| CMM |
Crew Management Manual (CMM) Seafarer Mobilisation |
Doc No.: CMM-6.12
Revision: 01 Date: 15 Oct 2024 Issued by: DPA Approved by: MD |
6.12 SEAFARER MOBILISATION
6.12.1 Vessel Specific Briefing Requirements
The Crew manager shall forward any specific details related to the vessel, or her trade, for incorporation in the pre-joining briefing. Form CRW04 - Senior Officers Pre-joining Briefing to be completed.
6.12.2 Seafarer Engagement
The Contract of Employment contract details shall be agreed with the Crew Manager and particular attention must be paid to the vessel owner details and this should be recorded within the seafarers employment contract / agreement accurately. The owner must be the same entity that has contracted the Company for ships and crew management services. The Contract of Employment shall never be longer periods than 12 months.
Seafarers must read the relevant conditions of service and sign the original Contract of Employment as evidence of acceptance of these conditions. The originals of employment agreement / contract must also be signed by the ship-owner or a representative of the ship-owner, given to the seafarer and a copy maintained in his/her personnel file. The TPA crew manager must verify this requirement prior to mobilising the seafarer to the vessel and as per the requirements.
The seafarer shall be informed IF he/she is joining a vessel where the current conditions of service are for a different nationality OR the vessel is operating outside of MLC 2006 requirements.
The Crew Manager shall ensure that seafarers receive a full briefing which also emphasizes environmental protection prior to joining the vessel. The following are specific requirements applicable to all appointed seafarers on fully managed vessels only:
- The seafarer shall have reviewed, understood and signed Safety and Quality Policy, Environmental and Conservation Of Energy Policy, and Whistleblowing Policy when first joining the company and before being assigned to their first the Company vessel. If there is a gap of 12-months or more since the seafarer sailed on the Company’s vessel, they shall be considered as new joiners.
- The seafarer shall have reviewed, understood and signed the “CRW-01 Declaration of Compliance” prior to joining every vessel.
The Seafarer shall be provided with copies of the above and signed copies shall be retained in their personal file.
6.12.3 Declaration of Compliance
All seafarers joining the Company fully managed vessel will be required to read and sign the “Declaration of Compliance” prior to joining the vessel and again before leaving the vessel. In this respect, the following procedure will apply:
Crew Managers shall issue a “CRW-01 Declaration of Compliance” to each seafarer joining a Company fully managed vessel. When satisfied with the content, the seafarer shall enter his/her name, rank, vessel, date and sign the “declaration”. The original should be retained by the seafarer and carried to the vessel. A copy shall be held in the respective Personnel File.
When the seafarer joins his / her vessel, the original “Declaration of Compliance” shall be handed to the Master and retained during his/her contract period onboard the vessel.
Prior to the seafarer signing-off from the vessel, the Master shall ensure that the original “Declaration of Compliance” is returned to the seafarer. The seafarer shall review the document and, if satisfied, shall sign and date the bottom of the document. The original shall be returned to the Master and a further copy shall be retained by the seafarer.
In the normal course of events, there should be no reason why a seafarer would refuse to sign the “Declaration of Compliance” either prior to joining or upon leaving a vessel.
Failure to sign prior to joining a vessel will suspend the mobilization process.
Failure to sign prior to departure from a vessel should be fully investigated by the Master to ascertain the reasons for the refusal. The vessel’s DPA shall be kept fully informed.
6.12.4 Crew Change Control
Seafarer travel arrangements and communication with the vessel and local agent, is undertaken by the Crew Manager.
A Port Agent is to be appointed (if not appointed by the Tech Department) and the FLP Manager informed to place them in funds.
The Crew Manager will notify the vessel of crew change and Agents’ details sufficiently in advance to allow for handover preparations, sign-off accounts and documentation including vessel appraisal reports as applicable.
The Crew Manager will proceed with travel arrangements for the crew change at the agreed port, taking into account the handover instructions notified by the MSI / TSI.
