The freshwater systems in new ships should be care-
fully designed installed and maintained in accordance with the principles
set out in this Notice. In particular the arrangements should facilitate
cleaning. Equipment and materials should be carefully selected from the
current Water Fittings and Materials Directory or foreign equivalent in
order to minimise potential contamination. Auto-chlorination is not a
mandatory requirement in ships obtaining freshwater only from shore
sources or water barge but this method should be considered as a more
reliable means of chlorinating the ship's freshwater supply than manual
chlorination.

4.5.2 Existing shipsWhere unsuitable materials may have been fitted to

shower fittings or taps ie natural rubber or certain plastic hoses, washers,
0 rings, etc which provide conditions for bacteria to colonise, such items
should be progressively removed in the course of normal maintenance and
acceptable substitutes as listed in the Water Materials Directory or foreign
equivalent fitted in lieu. It is essential that all parts of the fresh water
system are maintained in a clean and hygenic condition as indicated in this
Notice.

4.5.3 All shipsThe use of sea water in the preparation of food,

washing of utensils, cleaning of galley equipment or in installations such

7
 as potato peelers should be avoided and only potable water should be used
for washing down in food preparation or storage spaces. The ships catering
staff should be advised appropriately.

Department of Transport
Marine Directorate
London WC1V 6LP
June 1986

Crown copyright 1986

 MERCHANT SHIPPING NOTICE No. M.1401

Disinfection of Ships Domestic Fresh Water

Notice to Shipowners, Masters, Fishing Vessel Skippers, Shipbuilders and Repairers

l. The Merchant Shipping (Crew Accommodation)
Regulations 1978 as amended and the Merchant Shipping
(Crew Accommodation) (Fishing Vessels) Regulations 1975
require that all fresh water produced on board the ship shall
be disinfected automatically.
2. Merchant Shipping Notice M.1214 entitled
Recommendations to Prevent Contamination of Ships
Fresh Water Storage and Distribution Systems together
with the Instructions for the Guidance of Surveyors, both
issued by the Department, deal more fully with all the
related recommendations and advice.
3. At the time of issue of Merchant Shipping Notice
M.1214 (June 1986) only chlorination, with its resi-
dual capability, could be recommended for use as a
disinfectant in shipboard fresh water systems.
4. However, further research work has now been
undertaken in respect of the use of silver as a disinfectant.
Given the results of this work, together with the
historically satisfactory use of silver as a disinfectant in
shipboard fresh water as well as land based systems, the
Department now accepts electro-silver ionisation systems
for the automatic disinfecting of fresh water produced on
board United Kingdom regis tered ships.
5. The conditions of acceptance which are applicable to
the fitting of such disinfection systems are detailed in the
Annex to this Notice.

Department of Transport
Marine Directorate
London WCIV 6LP
December 1989

Crown copyright 1989


ELECTROLITIC SILVER RELEASE FRESH
WATER DISINFECTION SYSTEMS
The Department accepts electro-silver ionisation
systems for the automatic disinfecting of fresh water
produced on board United Kingdom registered
ships.
A summary of the conditions of acceptance which
are applicable to the fitting of such disinfection
systems is given below.
1.1 Any proposal for fitting a system on a
passenger class UK registered ship is to be
submitted to the Marine Directorate for individual
consideration.
1.2 The installation of any unit supplied for ships
intended for the United Kingdom registry should
be undertaken in accordance with the
manufacturers detailed instructions.
3.1 A set of manufacturers instructions covering
fully the installation, operation and maintenance of
the disinfection systems should be filed with the
Department for record and supplied with each unit
for the reference of the operators.
4.1 The disinfection unit is to be fitted in the fresh
water system between the production unit and the
storage tanks, as near to the former as is
practicable and in a readily accessible position.
5.1 Each system is to be designed for the maximum
flow rate of the fresh water production unit.
6.1 Fail Safe operation of the disinfection units is
to be achieved by fitting an automatic, normally
closed solenoid operated valve in the system. The
valve is to be under the independent control of the
electrode monitor such that the valve will close and
prevent the passage of water into the storage
distribution system should the unit malfunction in
any way.
ANNEX
7.1 An audible visible automatic alarm should be
installed connected to the Fail Safe control
system and should give a warning of failure of
power supply or any malfunction of the disinfection
unit causing closure of the solenoid operated valve.
The electricity supply required to operate the alarm
should be independent of the supply to the
disinfection unit.
8.1 No facility for by-passing the disinfection unit
is to be fitted or provided.
9.1 The design setting of each unit is to be
checked by the manufacturers before dispatch and is
to be such as to ensure that a minimum of 0.1 ppm
silver concentration will be added to the water
under maximum flow conditions.
10.1 The fresh water storage and distribution
system should be designed such that the silver
contact time with the water is a minimum of four
hours before use. This will ensure a maximum
silver concentration of 0.08 ppm in the system. This
concentration is to be checked by a competent
laboratory annually.
11.1 Any water conditioning units should be
installed after the disinfecting unit and before
storage.
12.1 Spare parts not less than the manufacturers
minimum spares list (see manufacturers
instructions) are to be carried for each unit fitted.
13.1 Acceptance is based on the information
supplied by the manufacturer and is subject to the
system operating satisfactorily in service. The
Department reserves the right to require check tests
to be made at any time.
 MARINE GUIDANCE NOTE

MGN 289 (M+F)

Accident Reporting and Investigation

Notice to all Owners, Masters, Skippers, Officers and Crews of Merchant Ships, Fishing Vessels,
Pleasure Vessels, Harbour Authorities, and UK Inland Waterway Authorities.

This Notice supersedes Notice No. MGN.115 (M+F)

Summary

This note is to inform all seafarers and vessel owners of the requirements of the new Merchant
Shipping (Accident Reporting and Investigation) Regulations 2005.

Key Points

A new, broader, definition of the people and organisations given a duty to report accidents and
serious injuries is included.

Inclusion of a definition of a MAIB preliminary examination. The stages and process of a

MAIB investigation are clearly outlined. The Chief Inspector now decides whether, following a
preliminary examination, further investigation leading to a published report is appropriate.

A regulation regarding the disclosure of records is included, and clarification that MAIB has to keep
in confidence statements and declarations from interested parties is given.

A regulation has been included which specifies that reports are not to be used in judicial
proceedings for purposes of litigation or blame, unless a Court orders otherwise.

The powers of inspectors to exclude any person (except a professional legal adviser solely
representing the interviewee) from an interview, if they have substantial reason to believe that the
presence of that person would hamper the investigation, are outlined.

A regulation has been put in place enabling the inspector to ensure that a ship, crew and evidence
involved in an accident remain accessible to inspectors until the process of collecting or preserving
all evidence has been completed.

A closed-loop recommendations system has been introduced. It requires those addressed in MAIB
recommendations to respond to those recommendations. The Chief Inspector will publish the status
of implementation of recommendations annually.

1
 Introduction

1. The Marine Accident Investigation Branch (MAIB) is responsible for the investigation of all types
of marine accidents, both to vessels and to those on board. The MAIB is an independent branch
within the Department for Transport (DfT) and is separate from the Maritime and Coastguard
Agency (MCA). The MAIBs head, the Chief Inspector of Marine Accidents, reports directly to the
Secretary of State on accident investigation. He and his professional staff, who are drawn from the
nautical, fishing, marine engineering, and naval architecture disciplines, are appointed by the
Secretary of State under the provisions of the Merchant Shipping Act 1995. An administrative staff
deals with records, data analysis and publications, policy matters, and provides general support.

2. The MAIBs sole objective in investigating an accident under the Regulations is the prevention of
future accidents by establishing its causes and circumstances; it is not the purpose to apportion
liability, nor, except so far as is necessary to achieve the objective, to apportion blame. The MAIB
is not an enforcement or prosecuting agency.

3. Procedures are governed mainly by the Merchant Shipping Act 1995, and by Regulations. The
Merchant Shipping (Accident Reporting and Investigation) Regulations 2005 (SI No 881 of 2005),
which replace the Accident Reporting and Investigation Regulations of 1999, come into force
on 18th April 2005. They define the accidents to which they apply, set out the purpose of
investigation, and make provisions for the ordering and conduct of investigations.

4. The Regulations apply generally to all ships, including fishing vessels and (except for reporting
exemptions listed at Annex A) to pleasure vessels. These vessels are covered by the Regulations
whether at sea or in a port. The Regulations also set out requirements for reporting accidents,
major injuries, and serious injuries. They do not cover formal investigations or other public
inquiries, the rules for which are set out elsewhere.

5. The Regulations are also separate from and in addition to reporting requirements in the
Merchant Shipping (Reporting Requirements for Ships Carrying Dangerous or Polluting Goods)
Regulations 1995 and the Merchant Shipping (Vessel Tr a ffic Monitoring and Reporting
Requirements) Regulations 2004. Further details of those regulations can be found in Merchant
Shipping Notice 1784.

6. The Regulations also allow for the investigation of hazardous incidents broadly any
unspecified events which might have led to an accident though they do not require such
incidents to be reported.

7. Annex B, (2) and (3) reproduce the definitions of major and serious types of injury. Reports of
minor incidents that posed no danger are not required. Nor are reports required of injuries to
shore-based workers in a United Kingdom port or shipyard; such injuries should be reported by
the employer to the Health and Safety Executive (HSE), as should reports of other accidents
occurring in a United Kingdom shipyard.

Reporting

8. Accidents (see definition at Annex B) must be reported by the quickest means available and
should contain the information noted in Annex C section 3(1).

9. When an accident occurs, the Master or senior surviving officer must send a report to the Chief
Inspector as soon as is practicable following the accident.

10. When an accident occurs, the owner must send a report to the Chief Inspector as soon as is
practicable following the accident unless the owner has ascertained that the report has already
been made by the Master or senior surviving officer.

2
11. Persons named in (9 and 10) above must, so far as is reasonably practicable, ensure that the
circumstances of every accident are examined. A single report giving the findings of such an
examination, stating any measures taken or proposed to prevent a recurrence, must be provided
to the Chief Inspector as soon as is practicable, irrespective of any investigation that may be
conducted by the MAIB.

12. Persons named in (9 and 10) above must also, so far as is reasonably practicable, ensure that the
circumstances of every serious injury (see definition at Annex B) are examined. A single report
giving the findings of such an examination, stating any measures taken or proposed to prevent a
recurrence, must be provided to the Chief Inspector within 14 days of the injury occurring.

13. In addition, the following persons must report any accident of which they are aware to the Chief
Inspector, by the quickest means available: the MCA if the accident was in United Kingdom
waters; Harbour Authorities; and Inland Waterway Authorities within the United Kingdom.

14. Reports should be sent by the quickest means available, including telephone, facsimile, telex or
e-mail to the MAIB.

15. The reporting requirements apply to merchant ships, fishing vessels, and vessels in
commercial use for sport or pleasure.

16. The reporting requirements also apply to hired recreational craft, together with boats of less
than 8m in length in commercial use in harbours or on inland waterways, where the accident
involves explosion, fire, death, major injury, capsize of a power-driven craft or boat, or
pollution causing serious harm to the environment.

17. The MAIB Incident Report Form (IRF) can be used to provide an initial report of any accident; it
can also be used for serious injuries. It can be found on the MAIB website or obtained directly
from the MAIB. Annex C section 3(2) contains advice on the information that is needed.

18. The MAIB welcomes the voluntary reporting of accidents to or on pleasure craft used only for
recreation purposes and not for commercial gain, but there is no statutory requirement for this.

19. These Regulations are not intended to replace the requirements of the Port Marine Safety Code.

20. Accidents involving divers whilst diving are not covered by the Regulations, and should not be
reported to MAIB. Any such incident should be reported to the British Sub Aqua Club (BSAC).

21. Accidents on board ships in ports, with the exception of those involving stevedores or
shore-based workers, are covered by the Regulations and must be reported. Incidents involving
shore-based workers should be reported to the Health and Safety Executive.

22. Although there is no requirement to report hazardous incidents, the MAIB strongly urges any
person to do so voluntarily, since useful lessons can always be learned. Examples are near-
misses, including failure of procedures in shipboard operations, material defects, fatigue, and
human failures. The critical question in deciding whether or not to report an incident is whether
it had the potential to lead to an accident. These reports should also be sent using an IRF, or if
preferred, in narrative form. Many incidents occur which do not cause injury or damage, but have
the potential to be hazardous or to have serious consequences.

23. When making reports, whether on an IRF or in narrative, the content of the descriptive text is
particularly important. Lessons can be learned from the positive as well as negative aspects.
Details of actions taken to minimise the effects of the accident or, in the case of a hazardous
incident, to prevent it developing into an accident, are particularly helpful. A description of
actions taken or recommendations made to prevent a recurrence are also of value. Much is gained
from the information provided by those most closely involved in the event at the time it occurred.

3
24. Annex C, paragraphs (1) and (2) include a summary of reporting procedures, and details of the
MAIBs address and contact numbers.

Investigations

25. An accident or serious injury may be investigated by the MAIB if it involves a United Kingdom
ship anywhere in the world, or (with few exceptions), any other ship in UK waters, or if the
Branch agrees to a request to undertake an investigation on behalf of another flag state.
Hazardous incidents may also be investigated.

26. In some cases, the vessels own investigation will be sufficient, but the MAIB may seek further
details if necessary.

27. Before deciding whether to carry out any form of investigation, the Chief Inspector may seek to
obtain such information as he considers necessary concerning the accident, and any remedial
action taken. Any person mentioned in (9, 10 and 13) above, or any other person holding such
information shall provide it to the Chief Inspector to the best of their ability and knowledge.

28. If the Chief Inspector decides that an investigation will be carried out, it will be undertaken by
inspector(s) at a time and place, and in such a manner, as appears appropriate to achieve the sole
objective of the MAIB.

29. Following a decision to investigate, the Chief Inspector will notify the master and/or owners
within 28 days. Public notice that an investigation has started may be given in such manner as
the Chief Inspector thinks fit.

30. The initial part of an investigation seeks to establish the causes and circumstances of an accident,
with a view to deciding whether any further investigation is warranted, and is called a
preliminary examination. When a preliminary examination is complete, the Chief Inspector will
decide whether it is appropriate to conduct further investigation leading to a published report.

31. Where an inspector is appointed to carry out an investigation, his powers are extensive, and are
set out in detail in Sections 259 and 267 of the Merchant Shipping Act 1995. Subject to these
powers, the Inspector has wide discretion as to how he carries out his investigation. If possible,
much of it will take place on board the vessel involved. He may wish to visit the owners or ship
managers. He may also prohibit, pending investigation, access to or interference with anything
involved in an accident.

32. In particular, those persons mentioned in (9 and 10) above should ensure that all charts, log books,
voyage data and other records, electronic and magnetic recording and video tapes and all
documents which might reasonably be considered pertinent to a reportable accident are kept
intact. No alterations should be made to recordings or entries, and any equipment associated or
involved in an accident should remain undisturbed until:

(a) notification is received from the Chief Inspector that no investigation is to take place or that
the investigation has been completed; or

(b) unless advised otherwise, 28 days after receipt by the Chief Inspector of a report referred to
in (17) above; or

(c) the Chief Inspector or an inspector carrying out the investigation indicates that they are no
longer required.

33. Persons mentioned in (13) are not specifically required to retain documents. The current safety
provisions under ISPS are sufficient to cover any documents or evidence, such as VTS monitoring
data, that these parties may hold.

34. The Chief Inspector may, if he considers it reasonably necessary for the collection or preservation
of evidence, require that any persons mentioned in (9 and 10) ensure that a ship is accessible

4
 within United Kingdom waters if there are serious grounds for concern that the ship, crew, or
evidence will be inaccessible to MAIB should the vessel leave UK waters. The ship must remain
accessible until the process of collecting or preserving evidence has been completed.

35. If this power were to be used, the MAIB would be likely to request written assurance that access
to the ship, crew, and any evidence would be granted at the nearest port, and that the evidence
would not be disturbed during the voyage. If this written assurance were not granted, then the
Chief Inspector could use his discretion in applying the power described above. Should a ship be
required to remain in a UK port, then the ship could be moved to a suitable anchorage to ensure
that the availability of berths is not affected.

36. If this power were ever used, then the MAIB will not unreasonably require a ship to remain in UK
waters any longer than is necessary. Evidence will be collected or preserved as quickly as possible
and with the minimum amount of delay to the ship.

37. The Inspector can require any person who may be able to help the investigation to attend an
interview, answer questions, and sign a declaration of the truth of their answers.

38. A solicitor or other professional legal adviser acting solely on behalf of the person being
interviewed may not be excluded from an interview. Any other person allowed or nominated to
be present at an interview by an interviewee, may be excluded from being present by the
inspector. To use this power, both the inspector and the Chief Inspector must have substantial
reason to believe that the presence of the nominee would hamper the investigation.

39. If this power was used, the interviewee can then nominate another person to be present. At the
request of the person being interviewed, the interview would be suspended until the second
nominee was present.

40. The Secretary of State may also require the Chief Inspector to expand the scope of an investigation
into the further consequences of an accident, including salvage and pollution aspects; or the
conduct of search and rescue operations. The investigation into the further consequences could be
completely separate and distinct from the investigation into the initial accident.

Disclosure of Records

41. Unless a Court determines otherwise, the names, addresses and any other details of anyone who
has given evidence to an inspector shall not be disclosed.

42. Some documents or records shall not be made available for purposes other than the investigation
unless a Court determines otherwise. These include any declarations taken by an inspector or
supplied to him during the course of his investigation; any notes or voice recordings of any
interviews; medical or confidential information regarding persons involved in an accident or
hazardous incident; and any report made under (17), copies of a draft report, or a report which is
not the final report of the investigation. But a person who has given evidence to the MAIB may
disclose his own declaration, if he so wishes.

43. If any part of a report is based on information obtained pursuant to an inspector's powers under
sections 259 and 267(8) of the Act, the report shall be inadmissible in any judicial proceedings,
with the exception of an inquest or Fatal Accident Inquiry, unless a Court determines otherwise.

44. In England, Wales or Northern Ireland Court means the High Court, or in the case of Scotland,
the Court of Session.

45. Independent technical analysis commissioned by the Chief Inspector, and opinions expressed in
that analysis of information, may be made available if the Chief Inspector considers it appropriate
to do so. Copies of information (raw data) obtained from voyage data recorders or from other
recording systems, including voice recordings, video recordings and other electronic or magnetic

5
 recordings and any transcripts made from such information or recordings, may be provided at the
discretion of the Chief Inspector to the police or other official authorities. This does not include
recordings of interviews.

MAIB Reports of Investigations

46. The Chief Inspector may, at his discretion and to promulgate any lessons learned, publish
collective short reports of accidents that have not been the subject of a full investigation and
published report.

47. Reports of full investigations will be made publicly available in the shortest time possible, and in
such a manner as the Chief Inspector sees fit. The report shall set out conclusions relating to the
facts of the accident, or where the facts cannot be clearly established, analysis and professional
judgement to determine the probable facts; and recommendations for future safety.

48. All reports of full investigations are published on the MAIB website, [www.maib.gov.uk]. Hard
copies are also widely distributed and can be supplied to anyone upon request.

49. Provision is made for any person likely to be affected by a report to see the draft and to comment
on the facts and analysis therein, before it is finalised and made publicly available. The Chief
Inspector will consider representations relating to the facts and analysis contained in the report
that may be made to him by or on behalf of the persons served with such notice.

Recommendations

50. Recommendations can be made as a result of one or more investigations, whether completed or
not, by the Chief Inspector. If a preliminary examination has been conducted they will be in the
form of a letter from the Chief Inspector. If an investigation has been conducted, the
recommendation(s) would be included in the final report. Recommendations are addressed to
those considered best fitted to implement them.

51. Any person to whom a recommendation is addressed, should take the recommendation into
consideration. They should also send full details of any measures that are being or will be taken
to implement the recommendation and, if appropriate, the timetable for securing implementation.
Notice should be given to the Chief Inspector if at any time this information is rendered inaccurate
by a change of circumstances.

52. Any person to whom a recommendation is addressed should, after taking the recommendation
into consideration, provide a full explanation to the Chief Inspector as to why the
recommendation is not going to be implemented, if that is the case.

53. The Chief Inspector shall, annually or at such intervals as he sees fit, make information received
in response to recommendations publicly available and shall inform the Secretary of State. If a
person has failed to comply with a recommendation addressed to him, he will be allowed a
further opportunity to make representations before the information is published.

Penalties

54. The Regulations lay down penalties for breaches of the requirements. These offences include a
failure to report an accident or serious injury; not providing information as required; falsely
claiming to have additional information or new evidence, and a failure to preserve evidence. In
addition, penalties for obstructing an Inspector or otherwise impeding his investigation are laid
down in Section 260 of the Merchant Shipping Act 1995.

