Emergency Contingency Procedures ECP Reporting Procedures	Doc No.: ECP 09-00 Revision: 01 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

Scope & Purpose

The purpose of the procedure is to ensure adequate and correct reporting from the ship to the company in the case of serious emergencies and to enable shipboard management to handle Media in the best way possible if / when in an emergency situation.

9.1 RESPONSIBILITY

• (a) Master (or the next senior most officer in charge of the ship in case the master is incapacitated) is responsible to the Company for immediate and follow-up reporting of emergencies.
• (b) He must work in close liaison with the Company for all reporting to external agencies, including specific formats as may be required by the Local Administration or the National government.

9.2 WHEN TO REPORT

• (a) When an accident/incident creating an emergency situation (not limited to the list of emergencies mentioned in this manual) on board has taken place, the Company must be informed as soon as possible, so as to activate its own emergency procedures ashore for further assistance.
• (b) In case of serious accidents or considerable damages, the Company must be kept up to date by reports several times every day. It is important to give information even if the situation is unchanged.

9.3 TYPE OF REPORTS

Company has formulated below standard forms for reporting emergencies. This in no way should restrict the master from providing all such information which may be required by the company/underwriters to provide prompt assistance and take the right precautions.

9.4 HOW TO REPORT

• (a) In emergency, the first report should be made through telephone using the numbers as provided in the emergency contact list. Thereafter, the Initial Report should be made in the prescribed format only, as the blank format of this report is always present with PIC of each vessel in the company during and after office hours. This report shall be sent to the company as soon as practicable by all available means. This is essential for the company to effectively initiate its own emergency response procedures.
• (b) Accident and Casualty Report should follow the Initial Report, when practical, giving all the details mentioned therein. Additional details supported with photographs should also be provided as per the nature of the accident or as required by the company.
• (c) Medical Incident Report should be sent in case of a serious injury to a crewmember on board.
  Note: This report should also follow an Accident & Casualty Report in case of injury to a person during a serious accident.

9.5 WHOM TO REPORT

The following order of contacting is suggested in case of serious emergencies:

• (a) Marine Superintendent as per the Emergency Communication List (Refer to Contact List).
• (b) In case Marine Superintendent is not available, contact the other alternative persons as per the same chart.
• (c) Local Agent/Port Authority in case the vessel is in port.
• (d) Nearest Coast Station or Rescue Co-ordination Centre (RCC).
• (e) Ship interests such as Charterers, Underwriters, Classification Society, Next port agent, etc.
• (f) Flag state as per the advice received from the office; or if mandatory in certain cases, such as for Liberian Flag vessels.

Note: In case of pollution, SOPEP/VRP (in case vessel is in US waters) guidelines should be followed. Contact should be made to the nearest National Operational Contact Point of the coastal state.

9.6. INFORMATION IN VARIOUS EMERGENCIES

Following gives a brief description of the information, which may be supplemented with standard reports (as in 9.3) already sent to the company in below emergencies:

(a) Reporting Injuries & Fatalities

• (i) Time and place (at sea, in harbour, on board the ship, ashore);
• (ii) Cause (labour accident on board, illness, criminal offence, accident ashore);
• (iii) Consequences (deceased, badly injured, seriously ill);
• (iv) Personal data;
• (v) Place of stay (if the person is still on board, taken ashore, in hospital, transferred to other ship);
• (vi) Treatment (if adequate treatment can be given on board, whether medical advice has been obtained, if medical advice is available/ requisitioned/stand-by underway/on board, expected development);
• (vii) Deviations (if headed for the nearest harbour, if headed for other ship with doctor on board, if voyage continues as planned);

(b) Reporting Deviations

• (i) When the ship deviates or plans to deviate from her planned route, for some emergency or for any other purpose, the following informations are required:
  • Time and position (when and where the ship departed from the planned voyage);
  • Destination (which harbour, location or position the ship is headed for, distance and route, expected time of arrival);
  • Purpose (repairing damages, supplementing supplies, rescue actions, search actions, disembarkation of crew/ supernumeraries, restowing of cargo, escorting another ship);
  • Condition (ship's ROB, speed, possible limitations due to damages, weather conditions and other circumstances);
  • Notification (if charterer, agent, harbour authorities, underwriters or other parties concerned have been informed).
• (ii) Deviation statement sample form (ECP 09-02D) should be used in case Charterers specific form not available.

