Emergency Contingency Procedures ECP Emergency Organizations	Doc No.: ECP 02-00 Revision: 01 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

1. APPLICATION

The document applies to all vessels fully managed by Company. Specific requirements may vary for individual business units of the group as stated in sub sections of this document.

2. PURPOSE

The purpose of this document is to provide generic guidance for responding to shipboard emergencies and actions required to mitigate risk. Various emergency scenarios are covered under specific appendix to this document and vessels should develop ship specific contingency plan basis the guidance in appendix.

3. EMERGENCY CRISIS MANAGEMENT WORKFLOW

3.1 Emergency contact details

3.1.1 Tanker division

• Emergency notification over phone: As per Contact Sheet
• Emergency notification in email: As per Contact Sheet

Reference shall be made to Poster 13A & Office Organization for more details.

3.2 Master’s actions in an emergency crisis situation after onboard incident:

The Master shall -

• Initiate shipboard contingency action plan as per relevant appendix of this document to mitigate and manage the onboard emergency crisis.
• Ensure all crew members are accounted for and safe. Priority must be to save any life in imminent danger, followed by property and environment protection.
• Notify the office

Urgency of notification as per severity level of the incident.

Task	Severity Level	Means of Notification	Timeline
Incident / Injury Notification	Level 1 and 2	To emergency email address as per poster 13 applicable to the vessel.	Within 24 Hours
	Level 3, 4 and 5	To emergency phone as per poster 13 applicable to the vessel.	Immediate / As soon as possible.

Initial Notification Format

• AA. Ship Name,
• BB. Time / Date (LT/UTC)/ Brief description of the Incident
• Cargo on-board (Loaded / Ballast)
• Weather & Sea Conditions
• CC. Geographical Location of the Vessel (Position at Sea, Name of port / terminal etc.)
• DD. Impact of the Incident (Injury / Environmental Pollution / Hull or Machinery Damage / Delays / Security or Others)
• EE. Assistance required & other details
• FF. Time/Date of Report (LT/UTC)/Caller’s name/Contact phone of caller/Agree on Next contact.
• GG. Any oil major involved (casualty-emergency reporting format as indicated on Voyage orders / instruction (voice or email))

Note: Agree on frequency of reporting to office and report as agreed or required.
Direct and lead all onboard teams as per shipboard contingency.
Carry SMS laptop to bridge for accessing company SMS procedures, in case of blackout.

3.3 Additional Assessment and Updates to Office

• Estimated extent of damage to the vessel
• Details of any known personnel injuries or deaths
• Is the vessel able to continue the voyage? If yes, expected duration of delay
• Estimated amount of cargo and/or bunkers lost or damaged
• External parties notified including commercial stakeholders
• Precautions taken to remedy the situation
• Master's and possible adviser's (pilot, agent etc.) assessment of the situation and the actions that will be taken
• Required external assistance (salvage tugs, helicopter etc.)

3.3.1 Additional Information Required

The following information must also be provided, depending on the type of emergency:

• Grounding:
  • Draft before and after
  • The result of sounding around the vessel
  • Number of tons cargo, bunker, and ballast
  • Possibilities for trimming
  • Assistance is necessary, offered, requisitioned
• Collision:
  • Name and nationality of other ship
  • Assumed damages on other ship
• Fire:
  • If there are especially flammable, toxic or explosive cargo on board
  • Which extinguishing methods are available
  • If the fire is under control/ extinguished
  • Remaining quantity of extinguishing medium for the main extinguishing system
• Engine Break-down:
  • If the damage can be fixed on board and estimated time
  • If the situation is such that repair may be made on board
  • If provisions can be made for the ship to reach harbour
• Leakages:
  • If own pump capacity is sufficient to keep the leakage under control
  • Circumstances that may make the situation worse
• Damaged Cargo:
  • If the propagation of damage is stopped
  • If other cargo is at risk
  • If the voyage should be interrupted
  • If hatch survey is required in port of discharge
• Damage to Property of Third Party:
  • If the underwriter's representative is engaged in the case
  • If sanctions have been taken or claims have been forwarded against the ship
• Pollution:
  • If further pollution is stopped
  • If local authorities have been notified
  • If anything has been done to limit the consequences
  • If underwriter's representative is working on the case
• Influence on Seaworthiness:
  • If maritime authorities have been notified
  • If demand for seaworthiness certificate has been given
• Classification Society Attendance:

4. SHIPBOARD RESPONSIBILITIES AND ORGANISATION OF EMERGENCY TEAMS

In the event of an emergency, shipboard general responsibilities and teams as per below.

Rank/Team Members	Team	Responsibilities
Master	Bridge Team	• In command • Establish communication with all teams • Direct all team leaders (and other teams as required) • Evaluation of threat to vessel • Communication with office
Third Officer (3O)	Bridge Team	• Navigation • GMDSS Communication
Able Seaman (AB)	Bridge Team	• Helm
Chief Engineer	Technical Team	• Technical team leader • Communicate with Master • Fire investigator
Second Engineer (2E)	Technical Team	• Substitute for Chief Engineer in the event that the Chief Engineer is incapacitated
Electrician	Technical Team	• Isolation of electrical circuits
Engineers	Technical Team	• Start / Stop machinery
Chief Officer	Emergency Squad	• Substitute for Master in the event that the Master is incapacitated • In charge of emergency squad • Communicate with Master • Leads response team • Directs unassigned ranks, who have assembled at the emergency headquarters, to form support squad • Directs first aid & provisions squad
Emergency Squad Members	Emergency Squad	• Take actions to evaluate and mitigate threat as directed by the Chief Officer
First Aid & Provisions Squad Members	First Aid & Provisions Squad	• Carry out first aid • Relocation of injured • Preparation of escape equipment as directed (e.g. water, blankets, provisions, stretchers, transporting casualties to lifeboats if abandoning ship, etc.)
Support Squad Members	Support Squad	• Back-up emergency squad as directed by Chief Officer • Provide additional equipment • Boundary cooling • Additional hose parties • Preparation of lifesaving & firefighting appliances
Non-ranking personnel (contractors, supernumeraries, spouses, other visitors)	None	• Report to bridge or as instructed