6
Further Information

Marine Accident Investigation Branch

Carlton House
Carlton Place
Southampton
Hampshire SO15 2DZ

Tel: 023 8039 5500

Fax: 023 8023 2459
Telex: 477917 MAIB SOG
24 Hr Reporting Line: 023 8023 2527
E-Mail: maib@dft.gsi.gov.uk
Website: www.maib.gov.uk

Published: 04/2005 ISO 9001:2000

FS 34835

Crown Copyright 2005

MAIB is a part of the Department for Transport

Safer Lives, Safer Ships, Cleaner Seas

7
ANNEX A

REPORTING REQUIREMENTS

1. Accidents involving or occurring on board -

(a) any United Kingdom ship,
must be reported to the MAIB under the Regulations.

2. Accidents involving or occurring on board -

(a) a pleasure vessel
(b) a recreational craft hired on a bareboat basis
(c) any other craft or boat, other than one carrying passengers, which is in commercial use in a
harbour or on an inland waterway and is less than 8m in length

do not need to be reported to the MAIB, unless the accident involves

i. explosion
ii. fire
iii. death
iv. major injury
v. capsize of a power-driven craft or boat, or
vi. pollution causing significant harm to the environment

3. Accidents involving or occurring on board -

(a) Any ship within the jurisdiction of a harbour master or Queen's harbour master appointed,
or required to be appointed
(b) Any ship carrying passengers to or from a port in the United Kingdom
must be reported to the MAIB under the Regulations.

4. Accidents involving shore-based workers while a ship is in port or in a shipyard within the
United Kingdom should be reported by the person's employer to the Health and Safety Executive.
No report to the MAIB is required.

5. Accidents involving divers whilst diving are not covered by the Regulations. Any such incident
should be reported to the British Sub Aqua Club. No report to the MAIB is required.

8
ANNEX B

ACCIDENTS AND MAJOR & SERIOUS INJURIES

1. Accident means any occurrence on board a ship or involving a ship whereby -

(a) there is loss of life or major injury to any person on board, or any person is lost or falls
overboard from, the ship or one of its ship's boats;

(b) a ship -
(i) causes any loss of life, major injury or material damage;
(ii) is lost or presumed to be lost;
(iii) is abandoned;
(iv) is materially damaged by fire, explosion, weather or other cause;
(v) grounds;
(vi) is in collision;
(vii) is disabled; or
(viii) causes significant harm to the environment.

(c) any of the following occur -

(i) a collapse or bursting of any pressure vessel, pipeline or valve;
(ii) a collapse or failure of any lifting equipment, access equipment, hatch-cover, staging or
boatswains chair or any associated load-bearing parts;
(iii) a collapse of cargo, unintended movement of cargo or ballast sufficient to cause a list,
or loss of cargo overboard;
(iv) a snagging of fishing gear which results in the vessel heeling to a dangerous angle;
(v) a contact by a person with loose asbestos fibre except when full protective clothing is
worn; or
(vi) an escape of any harmful substance or agent,
if the occurrence, taking into account its circumstances, might have been liable to cause
serious injury or to cause damage to the health of any person.

The terms disabled and grounds are separately defined.

2. Major injury means -

(a) any fracture, other than to a finger, thumb or toe;

(b) any loss of a limb or part of a limb;
(c) dislocation of the shoulder, hip, knee or spine;
(d) loss of sight, whether temporary or permanent;
(e) penetrating injury to the eye; or
(f) any other injury
(i) leading to hypothermia or to unconsciousness, or
(ii) requiring resuscitation, or
(iii) requiring admittance to a hospital or other medical facility as an inpatient for more than
24 hours.

3. Serious injury means any injury, other than a major injury, to a person employed or carried in a
ship which occurs on board or during access which results in incapacity for more than three
consecutive days excluding the day of the accident or as a result of which the person concerned
is put ashore and the ship sails without that person, unless the incapacity is known or advised to
be of three consecutive days or less, excluding the day of the accident.

9
ANNEX C

REPORTING PROCEDURES

1. Summary (Regulation 5)

INCIDENT INITIAL REQUIREMENT FOLLOW-UP PROCEDURE

Accident The master or senior surviving An additional report must be sent

(includes Major Injury)
officer (being either the senior to the MAIB using the quickest
surviving officer in the deck means available.
department or if there is no senior
surviving officer in the deck
department, the senior surviving
engineer officer), and the ship's
owner are responsible for sending
a report to the Chief Inspector by
the quickest means available.

In addition, the following shall

report any accident/serious injury
of which they are aware:

(i) the appropriate harbour

authority in respect of an
accident within or adjacent to
its harbour limits;
(ii) the appropriate authority
having responsibility for the
particular waters concerned in
respect of an accident on any
inland waterways in the
United Kingdom,
(iii) The Maritime and Coastguard
Agency in respect of an accident
within United Kingdom waters.

On board examination by ship's

safety officer, if carried.

Serious Injury No requirement A report outlining the

circumstances of the serious injury
On board examination of the to be sent to the Chief Inspector
circumstances of the serious within 14 days of the incident.
injury required.

Hazardous Incident No requirement It is strongly recommended that a

(non-specified) report (IRF or narrative) is sent to
the MAIB.

* By ships safety officer, if one is carried.

10
2. The MAIBs address is:

First Floor
Carlton House
Carlton Place
Southampton SO15 2DZ
United Kingdom

Telephone: (Office hours) 023 - 80 - 395500 (UK) + 44 - 23 - 80 - 395500 (Outside UK)

Telephone: (24 hours) 023 - 80 - 232527 (UK) + 44 - 23 - 80 - 232527 (Outside UK)
Fax: 023 - 80 - 232459 (UK) + 44 - 23 - 80 - 232459 (Outside UK)
Telex: 477917 MAIB SO G
E-mail: maib@dft.gsi.gov.uk
Internet: http://www.maib.gov.uk

3. Information needed in Reports

(1) Initial reports of accidents should include as much of the following as possible:

(a) name of vessel and IMO, official or fishing vessel number;

(b) name and address of owners;
(c) name of the master, skipper or person in charge;
(d) date and time of the accident;
(e) where from and where bound;
(f) latitude and longitude or geographical position in which the accident occurred;
(g) part of ship where accident occurred if on board;
(h) weather conditions;
(i) name and port of registry of any other ship involved;
(j) number of people killed or injured together with their names, addresses and gender;
(k) brief details of the accident, including sequence of events leading to the accident, extent
of damage and whether accident caused pollution or hazard to navigation.
(l) If the vessel is fitted with a voyage data recorder, the make and model of the recorder.

(2) Follow-up accident reports and initial reports of serious injuries should include the above
information as well as the conclusions of any on-board examination covering the cause, how
a future similar incident might be avoided, and what action has been taken or recommended.

The MAIBs Incident Reporting Form (IRF) provides a convenient format for reports but
plain narrative giving the above information may be used if the form is not available. As full
an account as possible should be given whether or not the form is used; the list of items
above is not intended to be limiting and any matter should be included which will help to
make the circumstances clear or to show how similar incidents may be prevented. Sketches,
plans and photographs of the damaged areas, taken both before and after the event, are often
helpful and may be attached to the report.

(3) The reports in (2) should be signed by the master, skipper or the owners representative, and
by the ships safety officer if one is carried.

4. IRFs are available on the MAIBs website - www.maib.gov.uk

11
MSN-1768 28/8/03 2:13 am Page 1

MERCHANT SHIPPING NOTICE

MSN 1768 (M+F)

SHIPS MEDICAL STORES

Application of the Merchant Shipping and Fishing

Vessels (Medical Stores) Regulations 1995
(SI 1995/1802) and the Merchant Shipping and Fishing
Vessels (Medical Stores) (Amendment) Regulations
1996 (SI 1996/2821)
Notice to Shipowners, Agents, Masters, Skippers of Fishing Vessels and all Seafarers.

This Notice supersedes Merchant Shipping Notice MSN 1726 (M+F) and should be read in conjunction
with the above mentioned Regulations, and MSN 1776 (M) and MGN 257 (M).

Summary

This Notice sets out the minimum requirements for medical stores for UK ships under the above
Regulations. Basic statutory requirements (deriving from EC directive 92/29/EEC) remain as in the
previous Notice (MSN 1726) but where appropriate the recommended treatments and specific
medicines have been updated. It covers:

The definitions of categories of vessel for the purposes of the Regulations

Medical stores required and recommended additional equipment.. Annex 1

Additional requirements for passenger vessels - Doctors Bag .. Annex 2

First aid kits .. Annex 3

Advice on medicines to be carried on ships (including ferries)

transporting dangerous substances . Annex 4

Medical guides to be carried and Radio Medical Advice . Annex 5

Precautions against malaria . Annex 6

Guide to use of medicines .. Annex 7

Specimen requisition form for obtaining controlled drugs . Annex 8

Completion of the controlled drugs register . Annex 9

1
MSN-1768 28/8/03 2:13 am Page 2
1.0 REGULATIONS
1.1 The United Kingdom implemented the
requirements of Council Directive 92/29/EEC,
which sets out the minimum standards for
ships medical stores, by introducing the
Merchant Shipping and Fishing Vessel
(Medical Stores) Regulations 1995, as amended
by the Merchant Shipping and Fishing Vessel
(Medical Stores) (Amendment) Regulations
1996 (referred to as the Regulations). This
Notice provides details of the required
medical stores.
2.0 VESSEL CATEGORIES
2.1 The categories of vessels and the consequent
requirements for medical stores and
equipment areas are set out in the Directive.
The vessel categories are :
Category A Seagoing or sea-fishing vessels with
no limitation on length of trips.
Category B Seagoing or sea-fishing vessels
making trips of less than 150 nautical
miles from the nearest port with
adequate medical equipment. This
category is extended to seagoing or
sea-fishing vessels which make trips
of less than 175 nautical miles from
the nearest port that has adequate
medical equipment and which remain
continuously within range of
helicopter rescue services.
Category C Harbour vessels, boats and craft
staying very close to shore or with no
cabin accommodation other than a
wheelhouse. Lifeboats and life-rafts
are also required to carry Category
C stores.
The UK interprets the phrase "very close to shore"
as meaning that a vessel operating more than 60
nautical miles out to sea would not be operating
very close to shore. Notwithstanding this
interpretation, it is for owners and skippers, for the
purpose of complying with the Regulations, to
assess whether, in respect of voyages in which the
vessel goes less than 60 nautical miles out to sea, the
vessel is "very close to shore".
2
2.2 The following vessels are excluded from the
requirements of this Notice:
inland navigational vessels, defined in the
Regulations as those vessels plying on waters
of Categories A to C as defined in Merchant
Shipping Notice MSN 1776 (M).
warships
pleasure boats used for non-commercial
purposes and not manned by professional
crews, defined in the Regulations as follows:
any vessel which at the time it is being used is:
(a) (i) in the case of a vessel wholly owned by an
individual or individuals, used only for the
sport or pleasure of the owner or the
immediate family or friends of the owner;
or
(ii) in the case of a vessel owned by a body
corporate, the persons on the vessel are
employees or officers of the body corporate,
or their immediate family or friends; and
(b) (i) on a voyage or excursion which is one for
which the owner does not receive any
money for or in connection with operating
the vessel or carrying any person, other
than as a contribution to the direct expenses
of the operation of the vessel incurred
during the voyage or excursion; or
(ii) wholly or partly owned by or on behalf of a
members club formed for the purpose of
sport or pleasure of members of that club or
their immediate family; and for the use of
which any charges levied are paid into club
funds and applied for the general use of the
club; and
(iii)in the case of any vessels referred to in
paragraph (i) or (ii) above, no other
payments are made by or on behalf of users
of the vessel, other than by the owner.
tugs operating in harbour areas, - as defined
in the Regulations "tug" means a vessel
constructed solely for the purpose of, and
normally used for providing external motive
power to, floating objects or vessels.
MSN-1768 28/8/03 2:13 am Page 3
3.0 MEDICAL STORES REQUIREMENTS
3.1 The requirements and recommended stores are
set out in the attached schedules.
Annex 1 Requirements for Categories A, B
& C vessels and recommended
additional equipment
Annex 2 Additional requirements for
passenger ships Doctors Bag
Annex 3 First Aid Kits
Annex 4 Requirements for ships carrying
dangerous cargoes
3.2 A checklist of all the medicines and equipment
required by this MSN should be kept on board
and reviewed annually.
4.0 MEDICINES FOR SHIPS CARRYING
DANGEROUS CARGOES
4.1 Ships, including ferries, carrying dangerous
cargoes or their residues, should comply with
the International Maritime Dangerous Cargoes
(IMDG) Code and the guidance in the
IMO/WHO/ILO Medical First Aid Guide
for use in accidents involving Dangerous
Goods (MFAG) 1994 and any subsequent
amendments, and the guidance in Annex 4.
5.0 CARRIAGE OF DEFIBRILLATORS
5.1 There is no statutory requirement under
international or national legislation for ships to
carry defibrillators. It is accordingly a matter
for individual operators to decide whether or
not to include a defibrillator with the medical
stores or doctors bag. If a defibrillator is
carried, MCA recommends that systems are
in place to ensure regular maintenance of
the equipment (in accordance with the
manufacturers instructions), and adequate
training for the first aiders, including regular
refresher training (at least every 6 months).
Training should also particularly cover care
of the patient after defibrillation, bearing in
mind that immediate hospitalisation may not
be possible.
3
6.0 MEDICAL GUIDES AND RADIO MEDICAL
ADVICE
6.1 The Ship Captains Medical Guide should be
referred to for help with diagnosis. This Notice
should be kept with the current edition of the
Guide. Radio medical advice should be sought
as appropriate (See Annex 5).
7.0 SHIPS DOCTORS
7.1 Under the Merchant Shipping (Ships Doctors)
Regulations 1995 all UK registered ships which
carry more than 100 persons on board, and
which are engaged on an international voyage
of more than three days, or on a voyage which
is more than one and a half days from port with
adequate medical equipment, are required to
carry a qualified medical practitioner.
8.0 RESPONSIBILITIES OF THE OWNER,
EMPLOYER AND THE MASTER
8.1 Responsibility of the owner
The owner of the vessel is responsible for the
cost of any medicine and medical equipment,
including the periodic replacements in order to
keep stocks of any required medicines in date
and immediately useable.
8.2 Responsibility of the seafarers employer
Section 45 of the Merchant Shipping Act 1995
specifies, among other things, that if a person,
while employed in a UK ship receives any
surgical or medical treatment or such dental
or optical treatment (including repair or
replacement of any appliance) outside the UK,
that cannot be postponed without impairing
the seafarers efficiency, the reasonable
expenses of this treatment shall be paid by
the employer(s).
MSN-1768 28/8/03 2:13 am Page 4

8.3 Responsibility of the Master 9.0 FURTHER INFORMATION

Where a United Kingdom ship does not carry a 9.1 Further information on the contents of this
doctor among the seafarers employed in it, Notice may be obtained from any MCA Marine
Section 53 of the Merchant Shipping Act 1995 Office or the Seafarer Health and Safety Branch
holds the Master responsible for ensuring that at the address below :
any necessary medical attention given on
board ship is given either by him, or under his
supervision, by a person appointed by him for
that purpose. The Master is also responsible
for the management of the medical supplies
and ensuring that they are maintained in
good condition.

8.4 IMMUNISATION ARRANGEMENTS

8.4 Ship operators, employers and the Master all

have a duty of care to protect the health and
safety of workers, so far as reasonably
practicable. This responsibility includes taking
steps to minimise the risk of infection and
ensuring appropriate preventative measures
such as immunisation are taken. General
guidance on precautions against malaria can be
found in Annex 6 and specific guidance on
immunisation and anti-malaria medication
(prophylaxis) is given in Marine Guidance
Note MGN 257 (M)

Seafarer Health and Safety Branch

Maritime & Coastguard Agency
2/09 Spring Place
105 Commercial Road
Southampton
SO15 1EG

www.mcga.gov.uk

Tel: 023 80329249

Fax: 023 80329251
Email : seafarer_h&s@mcga.gov.uk

MS 016/022/0140

August 2003

Crown Copyright 2003

The MCA is an executive agency

Safer Lives, Safer Ships, Cleaner Seas of the Department for Transport

4
 MSN-1768
28/8/03
ANNEX 1

MEDICAL STORES FOR VESSEL CATEGORIES A, B & C 2:13 am

(see definitions on Page 2 of the Notice)

For any items marked* the specified quantity is considered sufficient regardless of crew size.
Page 5

Owners and operators may, on the advice of a qualified medical practitioner or pharmacist, determine whether any additional or different quantities, products
or equipment are required, taking into account the factors identified below and any other relevant consideration: the nature of the voyage and in particular
ports of call, nature of the cargo, destination, number of crew, duration of voyage and type of work to be carried out during the voyage. For example, anti-
malarial drugs may be appropriate if a ship is operating in tropical areas. (see MGN 257 (M) for guidance on immunisations and anti-malaria medication).

In this Annex columns are as follows:

Column 1 Is the reference number in EC Directive 92/29. This is included for identification of treatments when seeking or receiving radio medical advice
from any European Community Member State.
Column 2 Is the statutorily required treatment which must be available to comply with the Regulations.
Column 3 Is the recommended medicine and dosage strength which MCA considers best complies with the statutorily required treatment. Owners and
operators may substitute exact equivalents on the advice of a qualified medical practitioner or pharmacist, provided they are satisfied that an

5
equivalent level of treatment is assured.
Column 4 Is the recommended quantity of medicine / equipment which MCA considers sufficient to provide treatment for 10 workers or for the crew of
a lifeboat or life-raft.
Recommended quantities (Column 4) will not always reflect standard packs. In this case the recommendation is for the nearest available
dispensing sales pack above the minimum recommended quantity. This will ensure the patient information leaflet is enclosed.

1 2 3 4
Ref. No. Statutory Treatment Requirements Recommended Medicine and Dosage Recommended quantity for 10
Strength Representing best practice. workers
A B C

1. Cardio Vascular

(a) Cardio vascular analeptics Sympathomimetics Adrenaline / Epinephrine injection BP 0.5ml 10* 5* -
adrenaline acid tartrate injection 1.0mg in
1ml (1 in 1000)
and / or
Epipen (Adrenaline 0.3mg) 5 5 -
 MSN-1768
1 2 3 4
Ref. No. Statutory Treatment Requirements Recommended Medicine and Dosage Recommended quantity for 10
Strength Representing best practice. workers

28/8/03
A B C

(b) Anti-angina preparations Glyceryl Trinitrate Spray 400 micrograms / 1 unit 1 unit 1 unit
metered 200 dose aerosol
2:13 am

and
transdermal patches 5mg x 2 2 2 -
Page 6

(c) Diuretics Frusemide / Furosemide

i) 40mg tablets 28* 28* -

ii) 10mg in 1ml inj. (2ml ampoule) 2 - -

(d) Anti-haemorrhagics if there are women with i) Phytomenadione (Vitamin K1) 1* 1* -

potential for child bearing working on board paediatric injection (0.2ml ampoule)
(including utertonics). ii) Ergometrine 500mcg , Oxytocin 5 units 2* 1* -
(1ml ampoule) (Syntometrine)

6
(e) Anti-hypertensive Atenolol 50mg tablets 28 - -

2. Gastro intestinal system

(a) Medicines for gastric and duodenal disorders

Histamine H2 receptor anti-ulcer antagonists Cimetidine 400mg tablets 60 - -

Antacid mucous mixture Proprietary Antacid of choice As reqd As reqd -

 MSN-1768
28/8/03
1 2 3 4
Ref. No. Statutory Treatment Requirements Recommended Medicine and Dosage Recommended quantity for 10
Strength Representing best practice. workers 2:13 am

A B C

(b) Anti-emetics i) Prochlorperazine maleate 3mg buccal tablets 50* 50* -

Page 7

ii) Promethazine hydrochloride 25mg 10* - -

per ml (1ml ampoules)

iii) Hyoscine hydrobromide 0.3mg tablets 60 60 60

or Cinnarizine 15mg 60 60 60

(c) Lubricant laxatives Glycerol Suppository mould 4mg 12 - -

(d) Anti-diarrhoeals Loperamide 2mg capsules 30 30 30

(e) Intestinal antiseptics i) Trimethoprim 200mg tablets Use 7(b) Use 7(b) -

7
ii) Ciprofloxacin 500mg tablets 7(a)ii 7(a)ii -
iii) Metronidazole 400mg tablets 7(e) 7(e) -

(f) Haemorrhoid preparations Proprietary preparation of choice As reqd As reqd -

3. Analgesics Anti Spasmodics

(a) Analgesics, anti-pyretics and i) Paracetamol 500mg tablets 100 50 50

anti-inflammatory agents and
ii) Ibuprofen 400mg tablets 100 50 50

iii) Diclofenac sodium 50mg suppository 10 - -

 MSN-1768
1 2 3 4
Ref. No. Statutory Treatment Requirements Recommended Medicine and Dosage Recommended quantity for 10
Strength Representing best practice. workers

