Safety, Quality & Environment Management Manual SQEMM 00-02 Definitions and Abbreviations	Doc No.: SQEM-00-02 Revision: 01 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

ISM Code-1.2 ISO 9k-3 ISO 14k-3

0.2 DEFINITIONS & ABBREVIATIONS

Purpose: This section has been established to provide explanation and meaning of various terms and phrases that have been used or referred to within the SQEMS documentation.

Term	Definition
Accident	An undesired event that results in harm to people, damage to property or loss to process. Accidents result from contact with a substance or source of energy above the threshold limit of the body or structure.
Administration	The Government of the State whose flag the ship is entitled to fly.
Audit	Systematic, independent, and documented process for obtaining “audit evidence” and evaluating it objectively to determine the extent to which “audit criteria” are fulfilled.
Audit, Compliance	A periodic audit of compliance to regulatory and other requirements that are imposed on the organization. Findings are expressed as non-compliances. The search for root causes in a typical compliance audit is not as intense as it should be during an EMS audit.
Audit, Internal EMS	A periodic audit of the EMS to verify that it is properly implemented and that it continues to conform to planned arrangements for environmental management. It is an audit of the system and findings are expressed as non-conformances. Audit conclusions are based on the findings and focus on the root causes that led to the non-conformances. It is appropriate to seek the root causes of known compliance findings during an EMS audit, since these may reflect EMS deficiencies.
Auditee	An organization, department, or ship to be audited.
Auditor	A person with the competence to conduct an audit.
Anniversary date	Anniversary date means the day and month of each year that corresponds to the date of expiry of the relevant document or certificate.
BDP	Bridge / Deck Procedures
BDN	Bunker Delivery Note
BWMP	Ballast Water Management Plan
CAR	Corrective Action Request
Calibration	Calibration is defined as the periodic comparison of an instrument or measurement device to a standard of known and greater accuracy, in order to assure the continuity and accuracy of measurements or data.
Cargo residues	For the purposes of this standard are defined as the remnants of any cargo material on board that cannot be placed in proper cargo holds or which remains in small quantities in cargo holds and elsewhere after unloading procedures are completed (unloading residual and spillage).
CCO	Corporate official in charge of overseeing and managing compliance issues within an organization, ensuring compliance with regulatory requirements and internal policies.
Company	The Owner of the ship or any other organization or person such as the manager, or the bareboat charterer, who has assumed the responsibility for operation of the ship from the owner of the ship and who on assuming such responsibility has agreed to take over all the duties and responsibilities imposed by the ISM Code.
Compliance obligations	Legal requirements that an Organization has to comply with and other requirements that an organization has to or chooses to comply with.
Conformity	Fulfilment of a requirement.
Critical System or equipment	Equipment and technical systems the sudden operation failure of which may result in hazardous situations.
CHP (W,P,T,C,G,L)	Cargo Handling Procedures for Wood Chip, PCC, Oil, Chemical, Gas
Corrective action	Action to eliminate the cause of actual non-conformity to prevent its recurrence or occurrence elsewhere. Corrective action shall be appropriate to the effects of the nonconformity encountered.
CSO	Company security officer means the person designated by the Company for ensuring that a ship security assessment is carried out; that a ship security plan is developed, submitted for approval, and thereafter implemented and maintained and for liaison with port facility security officers and the ship security officer.
Customer	Organization or person that receives a product or service. A charterer is considered a Customer.
Customer satisfaction	Perception of the degree to which Customer’s needs and expectations have been fulfilled.
Designated Person Ashore (DPA) / Management Representative	To ensure the safe operation of each ship and to provide a link between the Company and those on board, the Company Senior Management has appointed Designated Persons / Management Representatives with the overall responsibility of the SQEMS, including the provision of adequate resources to enable the SQEMS to be managed effectively.
Discharge	In relation to harmful substances or effluents containing such substances, means any release, howsoever caused, from a ship and includes any escape, disposal, spilling, leaking, pumping, emitting or emptying.
DOC	Document of Compliance - means a document issued to a Company which complies with the requirements of this Code.
