FOM-10.1	Fleet Operations Manual FOM Promotion of Health and Safety	Doc No.: FOM 10.1 Revision: 01 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

1. APPLICATION

This document applies to all vessels fully managed by Company.

2. PURPOSE

To promote company safety policies and objectives, outline procedures in place for Health and Hygiene aboard ship, safety and readiness requirements for treating illnesses and injuries, and to clearly state the company procedure for Drug and Alcohol testing and recording.

3. RESPONSIBILITIES WITHIN THE WORKFLOW(S)

• The Master is responsible for implementing the company’s Safety Management System (SMS) onboard.
• The Vessel Manager, assisted by the Marine Superintendent, is collectively responsible for providing necessary support to the Master and the crew for effective safe working practices.
• The DPA shall maintain an overview of the implementation of the safety management system in office and onboard, and ensure that the Master and vessel crew are promptly supported by the fleet group operations on safety matters.

4. SAFETY CULTURE

Company recognizes that safety and health is a prime responsibility of senior management. Department Heads and Masters are charged with the responsibility to make safety and health a top priority throughout company operations.

Managers, in conjunction with the Shipboard Management Team, must encourage the development of a proactive safety culture. Each employee is responsible for supporting safety and health objectives, policies, and procedures with responsible actions to prevent injury to themselves, colleagues, property, and the environment.

The company will monitor and review safety and health procedures onboard to ensure operations comply with company requirements and industry guidelines. A safety culture onboard is considered adequate only when safety and health become a standard part of operational routines.

Masters must keep all living spaces clean and sanitary, and ensure public toilets are stocked with paper, hand towels, soap, and air fresheners.

Communication and Reporting Procedures

A proper working system is in place for vessel crew to communicate information and events to shore for improving company-wide safety.

S.No	Process	Primary Means of Reporting (Web-Based Module)	Secondary Means of Reporting
1	Sharing of Good Practices Identified Onboard	DSM	HSSEQ-20
2	Near Miss / STOPER Card Reporting	DSM	HSSEQ-21
3	Monthly Safety Reports	DSM	HSSEQ-27
4	Risk Assessment	NA	HSSEQ-18
5	Masters System Review	NA	HSSEQ-19

If unable to report via primary means, forms should be requested from Group HSSEQ. Additional platforms for communication include:

• Pre-joining / debriefing programs and sea staff seminars
• Senior management visits onboard

Training and Safety Materials

Company actively seeks modern safety materials and training courses from:

• CBT safety videos
• P&I loss prevention bulletins / newsletters
• Authorized training institutes (shore-based courses)
• Classification societies, flag states, P&I clubs, shipping industry
• Safety DVD movies from P&I clubs
• OCIMF / Oil major safety bulletins
• Company safety campaigns / bulletins
• Shipboard training schedule
• Competence management system – Human element

5 HAZARD COMMUNICATION

The basic goal of hazard communication is to ensure employees know about work hazards and how to protect themselves. The aim is to help reduce the incidence of work-related injuries.

5.1 Safety Data Sheets (SDS)

Full management vessels are usually provided with digital means of SDS by contracted vendors e.g. CD or USB. Whenever dangerous cargo is carried, printed SDS Sheets must be posted. Manufacturers’ SDS Sheets should be available for all paints and solvents, either in the paint locker or in the cargo office, whichever is more practical. Likewise, Manufacturers’ SDS Sheets should be available for all chemicals onboard. The SDS should be available to personnel who handle the chemicals, either in the chemical store or in the engine control room, whichever is more practical. If a needed SDS sheet is not available, the Marine Superintendent may be contacted for further assistance.

5.2 Safety information board

Every vessel should establish a vessel specific safety information board where important safety information may be displayed for visitors and crew. A safety information board should include as a minimum:

• SDS Sheets for any dangerous cargo carried
• On board Smoking Regulations
• A description of alarm signals and meanings
• Emergency muster points for visitors
• Copy of the Safe Manning Certificate and any of its attachments

6 ONBOARD SAFETY AND ENVIRONMENT COMMITTEE

6.1 Structure and responsibility

The Safety and Environmental Committee is to be made up of:

• Master as Chairman
• Chief Engineer (Vessel Environment Officer)
• Chief Mate (Vessel Safety Officer)
• 2nd Engineer
• 3rd Officer or 2nd Officer (Refer Note)
• Bosun
• Chief Cook
• 1 x Deck Rating (Refer Note)
• 1 x Engine Rating (Refer Note)

Necessary training shall be provided to the above personnel to discharge their duties in a satisfactory manner. Such training shall be documented.