28/8/03
A B C

(b) Powerful analgesics i) Codeine Phosphate 30mg tablets 28 28 - 2:13 am

ii) Morphine Sulphate 10mg in 1ml 10 10 -

injection (1ml ampoule)
or
Page 8

Nalbuphine 10mg in 1ml injection 10 10 -

(c) Spasmolytics Hyoscine butylbromide 10mg tablets. 56 56 -

4. Nervous system

(a) Anxiolitics i) Diazemuls injection 5mg per ml, 5* - -

(2ml ampoules)
ii) Diazepam 5mg tablets 28* - -

8
(b) Neuroleptics i) Chlorpromazine hydrochloride 25mg injection 5* - -

ii) Chlorpromazine hydrochloride 25mg tablets 28* 28* -

(c) Seasickness remedies Hyoscine hydrobromide 0.3mg tablets Use 2b(iii) Use 2b(iii) Use 2b(iii)
or
Cinnarizine 15mg

(d) Anti-epileptics Diazepam rectal dispenser 10mg in 2.5ml 5 5 -

5. Anti-allergics and Anti-anaphylactics

(a) H1 Anti-histamines Cetrirzine 10mg tablets 30* 30* -

 MSN-1768
28/8/03
1 2 3 4
Ref. No. Statutory Treatment Requirements Recommended Medicine and Dosage Recommended quantity for 10
Strength Representing best practice. workers 2:13 am

A B C

(b) Injectable /oral glucocorticoids i) Hydrocortisone injection powder for 3 1 -

reconstitution 100mg vial with 2ml water
Page 9

for injection / ready diluted 100mg in

1ml injection

ii) Prednisolone 5mg tablets 28 28 -

6. Respiratory System

(a) Bronchospasm preparations i) Salbutamol inhaler 100 micrograms per 1 1 -

metered dose. 200 dose inhaler with volumatic

ii) Beclomethasone 100 micrograms per 1 1 -

metered dose inhaler

9
(b) Anti-tussives Proprietary cough mixture As reqd As reqd -

(c) Medicines used for colds and sinusitis Paracetamol 500mg tablets Use 3a(i) Use 3a(i) -
or
Proprietary cold remedy As reqd As reqd -
 MSN-1768
1 2 3 4
Ref. No. Statutory Treatment Requirements Recommended Medicine and Dosage Recommended quantity for 10
Strength Representing best practice. workers

28/8/03
A B C

7. Anti-infection 2:13 am

(a) Antibiotics i) Benzylpenicillin benzylpenicillin sodium 10 2 -

600mg injection (powder for reconstitution in
a rubber capped and metal topped vial) and
Page 10

water for injection 2ml

ii) Ciprofloxacin (as hydrochloride) 500mg tablets 20 10 -

iii) Cefuroxime injection 750mg vial and water 20 - -

for injection

iv) Erythromycin 250mg tablets 28 28 -

10
v) Doxycycline 100mg capsules 8 - -

(b) Anti-bacterial / Trimethoprim 200mg tablets 14 14 -

(c) Urinary antiseptics

(d) Anti-parasitics Mebendazole 100mg tablets 6* 6* -

(e) Intestinal anti-infectives Metronidazole suppositories 1g 10 - -

Metronidazole 500mg or 400mg tablets 21 21 -

(f) Anti-tetanus vaccines and immunoglobulin i) Tetanus Vaccine (0.5ml ampoule) or 5* 1* -

Tetanus & Diphtheria Vaccine

ii) Tetanus Immunoglobulin ampoule for injection 1* - -

 MSN-1768
28/8/03
1 2 3 4
Ref. No. Statutory Treatment Requirements Recommended Medicine and Dosage Recommended quantity for 10
Strength Representing best practice. workers 2:13 am

A B C

8. Compounds promoting rehydration, caloric intake and plasma expansion

Page 11

WHO Generic Sodium chloride & dextrose rehydration salts 1 Box 1 Box -
Formula sachets of Oral Rehydration Salts, Formula A. (16-20) (16-20)
BP Oral powder in sachet to provide Na=35mmol,
K=20mmol, Cl-37mmol, HCO3=
18mmol and glucose 200mmol when
reconstituted in a litre of water
{or
}
Proprietary equivalent e.g. Dioralyte

9. Medicines for external use

11
(a) Skin Medicines

Antiseptic solutions 100ml solution or pre-impregnated wipes 1* bottle 1* bottle 1* bottle

containing 0.015% w/v chlorhexidine and or 1 pack or 1 pack or 1 pack
0.15% w/v cetrimide wipes wipes wipes

Antibiotic ointments Neomycin / Bacitracin cream 15g tube 1 1 -

Anti-inflammatory and analgesic ointments i) Hydrocortisone 1% cream 15g tube 2 - -

ii) Proprietary NSAID gel /ointment As reqd As reqd As reqd

Anti-mycotic skin creams i) Benzoic ointment BP 50mg(benzoic acid 6%; 3 1 -

salicylic acid 3%, in emulsifying ointment 15g
ii) Miconazole nitrate 2% topical cream 30g 2 1 -
iii) Clotrimazole 500mg pressary (if women 2 1 -
onboard).

Burn preparations i) Silver Sulphadiazine 1% cream 50g tube 2 1 -

ii) Proprietary antiseptic cream - - 1

 MSN-1768
1 2 3 4
Ref. No. Statutory Treatment Requirements Recommended Medicine and Dosage Recommended quantity for 10
Strength Representing best practice. workers

28/8/03
A B C

Miscellaneous skin preparations 2:13 am

i) Permethrin 1% in a base containing 2* - -

isopropylalcohol 20% Cream Rinse
Page 12

ii) Zinc ointment, BP (containing zinc 1* - -

oxide 15%) 25g

iii) Potassium permanganate crystals 1* - -

10g container / Permitabs pack

(b) Eye Medicines

- Antibiotic ointment Chloramphenicol 1% 4g tube 4 1 -

12
All eye drops are recommended in
Minim (single dose) form:

- Antibiotic drops Neomycin sulphate 0.5% 0.5ml 20 20 -

- Anti-inflammatory drops Dexamethasone sodium phosphate 0.1% 0.5ml 20 20 -

- Anaesthetic drops Amethocaine hydrochloride 0.5% 0.5ml 20 20 -

- Hypotonic drops Pilocarpine nitrate 2% 0.5ml 20 20 -

- Diagnostic drops Fluorescein sodium 1% 0.5ml 20 20 -

(for detection of foreign bodies /
scratches / ulcers)

(c) Ear/ Nasal Medicines

Antibiotic / anti inflammatory solution Antibiotic eardrops containing in each ml; neomycin 1* 1* -
3,400 units, polymixin B sulphate 10,000 units,
hydrocortisone 50mg (5ml dropper bottle)
 MSN-1768
28/8/03
1 2 3 4
Ref. No. Statutory Treatment Requirements Recommended Medicine and Dosage Recommended quantity for 10
Strength Representing best practice. workers 2:13 am

A B C

Decongestant solution : Ephedrine nasal 1* 1* -

drops BP 0.5% ephedrine hydrochloride
Page 13

(10ml bottle)

(d) Medicines for oral and throat infections

Antibiotic or antiseptic mouthwashes Chlorhexidine gluconate 0.2% mouthwash 300 ml 1 1 -

(e) Local anaesthetics

Local anaesthetics given by subcutaneous injection Lignocaine / Lidocaine 5 5 -

hydrochloride 1% 50mg in 5ml for injection

Local anaesthetic gel Lignocaine / Lidscaine gel 2%, chlorlexidine 1 - -

13
0.25% in lubricant (syringe)

Dental anaesthetics and antiseptic mixtures i) Proprietary gel e.g. Bonjela 1 1 -

ii) Oil of Cloves 10ml 1* 1* -

 MSN-1768
MEDICAL EQUIPMENT

28/8/03
Statutory Requirements Recommended Specification Quantity
A B C
2:13 am

1. Resuscitation Equipment

Appliance for the administration of oxygen Oxygen giving set comprising of the following:- 1 1 -
Page 14

1) Oxygen reservoir (e.g. D Size 300ltr cylinder)

2) 1 flow meter unit giving a minimum setting of
not less than 4ltrs per minute
3) 1 pressure regulating unit
4) 1 set of tubing
5) 5 x 24% oxygen disposable face masks
6) 5 x high concentration oxygen disposable
face masks with a reservoir.

14
Each part constructed so that it can only
be assembled in the correct manner
Mechanical aspirator to clear upper respiratory passages Aspirator to clear airways (manual, hand 1 1 -
operated) + 2 catheters
Equipment for mouth to mouth resuscitation Pocket face mask with valve and O2 1 1 1
inlet Guedal Airway Sizes 3 & 4 1 1 -

2. Dressing and suturing equipment

Disposable skin stapler /or suture kit 1) Sterile non-absorbable sutures swaged to a 6 - -
(including staple remover) half circle needle with a cutting edge

2 sizes e.g. 16mm & 26mm

2) Sterile absorbable sutures swaged to a 3 - -

half circle needle 1 size e.g. 26mm
 MSN-1768
28/8/03
Statutory Requirements Recommended Specification Quantity
A B C 2:13 am

Adhesive elastic bandage Adhesive elastic bandage 7.5cm x 4m 4 1 1

Crepe bandage 7.5cm x 4m 4 4 -
Tubular gauze bandage, for finger dressings 20m length with applicator 1 1 -
Page 15

Disposable gloves Latex free, vinyl 25prs 25prs 5prs

Adhesive dressings Assorted sterile 40 40 20
Sterile bandages with unmedicated dressings (1) medium, No.1 (12x10) cm 5 3 2
(Ambulance dressings) (2) large, No.2 (20x15) cm 5 3 2
(3) extra large, No.3 (28x20) cm 4 2 1
Adhesive sutures 75mm adhesive suture strips 6 6 6
Sterile gauze swabs Packet containing 5 sterile gauze pads size 10 5 1
7.5cm x 7.5cm
Sterile sheet for burns victims 1 1 -
Triangular sling / bandage 4 4 -
Paraffin gauze dressings, size 10cm x 10cm 40 10 -

15
3. Instruments

Disposable scalpels e.g. 10 blades 2 - -

Stainless steel instrument box 1 1 -
Scissors Stainless steel dressing scissors 1 1 -
Sharp pointed scissors 1 1 -
Dissecting forceps toothed 1 1 -
Haemostatic clamps 1 1 -
Needle forceps 1 - -
Disposable razors 5 - -

4. Examination and monitoring equipment

Disposable tongue depressors 10 10 -

Reactive strips for urine analysis e.g. Mulistix 1 pack - -
 MSN-1768
Statutory Requirements Recommended Specification Quantity
A B C

28/8/03
Temperature charts 1 pad 1 pad -
Medical evaluation reports 1 pad - -
Pregnancy test kit When women on board 1 - -
2:13 am

Stethoscope 1 1 -
Aneroid sphygmomanometer 1 1 -
Standard clinical thermometer 3 1 -
Page 16

Hypothermic thermometer low reading rectal thermometer 1 1 -

Sputum cup with cover Disposable 2 - -
Specimen jars Strong glass or plastic with airtight lid 2 - -
50 ml with blank labels

5. Equipment for injection, perfusion, puncture and catheterization

Bladder drainage Bladder drainage set (including bag, 1 - -

16
spigots and tube)
Rectal drip set 1 - -
Urine drainage bag Use bladder drainage set Use 5 (1) - -
Disposable syringes 2ml, 5ml, 10ml 10 of each 5 of each -
Disposable hypodermic needles (21G) 0.8mm and (25G) 0.5mm 30 15 -
"Sharps" disposal box 1 litre size 1 1 -
Catheter 1) Foley type 16 Charriere guage, 5 ml balloon 1 - -
(short / medium term use in adults)
2) Nelaton size 16 Charriere guage (with no balloon) 1 - -
3) Penile sheath set 1 - -

6. General Medical Equipment

Bedpan (stainless steel or sterilisable plastic) 1 - -

Hot water bottle With fabric cover 1 - -
Urine bottle (urinal) 1 - -
Icebag 1 - -
 MSN-1768
28/8/03
Statutory Requirements Recommended Specification Quantity
A B C 2:13 am

7. Immobilization and setting equipment

Malleable finger splint 1 1 -

Page 17

Malleable forearm and hand splint 1 1 -

Splints simple, vacuum (inflatable only if others unavailable) Set of four (half leg, full leg, half arm and full arm) 1 1 -
Thigh splint - (Traction) e.g. Thomas splint, Donway etc. 1 1 -
Collar for neck immobilisation (semi-rigid) Adult size pack of 3, small, medium and 1 1 -
large or adjustable collar

8. Disinfection, Disinsectization and Prophylaxis

Water disinfection compound In liquid form - litres 5 - -

Liquid insecticide In liquid form - litres 5 - -
Powder insecticide

17
RECOMMENDED ADDITIONAL MEDICAL EQUIPMENT

Recommended Additional Equipment Quantity

A B C

Face masks disposable 6 6 -

Plastic measuring jug 1/2 litre size 1 1 -
Disposable paper towels 100 100 -
Latex free sterile surgical disposable gloves (large) 5prs 5prs -
Waterproof plastic sheeting, size 1m x 2m 2 1 -
Lotion bowl (size at least 200mm x 90mm, stainless steel or sterilisable plastic, to be marked "medical") 1 - -
Kidney dish (size 250mm stainless steel or sterilisable plastic) 1 - -
Safety pins, rustless medium 6 6 6
 MSN-1768
Recommended Additional Equipment Quantity
A B C

28/8/03
Magnifying glass 7.5cm diameter with handle 1 1
Nail brush 1 1 2:13 am
Stretcher equipment (A system for trauma management, i.e. immobilisation and stretcher equipment most suited - 1 -
for treatment on the vessel concerned)
Body bag large size 1 1
Page 18

Vessels in malarial areas only microscope slides in individual transit containers 5 5

1) Excavator double ended Guys pattern G2 1 Set of - -
all items
2) Filling paste inserter (for inserting filling paste into the tooth)

3) Dental mirror size 4 on handle

4) Cavit (temporary dental filling) tube

Scissors stainless steel or disposable 1pr

18
Triangular bandages about 90cm x 127cm 4
Sterile paraffin gauze dressings 10
Plastic burn bags 1

Kit for protection against blood transmitted diseases (to be carried in all vessels trading in malarial areas 1 - -
where medical facilities are limited and emergency shore based treatment is necessary)

(To be kept in heavy gauge polythene bag, and labelled "to be used only for the treatment of." Insert the
name of the seafarer going ashore for emergency treatment).

Each kit to contain the following :

(1) 10 x 2 ml syringes
(2) 10 x 10 ml syringes
(3) 20 x 21G 0.8mm needles
(4) 1 blood giving set
(5) 1 blood taking set
(6) pack of pre injection site swabs
(7) Disposable latex free gloves 2 pairs (large size)
MSN-1768 28/8/03 2:13 am Page 19

ANNEX 2

ADDITIONAL REQUIREMENTS FOR PASSENGER VESSELS

Doctors Bag

1. A Doctors Bag is required for seagoing ships where there is no qualified medical practitioner
among the crew, and the vessel carries more than 12 passengers. (Class VI and VI(A) vessels are
excluded from this requirement).

2. All the medicines and equipment in this list should be kept in a Doctors Bag or case. The case
should be locked and kept in a locked cabinet and the keys held by the Master or someone
nominated by him. The Doctors Bag should be clearly labelled as follows :

" The medicines in this case are only to be used by a qualified medical practitioner, registered general nurse,
qualified paramedic, or someone under the direct supervision of a medical practitioner on board the ship"

3. Except where indicated the items listed in this Annex are additional to those which the vessel may
be required to carry as set out in Annex 1 of this Notice. Where an injection is specified, a prefilled
syringe is acceptable.

4. The obtaining, use and disposal of morphine from this case should be recorded in the ships
Controlled Drugs Register. (See Annex 9)

5. A doctor or other authorised person using the Doctors Bag should be made aware that radio
medical advice may be obtained and if necessary medical evacuation arranged, by contacting
HM Coastguard.

STATUTORY TREATMENTS REQUIRED FOR DOCTORS BAG

Item Ordering Size Quantity Required

Adrenaline / Epinephrine 1ml ampoule 5
Adrenaline tartrate injection (1 in 1,000)
1.0mg in 1ml
Aminophylline 10ml ampoule 5
Aminophylline injection 25mg in 1ml
Aspirin 300mg tablets 50
Dispersible aspirin 300 mg
Atropine 600micrograms / 5
Atropine sulphate ml 1ml ampoule
Beclomethasone Diproponate 100 micrograms/ 1
Beclomethasone diproponate + SPACER 200 metered doses
3rd Generation Cephalosporin 1g injection vial 4
Cefotaxime for reconstitution
Chlorpromazine 25mg in 1ml 1
Chlorpromazine hydrochloride injection ampoule
Cyclizine Injection 50mg in
Cyclizine lactate 1ml ampoule 2

19
MSN-1768 28/8/03 2:13 am Page 20

Item Ordering Size Quantity Required

Diazepam 2ml ampoule 5
Diazemuls injection 5mg in 1ml
Frusemide / Furosemide 2ml ampoule 5
Frusemide injection 10mg in 1ml
Glucagon 1ml pre-filled 1
Glucagon injection 1mg with diluent syringe
Glucose 1 ltr 1
Glucose intravenous infusion 5%
Glucose 50% 50ml ampoule 2
Intravenous injection
Hydrocortisone 100mg vial 1
Hydrocortisone sodium succinate powder for
constitution with diluent.
Insulin 10ml vial 1
Insulin injection, soluble, 100 units per ml
Modified Gelatine 500ml container 2
Infusion solution (for plasma substitution)
Morphine 10mg/ml 5
Morphine sulphate 1ml ampoule
Normal Saline 0.9% 1 ltr 2
Paediatric Paracetamol elixir 250mg / 5ml 1 bottle
Prednisolone 5mg tablet 28
Prednisolone
Salbutomal 200 inhalations 1
Salbutamol aerosol inhaler unit, giving 100 micrograms
per metered inhalation + SPACER

20
MSN-1768 28/8/03 2:13 am Page 21

Item Ordering Size Quantity Required

EQUIPMENT

Aneroid sphygmomanometer 1
First aid kit 1
Glucose in blood
1) Blood test sticks glucose colomimetric 10
2) Blood lancets sterile 10
Guedel Airway Size 1 (Adult sizes 1
already in ships
medical stores)
Intravenous Infusion Giving Sets with Cannulae

Intravenous infusion cannula with luer-lok injection 1) cannula size 2

port in a sterile pack 16G (1.7mm
x 45mm)

IV giving set with filter 2) cannula size 2

18G (1.2 mm
x 45 mm)
Manual suction pump with two yankauer suction 1
catheters and two flexible catheters FG 14 size
Oxygen Resuscitator (disposable) 1
Hand operated manual adult bag resuscitator (bag to
be of silicone rubber complete with oxygen reservoir
of 2600 ml capacity and facemasks sizes 5,3 and 1)
Pocket mask With valve 1
and O2 inlet
Stethoscope 1
Swabs
Alcohol impregnated swabs, sterile 50
Syringe and Needle, Hypodermic, Pack
1) 2ml syringe with 0.8mm (21G) x 4cm needle 2
2) 20ml syringe with 0.8mm (21G) x 4cm needle 2
3) 1 ml insulin syringe 100 units with 0.4mm (27G) 2
x 12mm needle

Note:

In addition to the statutory requirements for inclusion in the Doctors Bag as detailed above, the
attention of operators is also drawn to the International Maritime Organizations Circular MSC/
Circ 1042.

This Circular provides advice on medical provisions for ro-ro passenger ships not normally carrying
a medical doctor, and also provides a list of recommended contents for the Doctors Bag.
Copies of Circular MSC/Circ 1042 are available from the International Maritime Organization -
www.imo.org.

21
MSN-1768 28/8/03 2:13 am Page 22

ANNEX 3

FIRST AID KITS

Seagoing ships with a crew of more than 10 should carry first aid kits, distributed in appropriate
locations on the ship e.g. in the galley and engine room.

Passenger vessels must carry one first aid kit for every 100 passengers or fraction of that number subject
to a maximum requirement for 3 kits e.g. 250 persons require three kits. A first aid kit is to be included
in the Doctors Bag. (Annex 2).

The first aid kit should include the following items, kept in a portable waterproof container.

(1) 4 x triangular bandages

(2) 6 x medium sterile bandages with unmedicated dressings
(3) 2 x large sterile bandages with unmedicated dressings
(4) 2 x extra large unmedicated dressings
(5) 6 medium safety pins, rustless
(6) 20 assorted elastic adhesive dressings medicated
(7) 2 x sterile eye pads with attachment
(8) 2 x packages containing sterile gauze swabs
(9) 5 pairs large size disposable latex-free examination gloves
(10) sterile eye wash in eye wash bottle

The Merchant Shipping and Fishing Vessel (Medical Stores) Regulations 1995 do not apply to vessels
operating on inland waters, as defined in MSN 1758(M). However, the HSE Health and Safety (First
Aid) Regulations 1981 do apply and the HSE Approved Code of Practice for First Aid at Work should
be followed.