Document Control	Synonymous with document management but highlighting the importance of removing outdated versions from use and circulation and ensuring those employees are only using the latest ‘authorized version'. The document that controls for MMS Company is the version provided on ORCA Database.
Documented Information	Information required to be controlled and maintained by an Organization and the medium on which it is contained. Documented information can be in any format and media, and from any source. It can refer to the Quality and environmental management system, information created for the organization to operate, and evidence of results achieved.
Effectiveness	Extent to which planned activities are realized and planned results achieved.
Environment	Surroundings in which the Company operates, including air, water, land, natural resources, flora, fauna, humans, and their interrelation.
Environmental	“Pertaining to the complex physical, chemical, and biotic factors that act upon an organism or an ecological community.” In the context of this manual, environmental considerations include pollution prevention and compliance with environmental regulatory requirements.
Environmental Aspect	Element of an organization’s activities, products or services that interacts or can interact with the environment. A significant environmental aspect is one that has or can have one or more significant environmental impact(s). An example is the potential for accidental spillage caused by the handling of a hazardous chemical.
Environmental Impact	Any change to the environment, whether adverse or beneficial, wholly or partially resulting from an organization’s environmental aspects. An example is the contamination of sea water caused by an oil or chemical spillage.
Environmental Objective	Objective set by the Company consistent with its environmental policy. Overall environmental goal, arising from the environmental policy, that an organization sets itself to achieve, and which is quantifiable where practicable.
Environmental Performance	Measurable results of the company’s management of its environmental aspects.
Environmental Policy	Overall intentions and direction of the company related to its environmental performance as formally expressed by top management.
Environmental Target	Detailed performance requirement, quantified where practicable, applicable to the organization or parts thereof, that arises from the environmental objectives and that needs to be set and met to achieve those objectives.
Environmental Management Program (EMP)	The means, time frames, and personnel responsible for achieving an objective and target.
Environmental Management System (EMS)	The part of Company’s management system used to manage environmental aspects, fulfil compliance obligations, and address risks and opportunities. An EMS may be considered as the organizational structure and associated responsibilities and procedures to integrate environmental considerations and objectives into the ongoing management decision-making processes and operations of an organization to achieve and justify the Policy statement.
ERP	Engine Room Procedures.
ECP	Emergency Contingency Procedures.
ECDIS	Electronic Chart Display & Information System.
ENC	Electronic Navigation Charts (ENC) is an official database created by a national hydrographic office for use with an Electronic Chart Display and Information System (ECDIS).
ETB	Emergency Towing Booklet.
Garbage	Means all kinds of victual, domestic, and operational waste excluding fresh fish and parts thereof, generated during the normal operation of the ship and liable to be disposed of continuously or periodically except those substances which are defined as harmful, noxious, or radioactive substances listed on the MARPOL Annex V, Reg. 1.
GMP	Garbage Management Plan.
Harmful Substance	Any substance that, if introduced into the sea, is liable to create hazards to human health, harm living resources and marine life, damage amenities, or interfere with other legitimate uses of the sea, including any substance subject to control by the MARPOL, Article 2.
Hazardous Waste	Includes paints and thinners that contain hazardous substances, cleaning solutions, and other items that can harm human health, marine life, and damage the marine environment.
HSE	Health, Safety & Environment.
HP	Hours Propelling - Horsepower (hp) is a unit of measurement of power, or the rate at which work is done.
HUW	Hours Under Way - means duration time while the ship is underway under its own propulsion.
Incident	An undesired event, which under slightly different circumstances could have resulted in harm to people, damage to property, or loss to process.
Internal Audit	Systematic, independent, and documented process for obtaining audit evidence and evaluating it objectively to determine the extent to which the management system audit criteria set by the Company are fulfilled.
Interested Party	Person or company that can affect, be affected by, or perceive itself to be affected by a decision or activity. Example – Customers, communities, suppliers, regulators, non-governmental organizations, investors, and employees.
ISM	International Safety Management (ISM) Code means the International Management Code for the Safe Operation of Ships and for Pollution Prevention as adopted by the Assembly, as may be amended by the Organization.
ISO 9001	International Standard for Quality Assurance, Development, Production, Installation, and Servicing.
ISO 14001	International Standard for Environment Management.
