FOM-2.13	Fleet Operations Manual Shipboard Admin Handover Procedures	Doc No.: FOM-2.13 Revision: 01 Date: 15 Oct 2024 Issued by: DPA Approved by: MD

APPLICATION

This document applies to the handover processes for all officers onboard Company managed vessels and involved office personnel.

PURPOSE

The purpose of this document is to ensure adequate handover between all officers onboard company managed vessels.

PROCESSES

In addition to the below-mentioned procedures, the following are to be checked and complied with:

• Company officer matrix requirement: CMM Annex-II
• Minimum recruitment experience criteria: CMM Annex-III

Before handover, the following must be completed by the outgoing officer:

• Bridge familiarization checklist - NAV-06 for deck officers.
• Engine room familiarization - E-01 for engine officers.

RESPONSIBILITIES

Outgoing Master/ Chief Officer/ Chief Engineer/ Second Engineer:

• Prepare and send the handover form (as per CRV forms as applicable) at least 7 days in advance of handover to the Crewing PIC with cc to Marine Superintendent and Vessel Manager (TSI). These handover notes (excluding the attachments) shall be sent by Crewing/MHR to the on-signer prior to joining the vessel.
• Updates and changes in the handover form since the time of submission to the Crewing Executives/ MHR Operator to the actual handover should be included in the section provided for this purpose. The updated handover notes, along with the required list of attachments, should be passed on to the on-signer at the time of actual handover, and the contents discussed in detail.

Crewing PIC / MHR Operator:

• Ensure the handover notes are duly obtained from the vessel at least 7 days in advance of handover and provided to the on-signer prior to joining.
• Ensure that the on-signing senior officers are given remote access to important circulars/information, fleet-wide campaigns, and recent SMS revisions for their information prior to joining the vessel.
• Arrange video conferences or telephonic handover meetings between incoming and outgoing Master/Chief Engineer in case of shorter handover periods or handovers without any physical interaction.

Fleet Group - Tech Director:

• Marine superintendents and Vessel Managers (TSI) to ensure that the handover notes have been received by the on-signer Master and Chief Engineer respectively prior to joining.
• Marine superintendents and Vessel Managers are to review the handover notes and discuss important items with the on-signers.
• Verify that the video conferences or telephonic handover meetings are arranged and carried out between incoming and outgoing Master/Chief Engineer in case of shorter handovers or handovers without any physical interaction.

Incoming Senior Officers (Master/ Chief Engineer/ Chief Officer/ Second Engineer):

• Incoming senior officers are required to make a thorough inspection onboard and report any major defects that are not part of the handover report to the Vessel Manager (TSI)/ Marine Superintendent within 15 days of joining the vessel through the Master.

DURATION OF HANDOVERS

5.1 General

5.1.1 Senior Officers

• Senior officers must get a handover period of at least 24 hours, and the outgoing senior officer must not disembark the vessel before the completion of cargo operations.

5.1.2 New Hired and/or Promoted Senior Officers

• Must get 1 (one) week handover before taking over, which must include one cargo operation, to ensure the safe and efficient operation of the vessel.
• For Bulk vessels, the handover period should be 2 days or the maximum duration of the port stay, as applicable.

5.2 Shorter Handover Periods or Handover Without Any Physical Interaction

• Shorter handover periods to be considered on a case-by-case basis, if necessary due to operational reasons and if found not compromising the safety of the vessel.
• A risk assessment must be made by crewing operations and signed off by the Tech Director (Engine officers) or Marine Managers/Senior Operations Manager (Deck officers) if the handover period is reduced for operational reasons for newly hired and/or promoted senior officers, or when there is no physical handover.
• Methods to improve the handover in such scenarios include:
  • Handover notes received from the vessel will be sent by Crewing Executive to the on-signer.
  • Video or telephonic handover meetings between incoming and outgoing Master/Chief Engineer arranged by Crewing PIC/MHR Operator. Vessel Manager should ensure this is done for the Chief Engineer, and Marine Superintendent should ensure the same for the Master.
  • In case there is no physical handover, the handover should be done by the off-signer to the immediate senior rank who will be staying onboard, and then this senior officer should carry out the handover with the on-signer. In the case of Master or Chief Engineer, they should hand over to the Chief Officer/Second Engineer.
• Fleet Group Director (TD) (Engine officers) or Marine Managers/Senior Operations Manager (Deck officers) must approve such handovers based on the Master’s recommendation and the risk assessment.
• Overall sign-off for senior deck and engine officers should be in consultation with the Marine Manager and Fleet Group Manager respectively.
• Full briefing of the on-signing senior officer should be additionally carried out by office personnel via video/audio briefing methods either prior to joining or immediately onboard the vessel.