22
MSN-1768 28/8/03 2:13 am Page 23

ANNEX 4

MEDICINES TO BE CARRIED ON SHIPS CARRYING

DANGEROUS CARGOES
General

1. When a UK registered vessel is carrying a dangerous substance or substances in quantities, in

excess of those defined in Vol 1, Section 18 of the IMDG Code, as whole or part of the cargo, the
Master must ensure that the correct antidote can be found in the IMO Medical First Aid Guide for
Ships MFAG 1994 edition. Any updating of the IMO International Maritime Dangerous Goods Code
should be taken into account when preparing the list of medicines to be carried.

2. The substances listed below are to be taken into account, in whatever form they are carried on
board, including the form of waste or cargo residues.

- Explosive substances and objects

- Gases : compressed, liquified or dissolved under pressure
- Inflammable liquids
- Inflammable solids
- Substances liable to spontaneous combustion
- Substances which on contact with water give off inflammable gases
- Combustible substances
- Organic peroxides
- Toxic substances
- Infectious substances
- Radioactive substances
- Corrosive substances
- Various dangerous substances, i.e. any other substances which experience has shown, or may
show, to be dangerous, so that antidotes need to be carried.

3. The quantities of any medicines need to be carried aboard should be based on an estimate of
risks, taking into account such factors as number of crew, length of voyage and risk of
accidental exposure.

Ferries

4. Whether or not the vessel is required to carry Category A or B stores, ferries or similar vessels
whose operating arrangements do not allow sufficient forewarning of the nature of any dangerous
substances which might be transported on them, must carry at least the antidotes and equipment
listed below :

Antidotes :
- General
- Cardio vascular
- Gastro intestinal system
- Nervous system
- Anti-infective
- For external use

Equipment : for the administration of oxygen.

Where these substances are already included in the ships medical store, separate stocks are not
necessarily required. EC Directive 92/29/EEC provides that on a regular route where the crossing is due
to last less than two hours, the antidotes may be limited to those which have to be administered in cases
of extreme emergency within the period of time not exceeding the normal duration of crossing.

23
MSN-1768 28/8/03 2:13 am Page 24

ANNEX 5

MEDICAL GUIDES TO BE CARRIED AND RADIO MEDICAL ADVICE

Vessel Category Publication

Category A Controlled Drugs Register

Ship Captains Medical Guide
Category B Ship Captains Medical Guide
Category C First Aid Manual (St Johns,
Red Cross or St Andrews)
or
First Aid Instructions, in English
on waterproof paper (Lifeboats
and Life-rafts only)

In addition, vessels in all Categories (other than lifeboats and liferafts) should carry a copy of this Notice
or subsequent replacements.

Radio Medical Advice

Radio Medical Advice is available to all ships at sea by contacting HM Coastguard (See MGN 225 (M+F)
for details). Advice is provided by 2 UK designated centres at Aberdeen Royal Infirmary and Queen
Alexandra Hospital, Portsmouth, but initially contact should be made with the Coastguard.

24
MSN-1768 28/8/03 2:13 am Page 25

ANNEX 6

PRECAUTIONS AGAINST MALARIA

Full guidance on immunisations and anti-malaria medication (prophylaxis) is given in Marine

Guidance Note MGN 257 (M). This annex gives advice on preventive measures on board ship,
whilst in malarial areas.

PREVENTIVE MEASURES

Avoid mosquito bites

1. Mosquitoes are most active after dusk. Cabin and working accommodation doors, windows and
ventilators should be kept shut. Any mosquitoes found in compartments should be killed using
"knockdown" insecticide spray. If you go on deck or ashore after dusk keep your arms, legs and
feet covered and use insect repellents e.g. containing diethyltoluamide known as DEET, on any
remaining exposed areas. If you have to stay ashore in non-air conditioned accommodation make
sure that the beds have nets, preferably impregnated with permethrin, that they have no tears or
holes and are well tucked in.

Medication

2. Anti-malarial tablet treatment varies depending on the nature and resistance of local malarial
parasites. You should take the treatment strictly in accordance with the specific instructions for the
medication prescribed. Most deaths occur in those who do not take the tablets for the required
period or in the recommended dosages.

Warning signs

3. Anyone who develops a fever in a malarial area should obtain medical advice as soon as possible. It
is important to consult a doctor immediately if any feverish illness develops within twelve months
of return from a malarial area. Be sure to let the doctor know that you have been to a country where
malaria is a health risk.

4. ANYONE WHO HAS BEEN TREATED FOR MALARIA OR SUSPECTED MALARIA MUST
HAVE A MEDICAL EXAMINATION AT THE NEXT PORT OF CALL, ACCOMPANIED BY A
BLOOD SLIDE. SERIOUS CASES NEED URGENT HOSPITALISATON (See Ship Captains
Medical Guide for more details).

KEY POINTS

Travellers to malarial areas must avoid mosquito bites, take anti-malarial medicines and urgently
seek early diagnosis and treatment for any feverish illness.
The key to preventing malaria is avoiding infective mosquito bites by using repellents, covering up
at night and sleeping with bednets if mosquitoes cannot be excluded from the room.
Appropriate anti-malarial medicine is essential when travelling to known malarial areas. Drug
resistance is increasing in many areas so recommended regimens have changed.
Doses and choice of medicine may have to be altered when someone has another illness or is taking
treatment for another medical condition.
Standby treatment may be given to those who will be unable to reach medical services for
extended periods.
No preventive treatment is infallible so all fever and flu like illnesses occurring within a year of
returning from malarial regions need to be urgently investigated with malaria in mind.
Diseases other than malaria can be transmitted by biting insects. Take local advice and observe
recommended precautions.

25
MSN-1768 28/8/03 2:13 am Page 26

ANNEX 7

GUIDE TO THE USE OF MEDICINES

General advice about medicines

Many over-the-counter medicines are now available with patient information leaflets and the advice
on dose precautions and side effects should be consulted and retained for reference. Valuable
guidance is also available from pharmacists or by seeking Radio Medical Advice.

When obtaining medicinal products, prepared or dispensed by a pharmacist in a pharmacy, ensure

that they are clearly labelled with their strength (e.g. 125mg per tablet or 125mg per 5ml) and expiry
date, and that they are packaged in accordance with UK medicines legislation.

Medicines obtained abroad

Medicine supplies should be replenished wherever possible at the same strengths as specified in the
British Pharmacopoeia. If medicines are obtained elsewhere, e.g in the USA, they may be of
different strength, and this must be taken into account when administering them.

The non-proprietary name (local pharmaceutical name) for some medicines bought abroad may
differ from that used in the list of medical stores. The pharmacist should have a "translation" of the
non-proprietary name, but if in doubt about a medicine, get RADIO MEDICAL ADVICE.

Medicines obtained by seafarer from a doctor ashore

A seafarer who goes to a doctor ashore should be asked to obtain from the doctor a written note of
the non-proprietary name of any prescribed medicine, details of how it is to be taken and any
cautionary or advisory guidance e.g. may cause drowsiness. The details on the note from the doctor
should be checked against the information on the medicine container to ensure that they match.
In case of any problem or doubt it may be necessary to check the prescription with the radio
medical doctor.

Controlled drugs

The following paragraphs describe UK regulations for controlled drugs. Most countries have
similar regulations. When outside UK territorial waters you should, as far as possible, follow the
same procedures.

Controlled drugs are preparations subject to the prescription requirements of the Misuse of Drugs
Act 1971. The different drugs are graded according to the harmfulness attributed to the drug when
it is misused and for this purpose there are three categories of drugs;

Class A includes heroin, morphine and opium

Class B includes barbiturates, and codeine
Class C includes, among other drugs, anabolic steroids

Each of these categories contains many more drugs than those quoted. The drugs subject to the
strictest controls are those in Schedule 1 of the Misuse of Drugs Regulations 1985. Detailed
information may be obtained from the Drugs Branch, Queen Annes Gate, London SW1H 9AT.

A ship must not carry quantities of Category C Medical Store drugs greater than those
recommended in this Notice, unless required to do so by a doctor on the ships complement or
under licence from the Home Office. The only controlled Class A drug listed is morphine sulphate
in Category A vessels and in the doctors bag.

26
MSN-1768 28/8/03 2:13 am Page 27

Obtaining controlled drugs

Controlled drugs should be obtained only from a retail pharmacist or other person licensed to
supply drugs, who will require a written requisition. An example of the wording to be used is given
in Annex 8.

Other drugs / medicines

UK medicines legislation, in conjunction with Merchant Shipping and Fishing Vessel (Medical
Stores Regulations) 1995 as amended, permits a retail pharmacist to supply medicines and
equipment to the Master or owner of a commercial vessel without a prescription from a registered
medical practitioner. However a similar requisition to that for controlled drugs may be required.

Storage and Security of Medicines

Storage of medicines

Drugs must be stored to ensure that they will meet the standards at the time of use. Where no
specific storage temperature is given drugs should be stored at room temperature between 15 - 25
centigrade. Some of the drugs should be kept under refrigeration, 2 - 5 centigrade, but care must
be taken not to freeze them, otherwise they will lose their potency, or the ampoules will be broken.

Security of controlled drugs

The Merchant Shipping (crew accommodation) (Fishing vessels) Regulations require ships to have a
lockable medical cabinet for the storage of medicines and drugs. The regulations also require the
cabinet to have an inner cupboard solely for the storage of dangerous drugs (i.e. the controlled
drugs). The cupboard should be fitted with a door and a lock which cannot be opened by the key
to the medical cabinet. Under the Misuse of Drugs (Safe Custody) Regulations only the master or a
person authorised by him may open the inner cupboard.

It is illegal to destroy unwanted Category A and B drugs. They can be disposed of only by giving
them to a person who may lawfully supply them, such as qualified pharmacist or qualified doctor.
It is also possible to dispose of drugs via the police. A receipt should be obtained from the recipient,
and kept with, or affixed to, the controlled drugs register.

Record keeping

Under the Official Log Book Regulations the record of any treatment given to anybody on board
including the type and quantity of any medicines, and drugs supplied, must be entered in the log
book. For controlled drugs, the Master is required to maintain, in bound book, a two section register.
The two sections of the register should detail, why, when and in what quantity the Master purchased
a controlled drug and similarly the history of the dispensing or disposal of those controlled drugs.
This register must be kept for two years after the date of the last entry. Annex 9 gives an example of
the entries required in each section of the Controlled Drugs Register. (Under proposed amendments
to the Misuse of Drugs Regulations 2001,computer records will in future be acceptable).

27
 MSN-1768
USE OF MEDICINES
This table is a brief guide to the drugs detailed in this M Notice and is designed to be used in conjunction with the Ship Captains Medical Guide.

28/8/03
The side effects listed are a guide only. This list is not comprehensive. The common or important side effects only are listed. If a drug might be causing a
problem, which is not listed seek Radio Medical Advice. 2:13 am

Ref. No. Drug Type of Drug / Uses Doses / Route

1. Cardio-Vascular
Page 28

(a) Adrenaline (Epinephrine) Injection Heart stimulant Anaphalaptic shock 0.5 to 1.0ml
0.5ml (1 in 1000) (Severe allergy with collapse) by IM inj.
Side effects : Anxiety, tremor, high blood pressure, rapid irregular heart beat. Only use in severely ill, collapsed patients with loss of blood pressure /
severe breathing problems.
(b) Glyceryl Trinitrate (GTN) Spray Anti-angina (heart pain) suspected heart attack or heart pain 1-2 sprays
400 microgm metered dose under tongue
Side effects: Throbbing headache, flushing, dizziness, faintness, low blood pressure

28
(c) Frusemide 40mg tablets Diuretic (water tablet) swelling / fluid retention breathlessness 40mg (1 tab) once
Frusemide 20mg in 2ml due to heart failure daily, 2ml by IM inj.
Side effects: Few in short term, low dose use.
(d) Phytomenadione (Vit K) Anti-haemorrhage drug for new born babies 0.2ml (1amp) by IM
paediactric inj inj single dose
Ergometrine with Oxytocin Anti-haemorrhage drug used immediately after delivery of baby or for 1ml (1amp) by IM
500 micrograms / 5 units bleeding after miscarriage inj single dose
Side effects: Nausea, vomiting, headache, dizziness, abdominal pain.
(e) Atenolol 50mg tablets Anti-hypertension (high BP) drug, may be useful for angina also 50mg (1 tab)
once daily
Side effects: Tiredness, slow pulse, low blood pressure, heart failure

2. Gastro-intestinal

(a) Cimetidine 400mg tablets Anti-acid drug for heartburn, dyspepsia, stomach and duodenal ulcers 400mg (1 tab)
twice daily
Side effects : Few at normal doses for short periods
 MSN-1768
28/8/03
Ref. No. Drug Type of Drug / Uses Doses / Route
2:13 am
Antacid Drugs e.g. Mist Proprietary anti-indigestion preparations for heart burn, Dyspepsia etc. As instructions
Magnesium Trisilicate with package.
(b) Prochlorperazine 3mg buccal tablets Anti-sickness drug used for sickness due to ear problems (vertigo), 3mg (1 tab) under
drugs e.g. morphine tongue twice daily
Page 29

Side effects : Dry mouth, blurred vision, rapid pulse

Promethazine 25 mg injection Anti-sickness drug and anti-histamine useful for severe motion sickness and 25mg (1 amp)
for severe allergic reactions by IM inj
Side effects : Drowsiness, dry mouth, blurred vision
Hyoscine Hydrobromide Anti-sickness tablet 0.3mg (1 tab) 6
0.3mg tablets hourly max 3
in 24hrs
Side effects: Drowsiness, dry mouth, dizziness blurred vision
Cinnarizine 15mg Anti sickness drug used for motion sickness 15mg (1 tab)
8 hourly

29
Side effects: Fatigue, dry mouth, blurred vision
(c) Glycerol Suppository Lubricant laxative used to encourage passage of stools 1 suppos. inserted
in the rectum
(d) Loperamide 2mg tablets Control of diarrhoea 4mg initially then
2mg after each
loose stool
Side effects : Drowsiness, dizziness, abdominal cramps

3. Analgesics and antispasmodics

(a) Paracetamol 500mg tablets "Simple" painkiller suitable for most mild to moderate pain. 1gm (2 tabs)
4 hourly
Side effects : Few at correct dose, very dangerous in overdose & poisonous to liver
Ibuprofen 400mg Anti-inflammatory painkiller, suitable for headache, limb pain 400mg (1 tab)
8 hourly
Side effects: Stomach pains, nausea, wheeziness. Do not give if patient has stomach / duodenal ulcer or asthma
 MSN-1768
Ref. No. Drug Type of Drug / Uses Doses / Route

28/8/03
Diclofenac 50mg suppository Anti-inflammatory painkiller suitable for most pain, especially bone, 50mg (up to 3 via
joint and muscle pain the rectum daily)
Side effects : Stomach pains, nausea, wheeziness. Do not give if patient has stomach / duodenal ulcer or asthma. 2:13 am
(b) Codeine phosphate 30mg tablets Strong painkiller suitable for moderate to severe pain. 30mg (1 tab)
6 hourly
Side effects : Nausea, vomiting, constipation, respiratory depression in overdose
(c) Hyoscine butylbromide 10mg tablets Anti-spasmodic for treatment of abdominal cramps and colic 10-20mg (1-2 tabs)
Page 30

6 hourly
Side effects : Dry mouth, fast pulse, blurred vision
Morphine sulphate 10mg injection Very strong painkiller suitable for all severe pain 10mg (1 amp) 4-6
hourly by IM inj
Side effects : Nausea, vomiting, drowsiness, respitatory depression in overdose or if used inappropriately. Avoid in head, chest injury if possible

4. Nervous system

30
(a) Diazepam / Diazemuls Anti-anxiety, sedation medication. Can help with muscle spasm in injury 5-10mg by IM
10mg injection (2mls) and low back pain injection 5-10mg
10mg tablets tablet, 4 hourly up to
a maximum of 30mg
per day
Side effects : Drowsiness, light headedness, confusion, headache, respiratory depression. Avoid with strong painkillers.
(b) Chlorpromazine hydrochloride Anti-psychosis (acute madness) drug. Sedates and controls symptoms in acute 25mg by IM
25mg injection psychosis especially violent or disturbed patients injection, 8 hourly or
25mg tablets 25mg tablet
8 hourly
Side effects : Drowsiness, dry mouth, retention of urine. Acute spasms or twitches. If occur reduce dose or stop treatment.
(c) Hyoscine hydrobromide / Cinnarizine See 2b
(d) Diazepam rectal dispenser 10mg Anti-epileptic medication used to control fits 10mg per rectum
up to a maximum of
2 doses
Side effects : See 4 (a)
 MSN-1768
28/8/03
Ref. No. Drug Type of Drug / Uses Doses / Route
2:13 am
5. Anti-allergic and anti-anaphylactics

(a) Cetirizine 10mg tablets Anti-allergy medication useful in controlling itching rashes and hay fever like 10mg once
symptoms due to allergy daily only
Page 31

Side effects : Drowsiness and slowed reactions (less than older anti-histamines).
(b) Hydrocortisone 100mg injection Anti-allergy steroid for serious allergies causing severe symptoms or collapse 100mg by IM
(has to be made up in 2mls) injection, 8 hourly
if repeated
Side effects : Few for single dose or short course
Prednisolone 5mg tablets Anti-allergy steroid also essential treatment of acute asthma. 5 20mg once daily
more in severe
asthma
Side effects : Few for single dose or short course

6. Respiratory system

31
(a) Salbutamol inhaler 100 microg Anti-bronchospasm (wheeze) drug used to treat asthma and allergic wheezing 200 microgms (2
ram metered dose puffs) 3-4 times daily
Side effects : Tremor, headache, increased pulse rate
Beclomethasone / Beclometasone Anti-asthma steroid taken by inhalation usually with salbutamol 200 microgms (2
100 microgm metered dose puffs) 3-4 times daily
Side effects : Few in correct dose for short periods
(c) Paracetamol See 3(c)

7. Anti-infection

(a) Benzlpenicillin 600mg (1 mega unit) First line antibiotic for serious infections such as cellulitis and meningitis 600 to 1200 mg by
injection (has to be made up in 2mls IM inj, 6 hourly
of water for injection)
Side effects : Few unless patient allergic to Penicillins. Always check before giving if possible
 MSN-1768
Ref. No. Drug Type of Drug / Uses Doses / Route

28/8/03
Ciprofloxacin hydrochloride Broad spectrum (general purpose) antibiotic 500mg twice daily
500mg tablets
Side effects : Nausea, diarrhoea, abdominal pain, rashes, allergic reaction 2:13 am
Cefuroxime 750mg injection Broad spectrum antibiotic, useful to protect against infection in major wounds 750mg by
IM inj, 8 hourly
Side effects : Nausea, diarrhoea, abdominal pain, rashes, allergic reaction. Care when used in penicillin allergic patients
Erythromycin 250mg tablets General purpose antibiotic, useful in penicillin allergic patients 250-500mg, 6 hourly
Page 32

Side effects : Nausea, diarrhoea, abdominal pain, rashes, allergic reaction. Care when used in Penicillin allergic patients
Doxycycline 100mg capsules Antibiotic useful for sexually transmitted diseases and sinusitis 100mg once daily
Side effect : Nausea, vomiting, diarrhoea, rashes, headache
(c) Trimethoprim 200mg tablets Antibiotic useful for treatment of urinary tract infection and bronchitis 200mg twice daily
Side effect : Nausea, vomiting and diarrhoea, rashes
(d) Mebendazole 100mg tablets Anti-parasite drug for treatment of gut infestation e.g. threadworms 100mg single dose
Side effects : Rare

32
(e) Metronidazole 1g suppositories Antibiotic and anti-protazoal e.g trichomonas and amoebic infections. 1mg per rectum or
400mg tablets / 500mg tablets Useful to gut related infections. 400 / 500mg by
mouth, 8 hourly
Side effect : Nausea, vomiting, unpleasant taste, rashes. Avoid alcohol
(f) Tetanus vaccine 0.5ml injection For protection against tetanus infection either in unprotected or as a 0.5ml by IM or deep
(+ Diphtheria vaccine) booster after injury subcutaneous inj
Side effects : Rare if not had vaccine for more than one year. Not required if vaccinated within ten years.
Tetanus Immunoglobulin ampoule Used to protect against tetanus in high risk wounds e.g. agricultural injury in 1 ampoule by IM inj
for injection un-vaccinated patients

8. Compound promoting rehydration

Oral rehydration salts sachets Used to treat dehydration in vomiting and diarrhoea or severe illness Follow instructions
on sachet
Side effects : Nil.
 MSN-1768
28/8/03
Ref. No. Drug Type of Drug / Uses Doses / Route
2:13 am
9. Medicines for external use

