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Company Operational Manual COM 2.9 - Compliance Obligations & Requirements of Interested Parties |
Doc No.: COM 2.9
Revision: 1 Date: 15 Oct 2024 Issued by: DPA Approved by: MD |
Purpose
To ensure that fleet vessels comply with Mandatory rules, regulations, and other legal requirements by relevant Interested Parties.
Scope
- The procedure shall ensure that the vessels are supplied with all relevant and updated Rules & Regulations. It is Company Policy to supply the vessels and office, to the extent possible, with all necessary reference books/publications for specific ship trade, crew, and operational activities.
- This procedure shall also ensure that the requirements of other relevant interested parties are determined. These requirements are to be considered because they have the potential to affect SQEMS' ability to provide intended outputs.
5.1. RESPONSIBILITY
- Regulatory compliance within each group is the responsibility of the group head.
- It is the responsibility of dept head to alert dept and vessel of its requirements under a particular regulation.
- Company employs a variety of techniques and information sources to regularly track identify and evaluate applicable laws and regulations. These include, but are not limited to:
- (i) Classification Society circulars
- (ii) Commercial services and databases;
- (iii) Regulatory agencies (federal, state and local)
- (iv) Trade groups and associations
- (v) Internet
- (vi) Consultants and attorneys
- (vii) Information made available and provided by trade associations and membership organizations
- Each group has responsibility to ensure that the office and vessels are always supplied with relevant mandatory rules & regulations of latest edition and current information’s related to their field.
- MD and his department are responsible for collecting information’s from:
- Commercial services and databases e.g.; Ship agents, BIMCO, JAB, Britannia etc.
- Newsletters and magazines –Trade winds, Marine Net etc.
- Information from associations and membership organizations – BIMCO, OCIMF, and INTERTANKO etc.
- Trade groups and associations
- Labor Organizations such as ILO & ITF
- Internet
- Marine & HSSEQ and his department are responsible for collecting information’s from:
- Regulatory agencies - Flag States, QI, STET etc.
- Classification Societies Marine circulars
- Trade groups and associations
- Information from associations and membership organizations – OCIMF, INTERTANKO, INTERMANAGER, BIMCO etc.
- Internet
- Tech Director and his department are responsible for collecting information’s from:
- Classification Societies Technical circulars
- Consultants and attorneys
- Communications with Federal State and local regulatory agencies and authorities
- Certifications for ship-specific requirements and of any permits/ licenses related to such requirements
5.2. PROCEDURE
- The Company has implemented a library system of current relevant legislations including regulations, standards, and codes of practice relating to its work activities.
- Head of Technical, Marine, and Business & Administration Dept. shall be responsible for checking new legal requirements which are issued worldwide from all available resources which shall include but not limited to the following:
- (i) IMO website
- (ii) News from Class
- (iii) Newsletters from QI
- (iv) P&I and H&M underwriter’s websites and Newsletters
- (v) Circulars from Time Charterers
- (vi) News alerts from local agents
- (vii) Flag State websites and Newsletters
- (viii) BIMCO website and weekly Newsletters
- (ix) Intermanager News alerts
- (x) OCIMF
- (xi) Other Established Industry sources
- (xii) News alerts
- Upon receiving the information from Technical and/or Marine Groups the DP shall advise the Top Management and SMC and the committee evaluates the effect of any new regulations on the overall Safety, Quality, and Environmental activities of the Company and formulates the requirements necessary to meet them. This includes identification of any legal and other requirements associated with the information and collect further information necessary to reduce safety, health, security, and environmental risk.
- Requirements of Customers, Management, Employees, External service providers and suppliers shall be clarified, reviewed and updated (as applicable) once a year.
- Technical and/or Marine dept shall advise new Regulations to HSSEQ Group who shall have the responsibility to maintain Regulatory Register and List of Legal Requirement and Regulations (EMS07E) updated always after taking feedback from Top Management.
- The Regulatory Register, List of Legal Requirement and Regulations (EMS07E) and Publication List (Network Folder) shall be referred by each dept.
- All new laws and regulations applicable to the company vessels & operation shall be sent to MD for approval.
- Evaluation of compliance with Legal and other requirements shall be carried out during SMC meetings and / or Management Review meetings.
- Compliance on board vessels shall be verified in the following manner:
- Email confirmation from vessel within a specified time mentioned in alert or as notified by PIC of the release of new regulation.
- Verification of minutes of SHEC meetings twice a month for documenting the discussion on new regulation and compliance by each Marine/ Technical PIC
- Verification during onboard visits / audits by SI / auditor
5.3. MANDATORY RULES & REGULATION LIBRARY
5.3.1. General:
- Company has entered a contract with Suppliers for updating of all relevant books and other mandatory rules and regulations publications.
- A29 gives a list of minimum publications maintained in office. It also includes a list of minimum mandatory publications, which shall be automatically updated by Contracted Charts & Publication Supplier.
- PIC Marine shall be responsible for ensuring required Rules & Regulation Library including nautical publications is maintained on board.
- HSSEQ Group shall have the responsibility of maintaining the Rules & Regulation Mandatory Library in the office.
- Any publication not part of the automatic update by the supplier may be requisitioned by office staff subject to group GM approval. Details of such publications shall be given to System Management Group for updating the office Publication List.