The Crew Manager shall ensure that the vessel’s crew list is updated on the day (or next working day) and that confirmation that the crew change has taken place is received from the Master.
6.12.5 Travel Invoices
Seafarer travel is normally arranged using email by the Crew Manager, through one of the internal travel departments.
If the travel has to be cancelled, the internal travel department should be advised immediately by email.
Upon receipt of the travel invoice(s), the Crew Manager shall review / clarify / approve within 2 working days of receipt.
6.12.6 Seafarer Briefing by Crewing Office
The Crew Manager / Coordinator shall undertake a thorough briefing of all seafarers prior to joining a vessel. Form CRW 04 shall be used during this process only for Senior Officers. Crew and Junior Officer briefing not required CRW 04, however comments can be inserted in Interview form (CRW09-CRW13) while selection process. CRW 01/ 01A are considered as equivalent for briefing records for crew and Junior officers. A record of the briefing shall be maintained by responsible Crew Manager/Coordinators. This briefing can be taken by concern PIC remotely/ Teams of via Phone call.
Senior Officers shall be given an enhanced briefing, as required by form CRW04.
If any part of the seafarer briefing is unsuccessful or the Crew Manager has any doubt, he shall clearly communicate this to the FLP.
6.12.7 Senior Officer Pre-mobilisation Meeting
It is critical that Masters and Chief Engineers meet the Vessel Control Group in order to be familiarized with the required ship/trade/client specific information prior to undertaking their duties onboard. Reference is made to form CRW 04. A record of the meeting shall be entered by responsible Superintendent.
Masters and Chief Engineers shall attend an Office meeting prior to joining the vessel. If the Master or Chief Engineer is newly recruited to the Company or has been promoted since their last vessel, the meeting shall take the form of a “face to face” meeting with the company representative physically or Via Video Call if physical attendance to office is not feasible.
For emergency crew changes and other critical situations, the FLP may try to take place by video-conference/telephone or cancel the meeting. However, other arrangements shall be made to manage the situation effectively, e.g.:
- Additional handover period onboard;
- Superintendent visit to the vessel;
- Appointed trainer attending the vessel.
6.12.8 Medical Tests for Seafarers Serving in Chemical Tankers
Personnel serving onboard chemical tankers require additional blood tests prior to joining their first the Company managed chemical tanker and thereafter every 12 months in accordance with form CRW 33 (Chemical Blood Test Report). Completed CRW 33 forms shall be carried onboard along with Medical Fitness Certificate. Copies shall be kept in the personal file.
Where the ship management office advises of a Chemical Tanker trading purely in MARPOL Annex I cargoes (petroleum), and shall not be engaged in Annex II cargoes (chemical), the management office can issue a waiver to this requirement by providing an A33 (Deviation to Company Instructions) form. A copy of this form will be retained to in the relevant Office File in addition sent to the vessels.
6.12.9 Seafarer’s Uniform Supply
The Crew Manager shall ensure that each joining seafarer is provided with the following working gear/uniform.
| Uniform List | Frequency | Officers | Cadets | Ratings | Cooks | Stewards |
|---|---|---|---|---|---|---|
| Safety Shoes | Each contract | 1 | 1 | 1 | 1 | 1 |
| Boiler Suits | Each contract | 2 | 2 | 2 | 1 | 1 |
| White Shirts (short or long sleeve) | First contract and then alternate contracts | 2 | 2 | - | 2 | - |
| Black Trousers | First contract and then alternate contracts | 2 | 2 | - | - | - |
| Epaulet | First contract and then on promotion | 1 | - | - | - | - |
| Cook Tunic | Each contract | - | - | - | 2 | - |
| Cook Trousers | Each contract | - | - | - | 2 | - |
| Cook’s Hat | Each contract | - | - | - | 2 | - |
| Steward Jacket | Each contract | - | - | - | - | 2 |
| Steward Trousers | Each contract | - | - | - | - | 2 |
Any modification request on the above list by the technical office or client/ship owner shall be sent to the crewing commercial team in order to revise the vessel budget or invoice additionally.