(a) Antiseptic solutions or wipes For cleaning skin wounds and disinfection Follow instructions
on bottle /
Page 33

packaging
Side effects : Nil unless applied to large areas
Hydrocortisone cream 1% 15mg tube Anti-inflammatory weak steroid cream. Useful in eczema type rashes, allergic Applied to affected
rashes, bites etc. area sparingly, no
more than three
times per day
Side effects : Encourages spread of infection do not apply to broken skin or rashes due to skin infection e.g. ringworm
Benzoic acid Compound BP Anti-fungal ointment for treatment of athletes foot, ringworm etc. Applied to infected
ointment 15mg tube area twice a day
Side effects : Rare / nil in normal use
Miconazole nitrate 2% cream Anti-fungal cream for treatment of ringworm etc. Applied to infected

33
30gm tube area twice a day
Side effects : Rare / nil in normal use
Clotrimazole 500mg pessary Treatment of vaginal or vulval thrush Insert 1 pessary
(single dose)
Side effects: Rare / nil in normal use
Silver sulphadiazine 1% cream Anti-bacterial cream for protection against infection in burns. Applied to burn in
50gm tube burn bag, under
dressing or alone.
Cleaned off at
dressing changes
and re-applied.
Side effects : Allergic reactions, burning, itching, Unusual.
Zinc ointment BP 25mg tube Moisturising ointment for dry skin conditions Applied to
affected area.
Side effects : Nil in normal use. Contains animal fat.
 MSN-1768
Ref. No. Drug Type of Drug / Uses Doses / Route

28/8/03
Potassium permanganate crystals For cleansing and deodorising oozing wounds or skin rashes. Wet dressings or .
10g container / tablets baths 0.01% solution
Side effects : Stains skin, irritates mucous membranes. Toxic if used for long periods 2:13 am
Chloramphenical eye General purpose eye antibiotic use after foreign body / minor injury Instill into eye
ointment 1% and for conjunctivitis 3-4 times per day
Side effects : Unusual, but cam cause eye irritation
(b) Neomycin sulphate 0.5% eye drops General purpose antibiotic eye drops for eye infections and protection against Instill into eye 3-4
Page 34

infection after removal of foreign bodies etc. times per day

Side effects : Unusual but can cause eye irritation
Dexamethasone 0.1% eye drops Treatment of inflamed irritated eyes. Anti-inflammatory Instill 1-2 drops into
affected eye 4 times
a day
Side effects : Rare in normal use
Amethocaine hydrochloride Local anaesthetic drops for eye. Useful for numbing eye before removing Instill 1-2 drops into

34
0.5% eyedrops foreign bodies and for acute pain e.g. in arc eye affected eye, do not
use repeatedly
Side effects : Rare if used one off. Care to avoid eye injury whilst numbed
Pilocarpine nitrate 2% eye drops Drops constrict the pupil, used to treat raised pressure in the eye (glaucoma) Instill 2 drops
3-6 times per day
Side effects : blurred vision and headache
Flurescein sodium 1% eye drops Used to detect scratches or lesions on the front of the eye (cornea) Instill 1-2 drops
for examination
Side effects : Nil in normal use
 MSN-1768
28/8/03
Ref. No. Drug Type of Drug / Uses Doses / Route
2:13 am
(c) Neomycin/polymixin/ General purpose antibiotic/ anti-inflammatory ear drops for infection Instill 3 drops into
hydrocortisone eardrops 5ml of the outer ear canal the affected ear 3-4
dropper bottle. times per day
Side effects : Nil in normal use
Page 35

Ephedrine nasal drops Nasal de-congestant Instill 1-2 drops into

BP 0.5% 10ml dropper bottle each nostril 3 times
a day
Side effects: Nose bleeds. Use for short periods only
(d) Chlorhexidine gluconate 0.2% Antiseptic mouthwash for sore throats, mouth sores etc. Rinse mouth with 10
mouth wash 300ml bottle mls twice per day
Side effects : Nil in normal use
Lignocaine hydrochloride 1% Local anaesthetic injection for numbing small wounds for treatment Inject around wound
25mg in 5ml injection edges, 2-5mls usually
sufficient, no more
than 20mls in an

35
adult
Side effects : Fits, heart problems in overdose
Oil of cloves 10ml bottle Natural oil with local anaesthetic properties useful in treating toothache Apply sparingly to
affected tooth as
required by
symptoms
Side effects: Nil in normal use
Lignocaine 2% / chlorhexidine Used to numb urethra for insertion of urinary catheter Instill from
0.25% lubricant gel pre-filled syringe
Side effects: Rare but can cause irritation
MSN-1768 28/8/03 2:13 am Page 36

ANNEX 8

SPECIMEN REQUISITION FORM FOR USE WHEN OBTAINING

CONTROLLED DRUGS
Controlled drugs should be obtained only from a retail pharmacist or other person licensed to supply
drugs, and they will require an order worded along the lines below. The order must be signed by either
the vessels owner or its Master.

Requisition

To . (Name and address of authorised supplier)

From . (Name of Master or Ship owner)

Vessel Name . (Name of vessel)

Address . (Address of the Ship or the Ship owner)

Please supply ..

..
(name, strength and quantity of drugs in words and figures)

The above drugs are required for the medical stores of the above vessel in compliance with the
Merchant Shipping (Medical Stores) Regulations 1995.

Signature .

Name [capital letters] .

Occupation .

Date .

It is not necessary for the Master or owner to receive personally the controlled drugs from the supplier,
but if the drugs are received by another person the requisition must be endorsed as follows :

I empower . to receive the above drugs on my behalf. A

specimen of their signature is provided below.

Specimen signature of person empowered ..

Signature of Master / owner ..

36
MSN-1768 28/8/03 2:13 am Page 37

ANNEX 9

COMPLETION OF THE CONTROLLED DRUGS REGISTER

SECTION 1 DRUGS OBTAINED FROM AUTHORISED SUPPLIER OR CONFISCATED
FROM SEAFARERS

Example

Date obtained Suppliers Amount obtained Name of drug and

Name & Address form in which obtained

01/01/03 H.M Kingston Chemists 10 ampoules Morphine Sulphate 10mg

24 Elliot Street in 1ml in glass ampoules
Southampton

SECTION 2 DRUG DISPENSED OR DISPOSED OF

Example

Date Name & Address of Right of person Amount Supplied Drug and Form in
person given drug to have drug which supplied

01/02/03 TH Laidlaw Injured crewman 2 ampoules Morphine

Log book ref. 21 (fractured sulphate 10mg
humerus) in 1ml (in glass
ampoules)

10/02/03 HM Kingston Chemist Qualified retail 8 ampoules Morphine

24 Elliot Street pharmacist sulphate 10 mg
Southampton in 1 ml (in glass
ampoules)

37
 MERCHANT SHIPPING NOTICE

MSN 1768 (M+F)

(Corrigendum)

SHIPS MEDICAL STORES

Application of the Merchant Shipping and Fishing

Vessels (Medical Stores) Regulations 1995 (SI 1995 /
1802) and the Merchant Shipping and Fishing Vessels
(Medical Stores) (Amendment) Regulations 1996 (SI
1996/2821)
Notice to Ship Owners, Agents, Masters, Skippers of Fishing Vessels and all seafarers.

This Notice should be read in conjunction with Merchant Shipping Notice MSN 1768 (M+F)

Corrigendum Summary

Since the publication of the Merchant Shipping Notice MSN 1768 (M+F), issued in August 2003 the
following corrections should be noted ;

1. Eye Medicines Page 12 please insert an astrix a dangerous substance or substances, in

(*) against each recommended eye medicine
quantity listed for Category A and B, excluding
Antibiotic ointment, to indicate that the
specified quantity is considered sufficient
regardless of crew size.
2. Recommended Additional Equipment,
Page 18 The number 1 should be inserted
under the column titled Category A against
recommended additional equipment item
Stretcher equipment (A system for trauma
management, i.e. immobilisation and stretcher
equipment most suited for treatment on the
vessel concerned).
4. General advice about medicines, Page 26 2nd
3. Annex 4, Page 23 Paragraph 1 should read:
When a UK registered vessel is carrying
quantities in excess of those defined in column
7 of the Dangerous Goods list of the IMDG
Code , as whole or part of the cargo, the
Master must ensure the correct antidote to
the substance (plus the necessary ancillary
equipment e.g. syringes) is carried. The
correct antidote can be found in the IMO
Medical First Aid Guide For Ships (MFAG)
2000 edition. Any updating of the IMO
International Maritime Dangerous Goods
Code or MFAG should be taken into account
when preparing the list of medicines to
be carried.
Paragraph should read : When obtaining
medicinal products, ensure that they are

1
 labelled with their strength (e.g. 125mg per
tablet or 125 mg per 5 ml), and expiry date, and
that they are packaged in their original
manufactured packs in accordance with the UK
medicines legislation.

5. Obtaining Controlled Drugs Page 27, Please

delete the word retail from the first sentence.

6. Annex 8, Page 36 1st Paragraph: Please delete

the word retail from the first sentence.

Any queries on the content of the Corrigendum

should be addressed to:

Seafarer Health and Safety Branch

Maritime & Coastguard Agency
Spring Place
105 Commercial Road
Southampton
SO15 1EG

Tel: 023 80 329249

Fax: 023 80 329 251
Email: seafarer_h&s@mcga.gov.uk

General enquiries: 24 Hour Info Line

Infoline@mcga.gov.uk
0870 600 6505

MCA Internet Address: http://www.mcga.gov.uk

File Ref: MC 016/022/0140

Published: 11/2003

Crown Copyright 2003

The MCA is an executive agency

Safer Lives, Safer Ships, Cleaner Seas of the Department for Transport

2
 MERCHANT SHIPPING NOTICE

MSN 1751 (M+F)

Harmonised System of Survey and Certification (HSSC)

Notice to Shipowners, Ship Operators, Masters and Officers of Merchant Ships, Certifying
Authorities and Surveyors.

This MSN cancels M963 and M 1612

Summary

This Merchant Shipping Notice provides background and necessary detail to accompany the
Merchant Shipping (Survey and Certification) (Amendment) Regulations 2000.

The above regulations implement the Protocol of 1988 relating to the International Convention for the
Safety of Life at Sea 1974, which harmonises the periods of validity and intervals between surveys for
the nine main convention certificates. These are listed in the attached Annex.

There is a new provision for a certificate known as the Cargo Ship Safety Certificate which may be
issued as an alternative to the three existing cargo ship safety certificates, namely Cargo Ship Safety
Construction, Cargo Ship Safety Equipment and Cargo Ship Safety Radio.

Background safety certificate to five years. In so doing it

1. The Merchant Shipping (Survey and
Certification) (Amendment) Regulations
2000 apply the Harmonised System of
Survey and Certification in the UK. The 1988
SOLAS and Load Lines Protocols formally
entered into force internationally on
3 February 2000, together with amendments
to MARPOL 73/78 and the International Survey Types
Bulk Chemical (IBC) Code, International Gas
Carrier (IGC) Code, Bulk Chemicals (BCH) 3.
Code, and Gas Carrier (GC) Code. The
United Kingdom ratified both Protocols on 8
March 2000 with implementing legislation
coming into force three months later.
2. The Harmonised System of Survey and
Certification (HSSC) seeks to standardise the
period of validity and the intervals between
surveys for the nine main convention
certificates to a maximum period of validly
for all certificates except a passenger ship
aims to simplify the survey and certification
process. Following a period of transition, the
streamlined format of the HSSC will bring
benefits to the industry in terms of flexibility
of survey schedule, reduced numbers
of surveyors, survey time and paperwork,
all therefore reducing costs.
Under the HSSC, there are seven types
of survey:
a) Initial Survey.
b) Renewal Survey.
c) Periodical Survey.
d) Intermediate Survey.
e) Annual Survey.
f) Inspection of the Outside of the Ships
Bottom.
g) Additional Survey.

1
SCOPE OF SURVEYS
Passenger ships
An initial survey of a passenger ship shall
consist of a complete inspection of the ships
structure, machinery and equipment,
including the outside of the ships bottom and
the inside and outside of the boilers, such as to
ensure that the arrangements, materials and
scantlings of the structure, boilers and other
pressure vessels and their appurtenances,
main and auxiliary machinery, electrical
installation, radio installations including those
used in life-saving appliances, fire protection,
fire safety systems and appliances, life-saving
appliances and arrangements, shipborne
navigational equipment, nautical publications,
means of embarkation for pilots, lights,
shapes, means of making sound and distress
signals and other equipment fully comply
with the requirements of the relevant
regulations, and that the workmanship of all
parts of the ship and its equipment is in all
respects satisfactory.
A renewal survey of a passenger ship shall
include an inspection of the structure,
boilers and other pressure vessels,
machinery and equipment, including the
outside the ships bottom, such as to ensure
that the arrangements, materials and
scantlings of the structure, boilers and other
pressure vessels and their appurtenances,
main and auxiliary machinery, electrical
installation, radio installations including
those used in life-saving appliances, fire
protection, fire safety systems and
appliances, life-saving appliances and
arrangements, shipborne navigational
equipment, nautical publications, means of
embarkation for pilots, lights, shapes, means
of making sound and distress signals and
other equipment is in satisfactory condition
and is fit for the service for which it is
intended, and fully complies with the
requirements of the relevant regulations.
An additional survey, either general or
partial, according to the circumstances, shall
be made following a repair or renewal. The
survey shall be such as to ensure that the
necessary repairs or renewals have been
effectively carried out, that the material and
workmanship are in all respects satisfactory,
and that the ship complies with the
provisions of the relevant regulations.
2
Cargo ships
Cargo ship safety equipment
An initial survey of cargo ship safety
equipment shall include an inspection of the
fire safety systems and appliances, life-saving
appliances and arrangements except radio
installations, the shipborne navigational
equipment, means of embarkation for pilots
and other equipment to which Chapters II-1,
II-2, III and V of the 1974 SOLAS Convention
apply, to ensure that they comply with the
requirements of the relevant regulations, and
they are in satisfactory condition and are fit
for the service for which the ship is intended.
In addition the fire control plans, nautical
publications, lights, shapes, means of making
sound signals and distress signals shall also
be subject to this survey.
An annual survey shall include a general
inspection of the equipment referred to
above to ensure that it has been maintained
to conform with the provisions of the
relevant regulations to ensure that the ship
in all respects will remain fit to proceed to
sea without danger to the ship or persons on
board and that it remains satisfactory for the
service for which the ship is intended.
A renewal survey and a periodical survey
shall include an inspection of the equipment
referred to in the initial survey to ensure that
it complies with the relevant requirements of
the relevant regulations, is in satisfactory
condition and is fit for the service for which
the ship is intended.
Cargo ship radio installations
An initial survey of cargo ship radio
installation equipment shall include a
complete inspection of the radio installations
of cargo ships, including those used in life-
saving appliances, to ensure that they
comply with the requirements of the
relevant regulations.
A renewal survey and a periodical survey
will include an inspection of the radio
installations of cargo ships, including those
used in life-saving appliances, to ensure that
they comply with the requirements of the
relevant regulations.
Cargo ship structure, machinery and
equipment
An initial survey shall include a complete
inspection of the structure, machinery and
equipment, including an inspection of the
outside of the ships bottom, before the ship
enters service. The survey shall be such as to
ensure that the arrangements, materials,
scantling and workmanship of the structure,
boilers and other pressure vessels, their
appurtenances, main and auxiliary
machinery including steering gear and
associated control systems, electrical
installation and other equipment, and in the
case of tankers, the pump-rooms, cargo,
bunker and ventilation piping systems and
associated safety devices comply with the
requirements of the relevant regulations, are
in satisfactory condition and are fit for the
service for which the ship is intended and
that the required stability information is
provided. In the case of tankers such a
survey shall also include an inspection of the
pump-rooms, cargo, bunker and ventilation
piping systems and associated safety devices.
A renewal survey will include an inspection
of the ships structure, machinery and
equipment such as to ensure that they
comply with the requirements of the
relevant regulations, are in satisfactory
condition and are fit for the service for which
they are intended.
An intermediate survey will include an
inspection of the structure, boilers and other
pressure vessels, machinery and equipment,
the steering gear and the associated control
systems and electrical installations, and in
the case of tankers, the pump-rooms, cargo,
bunker and ventilation piping systems and
associated safety devices and the testing of
insulation resistance of electrical installations
in dangerous zones to ensure that they
remain satisfactory for the service for which
the ship is intended.
An annual survey will include a general
inspection of the structure, machinery and
equipment referred to above to ensure that
they have been maintained to conform with
the provisions of the relevant regulations to
ensure that the ship in all respects will
remain fit to proceed to sea without danger
to the ship or persons on board, and that
they remain satisfactory for the service for
which the ship is intended.
3
Inspection of the outside of the ships
bottom
The inspection of the outside of the ships
bottom is a separate survey.
Passenger ships
For passenger ships the inspection is required
every year. On the years in which the out of
water inspection does not take place, an in
water inspection of the ships bottom shall be
carried out. As a minimum, two of these
surveys in any five year period, at intervals
not exceeding 36 months, shall be conducted
with the ship out of the water.
Cargo ships
For cargo ships there shall be a minimum of
two inspections during any five year period
at intervals not exceeding 36 months.
Inspections should normally be carried out
with the ship out of the water, however
consideration may be given to alternate
inspections being carried out with the
ship afloat.
Outline of HSSC
4. The main points of the Harmonised System
of Survey and Certification (see Annex for a
diagrammatic overview) are as follows:
a) The maximum period of validity of all
certificates except the passenger ship
safety certificate is five years. The
passenger ship safety certificate shall be
renewed annually.
b) Each full term of five years (or one year)
will follow directly on from the previous
one (unless a ship is laid up or
undergoing major repairs); each
certificate will be dated from the expiry
date of the previous one.
c) In order to provide the necessary
flexibility, the renewal survey may be
carried out up to three months before the
expiry of the existing certificate. The new
certificate will still be dated from the
expiry date of the old certificate.
d) A certificate may also be extended by a
period of up to three months (or for
ships engaged on short voyages there is
a period of grace of one month) in order
that the renewal survey may be carried
out. However, the new certificate will
 still be dated from the expiry date of
the old certificate before the extension
was granted.
e) Where a renewal survey has been
completed and a certificate cannot be
issued or placed aboard the ship before
the expiry date of the existing certificate,
the existing certificate may be endorsed
and shall be accepted as the new
certificate for a period of up to five
months from the expiry date.
f) A certificate (other than a passenger
certificate) that has been issued initially
for a period of less than five years may
be extended to the maximum period of
five years provided that the minimum
pattern of surveys is maintained.
g) Every certificate will be subject to an
Annual, Intermediate or Periodical
survey each year within three months of
its anniversary date (the day and month
of each year corresponding to the date of
expiry) as follows:
(i) The Passenger Certificate (PC)
requires a Renewal survey each year.
(ii) The Cargo Ship Safety Radio
Certificate (RADIO) requires a
Periodical survey each year.
(iii) The International Load Line
Certificate (LOADLINE) requires an
Annual survey each year.
(iv) The Cargo Ship Safety Equipment
Certificate (SEC) requires an Annual
survey every year. On either the
second or third year this is replaced
with a Periodical survey.
(v) The Cargo Ship Safety Construction
Certificate (SAFCON), the
International Certificate of Fitness for
the Carriage of Liquefied Gases in
Bulk (IGC/GC), the International
Certificate of Fitness for the Carriage
of Dangerous Chemicals in Bulk
(IBC/BCH), the International Oil
Pollution Prevention Certificate
(IOPPC) and the International
Pollution Prevention Certificate for
the Carriage of Noxious Liquid
Substances in Bulk all require Annual
surveys each year. On either the
4
second or third year this is replaced
with an Intermediate survey.
(h If an Annual, Intermediate or Periodical
Survey is completed more than three
months before the anniversary date, the
anniversary date may be amended to suit
and the expiry date of the certificate
brought forward by a corresponding
period or, if the expiry date is to remain
unchanged, additional surveys, as
appropriate, carried out so that the
pattern of surveys remains the same and
the maximum intervals between the
various types of surveys are not exceeded.
(i) A new Cargo Ship Safety Certificate
(CSSC), which includes provision for
recording all the surveys required for the
Cargo Ship Safety Equipment Certificate,
the Cargo Ship Safety Radio Certificate
and the Cargo Ship Safety Construction
Certificate, may be issued as an
alternative to the existing cargo ship
safety certificates.
(j) In general the UK will model its
instructions for guidance of surveyors on
the Survey Guidelines under the
Harmonised System of Survey and
Certification (IMO Resolution A.746 (18)).
5. In complying with the provisions of
Regulation 5(1) of these regulations as they
apply to the Cargo Ship Safety Certificate,
the Certifying Authority should ensure that
they have in their possession declarations
of satisfactory survey before the issue of
the CSSC.
Relevant UK Legislation
6. The current provisions for survey and
certification under UK legislation are
contained in the following Statutory
Instruments :-
19995/1210 MS (Survey and Certification)
Regulations;
*1994/2264 MS (Gas Carriers) Regulations;
*1996/3010 MS( Dangerous or Noxious
Liquid Substances in Bulk)
Regulations;
1968/1053 MS (Load Line ) Rules;
*1996/2154 MS (Prevention of Oil Pollution)
Regulations.
7. To ensure full harmonisation of all the nine
convention certificates those regulations
marked with * require further minor
amendment after 8 June 2000 but this should
not affect the practical application of HSSC
provisions in the mean time.
Transitional arrangements
8. The current certificates that are on board a
particular ship on 8 June 2000 will remain in
force until they expire or until it is decided
to implement the HSSC on that ship.
9. The owner, in conjunction with the
administration and any recognised
organisation that issue certificates on their
behalf, will then agree a mutually convenient
date on which to implement the HSSC for the
ship. This will normally be the latest expiry
date of certificates issued under the SOLAS,
Loadline and MARPOL Conventions.
Alternatively a date may be agreed between
the shipowner or Company to coincide with
the expiry date of the Cargo Ship Safety
Construction Certificate or with the date of
dry docking, refit or repair.
Survey Policy Branch
Maritime and Coastguard Agency
Spring Place
105 Commercial Road
Southampton SO15 1EG
Tel: 023 80329518
Fax: 023 80329104
June 2000
MS 103/001/0214
5
10. In the case where an existing certificate has
expired before the introduction of the
harmonised system, a new certificate using
the form prescribed under the harmonised
system may be issued after the renewal
survey has been carried out. The validity of
the new certificate shall be limited to the date
of the introduction of the harmonised system
for that ship (as set out in paragraph 6).
11. On the agreed date, renewal surveys leading
to the issue of a complete set of new
certificates will be carried out and new
certificates issued under the harmonised
system. The anniversary date common to all
certificates should be specified. Renewal
surveys carried out within three months of
the date of the introduction of the harmonised
system shall be valid and the extent of
renewal surveys to be carried out shall take
account of the date and extent of the previous
renewal surveys if carried out recently.
12. The survey requirements, periods of validity
and extension provisions that form part of
the HSSC will then apply to each ship to
which the new certificates have been issued.
An executive agency of the Department of the
Environment, Transport and the Regions
 ANNEX