ISPS	International Ship and Port Facility Security (ISPS) Code means the International Code for the Security of Ships and of Port Facilities, as adopted, on 12 December 2002, by resolution 2 of the Conference of Contracting Governments to the International Convention for the Safety of Life at Sea, 1974 as may be amended by the Organization.
KPI	Key Performance Indicators - A Key Performance Indicator is a measurable value that demonstrates how effectively a company is achieving key business objectives.
LTI	Loss Time Injury.
Life Cycle	Life Cycle can be described as the consecutive and interlinked stages of a product (or service) system, from raw material acquisition or generation from natural resources to final disposal. The life cycle stages include acquisition of raw materials, design, production, transportation / delivery, use, end-of-life treatment, and final disposal.
Major Accident	Please refer to ECP 12.3 for detailed definition.
Major Non-conformity	Identifiable deviation that poses a serious threat to the safety of personnel or the ship or a serious risk to the environment that requires immediate corrective action or the lack of effective and systematic implementation of the requirement of the ISM Code.
Management	The “judicious use of means to accomplish an end.”
MCR	Maximum Continuous Rating - It is the maximum power output engine can produce while running continuously at safe limits and conditions. It is specified on the engine nameplate and in the Technical File of the marine diesel engine.
Measurement	A systematic method for estimating, testing, or otherwise evaluating key parameters and characteristics of a department’s management activities and determine conformance with a specific standard, or another performance requirement.
Monitoring	Determining the status of a system, a process or an activity to measure progress toward its environmental objectives and targets.
Near-miss or Hazardous Occurrences	A sequence of events and/or conditions that could have resulted in loss, but was prevented only by a fortuitous break in the chain of events and/or conditions.
Nearest Land	As defined in MARPOL section 9, Regulation 1, Chapter 1 of Annex I and referenced in GMP.
Non-compliance	Failure to meet regulatory or other requirements that have been imposed on our organization. A compliance audit makes findings of non-compliance.
Non-conformity	Observed situation where objective evidence indicates the non-fulfilment of a specified requirement.
Non-conforming Product	Nonconforming product is defined as product that does not conform to customer requirements; applicable regulatory requirements or your own organization requirements.
Objective	A result to be achieved set by the Company. Objective can be strategic, tactical or operational.
Objective Evidence	Quantitative or qualitative information, records or statements of fact pertaining to safety or to the existence and implementation of a safety management system element, which is based on observation, measurement or test and which can be verified.
Observation	A statement of fact made during a safety management audit and substantiated by objective evidence. It may also be a statement made by the auditor referring to the SQEMS, which, if not corrected, may lead to non-conformity in the future.
Oil	Petroleum in any form including crude oil, fuel oil, sludge, oil refuse, and refined products (other than petrochemicals which are subject to the provisions of Annex II of the present Convention) and, without limiting the generality of the foregoing, includes the substances listed in Appendix I to the Annex I of the International Convention for the Prevention of Pollution from Ships, 1973.
Oily Rags	Rags which have been saturated with oil as controlled in Annex I of MARPOL 73/78/97.
Organization	A group that achieves its objectives by using its own functions, responsibilities, and authorities. It can be a Company, corporation, firm, enterprise, authority or institution, or part or combination thereof, whether incorporated or not, public or private, that has its own functions and administration.
Outsource	When an organization makes an arrangement with an outside organization to perform part of a function or process, it is referred to as outsourcing. An external organization is outside the scope of the management system although the outsourced function or process is within the scope.
Performance	Measurable results of the Company’s management of its impacts and/or risks and achievement of its objectives.
Plastics	A solid material which contains as an essential ingredient one or more synthetic organic high polymers and which is formed (shaped) during either manufacture of the polymer or the fabrication into a finished product by heat and/or pressure. Plastics are used for a variety of marine purposes including packaging, ship construction, disposable eating utensils, fishing nets, and more.
Policy	Overall commitment, intentions and direction of a Company related to its performance as formally expressed by the top management.
PMS	Planned Maintenance System.
PPE	Personal Protective Equipment.
Preventive Action	Action to eliminate the cause of a potential non-conformity or other undesirable potential situation. Proactive action taken to eliminate the causes of potential non-conformity to prevent their re-occurrence. These actions should be commensurate with the identified risks and effects of potential problems.
