FOM 1.7	Fleet Operations Manual General Shipboard Inspection	Doc No.: FOM 1.7 Revision: 01 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

APPLICATION

This document applies to Masters and any other Officers onboard fully managed vessels.

PURPOSE

The purpose of this document is to provide instructions for onboard inspections and to outline procedures related to Port State Control, Flag State Inspections, and Commercial Audits.

RESPONSIBILITIES

3.1 Master

• Overall responsibility for ensuring the vessel is assessed to comply with Company requirements and externally identified requirements.
• Preparing a vessel for both internal and external audits.
• Closing out deficiencies in coordination with the Vessel Tech Superintendent and Marine Superintendent.
• Responsible for the availability of correct and valid certificates and all other relevant documents.

GENERAL INSPECTIONS

4.1 Inspection teams

Master shall:

• Appoint an onboard inspection team for carrying out routine inspections as described in this document.
• Select among officers and crew based on their competence, experience, and availability.

4.2 Frequencies

Refer to FOM 1.5 Vessel periodic inspections for frequencies, responsibilities, criteria, and forms to be used for reporting and recording.

See FOM 1.4 Notes for structural inspections for frequencies, evaluation of frequencies, and reporting.

SAFETY EQUIPMENT LOG

5.1 Third officer shall:

• Maintain a work book listing all safety equipment.
• Complete with details of inspections when performed, testing, renewal etc.
• Present to Master for review and signing at intervals not exceeding one month.
• See FOM 1.5 Vessel periodical inspections

PORT STATE CONTROL INSPECTION

6.1 Preparation

Master, Officers, and crew shall be prepared for Port State Control inspections at any time and ensure that their vessel always complies with governing rules and regulations.

Master shall:

• Ensure that each crew member is given a copy of the document ‘Preparation for Port state & Vetting inspections’.
• Ensure all crew members are familiar with the preparation for and conduct of PSC inspections and frequently encountered problems and safety concerns.
• Familiarise himself with IMO publication ‘Procedures for Port State Control’.
• Refer to INSP02 form Inspections for inspection preparations, execution, post inspection procedures, and notification requirements.

6.2 Reporting

Master shall:

• Contact:
  • Vessel Tech Manager (TM) and Marine Superintendent (MS) if Code 17 or Code 30 observations are received.
  • DPA if Code 30 deficiency is received.
• Submit the PSC inspection report as issued by the Port State Control Officer (PSCO) to the Vessel Manager and Marine Superintendent.

6.3 Corrective actions

Master shall:

• Record each deficiency as Non-conformity in HSSEQ-01.
• Draft Action Plan & submit to Tech spdt & Marine Supdt.
• Correct deficiencies immediately, where possible.
• If not possible to correct immediately, coordinate with TSI and MSI to close out within a time limit.
• Any defect to be reported in Defect list- E24 and to DPA in addition.
• Refer FOM 17A- Port State Control Inspection.

6.4 Action codes

The given timeframe for rectification of each deficiency is commonly given in a coded form in the inspection report, called "Action Code".

The main codes normally used are as follows:

Code	Definition
30	Grounds for detention
17	Master instructed to rectify deficiency before departure
16	To be rectified within 14 days
15	To be rectified at next port of call
19	Rectify major non-conformity before departure
18	Rectify non-conformity within 3 months
10	Deficiency rectified
40	Next port informed
47	As in agreed class conditions
50	Flag state /consul informed
70	Classification society informed
80	Temporary repair
99	To be specified in free text

6.5 Detention

Guidelines regarding observations which may lead to a detention are contained in Appendix 1 of the IMO Publication “Procedures for Port State Control”. The detainable deficiencies are segregated as:

• Area under SOLAS convention
• Area under IBC Code
• Area under IGC Code
• Area under Load line convention
• Areas under MARPOL Convention, Annex I
• Areas under MARPOL Convention, Annex II
• Areas under STCW Convention

7 FLAG STATE INSPECTION (FSI)

7.1 Preparation

Master shall:

• Familiarise himself with Flag State rules.
• Interact with the Marine Superintendent with regard to the latest issue and updates to current and latest circulars onboard.
• Carry out the following as preparation for a FSI:
  • Crew’s Flag equivalent Certification of Competency / Seaman Books etc.
  • HSSEQ-40 - Yellow Book
  • Check of validity of certificates and due surveys
  • Repeated training of the crew for emergency situations
  • Access control onboard
  • General maintenance onboard
  • Housekeeping
• Refer to FOM 1.7B Flag State Inspections.

