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Typical questions asked during ISM and ISPS audits.

(Officers)
Q.

Who are the owners of the Vessel?

A.

NORA TANKERS LIMITED.

Q.

Who are the Managers of the Vessel?

A.

GAULOS SHIPPING CO LTD.

Q.

What is ISM?

A.

ISM is International Safety Management Code for the Safe Operation of


Ships and for Pollution Prevention.

Q.

Four Reasons to adopt the ISM Code.

A.

1. It makes your ship a safer place to work.


2. It protects the sea and the marine environment
3. It clearly defines your Job.
4. It is the Law.
ISM Code is mandatory. Compliance with the ISM Code is required by
Charter nine of SOLAS-74 Convention.

Q.

What is the structure of your Safety Management Manual?

A.

We have only one shipboard Safety Management Manual.

What is Version Number and Effective date of the Safety Management


Manual?

A.

The version number of the Safety Management Manual is 0 and effective


date is 10.09.2007.

Q.

Who is responsible to update the Safety Management Manual on


board?

A.

Master.

Q.

How do you update your Safety Management Manual?

A.

A circular letter will be received from the DPA as a notice that Safety
Management Manual amendments were issued. Copies of amended sections
are received by email or by hand. New manual amendments will be inserted
in the manual and the obsolete pages in the manual will be removed and sent back
to the DPA. New safety management manual amendments will be discussed during
the next monthly safety meeting.
Q.

Who is the Designated Person Ashore (DPA)?

A.

The Designated Person Ashore is Mr. Eric Grima.

Q.

Who is the Assistant Designated Person Ashore (Assistant DPA)?

A.

The Assistant Designated Person Ashore is Mr. Terry Azzopardi.

Q.

What is the Function of Designated Person Ashore?

A.

Designated Person Ashore provide a link between ship and shore, having
direct access to the highest level of management. He is responsible for
monitoring the safety and pollution prevention aspects of each ship and to
ensure that adequate resources and shore-based support are available.

Q.

Where one can find the contact details of the Designated Person
Ashore?

A.

The Contact details are found displayed in the Messrooms and Ships
Emergency Response Manual.

Q.

What are Company Policies?

A.

Company Policy is to conduct business activities, taking foremost account in


Health, Safety of all persons and safeguard of natural environment. i.e.
Prevent Accident & Pollution, Promote health and Raise standards by
training. We have three company policies:
Safety and Environmental Protection Policy
Drug and Alcohol Policy
Smuggling Policy.
All policies are found displayed in the Messrooms and in the Safety
Management Manual.

Q.

What are the responsibilities of Master under ISM Code?

A.

Master has six responsibilities under ISM Code. Implement, Review &
Verify Safety Management System, Issue orders, Motivate crew & Report
Non- Conformities.

Q.

How do you implement the company policy?

A.

By Training, Interview, Drill, Exercise & Education.

Q.

How do you motivate the crewmembers to follow SMS?

A.

By Training, Interview, Drill, Exercise & Education & I tell them that safety
is in their own interest.

Q.

How do you review the Safety Management System (SMS)?

A.

Refer to Procedure PRM 29 from the Safety Management Manual.


We discuss SMS during Monthly Safety meetings.
We examine Internal & External Audit reports. Port slate control reports.
Class recommendations.
We monitor onboard training, new regulations and technology.
The master make an Annual Review Report one month before he sign off
and report findings to Designated Person Ashore

Q.

What is a non conformity?

A.

An observed situation where objective evidence indicates the non-fulfillment


of a specified requirement

Q.

How non conformities are classified as per the Company Safety


Management Manual?

A.

Refer to procedure PRM 17 in the Safety Management Manual (SMM).


As per Gaulos Shipping Co Ltd, a Non-Conformity can be classified as one
of the following:
Non- Compliance
Deviation from Company Specified Policies or Procedures;
Eg: Internal Audit Findings
Or

Deviation from Statutory or Regulatory Requirement.


Eg: Conditions of Class, Flag State Inspection Comments, Port State
Inspection Comments, External Audit Non-Conformities, etc
Accident
An action or incident that has resulted in one of the following:
a)
Fatality involving crew members and third parties
b)
Injuries to crew members and/or third parties
c)
Illness of crew members
d)
Fire and Explosion
e)
Collission
f)
Grounding and stranding
g)
Incidents causing pollution
h)
Etc.
Hazardous Occurrence
Any action or incident that may have resulted in an accident (refer to
accident definition) or Near Miss situation, during navigation or during
other vessel operation.
Defect
A failure or malfunction to the vessel, equipment and machinery required for
safe navigation of the vessel.
Damages
Any damages sustained to vessel, equipment, shifting of cargo or any other
third party property.
Q.