Prevention of Pollution	Use of processes, practices, techniques, materials, products, services or energy to avoid, reduce or control the creation, emission or discharge of any type of pollutants or waste, in order to reduce adverse environmental impacts.
PSCO	Port State Control Officer.
Quality Objective	A quality result that the organization intends to achieve. Quality objectives are based on or derived from an organization’s quality policy and must be consistent with it. They are usually formulated at all relevant levels within the organization and for all relevant functions.
Rags Contaminated	Rags which have been saturated with a substance defined as a harmful substance in the other Annexes to MARPOL.
Recognized Security Organization	An organization with appropriate expertise in security matters and knowledge of ship and port operations authorized to carry out assessments, verifications, approvals, or certifications required by part A of the ISPS Code.
Risks and Opportunities	Potential adverse effects (threats) and potential beneficial effects (opportunities).
SEA	Significant Environmental Aspects.
Senior Management	The group of senior personnel comprising the President, COO, MD, Directors, and General Managers of each group.
Sewage	Drainage and other wastes from toilets, urinals, and WC scuppers, medical premises (dispensary, sickbay), and other wastewaters mixed with the above. Refer to Water- Grey and Water- Black also.
SHEC	Shipboard Safety, Health & Environment Committee.
Sludge Oil	Sludge from fuel and lubricating oil separators, waste lubricating oil from main and auxiliary machinery, waste oil from bilge water separators, drip trays, etc.
SMC	Senior Management Committee.
SMP	Ship Management Procedures.
SMS	Safety Management System – A structured and documented system enabling company personnel to implement effectively the company’s safety and environmental protection policy.
SOPEP	Shipboard Oil Pollution Emergency Plan.
Special Area	As defined in MARPOL under different annexes.
SQEMP	Safety, Quality, and Environmental Management Procedures.
SQEMS	Safety, Quality, and Environmental Management System – A structured and documented system enabling company personnel to implement effectively the company’s safety, quality, and environmental protection policy.
SSO	Ship Security Officer – The person on board the ship, designated by the company, responsible for the security of the ship, including implementation and maintenance of the ship security plan and liaising with the company security officer and port facility security officers.
Supplier/Subcontractors	Any supplier of goods or services to the company.
STSOP	Ship to Ship Operation Plan.
System	An organized or established procedure, or an organized set of doctrines, ideas, or principles.
Top Management	The highest-ranking personnel, responsible for providing resources, delegating authority, and coordinating, directing, and controlling the organization.
TFR	Task Force Room.
TMSA	Tanker Management and Self Assessment.
UMS	Unmanned Machinery Space.
VGP	Vessel General Permit.
VOCMP	Volatile Organic Compound Management Plan.
Wastes	Useless, unneeded, or superfluous matter, which is to be discarded.
Waste Cargo-associated	Materials which have become wastes as a result of use on board a ship for cargo stowage and handling. This includes materials such as dunnage, shoring pallets, plywood, paper, and strapping.
Waste Domestic	All types of food waste and wastes generated in the living spaces on board the ship.
Wastes-Maintenance	Materials collected in the engine department and deck department while maintaining and operating the vessel, such as soot, machinery deposits, scraped paint, and rags.
Wastes-Operational	All cargo-associated wastes, maintenance waste (including ash and clinkers), and cargo residues defined as garbage.
Wastes-Food	Any spoiled or unspoiled food substances, such as fruits, vegetables, dairy products, and food scraps generated aboard ship, principally in galley & dining areas.
Waste Non Hazardous	Includes shipboard garbage, plastics, medical waste, and recyclables such as glass, cardboard, and metal cans.
Waste Special	Wastes universally considered hazardous or requiring special handling, such as batteries, medical waste, rags, fuel filters, fluorescent lights, and printer/photocopier cartridges.
Water - Grey	Includes discharges from galley dishwasher, showers, laundry, and sinks, but does not include drains from medical spaces, toilets, or urinals.
Water - Black	Includes discharges from sewage treatment plants, toilets, urinals, and sinks in medical spaces, hospitals, etc.