THE HARMONISED SYSTEM OF SURVEY AND CERTIFICATION

Diagrammatic Arrangement

Years 0 1 2 3 4 5

Months 0 9 12 15 21 24 27 33 36 39 45 48 51 57 60 63

PASSENGER R R R R R

SEC A A or P P or A A R

RADIO P P P P R

SAFCON A A or I I or A A R

IGC/GC A A or I I or A A R

IBC/BCH A A or I I or A A R

LOADLINE A A A A R

MARPOL A A or I I or A A R
Annex I

MARPOL A A or I I or A A R
Annex II A

Legend R Renewal P Periodical I Intermediate A Annual

 MERCHANT SHIPPING NOTICE

MSN 1769 (M)

INTERNATIONAL LABOUR ORGANIZATION CONVENTION

(ILO) 178 AND RECOMMENDATION 185 - CONCERNING
THE INSPECTION OF SEAFARERS WORKING AND
LIVING CONDITIONS
Notice to Ship Owners, Ship Operators, Managers, Manning Agents, Trade Unions and Seafarers

This notice should be read in conjunction with existing regulations

Summary
Key Notes:

The purpose of this Merchant Shipping Notice is to alert owners, operators, managers, manning
agents, trade unions and seafarers to the fact that the UK Government has ratified ILO Convention
178 and taken note of the associated Recommendation 185 concerning the inspection of seafarers
working and living conditions.

Ratification took place on 2 July 2003 and provisions become mandatory one year on - from 2 July
2004. ILO 178 Inspections will apply to UK seagoing vessels of 500 gross tonnage and over, including
seagoing tugs.
1
Inspections will be carried out at approximately 2 /2 yearly intervals. Where practicable these may
be arranged before 2 July 2004 to coincide with forthcoming ISM renewals

1 Introduction / Background a person who is employed in any capacity

1.1 The ILO is the United Nations body
responsible for setting international
s t a n d a rds for working and living
conditions. ILO Convention 178 requires
members to implement a formal inspection
regime to verify compliance with the
relevant national legislation and in the case
of merchant shipping, to ILO Convention
147 - the Merchant Shipping (Minimum
S t a n d a rds Convention). No new
regulations or penalties are introduced by
these measures. The term seafarer means
on board a seagoing ship to which this
Convention applies.
1.2 The Maritime and Coastguard Agency
(MCA) will implement a regular
inspection regime and apply the ILO
Recommendations to the Convention to
promote and ensure effective co-operation
between inspectors, ship owners, seafarers
and their respective organisations, in order
to maintain or improve seafarers working
and living conditions.

1
1.3 These requirements will apply to seagoing
ships of 500 Gross Tonnage and over,
including seagoing tugs and vessels such
as oil rigs and drilling platforms when
engaged in navigation. Throughout this
document the term ship or vessel also
includes seagoing tugs and such rigs
and platforms.
1.4 The existing inspection regime will
continue to apply to vessels below 500
gross tonnage not requiring these regular
inspections according to ILO 178.
2 Organisation of Inspections
2.1 The MCA will carry out inspections at
a p p roximately two and a half year
intervals but not exceeding the three years
stipulated by the Convention (and where
practical more frequently). Inspections can
be timed to coincide with International
Safety Management (ISM) Code audits
of individual ship Safety Management
Certificates (SMC) to minimise the
inconvenience to ship owners and Masters.
2.2 UK ratified this Convention on 2 July 2003
with a coming in to force date twelve
months later on 2 July 2004. Early
compliance with this Convention prior to 2
July 2004 is encouraged. Powers of
inspection exist now, and wherever
practicable MCA surveyors will carry out
such inspections prior to 2 July 2004 and
issue the new report of inspection which
will demonstrate compliance with ILO
178 Convention.
2.3 For ships joining the UK Register, the
MCAs intention is to carry out ILO 178
inspection at interim ISM audit as part of
the UKs flag-in process. Where this is not
undertaken directly by the MCA then there
will be a full ISM audit/ILO inspection
within six months undertaken by the MCA.
2.4 For ships not covered by the ISM Code
Audits, inspections will be carried out
in conjunction with other surveys or other
t a rgeted inspections carried out by
the MCA.
3 Scope of Inspections
3.1 The following areas will be subject to
inspection insofar as they are covered by
national laws and regulations many of
2
which have been based on the relevant ILO
Conventions, including ILO 147 - the
Merchant Shipping (Minimum Standards)
Convention:
Maintenance and cleanliness of
shipboard working and living areas.
Minimum Age
Articles of A g reement (Cre w
Agreements)
Food and Catering
Crew Accommodation
Recruitment
Manning
Qualifications
Hours of Work
Medical Certificates
Prevention of Occupational Accidents
Medical Care
Sickness and Injury Benefits
Social Welfare
Repatriation
Terms and Conditions of Employment
F reedom of Association/Right to
Organise
3.2 While the majority of the obligations under
the Convention are the responsibility of
the MCA to enforce some obligations
will fall in the purview of other
government departments.
4 Crew Complaints
4.1 If the MCA receives a complaint or obtains
evidence that a vessel does not conform to
Merchant Shipping legislation in respect of
seafarers working and living conditions,
actions will be taken to inspect the ship as
soon as practicable. All such matters will be
treated in strict confidence.
4.2 Masters, crew members, representatives of
seafarers or any other persons, wishing to
lodge a complaint should contact the local
MCA Marine Office (contact addresses and
telephone numbers attached) or for ships
outside the UK, the contact at the end of
this notice or the local UK consulate. Where
possible efforts should be made to use
the shipboard and company grievance
procedures first before taking this step.
4.3 If a complaint is received and the ship
cannot be inspected at a UK port within
a reasonably short period determined by
the seriousness of the complaint, this
information should be passed to the MCAs
 Inspection Branch. Arrangements will then
be made for an inspection to be carried
out on its behalf by a reliable authority.
Failing that, arrangements may need to be
made for a chargeable visit abroad by an
MCA surveyor.
5 Ship Construction
5.1 In cases of substantial changes in construction
or accommodation arrangements, the ship
must be inspected within three months from
such changes to ensure that seafare r s
working and living conditions have not been
adversely affected.
6 Inspections
6.1 Inspectors will be empowered to carry out
any examination, test or inquiry they
consider necessary to ensure that legal
provisions as provided by the Merchant
Shipping Acts are being strictly observed.
Where there is reason for example for an
Inspector to believe that products or cargo,
drinking water, provisions, materials and
substances used or handled are causing a
risk to working and living conditions, then
samples may be taken for analysis. In those
circumstances, the ships Master will be
informed and where appropriate, the
seafarers and/or their representatives.
6.2 Inspectors will provide an inspection
report and, if appropriate, re q u i re that
deficiencies are rectified according to
standard inspection reporting procedures.
6.3 The report will be given to the Master
of the ship. A copy of the report is to
be posted on the ships notice board for
the information of the seafarers. A copy
may also be sent to the seafarers
re p resentatives. A further copy of the
report will be retained by the MCA.
6.4 Where there are grounds to believe that a
deficiency constitutes a significant danger
to seafarers health and safety, the ship,
subject to a right of appeal, will, unless a
Prohibition or Improvement Notice is
issued in appropriate cases, be prevented
f rom leaving port until appro p r i a t e
remedial action has been taken. All
reasonable efforts will be made to avoid a
vessel being unreasonably detained
or delayed.
3
6.5 A fee, in accordance with the Merchant
Shipping (Fees) Regulations will be
charged for any inspection which results in
any re-visit to check that deficiencies have
been rectified.
6.6 Subject to paragraph 6.5 above, regular
inspections will be carried out free of
charge in cases where the inspection can
coincide with the ISM Code audit or other
regular survey carried out by MCA, as
explained in paragraph 2. In cases
where this has not been possible, for the
convenience of the ship owner, and an ILO
inspection is required overseas, the MCA
will charge a fee for the additional time and
expenses involved in having to carry out a
standalone inspection.
6.7 Inspectors will have discretion to give
warning and advice instead of instituting
or recommending formal proceedings.
6.8 Provisions for penalties already exist in
current legislation and will be applied as
appropriate.
7. Records of Inspections
7.1 The MCA will maintain re c o rds of
inspections. It will also publish an annual
report on inspection activities within six
months of the end of the year. At Annex 1
is a list of MCA local Marine Offices and at
Annex 2 an example of the report form to
be used.
7.2 Annex 3 provides guidance for surveyors
on the principles of application of this
Convention.
8. Monitoring
8.1 Ship owner and seafarer organisations will
be consulted by the MCA annually about
the application of these arrangements.
9. Further Information

9.1 Further information on the contents of this

Notice can be obtained from the address
below:

Inspection Branch
Maritime and Coastguard Agency
Bay 1/01, Spring Place
105 Commercial Road
SO15 1EG

Telephone: 023 8032 9 219

Fax: 023 8032 9 104
E-Mail: PSC_Headquarters@mcga.gov.uk

General enquiries: 24 Hour Info Line

infoline@mcga.gov.uk
0870 600 6505

MCA Website Address: Internet:

http://www.mcga.gov.uk

File Ref: MC 024/007/0051

Published: April 2004

Crown Copyright 2004

Safer Lives, Safer Ships, Cleaner Seas

4
Annex 1: MCA Marine Offices

East of England Region

DOVER MARINE OFFICE TYNE MARINE OFFICE

Maritime & Coastguard Agency Maritime & Coastguard Agency
Langdon Battery Compass House
Swingate Tyne Dock
DOVER South Shields
CT15 5NA Tyne & Wear
Tel: 01304 218500 NE34 9PY
Fax: 01304 218505 Tel: 0191 4969900
Fax: 0191 4969901

ORPINGTON MARINE OFFICE

Maritime & Coastguard Agency STOCKTON MARINE OFFICE
Central Court Maritime & Coastguard Agency
1 Knoll Rise 3rd Floor, Victoria House
ORPINGTON Pearson Court, Pearson Way
Kent Teesdale Park
BR6 0JA STOCKTON ON TEES
Tel: 01689 892807 TS17 6PT
Fax: 01689 890446 Tel: 01642 611040
Fax: 01642 614048

SOUTHAMPTON MARINE OFFICE

Maritime & Coastguard Agency GREAT YARMOUTH MARINE OFFICE
Spring Place Maritime & Coastguard Agency
105 Commercial Road 4th Floor,
SOUTHAMPTON Havenbridge House
SO15 1EG GREAT YARMOUTH
Tel: 02380 329 329 Norfolk
Fax: 02380 329 351 NR30 2HZ
Tel: 01493 841300
Fax: 01493 841334
HULL MARINE OFFICE (BEVERLEY)
Maritime & Coastguard Agency
Crosskill House
Mill Lane
BEVERLEY
HU17 9JB
Tel: 01482 866606
Fax: 01482 869989

HARWICH MARINE OFFICE

Maritime & Coastguard Agency
East Terrace
WALTON-ON-NAZE
Essex
CO14 8PY
Tel: 01255 682107
Fax: 01255 682108

5
Wales and West of England Region Scotland and Northern Ireland Region

CARDIFF MARINE OFFICE ABERDEEN MARINE OFFICE

Maritime & Coastguard Agency Maritime & Coastguard Agency
Anchor Court Marine House
Ocean Way Blaikies Quay
CARDIFF ABERDEEN
CF24 5JW AB11 5EZ
Tel: 029 2044 8822 Tel: 01224 597900
Fax: 029 2044 8810 Fax: 01224 571920

LIVERPOOL MARINE OFFICE BELFAST MARINE OFFICE

Maritime & Coastguard Agency Maritime & Coastguard Agency
Hall Road West Bregenz House
Crosby Quay Street
LIVERPOOL Bangor
L23 8SY BT20 5ED
Tel: 0151 9316600 Tel: 028 91475310
Fax: 0151 9316615 Fax: 028 91475321

MILFORD HAVEN MARINE OFFICE GLASGOW MARINE OFFICE

Maritime & Coastguard Agency Maritime & Coastguard Agency
Gorsewood Drive, Hakin Navy Buildings
MILFORD HAVEN Eldon Street
Pembrokeshire Inverclyde
SA73 3HB GLASGOW
Tel: 01646 699604 PA16 7QY
Fax: 01646 699606 Tel: 01475 553370
Fax: 01475 553357

FALMOUTH MARINE OFFICE

Maritime & Coastguard Agency LEITH MARINE OFFICE
Pendennis Point Maritime & Coastguard Agency
Castle Drive 1 Johns Place
FALMOUTH Leith
Cornwall EDINBURGH
TR11 4WZ EH6 7EL
Tel: 01326 310800 Tel: 0131 5545488
Fax: 01326 314331 Fax: 0131 5547689

PLYMOUTH MARINE OFFICE SHETLAND MARINE OFFICE

Maritime & Coastguard Agency Maritime & Coastguard Agency
New Fish Market, Baylys Wharf The Knab
Fish Quay Knab Road
PLYMOUTH LERWICK
PL4 0LH Shetland
Tel: 01752 266211 ZE1 0AX
Fax: 01752 225826 Tel: 01595 743514
Fax: 01595 696816

6
ANNEX 2 MSF 1656 Rev 10/03

The Master should arrange for a copy of this form to be posted on the ships notice board for the
information of the seafarers in accordance with Article 9 (1) of ILO Convention 178

REPORT OF INSPECTION OF
Page of
SEAFARERS WORKING AND Masters Copy /
Ships Copy /
MCA Copy
LIVING CONDITIONS

2. Name of Ship 6. IMO No: 6a. Official No: 5. CallSign:

4. Type of Ship 7. GT 8. Year of Build

9. Date of Inspection 10. Port of Inspection:

Scope of Inspection
No Area Conditions Deficiency Remarks
Examined (Y/N)
(X) (If yes see
MSF 1603
Form B)

1 Standard of maintenance & cleanliness

of living and working areas

2 Minimum age

3 Articles of Agreement
(Crew Agreements)

4 Food, catering, hygiene

5 Crew Accomodation

6 Recruitment

7 Manning

8 Qualifications

9 Hours of work

10 Medical examinations

11 Prevention of occupational accidents

12 Medical care

13 Sickness & injury benefits

14 Social welfare & related matters,

including Freedom of Association and
Right to Organise

15 Repatriation

16 Terms and conditions of employment

This report must be retained on board for a period of 3 years and must be made available for consultation by MCA officers at all times

MCA Office Address MCA Office Stamp Name

(duly authorised inspector (s)

Signature

Telephone +44 (0)

Fax + 44 (0)
Email mcga.gov.uk

This report has been issued solely for the purpose of informing the master, other seafarers and other port states that an inspection of working and
living conditions has been carried out in accordance with ILO 178 Convention. This report indicates the results of the inspection, which is a sampling
process and cannot be construed as a complete examination of every item or that it conforms compliance with any requirements other than required
by the ILO Convention.

7
Annex 3

Guidance for Surveyors

Inspection of Working and Living Conditions

Introduction

This document is primarily intended to provide guidance to surveyors but may be of value to ship
owners, managers, manning agents, masters and crew in providing information on the principles to be
observed and scope of inspections.

ILO Convention 178 and Recommendation 185 requires the UK to maintain a system of inspection of
seafarers working and living conditions.

Requirements apply to UK registered seagoing ships of 500 gt and over, including seagoing tugs but
excluding fishing vessels. (Note - the application of the Convention to Fishing Vessels is subject to
separate consultation).

The MCA will act as the UK central co-ordinating authority for the purposes of ILO 178 and in this respect
may need to advise other public institutions or Government Departments when a complaint has been
received or when an apparent breach of non - Merchant Shipping legislation is discovered. MCA will be
responsible for enforcement of Merchant Shipping legislation but does not have the authority for
enforcement for other national legislation. Responsibility for enforcement remains with the appropriate
authority and MCA will only act as informant or in a liaison capacity.

The Convention requires that ships be inspected at intervals not exceeding 3 years. It also requires ships
to be inspected if a complaint is received or there is evidence that a ship does not conform to existing
legislation in respect of seafarers working and living conditions. Additionally where substantial changes
in construction or accommodation arrangements occur, the ship should be inspected within 3 months of
such changes taking place.

ILO Recommendation 185 concerning the inspections of seafarers working and living conditions among
other things, recommends that inspectors should alert the central co-ordinating authority, if there are any
deficiencies or abuses not specifically covered by existing legal provisions. In this respect inspectors may
also submit proposals for the improvement of laws and regulations. As the MCA is the co-ordinating
authority, inspectors would if necessary inform the appropriate MCA Headquarters division.

More detailed guidance on working and living conditions is available from other sources such as the
Instructions for the Guidance of Surveyors (Survey of Crew Accommodation in Merchant Ships), various
Statutory Instruments, Marine Guidance Notices and Merchant Shipping Notices. The Manual for PSC
Officers and Inspection and Enforcement Policy also contain relevant guidance but are not available to
anyone outside MCA. Therefore wherever possible cross-references are given to relevant documents and
sections of various manuals which are available in the public domain.

Organisation of Inspections

Wherever possible inspections will be carried out at the same time as Safety Management (ISM) Code
Audits to minimise the inconvenience to ship owners and masters. For ships not covered by the ISM Code
Audits, inspections will be carried out in conjunction with other surveys or other targeted inspections.
Sufficient time should be allowed to carry out the inspection to a level that indicates compliance with the
various aspects. The time spent on the inspection will be non-chargeable unless a revisit is required or the
inspection needs to be carried out overseas at a time other than when other surveys or audits are required.
Inspections should be duly recorded under the appropriate MCA time recording number.

8
Scope of Inspections

Maintenance and cleanliness of shipboard working and living areas

Minimum Age
Articles of Agreement (Crew Agreements)
Food and Catering
Crew Accommodation
Recruitment
Manning
Qualifications
Hours of Work
Medical Certificates Prevention of Occupational Accidents
Medical Care
Sickness and Injury Benefits
Social Welfare
Repatriation
Terms and Conditions of Employment
Freedom of Association

While the majority of the obligations under the Convention are the responsibility of the MCA to enforce
some obligations will fall in the purview of other government departments. Where cross-departmental
enforcement of these obligations occurs Inspectors should seek to inform the appropriate authority
accordingly.

Records of Inspection

Inspectors should complete an ILO 178 specific inspection report (MSF 1656). If there are ILO related
deficiencies found, inspectors should also complete a general inspection report (MSF 1602/03) according
to standard inspection procedures, using the appropriate codes. The report(s) will then be given to the
Master of the ship. Members of crew must have access to the ILO 178 inspection report. The Inspector
should therefore ensure that a copy of MSF 1656 is posted on the ships notice board by the Master and
that he is informed accordingly. A copy may also be sent to seafarers representative where this is
requested and contact details are provided. A file copy of the ILO 178 inspection report will be retained
in the local marine office.

Inspectors should use discretion to give a warning and advice instead of instituting or recommending
formal proceedings. However if there are grounds to believe that a deficiency constitutes a significant
danger to seafarers health and safety, the ship, subject to a right of appeal, may be detained until
appropriate remedial action has been taken.

Confirmation should be sought from the owners that deficiencies have been rectified.