How do you report Non-conformities, Accidents & Hazardous s


situations?

A.

We have non-conformity reporting form, form GSNCR. When any nonconformities, accidents hazardous situations arc reported we investigate,
analyze and take corrective action. In case corrective action cannot be taken
on board we report the matter to Designated Person and seek company
assistance.

Q.

What is Master's overriding authority?

A-

Master has the overriding authority and responsibilities in decision making


with regard to safety & pollution prevention.
Master should not be forced by commercial pressures when making such
decisions.
Master may request company assistance as required.

Q.

When Master has Overriding authority?

A.

At all times.

Q.

How do you ensure crewmembers understand SMS?

A.

By Training, Interview, Drill, Exercise and Education.

Q.

What training do you provide to crewmembers?

A.

We provide:
- Familiarization training on joining,
- SMS training during monthly safety meetings,
- and Emergency drills as per schedule provided in SMS manual.

Q.

How do you ensure that only valid forms are used on board?

A.

We shall refer to the List of Forms found in the Forms Manual.

Q.

What are the Key and Critical shipboard operations?

A.

Key Operations.

- Bridge and navigational procedures


- Engine room procedures
- Watch-keeping procedures in Port
- Cargo operations
- Ship to ship transfer
- Mooring Procedures
- Bunkering
Critical Operation.
- Pollution prevention .
- Navigation in restricted visibility (< 3 miles)
- Navigation in Heavy weather (Wind force > 6, Wave height > 5m)
- Navigation in narrow channel & congested waters (< 3 miles)
- Entry into enclosed space
- Hot & Cold work

Q.

How do you contact & report company in an Emergency?

A.

In an emergency we immediately contact our Designated Person Ashore or


assistant person ashore as per our Emergency Contact List found in Annex D
in the Ship's Emergency Response Manual .

Then we send details as per the Accident Notification Procedure found in


Section 2 of the Emergency Response Manual.
Later we make a report on "Non-Conformity Report Form-GSNCR" for the
record of investigation & corrective action taken.
Q.

What is SOPEP.

A.

SOPEP Stands for "Shipboard Oil Pollution Emergency Plan" The purpose
of the Plan is to provide guidance to the Master and officers on board the
ship with respect to the steps to be taken when an oil pollution incident has
occurred or is likely to occur.

Q.

What is the content of SOPEP?


The plan contains duty of each crew member at the time of spill, including
emergency muster and actions.
SOPEP contains the general information about the ship and the owner of the
ship etc.
Steps and procedure to contain the discharge of oil into the sea using SOPEP
equipments.
On board Reporting procedure and requirement in case of oil spill is
described.
Authorities to contact and reporting requirements in case of oil spill are
listed in SOPEP. Authorities like port state control, oil clean up team etc are
to be notified.
SOPEP includes drawing of various fuel lines, along with other oil lines on
board vessel with positioning of vents, save all trays etc.
General arrangement of ship is also listed in SOPEP, which includes location
of all the oil tanks with capacity, content etc.
The location of the SOPEP locker and contents of the locker with a list of
inventory.

Q.

What is ISPS ?

A.

International Ship and Port Facility Security Code.

The ISPS is implemented onboard to enchase maritime security onboard


ships.
Q.

How many security levels are there in ISPS?

A.

There are 3 Security Levels.


Security Level One
Low risk that a security incident is going to happen. ( normal routine
Procedures).
Security Level two
Medium risk that a security incident is likely to happen.
Security Level three
High Risk that a security incident is going to happen and vessel is under
threat.

Who is the Ship Safety Officer?

A.

The Ship Safety Officer is the Second Officer

Q.

Who is the Ship Security Officer?

A.

The Ship Security Officer is the Chief Officer

Q.

Who is the Company Security Officer (CSO)?

A.

The Company Security Officer is Mr. Eric Grima.

Q.

Who is the Assistant Company Security Officer (Assistant CSO)?

A.

The Assistant Company Security Officer is Mr. Terry Azzopardi

Q.

Captain how you monitor Ship's Certificates ?

A.

Refer to PRM 14 of the Safety Management Manual. I will prepare a ship


certification List so that I shall monitor the validity of the ship's certificate
and advice the Designated Person Ashore of any Certificates during the
following months. A copy of the Ship Certification list is sent to the DPA
every month with the Master's Monthly Report.

Q.

What are the emergency sound signals?

A.

Refer to Cabin cards found in each cabin?

Q.

What actions are required to be taken when hearing emergency sound


alarms?

A.

Put on plenty of warm clothing, as many layers as possible.


Put on your life jacket and personal protective equipment.
Everyone should proceed to their muster station in an orderly manner, by the
most direct route. If possible use an outside route.
Proceed to muster station as quickly as possible.

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