1 APPLICATION

This document applies to Masters onboard fully managed vessels.

2 PURPOSE

The purpose of this document is to provide instructions to the Master for handling insurance related matters onboard the vessel.

3. RESPONSIBILITIES

3.1 Master

• Verify on board insurance documentation
• Reporting insurance matters to Protection & Indemnity (P&I), Hull and Machinery (H&M) and Vessel Manager
• Report war risk exclusion zone entry and exit to insurers/brokers
• Contacting the Vessel Manager for guidance and assistance where required

4. INSURANCE DOCUMENTATION TO BE ONBOARD

• Copy of P&I cover
• Copy of H&M cover
• Copy of War Risk cover
• List of correspondents - P&I
• H&M broker contact details

5. LLOYD’S OPEN FORM (LOF)

The LOF 2000 / LOF 2011 may be signed by Master when the vessel salvage assistance is required to save the vessel.

6. ADDITIONAL PERSONNEL ONBOARD SHIPS

Master to inform the insurance manager when extra personnel joins the vessel. Below mentioned cases handled by office personnel:

Extra	Party responsible for informing insurance manager
Voyage Repairer	Tech Director/ Manager
Wife / Family	Crewing Manager
MSS	Marine Manager
Surveyors	Tech Director
Others	Tech Director

7. CREW CLAIMS

Master shall:

• Inform Crewing by written advice of the crew member’s illness or injury and request for doctor’s visit
• Prepare CRV-09 (Doctor/Dentist Report and Account) to be completed by the doctor
• Provide HSSEQ-16 - Incident – injury investigation report for injury cases

8. WAR RISK REPORTING

Master shall report any entry and exit to war risk exclusion areas to insurers/brokers at least 48 hours prior to entry to the conditional areas.

9. SHIP TO SHIP TRANSFER OPERATIONS

9.1 Data to be provided by Master

Master to inform Vessel Manager if ship-to-ship (STS) transfer operations known, with following details:

• Expected date operations are to take place and name of other ship
• Location of the STS operations
• Details of the cargo to be transferred
• Master to confirm all required instructions from operators to carry out STS - e.g. C/P conditions, arrangements of other vessels is available
• Master to confirm all equipment and materials used for ship to shore operations is in good order

9.2 Ship to ship transfer clause

The below clause has to be agreed with underwriters for inclusion within the policy conditions.

Quote:

It is noted and agreed that vessels insured under this fleet placement, have the liberty to perform trans-shipment of cargo operations by way of ship-to-ship transfer at quay and, or anchor and, or sea within or off port limits - to the extent that such operations are considered customary in the trade concerned, for vessels of a similar type and size to the insured vessel, provided that:

• The Master of the insured vessel concerned retains the right at all times and at his discretion to abandon or discontinue the operation if at any time he considers it to become unsafe
• The trans-shipment location or position is deemed safe in respect of weather conditions, fenders, cargo hoses, or otherwise
• All safety rules and provisions as contained in the ICS Ship-to-Ship Transfer Guide (Liquefied Gases) or the OCIMF Ship-to-Ship Transfer Guide (Oil Tankers) or as per International Maritime Organization (IMO) or otherwise are carefully observed and complied with

On all other occasions, ship-to-ship transfer is held covered at terms to be agreed subject to IMO regulations and/or ICS / OCIMF regulations as applicable.

Unquote

10. CARGO CLAIMS

Cargo claims are generated from three sources:

• Vessel
• Receivers/Recoverers
• Charterers.

Master must inform office if a claim is possible, followed by a detailed written report to the Marine Section and contact the local P&I representative for assistance.

Vessel Manager must be informed of any action the Master has taken.

Master must advise details of any survey carried out, including:

• Time and Location
• Cargo
• Nature of the Claim
• Documents and samples given to P & I representatives
• Conclusion of survey and any recommendation

11. OIL SPILL CLAIMS

Master must:

• Notify the Vessel Manager immediately
• Contact local P&I representative regardless of how small the spill might be or appear

Note:
Marine Department will oversee and follow up.

• Take samples and advise marine section of the result of the analysis
• Advise marine section of clean-up operation: materials used, men employed etc.
• File all documents from ship and shore authority and any other party regarding the spill

12. HULL & MACHINERY (H&M) CLAIMS

Master must:

• Advise Fleet Group Manager or Vessel Manager, by telephone followed by email, giving the following pertinent information where applicable:
  • Nature of casualty
  • Time and location
  • Extent of damage
  • Whether vs is laden with cargo and if so, quantity and type
  • Any oil pollution
  • Any injury or death of crew
  • Immediate action taken
  • Current situation and activity onboard
  • Weather and other factors e.g. sea state etc.
  • Nearest port and proximity to shore
  • If assistance required