Fees

As previously stated a fee will be charged only in the case of a re-visit, or if the inspection needs to be
carried out overseas at a time other than when other surveys or audits are required. Ship owners should
be informed that the time required to complete a stand alone ILO inspection will be greater than if carried
out in conjunction with an ISM audit.

Maintenance and cleanliness of shipboard working and living areas

The Inspector should inspect conditions and standards of maintenance of all shipboard working and
living areas. Attention should be given to heating, ventilation, lighting systems and other aspects likely to
affect the safety and health of crewmembers. Where there is reason for example for an Inspector to believe
that products or cargo, provisions, materials and substances used or handled are causing a risk to working
and living conditions then samples may be taken for analysis. Taking samples for analysis is a specialised
activity and should not be carried out by Inspectors. The ships Master or company representative will be
informed before any such action is taken and where appropriate the seafarers or their representatives.

9
Minimum Age

No person below the age of 16 may be employed in any UK ship. Young persons between the age of 16
and 18 years may be employed subject to the following conditions.

The person is identified on the list of young persons

There are appropriate measures to protect young persons at work including a proper risk
assessment and that the person is fully informed
16-18 year olds may not work at night unless as part of an established training programme
Health monitoring required if person is required to work at night or the risk assessment shows
that the person is at risk
Rest periods of at least 12 consecutive hours in every 24 hr period and 2 days in every week
are provided
Valid medical certificate

SI 1998/2411 (MGN 88) - H&SW Employment of Young Persons Regulations

SI 2002/2125 Hours of Work Regulations
S.55 of MSA 1995

Articles of Agreement (Crew Agreements)

Crew Agreements must be MCA approved. They can be either standard pre approved agreements as
shown in MGN 148 or an agreement specifically approved by MCA (i.e non standard). Where further
advice is required, a copy can be sent to HQ Seafarers Health and Safety Branch who can provide further
specialist help.

The agreement or a certified copy should be aboard the vessel and a copy must also be posted where it
can be easily read by all crewmembers. Regulations require that a copy of crew lists be maintained at an
address in the UK.

Crew Agreements should be duly signed by shipowner/master and seafarers.

The Agreement should clearly state the rights and obligations of each party.
Full particulars of seafarers should be shown on the List of Crew, comprised in the crew
agreement including rates of pay.
Indefinite agreements must state the maximum period that a seafarer can be required to remain
on board between leave periods. Duty rosters may provide the details.
In certain circumstances, generally where vessels only spend short periods at sea e.g. dredgers,
tugs, sludge vessels, etc, an exemption from the requirement to have a crew agreement may be
granted. Current exemptions are included on the exemption database and are time limited. A
copy of the exemption is also required to be carried on the vessel to which it relates. There may
however be older cases where there is no time limit, or references to legislation are out of date.
Should such an exemption be found HQ Seafarers Health and Safety Branch should be advised
to enable them to follow the matter up with the vessel operator.
Where crew work a regular rota of work/leave, e.g. ferries, tugs etc, a dispensation may be
granted to permit them to go on leave/return from leave without having to sign on/off the crew
agreement. Current dispensations are time limited but older ones are not. A copy of the
Dispensation is required to be carried on the vessel to which it relates. Should an older
Dispensation be found HQ Seafarers Health and Safety Branch should be advised to enable
them to follow the matter up with the vessel operator.

SI 1991/2144 - Crew Agreements, Lists of Crew and Discharge of Seamen Regulations

MGN 148 - Approval of Crew Agreements

10
Food Catering and Hygiene

Account should be taken of the number of persons on board the vessel and that conditions enable a
satisfactory standard of hygiene operation and food safety based on cleanliness, personal hygiene,
temperature control and food segregation.

If there are grounds to suspect that food or fresh water is not fit for human consumption and that it would
be appropriate to have samples taken and analysed, then Inspectors should contact the local Port Health
Office. Taking samples for analysis is a specialised activity and should not be carried out by Inspectors.
The ships Master or company representative will be informed before any such action is taken and where
appropriate the seafarers or their representatives.

The following points should be considered during inspections.

General condition of catering spaces, furniture, equipment, fittings, lighting, ventilation and
gutters/scuppers/grease traps.
Entire areas should be easy to clean.
Cleanliness of catering personnel and suitable provision for washing and drying hands.
Sufficient equipment to store, prepare and serve food and clean the galley.
Measures taken to minimise the risk of harmful food contamination.
Sufficient amount of food aboard for the duration of the next voyage
Condition and variety of food.
Meat store should be kept at a minimum 18.
Proper procedures for defrosting meat.
Inspect records if available to provide evidence of good practice.
Food Hygiene training and qualifications.

SI 1989/102 - Provisions & Water Regulations

MGN 61 - Hygiene Guidelines

Crew Accommodation

Crew accommodation should comply with ILO Conventions 92 and 133 and reference should be made to
the crew accommodation Instructions for the Guidance of Surveyors. The crew accommodation should be
so arranged to ensure adequate security, protection against weather and sea and insulation from heat or
cold, undue noise and other air-borne pollution. If a crew accommodation exemption exists it should be
checked to ensure that it is current and has an expiry date. Unlimited exemptions relating to crew
accommodation are no longer valid and should be referred to HQ Seafarers Health and Safety Branch for
appropriate action regarding replacement. Records of when the master last inspected the accommodation
should be kept.

Crew Cabins

Ventilation should maintain a satisfactory air condition.

Heating system shielded if necessary to avoid danger.
Shielded lighting including a reading lamp at the head of each berth.
Watertight integrity at cabin porthole/deadlight
Sufficient floor area
Access to cabins is not direct from other working and store spaces
Berths should be provided with a spring bottom or spring under mattress and a top mattress of
a suitable material, or a suitably resilient mattress fitted on a ventilated base.
F u r n i t u re and fittings in cabins should provide a reasonable level of comfort and
facilitate tidiness.

11
Mess-rooms and Recreational Spaces

Size of mess-room, equipment, tables and seats should be sufficient for the number of persons likely to
use it at any one time. If recreational facilities are not provided separately from the mess room, it should
provide additional facilities for reading and writing. Working facilities in the mess-room should include:

Cold drinking water supply

Sink
Kettle or water boiler
Refrigerator
Toaster

On ships of 8000 tons and over, there should be facilities for watching films and television, a separate
hobbies and games room, and where practicable a separate swimming pool.

In every ship, deck space permanently reserved for the use of the crew for recreational purposes to be
provided on an open deck. The space should be adequate with regard to the number of crew and the size
of the ship.

Sanitary Facilities

Sanitary accommodation should have sufficient lighting, heating and ventilation and provide adequate
drainage with cold and hot fresh water available in all wash spaces. Decks, bulkheads, partitions etc
should be impervious to damp and easily cleaned.

Where there are no private/semi private sanitary accommodation for crew, the following ratio should be
applied. One shower, washbasin, mirror and toilet should be provided for every 6 persons or less.
Minimum number of toilets: under 800 tons - 3 toilets, 800 tons or over but under 3,000 tons - 4 toilets,
3,000 tons or over - 6 toilets.

Hot and cold hand wash and drying facilities

Toilet exhaust ventilation should be independent and direct to the open air
Toilets should have an ample flush of water, independently controlled
Sufficient screening to ensure privacy
Anti-scalding mixing valve for showers
Adequate drainage to ensure the free discharge of water from deck.

Where women seafarers are on board, there ought to be facilities for disposal of used sanitary towels and
supplies of sanitary towels in the stores.

Facilities for Washing and Drying Clothes (Wash Room)

Suitable sinks and washing machines with an adequate supply of cold and hot fresh water
Drying machines and/or room adequately heated and ventilated with means for
hanging clothes
Sufficient ventilated compartments/lockers for hanging oilskins.

Miscellaneous Items relating to Crew Accommodation

Sickbay/Hospital required for a ship which is intended to be at sea for a continuous period of more than
3 days and with a crew of 15 or more persons. WC and washbasin should be provided within the confines
of the hospital accommodation. The hospital must not be used as an extra cabin.

Secure medical locker suitable for the storage of medicines.

Lockers for oilskins and working clothes should be well ventilated accommodation outside but
convenient to cabins.

12
Mosquito Protection - if ships are trading to mosquito-infested ports, suitable screening should be
available to be fitted to all doors, ventilators etc capable of being opened.
Offices - in every ship of 3,000 tons or over, two appropriately furnished rooms to be provided solely for
use as offices.

Masters Inspections - weekly and recorded in Official Log Book

Vermin - if there are signs of cockroach or other vermin check to establish control measures in place.

SI 1997 No 1508 - Crew Accommodation Regulations

MSN 1214 Recommendation to prevent Freshwater Contamination
Crew Accommodation Instructions - various Sections in Chapter 2

Supply of Drinking Water and Fresh Water

Ships often use shoreside hoses, if possible check that they are watertight and stored and capped in a
secure area. Physically check quality of water at random using different outlets. It should be fresh, clear
and without taint. Maintenance records - in a complex system there should be documentary evidence
available detailing maintenance arrangements for each tank and principal unit in the system. Records of
when the water was last chlorinated should be checked. Failure to keep records could be a deficiency
issue. Other points to note.

Hot water should be stored at a temperature of at least 60C* and delivered at tap outlet at a
temperature no higher than 50C to avoid scalding.
Piping should be insulated where hot and cold pipes run together
Storage tanks should be cleaned and disinfected at 12 monthly intervals
Shower heads to be regularly cleaned and disinfected (recommend 3 monthly intervals)

* SI 1997/1508 - MS Crew Accommodation Regulations requires a constant temperature of at least

66C but other official sources stipulate 60C.
MSN 1214 Recommendations to Prevent Freshwater Contamination
MSN 1401 - Disinfecting Fresh Water
WHO Guide to Ship Sanitation (New Guide currently in draft form)
BS EN ISO 15748-1:2002
BS EN ISO 15748-2:2002
HSC Approved Code of Practice - The Control of Legionella Bacteria in Water Systems

Air Conditioning Systems

In complex systems there should be documentary evidence available detailing maintenance

arrangements. Filters should be inspected weekly and cleaning is recommended at intervals of not more
than 3 months.

MGN 38 + Amend Contamination of Ships AC system by Legionella bacteria

HSE Approved Code of Practice - The Control of Legionella Bacteria in Water Systems

Waste Disposal

If applicable the shipboard incinerator should meet the standard specification developed by IMO. Look
for evidence of maintenance of sewage treatment facilities.

13
 MGN 143 - Marpol 73/78 Annex VI

Garbage - suitable secure storage arrangements for retention of garbage (this is particularly relevant on
passenger ships). Food Waste - disposal into the sea not less than 12 miles from land or not less than 3
miles if passed through a suitable grinder.

SI 1998/1377 Prevention of Pollution by Garbage Regulations

MSN 1720 - As above

Recruitment

Employment agencies operating in the UK including those recruiting seafarers, are required to meet the
minimum standards of conduct established under the Employment Agencies Act 1973 and associated
regulations. This legislation seeks to protect those using agency services.

Manning

According to Safe Manning Document

SI 1997/1911 - Training, Certification and Safe Manning Regulations

SI 1997/1320 + SI 2000/484 - Safe Manning, Hours of Work and Watchkeeping Regulations
+ MSN 1767 - Safe Manning, Hours of Work and Watchkeeping
MSF 4232 - Safe Manning Document for a UK Registered Sea-going Ship

Qualifications and Training

All according to STCW 1995 standards and the ISM Code (section 6).

SI 1970/294 - Certificate of Competency as AB Regulations

SI 1981/1076 - Ships Cooks Regulations
SI 1997/348 + SI 1997/1911 - Training and Certification Regulations
Various MGNs

Hours of Work

Minimum hours of rest to be not less than 10 hours in any 24 hour period, and 77 hours in any 7 day
period. Daily Minimum Hours of rest may be divided into no more than 2 periods, one of which should
be at least 6 hours in length and the interval between consecutive period of rest is not to exceed 14 hours.

There is no provision for exemptions from the Regulations but exceptions to the hours of rest based on a
collective agreement or a workforce agreement may, subject to certain conditions, be authorised by
the MCA.

A table or schedule of duties setting out the hours of work and rest periods should be posted up and
records of hours of rest maintained for each seafarer serving on the ship.

Guidance on Fatigue Mitigation and Management is contained in IMO Circular MSC 1014, available
under Publications on MCAs web site (www.mcga.gov.uk).

14
In some cases Inspectors may come across a complete lack of records or potentially falsified records.
In such cases it may be useful to refer to the IMO Circular as an aid to understanding and recognising
signs of fatigue amongst crew

SI 1997/1320 - Safe Manning, Hours of Work and Watchkeeping Regulations

SI 2000/484 - Amendment to above
SI 2002/2125 + MSN 1767 - Hours of Work Regulations

IMO MSC Circular MSC/Circ 1014 of 12 June 2001 - Guidance on Fatigue

Mitigation and Management.

Medical Certification All seafarers to have valid medical certificate. Period of validity 2 years unless
young person under 18 in which case it is one year.

SI 2002/2055 - Medical Examination Regulations

MSN 1765 - Seafarer Medical Examination system and Medical and Eyesight Standards
MGN 219 - Seafarers Medical Examinations - Guidance for Employers and Manning Agencies
MGN 112 - New and Expectant Mothers

Prevention of Occupational Accidents

The importance of good housekeeping in the prevention of all types of accidents and conditions likely to
be injurious to health should be given proper priority in the training of every member of the crew. Key
areas to specify measures for the prevention of accidents are listed. Check risk assessments and if
appropriate health surveillance (see comments under Medical Care).

Structural features of the Ship

Machinery
Noise and air pollution
Special safety measures on and below deck
Loading and unloading equipment/cargo
Fire prevention and fire-fighting
Anchors, chains and lines
Dangerous cargo and ballast
Personal protective equipment for seafarers
Health & Safety Committee

SI 1988/1641 - Safe Movement aboard Ships

SI 1988/1636 - Guarding of Machinery and Electrical Equipment
MSN 1415 - CoP for Noise Levels in Ships
IMO CoP - Noise Levels on Board Ships (Recommendations only)
SI 1988/1637/1638 - Means of Access and Entry into Dangerous Spaces
SI 1988/1639 - Hatches and Lifting Plant
SIs 1998/1011/1012 and 1999/992 - Fire Protection
SI 1998/2857 + MGN 90 - Manual Handling Regulations
SIs 1994/2464, 1996/3010, 1997/2367, 1998/1153 - Dangerous Cargo and Ballast
SI 1999/2205 + MSN 1731- PPE for Seafarers
SI 1997/2962 + MGN 20 - Health & Safety at Work Regulations
Code of Safe Working Practices for Merchant Seafarers

15
Injuries resulting from slip, trip and fall accidents continue to be the most common kind of non-fatal major
injury to all workers and evidence should be available to show that all reasonable precautions are taken
to minimise such accidents. For example possible hazards should be conspicuous by means of colouring,
marking or lighting. Walkways on deck should be delineated by painted lines and indicated by signs.
Lifelines should be available to be rigged securely across open decks when rough weather is expected.
Open hatches should be protected by means of a fence.

Personal Protective Equipment (PPE) should be carefully checked to ensure that crew are provided with
suitable gear or clothing according to EN or BS standards, that it is properly maintained and that it is
appropriate to any process or activity involving a reasonably foreseeable risk. Crew must receive adequate
training so that they are aware of the risks against which the PPE is designed to protect them and they
should be able to demonstrate their knowledge on how and when to use it.

An effective safety committee regime on board should encompass these areas. On every ship where more
than 5 workers are employed, there should be a safety officer, a safety representative and a safety
committee. There should be a clear link between ship and shore to ensure health and safety issues arising
are fully considered and that the appropriate rectifying action is taken where required. Minutes of
meetings should provide a reliable source of current issues.

Medical Care

Health surveillance is required where young persons are required to work at night or the risk
assessment shows that the young person is at risk. Also when risk assessments for all persons identify
that:

A particular work activity may cause ill health

An identifiable disease or adverse health conditions is related to the work
Recognised testing methods are available for early detection of an occupational disease
or condition
There is a reasonable likelihood that a disease or condition may occur in relation to particular
working conditions
Surveillance is likely to further the protection of workers health

Medical Care - Other

Medical Stores
Copy of Ship Captains Medical Guide
Validity of Medical certificates
Qualified doctor if there are more than 100 persons on board and ship is on international voyage
of more than 3 days or on a voyage where it is more than one and a half days sailing time from
a port with adequate medical equipment.
Hospital if required - note ships of 500 grt and over carrying a crew of 15 or more and engaged
in a voyage of more than 3 days duration (not coastal voyages) to have separate hospital.
Medical, dental or optical treatment availability

MGN 20 - Annex 2 - Health Surveillance

MGN 91 - Training and Certification Guidance - Part 1 CoC for General Requirements
for Certification and Medical Fitness
MSN 1768 - Medical Stores
SI 1995/1803 - Ships Doctors Regulations

Sickness and Injury Benefits

Seafarers who are resident or domiciled in the UK are covered by domestic legislation. European and
other nationality seafarers may be covered by their own domestic legislation

16
Social Welfare and Related Matters

Unless indicated otherwise in this guidance MCA is not responsible for the enforcement of welfare
matters beyond protecting seafarers safety and health consideration. Such welfare matters may be the
responsibility of other government departments to which they should be referred. There may also be
welfare matters which fall outside of legislation. For such issues it may be more appropriately dealt with
by voluntary organisations such as the unions (e.g NUMAST and RMT) or the various seafarers missions
(e.g Mission to Seafarers, Apostleship of the Sea, British or International Sailors Society etc) or the
Merchant Navy Welfare Board, which is an umbrella organisation with membership of shipowners,
unions and maritime welfare organisations.

Repatriation

Several conditions apply but in general the employer is responsible for repatriation costs and for the
seafarers relief and maintenance until his return. The employer will not be liable if a seafarer is absent for
a period of more than 3 months from the date he was left behind if, during that period, the employer did
not know and could not reasonably have known of the seafarers whereabouts. Wages due to be paid by
the employer or Master within 28 days from the time he was repatriated.

There is also provision under Section 73 of the Merchant Shipping Act for a proper officer or
superintendent to make the necessary provisions for the return, relief and maintenance of a seafarer
shipwrecked or left behind when the employer fails to make sufficient provision.

SI 1979/97 - Repatriation Regulations

Terms and Conditions of Employment

Unless specific reference is made elsewhere (for example in relation to Crew Agreements), enforcement of
matters concerning wages and other conditions of employment are not the responsibility of MCA, but
where appropriate other organisations should be informed. The following information does however
apply. MS Regulations provide for at least 4 weeks paid annual leave.

Freedom of Association and Protection of the Right to Organise (ILO Convention 87) The Right to
Organise and Collective Bargaining (ILO Convention 98)

Although not implemented by UK Merchant Shipping legislation, both ILO Conventions have been
ratified by the United Kingdom and are covered by domestic legislation. The Conventions make various
provisions, including the following.

Workers and employers have the right to establish and to join organisations of their own
choosing without previous authorisation.

Workers to enjoy adequate protection against acts of anti-union discrimination in respect of

their employment.

Where necessary, measures shall be taken to encourage and promote the full development for
voluntary negotiation between respective parties or parties organisations to regulate terms and
conditions of employment by means of collective agreement.

While there is no absolute legal right for officials of seafarers representatives organisations to
board ships this is in fact common. Such arrangements are a matter between the shipping
company and the representative organisations concerned. However, Inspectors should note in
the Report any difficulties representatives of seafarers have in being permitted access to ships,
taking account of any security issues.

17
Inspectors should also be aware of the following points based on advice from the Department of Trade
& Industry and legal advice by DfT lawyers.

There is nothing in the ILO Conventions that compels an employer to bargain collectively.

By tradition industrial relations in the UK are based on voluntary principles.

Article 1(7)(c) of ILO 178 defines the term legal provisions to include collective agreements
upon which the force of law is conferred. In the UK collective agreements are generally
voluntary arrangements entered into between employer and trade union representatives.

Practice in the UK is to incorporate the terms of collective agreements into individual contracts
of employment which are legally enforceable through civil action only. There are no powers
therefore to enforce collective bargaining agreements under this Convention.

Handling of complaints

Where a complaint by one or a number of persons has been made and this has come via a Marine Office
in accordance with advice contained in MSN 1769 or it arises during inspection it should be investigated.
Inspectors should establish that an effort has been made to use the shipboard and company grievance
procedures first where this is in place. If a complaint is received and the ship cannot be inspected at a UK
port within a reasonably short period determined according to the seriousness of the complaint, this
information should be passed to Inspection Branch at Spring Place. Arrangements will be made for an
inspection to be carried out on the MCAs behalf by a reliable authority. Failing that arrangements may
need to be made for a chargeable visit abroad by an MCA surveyor.