The Master is responsible for:

• Calling the meeting to order
• Ensuring all mandatory members of the committee attend the meeting. Company encourages participation of other crew members including cadets / trainees and actively contribute towards improvement of safety onboard.
• Ensuring minutes are recorded in DSM Review and Improvement module and submitted to office.

6.2 Activity scope

The Safety & Environmental Committee will meet on a monthly basis, or as required due to incident, injury etc. to discuss below: Pending items from the previous meeting and office response including recommended actions

• Deficiencies noted in to Monthly Safety & Environment Report.
• All reported accident, incidents, pollution, near misses, STOPER cards or other unsafe conditions that have been noted since the last meeting with results of investigations, actions taken to prevent reoccurrence and lessons learnt.
• Any safety suggestions/comments/ improvement proposals from crew members including reporting of good practices.
• Any concerns noted during daily safety meetings and onsite toolbox meetings prior to any operation that requires the committee’s attention.
• Shipboard compliance to permit to work system and effectiveness. Concerns or suggestions for improvement in the permit to work procedures.
• Shipboard compliance with the requirement of detailed risk assessments and concerns or suggestions for improvement in risk assessment library.
• Any scheduled activity or port call that requires enhanced safety or security attention e.g. dry-docking, major repairs, large crew change, transit through war zone etc.
• All operations are in compliance with the company’s SMS and statutory requirements e.g. MARPOL. External notifications to flag state and port authorities/agents where required for equipment malfunction.
• Condition and quantity of safety and personnel protective equipment and their proper use.
• Compliance with work-rest hours requirements and any concerns.
• Verify that all personal issues (harassment/bullying etc.) or MLC complaint reported during the month have been handled as per company procedures.
• Quality and quantity of food, water, and welfare equipment.
• Scheduled surveys, audits or commercial inspections and any impact on shipboard resources or safety during simultaneous operations (SIMOPS) that may require enhanced attention for planning.
• Company circulars and notices received during the month are discussed with all crew and action items are duly completed (Including Partners in safety).
• Shipboard emergency drills are completed as per schedule. Review of upcoming training and drills and plans for execution.
• Other shipboard procedures regarding health, safety & environmental matters that require attention or improvement.

The Minutes of monthly Safety Committee Meetings are to be recorded on DSM Review and improvement module, and HSSEQ-27 to be attached. A safety committee meeting is also to be held as soon as practicable after any serious incident or injury. Additionally, a meeting is also required to discuss any urgent circular or safety alert from office.

6.3 Good practices

• Techniques, methods, processes or activities identified through experience and research which can deliver an effective solution other than any other technique, method, process, etc. currently being undertaken.
• Most efficient and effective way (Least amount of effort and best results) of safely accomplishing a task, based on repetitive processes and procedures that have proven themselves over a period of time.
• Effective way to minimize the possibility of problems reoccurring.
• May be the result of an investigation either internally, i.e. within the company, or in the industry.
• Create opportunities and optimizes performance in crucial areas such as safety and environmental excellence.
• Get people talking and thinking about what has worked.

The Company identifies the below workflow for Good Practices sharing:

• Crew are encouraged to discuss at least one ship generated good practice during the on- board safety meeting and send the same to the office via DSM Review and improvements module.
• Marine Superintendent shall acknowledge receipt of good practices and provide necessary feedback to vessel.
• Company shall analyse good practices every quarter and share good practices generated with others in the fleet and industry.
• In cases where the good practice identified is considered of high importance, it shall be integrated into the documented HSEQ system.
• If the company believes that good practice shared by vessels does not ensure safe and pollution free operations, not practical or not actually a good practice, company shall advise vessel accordingly to stop such practice.

7. OFFICE SAFETY AND ENVIRONMENTAL COMMITTEE

• Meeting Frequency: Every 6 months during the management review meeting.
• Participants: Senior office staff.
• Agenda Includes:
  • Serious accidents and near misses
  • Adequacy of corrective actions and safety incentives
  • Dissemination of meeting minutes to all operational staff
• Purpose: Review fleet safety statistics, accidents, and incidents of the past quarter. May be combined with periodic management review.