SCOPE AND DOCUMENTATION OF HANDOVER

6.1 Scope

• Incoming Master must witness, upon assuming command and on a regular basis, proper operation of all primary life-saving and fire-fighting appliances, including bridge equipment, and report any defects to the Vessel Manager or Superintendent within 15 days of joining.
• Incoming Chief Engineer must make a thorough inspection of the machinery on deck/engine room and report any defects to the Vessel Manager or Superintendent within 15 days of joining.
• Incoming Second Engineer must make a thorough inspection of the machinery spaces and report any defects to the Chief Engineer.
• Incoming Chief Officer must make a thorough inspection of the cargo handling system and its alarms, with any defects noted to be reported to the Master.
• Incoming Deck Officers must receive a full briefing on the vessel's particular cargo handling systems and bridge instrumentation.
• Incoming Engineer Officers must receive a full briefing about the handling of the machinery spaces.

6.2 Documentation

6.2.1 Handover Reports

• A copy of the signed handover report must be sent to the Vessel TSI and Marine Superintendent via email once signed by the off-signers and on-signers.

6.2.2 Junior Deck Officers

• An entry must be made in the vessel’s logbook confirming that the on-signing junior officer has familiarized themselves with the function of all control room instrumentation, valve position indicators, lights, alarms, and related equipment.

6.2.3 Fleet Group - Tech Assist

• They are required to file handover reports in the appropriate office filing system.

REQUIREMENT FOR CHANGE OF MASTER

• Incoming and outgoing Masters must inform Vessel MTSI via telecom of the intended change of command.
• If the Master is newly hired and/or promoted from lower ranks, the outgoing Master must:
  • Assess the incoming Master during the handover period to the best of their ability.
  • Provide an informal evaluation with a recommendation on whether the change of command is safe to the Vessel Manager or Superintendent.
• The Master must approve the handover of all officers.
• Incoming and outgoing Chief Engineers must inform Vessel TSI once the handover process has been completed.

TEMPORARY CHANGE OF COMMAND ON EMERGENCY BASIS

In the Master’s absence, the Chief Officer temporarily assumes command.

FLAG STATE REQUIREMENTS

9.1 Marshall Island Flag Vessels

• The Vessel Manager or Superintendent must inform the Principal, or his or her authorized agent, whenever there is a change of Master of a vessel.
• The Principal must appoint the new Master, in writing, and the new Master must enter the following statement in the vessel’s logbook:

  “I, (name of new Master), a citizen of (country of citizenship), holder of the Republic of the Marshall Islands Certificate of Competence No. (number of certificate) in the grade of Master, assumed command of the vessel on (date on which actually took command) at the port of (port where change effected).”

9.2 Liberian Flag Vessels (RLM-108, 10.295)

• The Master, upon taking over command, shall enter the following statement in the vessel's logbook:

  “I, (name of new Master), a citizen of (country of citizenship), holder of Liberian License of Competence No. (number of certificate) in the grade of Master, assumed command of the vessel on (date on which officially took command) at the port of (port where change affected).”

• The Master, within 48 hours after the change of command, shall notify the Commissioner of Liberia Maritime Authority or a Deputy Commissioner, by the most expeditious means of communication available, advising of the name and citizenship of the new Master, and the date and port on and at which the change of command was effected.

REFERENCED FORMS AND CHECKLISTS

• NAV-06 - Bridge audit checklist
• E28- - Certificates & surveys status
• CRV-01 - Master handover
• CRV-02 - Chief Engineer handover report
• CRV-03 - Deck Officer handover report
• CRV-04 - Engine Officer handover report