Survey Policy
Directorate of Operations

April 2004

18
 MARINE GUIDANCE NOTE

MGN 70 (M)

Guidelines on the allocation of responsibilities

to seek the successful resolution of stowaway cases
Notice to shipowners, operators, charterers, managers, shipping agents, port authorities,
masters and ships officers

This Guidance Note supersedes Merchant Shipping Notice No 1660

Summary

This note reminds all seafarers of the continuing need for vigilence against stowaways and provides
practical advice on procedures to follow if a stowaway is found on board.

Key Points

Pay particular attention to the need for adequate searches, especially when a hold is to be sealed
and/or fumigated.

Provide feedback on the practical effectiveness of the guidelines.

1. MGN 1660 included at its annex Guidelines
on the allocation of responsibilities to seek the
successful resolution of stowaway cases.
These guidelines had been prepared by the
Facilitation Committee of the International
Maritime Organization (IMO) in 1996. As
anticipated in MGN 1660 they were
subsequently put to the IMOs Assembly in
1997 for formal adoption.
2. The guidelines, as included in MGN 1660,
were adopted by the IMO Assembly with
only one significant amendment. A new
clause has now been included at paragraph
4.5 raising awareness of the dangers to
stowaways who hide in a hold which is
subsequently sealed and/or fumigated. The
guidance points out that an aqequate search
might minimise the risk of having to deal
with a stowaway case and might also save the
life of the stowaway. This concern was first
raised by the UK following a spate of
incidents involving the arrival of dead
stowaways at UK ports. In all of these
incidents the stowaways died in appalling
conditions after having been trapped in holds
which were sealed and fumigated.
3. The full revised guidelines are reproduced at
annex to this MGN, together with a covering
IMO Assembly resolution which urges
worldwide implementation. The Department
of the Environment Transport and the
Regions (DETR) supports these guidelines as
a means of providing practical and user
friendly advice on procedures to be followed
by all parties concerned in order that the
return or repatriation of a stowaway may be
achieved in an acceptable and humane
manner. In particular we would urge UK
owners, and any party acting on their behalf,
to pay particular attention to the need for
adequate searches when a hold is to be sealed
and/or fumigated.

1
4. Recipients of this MGN will note that the final
clause to the Assembly resolution requests
the Facilitation Committee of the IMO to
continue to monitor the effectiveness of the
guidelines and to consider further action, as
necessary. It will be important, therefore, for
governments to receive feedback from users
on how effective the guidelines are in
practice, as well as suggestions for
improvements. The DETR therefore
encourages users to provide feedback on the
practical effectiveness of these guidelines.
This information, as well as any questions
relating to the application of these guidelines
should be addressed to:

Department of the Environment,

Transport and the Regions
Shipping Policy 2A
Zone 4/15
Great Minster House
Westminster
LONDON SW1P 4DR

Tel: (0171) 890 5427

Fax: (0171) 676 2179

July 1998
Crown Copyright 1998

ISPB 9/5/1

An executive agency of the Department of the

Environment, Transport and the Regions

2
 STOWAWAYS

IMO GUIDELINES ON THE ALLOCATION OF RESPONSIBILITIES TO SEEK THE SUCCESSFUL

RESOLUTION OF STOWAWAY CASES, ADOPTED BY IMO ON 27 NOVEMBER 1997

1. Masters, shipowners (including any persons or party acting on behalf of the owner of the vessel),
port authorities, national administrations, and other bodies including security operators all have a
responsibility to cooperate to prevent illegal access to the vessel while it is in port. However, no matter
how effective routine port and ship security is, there will still be occasions when stowaways gain access
to vessels, either secreted in the cargo or by surreptitious boarding.

2. For the purposes of the Guidelines a stowaway is defined as a person who is secreted on a ship,
or in cargo which is subsequently loaded on the ship, without the consent of the shipowner or the master
or any other responsible person and who is detected on board after the ship has departed from a port,
and is reported as a stowaway by the master to the appropriate authorities.

3. The resolution of stowaway cases is difficult because of different national legislation in each of
the potentially several countries involved: the country of embarkation, the country of disembarkation, the
flag state of the vessel, the country of apparent, claimed or actual nationality/citizenship of the stowaway,
and countries of transit during repatriation.

4. There are, however, some basic principles which can be applied generally. These are as follows:

4.1 A recognition that stowaways arriving at or entering a country without the required
documents are, in general, illegal entrants. Decisions on dealing with such situations are the
prerogative of the countries where such arrival or entry occurs.

4.2 Stowaway asylum-seekers should be treated in compliance with international protection

principles as set out in international instruments (the UN Convention relating to the Status of
Refugees of 28 July 1951 and the UN Protocol relating to the Status of Refugees of 31 January
1967) and relevant national legislation.

4.3 The shipowner, and his representative on the spot, the master, as well as port authorities
and national administrations should co-operate as far as possible in dealing with stowaway
cases.

4.4 Shipowners, and their representatives on the spot, the masters, as well as port
authorities and national administrations should have security arrangements in place which, as far
as practicable, will prevent intending stowaways from getting aboard a ship or, if this fails, will
detect them before a ship arrives in port. Where national legislation permits, national authorities
should consider prosecution of stowaways for trespassing upon or damaging the property of the
shipping company, or the cargo.

4.5 Countries should admit returned stowaways with full nationality/ citizenship status of that
country or a right of residence.

4.6 The country of the original port of embarkation of a stowaway should normally accept the
return of such a stowaway for examination pending final case disposition.

4.7 Every effort should be made to avoid situations where a stowaway has to be detained on
board a ship indefinitely. In this regard countries should co-operate with the shipowner in
arranging the return of a stowaway to an appropriate country.

4.8 Stowaway incidents should be dealt with humanely by all parties involved. Due
consideration must always be given to the operational safety of the ship and the well-being of the
stowaway.
5. As a first step in addressing the issue, a framework of the various responsibilities, rights and
liabilities of the parties involved needs to be identified and agreed. The following allocation of
responsibility is suggested:

5.1 The master

5.1.1 to make every effort to determine immediately the port of embarkation of the
stowaway

5.1.2 to make every effort to establish the identity, including the nationality/ citizenship
of the stowaway

5.1.3 to prepare a statement containing all information relevant to the stowaway, in

accordance with information specified in the standard document annexed to these
Guidelines, for presentation to the appropriate authorities

5.1.4 to notify the existence of a stowaway and any relevant details to his shipowner
and appropriate authorities at the port of embarkation, the next port of call and the flag
state

5.1.5 not to depart from his planned voyage to seek the disembarkation of a stowaway
to any country unless repatriation has been arranged with sufficient documentation and
permission for disembarkation, or unless there are extenuating security or compassionate
reasons

5.1.6 to ensure that the stowaway is presented to appropriate authorities at the next
port of call in accordance with their requirements

5.1.7 to take appropriate measures to ensure the security, general health, welfare and
safety of the stowaway until disembarkation.

5.2 The shipowner or operator

5.2.1 to ensure that the existence of, and any relevant information on, the stowaway
has been notified to the appropriate authorities at the port of embarkation, the next port of
call and the flag state

5.2.2 to comply with any removal directions made by the competent national
authorities at the port of disembarkation.

5.3 Country of First Scheduled Port of Call after Discovery of the Stowaway (Port of
Disembarkation)

5.3.1 to accept the stowaway for examination in accordance with the national laws of
that country and, where the competent national authority considers that it would facilitate
matters, to allow the shipowner and his named representative and the competent or
appointed P&I Club correspondent to have access to the stowaway

5.3.2 to consider allowing disembarkation and provide, as necessary and in

accordance with national law, secure accommodation which may be at the expense of
the shipowner or agents where:

.1 a case under 5.3.1 is unresolved at the time of sailing, or

 .2 national authorities are satisfied that arrangements have been made and
will be effected for the early return or repatriation of the stowaway by other
means (which may be at the expense of the shipowner or agents) or

.3 presence on board would endanger the safe operation of the vessel.

5.3.3 to assist, as necessary, in the identification of the stowaway and the

establishment of his or her nationality/citizenship

5.3.4 to assist, as necessary, in establishing the validity and authenticity of a

stowaway's documents

5.3.5 to give directions for the removal of the stowaway to port of embarkation, country
of nationality/citizenship or to some other country to which lawful directions may be
made, in co-operation with the shipowner and his nominated representative

5.3.6 in co-operation with the shipowner and his nominated representative to discuss
repatriation or removal arrangements or directions with the master/shipowner or their
appointed representatives, keeping them informed, as far as practicable, of the level of
detention costs while keeping these to a minimum

5.3.7 to consider mitigation of charges that might otherwise be applicable when

shipowners have co-operated with the control authorities to the satisfaction of those
authorities in measures designed to prevent the transportation of stowaways

5.3.8 to issue, if necessary, in the event that the stowaway has no identification and/or
travel documents, a document attesting to the circumstances of embarkation and arrival
to enable the return of the stowaway either to his country of origin, to the country of the
port of embarkation, or to any other country to which lawful directions can be made, by
any means of transport

5.3.9 to hand over the letter to the transport operator effecting the removal of the
stowaway

5.3.10 to take proper account of the interests of, and implications for, the shipowner or
agent when directing detention and setting removal directions, so far as is consistent with
the maintenance of control, its duties or obligations to the stowaway under the law and
the cost to public funds.

5.4 The Country of the Original Port of Embarkation of the Stowaway (i.e. the Country where
the stowaway first boarded the ship)

5.4.1 to accept any returned stowaway having nationality/citizenship or right of

residence

5.4.2 to accept, in normal circumstances, a stowaway back for examination where the
port of embarkation is identified to the satisfaction of the authorities of the receiving
country

5.4.3 to apprehend and detain the stowaway, where permitted by national legislation, if
the stowaway is discovered before sailing, either on the vessel or in cargo due to be
loaded; to refer the intended stowaway to local authorities for prosecution, and/or, where
applicable, to the immigration authorities for examination and possible removal; no
charge to be imposed on the shipowner in respect of detention or removal costs and no
penalty to be imposed
 5.4.4 to apprehend and detain the stowaway, where permitted by national legislation, if
the stowaway is discovered while the vessel is still in the territorial waters of the country
of embarkation, or in another port in the same country, (not having called at a port in
another country in the meantime) no charge to be imposed on the shipowner in respect of
detention or removal costs and no penalty to be imposed.

5.5 The Apparent or Claimed Country of Nationality/Citizenship of the Stowaway

5.5.1 to make every effort to assist in determining the identity and

nationality/citizenship of the stowaway and to document the stowaway accordingly once
satisfied that the stowaway does hold the nationality/ citizenship claimed

5.5.2 to accept the stowaway where nationality/citizenship is established.

5.6 The Flag State of the Vessel

5.6.1 to be willing, if practicable, to assist the master/shipowner or the appropriate

authority at the port of disembarkation in identifying the stowaway and determining his or
her nationality

5.6.2 to be prepared to make representations to the relevant authority to assist in the

removal of the stowaway from the vessel at the first available opportunity

5.6.3 to be prepared to assist the master/shipowner or the authority at the port of

disembarkation in making arrangements for the removal or repatriation of the stowaway.

5.7 Any Countries of Transit during Repatriation

5.7.1 to allow, subject to normal visa requirements, the transit through their ports and
airports of stowaways travelling under the removal instructions or directions of the
country of the port of disembarkation.
 APPENDIX
STOWAWAY DETAILS

SHIP DETAILS

Name of Ship
IMO Number
Flag
Company
Company address
Agent in next port
Agent address
IRCS
Inmarsat Number
Port of registry
Name of Master Photograph of Stowaway

STOWAWAY DETAILS

Date/time found on board Emergency passport number

Place of boarding When issued
Country of boarding Where issued
Time spent in country of boarding Date of expiry
Date/time of boarding Issued by
Intended port of destination
Intended final destination (if different) Home address
Stated reasons for boarding the ship
Home town
Surname Countryof domicile
Given name Profession(s)
Name by which known Employers (Names and addresses)
Religion
Gender Address in country of boarding
Date of birth
Place of birth Height (cm)
Claimed nationality Weight (kg)
ID document type Complexion
Colour of eyes
Passport number Form of head/face
When issued Marks/characteristics (e.g. scars, tattoos etc.)
Where issued
Date of expiry First language
Issued by Spoken Read Written

ID Card number Other languages

When issued Spoken Read Written
Where issued
Date of expiry Marital status
Issued by Name of spouse
Nationality of spouse
Seamans book number Address of spouse
When issued
Where issued Names of parents
Date of expiry Nationality of parents
Issued by Address of parents
 OTHER DETAILS

Method of boarding, including other persons involved (e.g. crew, port workers etc.), and whether they
were secretaed in cargo/container or hidden in the vessel:

Inventory of stowaways possessions

Was the stowaway assisted in boarding the vessel, or assisted by any member of the crew? If so, was
any payment made for this assistance?

Other information (e.g. names and addresses of colleagues, community leader e.g. mayor, tribal chief,
contacts in other parts of the world

Statement made by stowaway

Statement made by master (including any observations on the credibility of the information provided by
the stowaway

Date of interview

Stowaways signature Masters signature

Date Date
 MERCHANT SHIPPING NOTICE

MARINE SAFETY AGENCY No. M.1634

Certificates of Competency, Licences & Vocational

Certificates

Vocational Qualifications Route to Certification

Notice to Owners, Masters, Skippers, Deck and Engineer Officers and Ratings of Merchant
Ships and Fishing Vessels, and those concerned with Maritime Training.

INTRODUCTION and success in oral, and where appropriate,

written or practical examinations. Following
In the past, every Department of Transport Certificate of successful examination, a Certificate or Licence
Competency (for Deck or Engineer Officer), Licence is issued to testify that the seafarer is competent
(for Marine Engine Operator) to serve at the level described by that Certificate
and vocational Certificate (for Efficient Deck or Licence.
Hand, Able Bodied Seaman or Motorman) has
been granted on the basis of a candidates completion of 1.1 As the requirement is for the seafarer to prove
specified seatime, success in oral, competence rather than academic ability,
and where appropriate, written or practical examinations, Vocational Qualifications (VQs) provide a more
and the production of certain ancillary Course pragmatic method of evaluation, and are being
Certificates. In line with modern thinking and introduced for seafarers.
Government policy on competence evaluation, and in
order to produce a more meaningful and accurate VOCATIONAL QUALIFICATIONS (VQS)
assessment of seafarers ability to perform their
professional duties, the Vocational Qualification (VQ) 2 VQs may be described as statements of competence
route to certification is being introduced. relevant to the roles performed
by individuals in various areas of
employment. The Merchant Navy Training Board
This M-Notice outlines the concept and the procedures (MNTB) and the Sea Fish Industry Authority
for the incorporation of VQs into the Merchant Shipping (SEAFISH), on behalf of the
and Fishing Vessel merchant shipping and the sea fishing industries
certification systems alongside the existing respectively, have analysed all the functions
system of Department of Transport Certificates undertaken by seafarers of the
and Licences. Deck and Engineering disciplines in the Merchant
Navy and Fishing Fleet and
BACKGROUND produced a detailed analysis of the work, the
knowledge and skills required and the competences
1 For the safety of life at sea and the prevention of to be demonstrated by those proficient in the tasks
pollution, there has always been a need for every involved. The various competences are organised
seafarer to have a level of competence that will into units; a number of units together make a
enable duties to be carried out effectively and Vocational Qualification (VQ). Thus, VQ units
safely. The traditional are the building blocks of a flexible
method of testing competence is based upon qualification
completion of a minimum period of seatime

1
 system tailored to the needs of the industry and the Qualifications ( SVQs) in Scotland, and the Business
attributes of individuals, using common components & Technology Education Council (BTEC) who
wherever possible. Where appropriate, units are award National Vocational Qualifications (N VQs)
transferable between qualifications in different in England, Wales and Northern Ireland. There is no
industries and are nationally recognised. The difference in
concept of demonstrating competences is consistent the standards of the equivalent NVQ and
with the 1995 Revision of the International SVQ awards and candidates will be able to
Convention on Standards of Training, Certification mix units of NVQs and SVQs to obtain the
and Watchkeeping for Seafarers, 1978. full award. The Awarding Bodies are responsible for
ensuring the quality of the
VQs and have guidelines and procedures to that end.
The Awarding Bodies operate
through a network of approved Assessment Centres.
2.1 VQs are awarded to those demonstrating
These may be colleges, shipping companies or other
competence in all of the units which make up the
organisations which
VQ. VQs are arranged nationally in 5 levels, from
operate in accordance with the Awarding Bodies
procedures and have the capability to assess
candidates competence against the criteria or
Level 1 :-
standards laid down in each unit.
Competence which involves the application of
knowledge in the performance of a range of varied
work activities, most of which may be routine or 2.5 All candidates for VQs must provide
predictable; evidence of their ability to actually undertake the
work for which they are seeking a qualification.
to This requirement includes evidence of satisfactory
performance in the workplace as well as the
Level 5 :- demonstration of the associated underpinning
Competence which involves the application of a knowledge.
significant range of fundamental principles across a
wide and often unpredictable variety of contexts. 2.6 The guidelines for the award of VQs state that they
Very substantial resources feature strongly, as do must be capable of being awarded independently of
personal accountabilities for analysis and diagnosis, the mode or duration of any specific learning or
design, planning, execution and evaluation. training programme. In practice, most candidates
will undergo some form of training. The advantages
of VQs are
that the type of training can be aligned more readily
2.2 A series of Marine Operations qualifications to the particular abilities of
relating to seafaring has been accredited by the candidates, and evidence of levels of competence
relevant bodies, the National Council for achieved outside conventional learning programmes
Vocational Qualifications (NCVQ) and the Scottish (i.e. through actual experience in the working
Vocational Education Council (SCOTVEC) at environment) can
Levels 2, 3 and 4. VQs at Level 5 are still under be assessed and counted towards the qualification.
development.

2.3 A series of VQs at different levels reflects the 2.7 Each VQ unit is granted upon the candidate proving
standards required by the present Certificates and to a qualified Assessor that he or she fully meets the
Licences with the exception of the Merchant Navy requirements of that unit as specified in the
Class 1 Deck Officer and the Merchant Navy Class documentation. In the shorebased model, it is
1 Engineer Officer (VQ level 5). The exact VQ customary for the Assessor
units relating to each Certificate and Licence are to observe the candidate at work but, as in
still subject to consultation with the industry but most cases this is impractical for seafarers, it
this is not expected to cause any delay in the is anticipated that the candidate will collect a
introduction of VQs. portfolio of evidence attesting to
competence in specific tasks. This portfolio of
evidence will rely heavily upon confirmation
2.4 VQs are awarded by Awarding Bodies by senior officers that the candidate has undertaken
which for Marine Operations are SCOTVEC, who the tasks satisfactorily. The candidate will attend an
award Scottish Vocational Assessment Centre

2
 and the portfolio of evidence will be assessed
against specific criteria for the award of the
appropriate units of the VQ.
2.8 Assessment can take many forms including
witnessing of actual performance, oral questioning,
simulation and written tests. The choice of
assessment method will be the decision of the
Assessment Centre, but operating within guidelines
laid down by the Awarding Body.
2.9 Where the Assessor considers the candidate is
deficient in any area, recommendations will be
made to rectify the situation. This can be in the
form of further experience at sea, completing a
training programme or any other appropriate means.
MSA INVOLVEMENT
3 Although the VQ system has been developed by the
industry with the assistance of the Department for
Education and Employment, the MSA has been
closely involved in all stages. The MSA is
approving and will monitor the Assessment
Centres, their Assessors and the VQs for
acceptability towards the issue of Department of
Transport Certificates and Licences.
AWARD OF CERTIFICATE OF COMPETENCY,
LICENCE OR VOCATIONAL CERTIFICATE
VIA VQ ROUTE
4 A candidate for a Certifi cate of Competency or
Licence who obtains the requisite specified VQ
units, which may or may not be a complete VQ, has
the minimum internationally required qualifying
seatime, is medically fit and has paid the
examination fee, will be granted entry to the
Department of Transport Oral Examination. The
Certificate of Competency or Licence will be
issued following success in the Oral Examination.
4.1 The procedures for the award of vocational
Certificates under the VQ system have yet to be
finalised. These Certificates are currently awarded
by bodies on behalf of the Department of Transport
and little change is anticipated.
SPECIFIC UNITS REQUIRED
5 The exact make-up of the units at the designated
levels required for entry to the Department of
Transport Certificate of Competency or Licence
Oral Examinations and for the vocational
Certificates is still subject to consultation. Once the
relationships between VQ units and Certificates of
Competency, Licences and vocational Certificates
are finalised, a further M-Notice will be issued
setting out the additional details.
ANCILLARY CERTIFICATES
6 The ancillary Certificates currently required (First
Aid, Fire Fighting etc) will eventually be subsumed
within the relative VQ units so that specific
Certificates, except where required to comply
with IMO Resolutions, will not be mandatory
provided that competence can be confirmed by
assessment. It is anticipated however, that the
majority of candidates will have successfully
participated in relevant training programmes
monitored by the MSA in compliance with IMO
guidelines.
Marine Safety Agency
Spring Place Southampton
SO15 1EG
September 1995