5. SHIPBOARD EMERGENCY ALARMS AND IMMEDIATE ACTIONS

5.1 Sounding the alarm

Any officer or crew must:

• Sound the alarm if faced with an emergency situation by:
• Pressing any of the manual fire alarm switches (manual call points).
• Shouting repeatedly until the alarm is sounded.
• Provide information to the Master or Officer on watch:
• Location of the emergency
• Type of Emergency
• Casualties
• Damage
• Actions already taken

5.2 Alarm identification and actions

Actions required by all crew, unless otherwise instructed by the Master, must be carried out as described in Table 4.

Table 1. Emergency alarms and actions

Alarm	Identified by	Action
General Alarm	Seven (7) short blasts followed by one (1) long blast and sounding of the bells.	Collect their lifejacket, suitable clothing, and shoes. Muster at lifeboat muster point.
Fire	Ship specific but typically intermittent or continuous ringing of the ship’s bells. Specified on the Emergency Must Plan.	Get announcement about the type of emergency. Start duties as listed in the emergency muster plan and/or as directed by the Officer in charge. Dress in suitable clothing, helmet and shoes. Boiler suit tucked into socks. Boiler suit fully zipped and buttoned at the neck. Sleeves rolled down and buttoned at the cuff. Muster at fire emergency muster point. Start preparations of emergency equipment. Close all ventilation. Connect and deploy at least two hoses. Quick closing valves. Don fireman outfits, test dedicated radio sets for fireman. Don SCBA sets but do not breathe air until command is given. Confirm fire pump online. Confirm electricity to fire area is secure. Await instruction from the Master and officer in charge prior to entering and commencement of firefighting.
Following main engine alarms: Crank case oil mist detector Bearing monitoring system Lube Oil system alarms leading to main engine slow down or shut down		Wheelhouse should be informed immediately, and engine should be stopped at the earliest safe opportunity. Appropriate measures should be taken to identify the cause. Crank case inspection and lube oil filter inspection should be carried out to ensure no abnormalities exist. Office should be informed about the situation. The actions as specified in the maker’s instruction manual should be followed. Engine should not be started until the reason for the alarm is clarified and abnormal conditions rectified. In case the main engine is unable to be used, measures should be taken in accordance with ‘ECP A24 MATRIX - Main Engine Failure’.
Other alarms (control, monitoring, and instrumentation)	Different per type	Other alarms must be addressed according to the specific type. Each requires a specific course of action. This must be instructed by the Master. As a minimum, if the alarms indicate an emergency, sound the alarm.

6 INSTRUCTIONS FOR HANDLING MEDIA ENQUIRIES

6.1 General instructions for Masters and Senior Officers

Masters and other senior ship's Officers must, in the event of an incident:

• Anticipate and be prepared for media enquiries.
• Be courteous and polite and never be confrontational even if journalists are aggressive in their queries.
  • Never say “No Comment”.
  • Never be hostile.
• Do not participate in press conferences unless first instructed by the shore-side. Press conferences will typically be arranged and conducted by the Office.
• Nothing is “off the record” – anything you say will be quoted in the media. Be careful and mindful of what you say.
• Use Standard “Holding Statements” if approached by the media before the Office has contacted you with instructions.

6.2 Standard “holding statements”

If approached by the media either in person or via other means, the following statements must be used, unless instructed otherwise:

“Thanks for your call and I appreciate your interest in this situation. However, I am unable to answer your questions at the moment or give you any further information. The company is communicating to the media on this incident and if you give me your name, news organisation and telephone number, I will get one of our media liaison spokespersons to call you back.”

If pressed further, add:

“As I said, I am not the spokesperson for Company, and I will get our spokesperson to call you back as soon as we finish this conversation. He will be able to answer all your questions and provide you with an update on the situation.”

6.3 Master’s guideline for crew members during crisis

• Carry out immediate meeting after assembling.
• Shutdown on board internet connection for crew communication, with reactivation on Master’s discretion or until approval given by office. Internet should be used as necessary for ship business or other official communication pertaining to the crisis, until the situation is restored.
• Remind company media policy.
  • Response to media based on the holding statement if any query raised by 3rd party.
  • No photographs or video shooting to be taken and shared.
  • No uploading of any details in media stream such as internet, YouTube, etc.

7 REVIEW OF EMERGENCY PLANS

Master shall ensure that periodic review of ship specific contingency plans and manuals such as SOPEP/SMPEP/VRP/SSP/Man overboard etc. are carried out to verify applicability, relevance, and alignment with company’s guidance as per appendices to this document.

Such review can be part of assessment and evaluation after shipboard drills as per company’s HSEQ software and as a part of incident investigation root cause analysis and preventive measures.

8 REFERENCED FORMS AND CHECKLISTS

• ECP-03-00A – Emergency Plan (For Enclosed Lifeboats P/S)
• ECP-03-00H – Emergency Plan (For Freefall Lifeboat)
• ECP-03-00F – Emergency Plan (Pollution/Man-Overboard Muster List)