8. SAFETY MONITORING

• Tools: DSM Review and Improvement Module
• Monitoring Areas:
  • Monthly safety reports and other safety/deficiency reports
  • Need for additional corrective/preventive actions
• Communication:
  • Safety Alerts, Navigational Alerts, and HSSEQ Circulars
  • Amendments to procedures in next SMS revision
  • Review of injuries, damages, near misses
  • Lessons learned discussed and shared fleet-wide

9. SAFETY OFFICER

Role: Chief Officer (delegated equipment duties to Third Officer)

• Inspection, testing, maintenance of safety/emergency equipment
• Submit HSSEQ28C through monthly safety report
• Complete inspection of all spaces monthly
• Make health/safety recommendations to Master
• Prevent accidents, raise awareness, identify trends
• Ensure safety instructions are given to:
  • Duties in emergency
  • Alarm signals, muster points
  • Use of emergency equipment
  • Hazard reporting
  • Coordinate on safety issues with senior management
  • Plan drills and training

10. SAFETY SIGNAGE

• Standard company-provided safety signs and posters
• Mandatory posting as per COM 2.10 – Standard Ship Safety Signs

11. HOUSEKEEPING

Cleanliness and organization are essential. The following must be maintained:

• No laundry on handrails or makeshift lines
• Toilet areas must be clean, sanitized, and stocked
• Bridge/engine/cargo control rooms must be tidy and labeled
• Use metal, lidded waste cans (not plastic)
• Prevent infestations with hygienic practices
• Storerooms and workshops must be clean and organized
• Cabins and common spaces must be sanitary
• Use self-extinguishing ash trays
• Engine room/sample locker chemicals stored by type (acid/alkali) with labeling

12. ELEVATORS AND LIFTS

• Only ship’s crew to operate elevators/lifts
• Annual inspection by certified shore technical service
• Note: Service must be recorded in each vessel’s PMS
• Caution: Warning signs to be posted:
  • "Danger - Watch your Step - Enter slowly"
  • "Operation by Ship's Crew Only"
• Landing gates or barriers required at each floor
• Elevator/shaft lighting in monthly inspection rounds
• Critical safety devices to be tested after servicing:
  • Limit switches
  • Locking devices
  • Security mechanisms
  • On-load release mechanisms
• Unsafe lifting equipment must be taken out of service and reported

13. INDIVIDUAL RESPONSIBILITIES FOR HEALTH AND HYGIENE

Each crewmember is responsible for their own health and sanitary conduct:

• Maintain personal cleanliness and hygiene
• Follow a sensible diet
• Get adequate sleep and exercise
• Avoid excess alcohol/tobacco and drugs (unless for illness)
• Address cuts/abrasions promptly
• Keep clothing and PPE clean
• Dress appropriately for climate and work
• Stay up to date with vaccinations
• Take preventive medications as needed (e.g. anti-malarials)
• Use sunscreen and hydrate in hot climates
• Prevent slips, trips, and falls

14. Food Handling

When handling food, crewmembers must observe good personal hygiene and food preparation practices, including:

• Food must not be left at ambient temperature. Keep food either very hot (above 63°C) or very cold (below 5°C) to prevent bacterial growth.
• Cooled food items (e.g., fresh fruits, vegetables, processed and cooked meat products, and foods for rapid use) should be kept covered and stored between 0°C and 7°C, depending on the product.
• Discard fruits and vegetables that are spoiled, rotten, or moldy.
• Defrost frozen provisions in a cool, clean area, keeping defrosted foods covered and separate from cooked foods.
• Use separate work surfaces for raw meat preparation. If space is limited, use a separate chopping board. If the same surface is used, clean thoroughly between raw and cooked meat preparations.
• Served or leftover food has a maximum shelf life of 48 hours due to contamination risks.
• Keep raw/unprocessed food separate from cooked food and milk. In shared freezer compartments, ensure items are well-separated.
• Ensure refrigeration thermometers are visible in passageways or on the engineer’s control panel.
• Maintain deep-freezer compartments between –12°C and –18°C.
• Freezer and cooler compartments must have accurate thermometers, working alarms for lock-ins, and be clean before receiving food orders.
• Dry food stores should be dry, cool, well-lit, and ventilated.
• Check “best before,” “use by,” or other markings to ensure no outdated provisions are retained onboard.
• Personnel with contagious diseases must not handle food or provisions.
• The Master must ensure hygienic food handling and storage through weekly inspections and general observation.
• Catering staff must be properly dressed when handling or preparing food:
  • No bare or open slippers.
  • Wear clean aprons during food preparation.
  • Wash hands frequently with soap and hot water.
  • Clean food preparation and eating surfaces after each meal with a clean cloth, antibacterial soap, and water.
  • Wash dishes promptly in dish soap and hot water.
  • No fish caught in tropical shallow waters to be served for crew meals.