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SURVEY REQUEST
SURVEY
REPORTS
CERTIFICATES
SURVEY STATUS
Reports, Certificates & Survey Status CARRYING OUT THE SURVEY Behaviour of the surveyor - The surveyor: a guest in somebody else house - First rule: to introduce himself to the Master or Owners representative - Verification of the safety conditions for the survey
Reports, Certificates & Survey Status CARRYING OUT THE SURVEY Characteristics of a good surveyor - Readiness in adapting to the environment - Frankness - Real interest in his job - Willingness in cooperating with personnel on board and understanding their problems, and above all - Readiness in formulating decisions
Reports, Certificates & Survey Status CARRYING OUT THE SURVEY Steps of survey - Initial meeting (major surveys) - Importance of a general examination of the ship, in advance of more detailed inspections - Deficiencies: to be promptly communicated - Use of note-books - Use of the check lists - Outcome of the survey (SES interim: class and statutory situation of the vessel)
PART I: REPORTING 1) 2) 3) 4) 5) 6) 7) 8) 9) SES /SES Interim Endorsement in the SES Checklists (table of forms, ITS I-A-3) Recommendations Memoranda Narrative report (ITS I-A-4) Reporting: timeframe Jobs crossing each other Verification of survey reports
Memoranda
A memorandum is used to defines a situation where, though deviating from the technical standard, the vessels class is not affected (e.g. slight indents in the shell, which do not have an effect upon the overall strength of the hull, or minor deficiencies, which do not affect the operational safety of the machinery) and, therefore, the decision whether to take a corrective action or not is left to the owner. All memoranda and relevant actions have to be reported in the Survey Endorsement Sheet. Such memoranda may include re-inspections at the periodical surveys or at shorter intervals and may continue to apply beyond a class renewal survey. A memoranda is also used to indicate useful information such as Equipment Number, Steel grade used for the hull, tailshaft and rudder clearances, compliance with statutory regulations, etc. Part of these information are being transferred in the building blocks in Leonardo, so that they appear in the survey status but not in the form of memoranda.
Narrative reports
The Survey Endorsement Sheet is a complete concise system to provide the outcome of a survey. However, SES plus checklists cannot give the complete picture of the outcome of the survey, unless they are completed with a narrative report, giving the additional information which are the basis for a useful ships record review, otherwise almost meaningless (for whatever use the review is performed: sale, chartering, insurance, assessment of PSC detentions, etc). The narrative report must always be limited to the description of facts. Judgements and supposed causes of events must never be reported by the surveyor. In case of occasional surveys following conversion or repair works, the main operations carried out during the work in question are always to be listed in detail in a narrative report. The report should also state who commissioned the survey, in which yard or by which firm work was carried out and any additional comments regarding the place of survey. The items and components surveyed are to be clearly named. All the sectors and components surveyed are to be specified or listed in full in the report. The Surveyor should always use standard sentences like: replaced, repaired, tested, examined externally'', ''inspected in place'', ''opened and surveyed'', ''dismantled and thoroughly overhauled on board (in workshop)'', ''hydrostatically tested'' and similar. Adjectives and adverbs should always be avoided. Each individual AVERAGE DAMAGE is to be dealt with separately in the report and no mention should be made in the report of supposed or assumed causes of damage.
Reporting: timeframe
The SES interim left on board enables the Owners to be immediately informed, upon completion of a survey, about the position of the ship, as far as class and statutory certification is concerned. However, the ships situation is made available to interested parties by means of the ships survey status, which is also to be updated as soon as possible on the basis of the survey reports. Interested parties are not only the shipowner/management, but also the RINA Offices that may be requested to carry out a survey, Flag Administrations, third parties (as authorised by the owners), etc. The reports are to be made available in the Leonardo system within the limits indicated in the ITS Part I-A-2. The ships status is normally requested to be updated within maximum 2 weeks from the survey completion. The time used by Offices to complete reporting and updating of the ships status is a KPI (Key Performance Indicator) of the RINA Marine Division and is used for evaluating the overall performance of an Office by the end of the year.
Reports, Certificates & Survey Status Statutory certificates: format For any certificate issued by RINA, the relevant form available in the database Forms in Lotus Notes or in the Leonardo system is to be used. These forms are in compliance with the standard format provided in the Convention or by the Administration, if any.
Reports, Certificates & Survey Status Full Term Certificates A Full Term Certificate is a certificate valid for the maximum period allowed by the relevant Convention and by the Administration. Full Term Certificates are issued by the Head Office. RINA Offices are not authorized to issue full term certificates (apart from particular ceritificates, such as AFS certificate, certificate of fitness to BC Code, etc)
Reports, Certificates & Survey Status Short Term Certificates A Short Term Certificate (or an Interim Certificate) is a certificate valid for a maximum period of 5 months, issued in order to bridge the time until the Full Term Certificate is received. Wherever required for technical reasons, Short Term Certificates are to be issued for periods of less than 5 months. Short Term Certificates are generally issued by RINA Offices.
Reports, Certificates & Survey Status Exemption Certificates An Exemption Certificate is always issued only upon specific authorisation from the Flag Administration. The related Certificate must report that an Exemption Certificate has been issued. Typical example is the Exemption Certificate issued for cargo ships not provided with a fixed gas fire-extinguishing system in the cargo holds (SOLAS reg. II-2/10.7.1.4
Documents of Compliance are not to be mistaken for Statements of Compliance. The latter are not Statutory Certificates but Statements issued by RINA not on behalf of any Flag Administration. They are issued upon request of the Owner in cases where an authorization to issue a Statutory Certificate does not exist. Example: Statements of Compliance issued to prove compliance with MARPOL Annex IV or AFS Convention.
Having considered the above, it goes without saying that having the ships status constantly updated is of paramount importance.
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Class recommendations Status of compliance with retroactive class requirements Statutory recommendations Status of compliance with retroactive statutory requirements Class memoranda Statutory memoranda Ballast spaces to be inspected Hull and or Machinery Continuous Survey items, with the relevant due date