(c) When Damage Occurs

• Nature of the damage;
• Extent of the damage (vessel, cargo, personnel, environment);
• Cause of the damage;
• Vessel's position;
• Details of weather, current and tide.

• (i) Deck/ Engine Log book extracts to be sent to the Company without delay, covering the whole heavy weather period, in case damage is due to heavy weather. A short explanatory report could also prove useful to the Technical/ Insurance Department in the handling of claim against Underwriters.
• (ii) In the event of repairs being carried out at sea, statements should be prepared covering the crew's overtime in connection with the damage repairs and consumption of stores and spare parts.
• (iii) Whenever the vessel is off hire or otherwise lying idle for repairs as a consequence of such emergencies, statements should be prepared covering crew cost, consumption and other expenses during deviation, possible tank cleaning, and during repair period in port.

(d) General Average / Salvage

• Log extract containing all times and dates covering the distance sailed from point of deviation until arrival port of refuge, period in port of refuge including departure there from, and return voyage to the point where the original course can be resumed (deviation period). Statement of crew wages, consumption, incurred expenses, etc., during deviation period.

(e) Grounding

If the vessel is grounded, the following information shall be required urgently:

• Which part of the vessel is standing aground?
• Weather conditions, wind, wave height, current, weather forecast.
• The seriousness of the grounding and possible stress on hull and engines.
• Details of damages, leaking holds/tanks, etc.
• Can the engines be used?
• State of the tide at the time of grounding.
• Cargo on board and disposition of same.
• Assessment of possibilities of refloating vessel by trimming, use of own propulsion or otherwise.
• Particulars of any salvage craft / tugs in the vicinity.

(f) 3rd Party Liability from Collision with Ship, Quay, Installations etc.

• a) Please be guided by the fact that damage, however small it might look, may give the owners of the damaged property an opportunity to claim a huge amount.
• b) Whenever damage has been caused to 3rd party property, the following information shall be of great help:
• Exact time and any discrepancies between bridge and engine room clocks;
• Position, course, speed, RPM at the moment of collision;
• Position, course, speed, RPM at the moment of collision prior to the collision;
• Details of current, visibility, lanterns alight and signals given;
• The manoeuvres of the other vessel, signals given, lanterns showing, identity and damage sustained by the other vessel;
• Deck / Engine & Bell Book Log extracts;
• An accurate description of the damage, take photographs if possible;
• Look out for old, existing damage;
• Reports from pilots, tugs, etc.;
• Information about the damaged property (3rd party) that may assist in defending the vessel's interest.

9.7. REPORTING LOSS OF LIFE SAVING APPLIANCES

• (a) When life-saving appliances are found drifting, reports about this will be sent to the nearest authorities who immediately will start investigating whether an accident has taken place. In order to avoid unnecessary investigations by the rescue stations, it is important that ships that lose any of their life-saving equipment immediately notify the authorities concerned.
• (b) The report shall be sent to the nearest Coast Station and / or Rescue Coordination Station (RCC) as soon as the loss has been discovered, and shall contain:
• The name of the ship;
• What type of equipment and number of pieces that are lost;
• In case the equipment is EPIRB or SART then its operating frequencies;
• Assumed position and time when the equipment was lost at sea.

9.8. PRECAUTIONS DURING REPORTING

• (a) The company must regularly be kept informed about the situation and must be informed immediately of changes in the situation or even if the situation remains unchanged.
• (b) Master and ship staff should be careful; it is in the interest of the opposing party to put as much blame as possible on us.
• (c) Crew members should be instructed not to comment on the occurrence and question of liability to strangers, the press or anyone not representing the Company / Underwriters.
• (d) Nothing should be entered in the Scrap Log before having conferred with witnesses on board, as the Logs will be the subject of contesting Lawyers' greatest interest if the matter should be taken to court.
• (e) Avoid reference to the question of liability in the Log.
• (f) Statement should not be given to anyone unable to identify himself as representing Vessel's Owners or Underwriters.
• (g) PIC should be contacted immediately should any confusion arise with respect to reporting to external parties under any situation.

Forms

• ECP-09-03A INITIAL REPORT
• ECP-09-03B ACCIDENT AND CASUALTY REPORT
• ECP-09-03C DEVIATION STATEMENT
• HSSEQ-16 MEDICAL INCIDENT REPORT