7.2 Conduct of Flag State inspections (FSI)

Master shall make sure that all personnel involved will exercise correct and polite cooperation with the Flag State representative.

7.3 Reporting

Master shall:

• Submit the FSI report to the Vessel Manager (VM) and Marine Superintendent (MS) immediately upon delivery by the Flag State representative.

7.4 Corrective actions

• Record each deficiency as Non-conformity in HSSEQ-01.
• Draft Action Plan & submit to TSI & MTSI.

8 COMMERCIAL AUDITS AND INSPECTIONS

• Master shall:
  • Refer to FOM 1.7C Commercial Audits TMSA Owners SIRE CDI for an overview of the requirements.
  • Coordinate with Vessel Manager and Marine Superintendent when notification is received for a commercial audit and prepare the vessel for a commercial audit.
  • Report findings to Vessel Manager and Marine Superintendent.
  • Closer Report to Submit in INSP-03 form.

9 CLASS AND STATUTORY

9.1 Preparation

• Master shall:
  • Coordinate Class and Statutory surveys together with the Vessel TSI.
  • Ensure vessel has all the necessary certificates for the intended trading pattern and that they are valid.
  • Apply for renewal in ample time before certificate expiry.

• The Master must keep a separate file for the vessel's "Trading Certificates" with a list of the contents showing issuing date and validity (File Index 4.1).

• On Liberian Flagged vessels, the Master must ensure that the annual safety inspection is carried out as per Liberian Maritime Regulation 7.191 (ref.: RLM-300).
• See FOM 1.7A for Panama Flag Annual Safety Inspections reporting requirements.

9.2 Reporting and corrections

• Master shall:
  • Inform Vessel TSI and Technical Manager/Director of any defects, deficiencies, and damages affecting class or a statutory certificate.
  • Report all Conditions of Class (COC), as issued by the attending Classification Society Surveyor, immediately to the Vessel Manager and Fleet Group by Email with a copy of the CoC.
  • Coordinate with Vessel TSI to close out COC within the given due date.
  • COC and flag dispensations should be closed soonest possible, well within the due date.

10 PARIS MOU

10.1 General

Master shall ensure that the following information as required is transmitted to the THETIS data base through Safe Sea Net for all ships arriving or leaving a port or anchorage within the Paris MOU region:

• Pre-arrival notification, at least 72 hours in advance for ships eligible for expanded inspection
• Pre-arrival notification at least 24 hours in advance for all ships
• Actual time of arrival
• Actual time of departure

10.2 72 hour ETA message

The operator, agent or Master of a ship which is the subject of an expanded inspection shall notify its arrival at least 72 hours before the expected time of arrival or before leaving the port or anchorage if the voyage is expected to take less than 72 hours.

Information on ships eligible for expanded inspection will be made available online. At least the following information is to be notified:

• Ship identification (Name, Call Sign, IMO or MMSI number, and Flag)
• Planned duration of the call (ETA/ETD)
• For tankers:
  • Hull configuration: single hull, single hull with segregated ballast tanks, double hull;
  • Condition of the cargo and ballast tanks: full, empty, inerted;
  • Volume and type of cargo;
• Planned operations at the port or anchorage of destination (loading, unloading, other)
• Planned statutory survey inspections and substantial maintenance and repair work to be carried out whilst in the port of destination;
• Date of the last expanded inspection in the Paris MOU region

10.3 24 hour ETA notification

The operator, agent, or master of the ship shall notify the pre-arrival information (such as the ship identification, port of destination, ETA/ETD, and total number of persons onboard) to the port authority. The notification shall be done at least 24 hours in advance or at least when the ship leaves the previous port if the voyage is less than 24 hours, in line with the requirements of the EU and the Paris MOU.

10.4 Actual time of arrival and departure

The actual time of arrival and the actual time of departure of any ship calling at a port or anchorage within the Paris MOU region will be transferred by the relevant Port Authority to THETIS.

11 REFERENCED FORMS AND CHECKLISTS

• E28 – Certificates and Survey
• HSSEQ-40 – Yellow Book
• HSSEQ-01 – Non-conformity and Safety Improvement Control

12 APPENDICES

• FOM 1.4 Notes for structural and hull inspection
• FOM 1.5 Periodical inspections
• FOM 1.6 Tank materials and coatings