3 SYSTEM MODULES

  3.1 General principles

  3.1.1 As a starting point for the preparation of the system, appendix 3 provides guidance and a quick overview concerning the kind of information which may be inserted into the individual system modules.

  3.1.2 Above all, the system should be developed in a user-friendly way. This will enhance its acceptance by shipboard personnel.

  3.1.3 For the system as well as the associated plans to be effective it must be carefully tailored to the individual company and ship. When doing this, differences in ship type, construction, cargo, equipment, manning and route have to be taken into account.

  3.2 Details of the individual modules

  3.2.1 Module I: Introduction

  3.2.1.1 The system should contain a module entitled "Introduction".

  3.2.1.2 The content of this module should provide guidance and an overview of the subject-matter.

  3.2.1.3 The following is an example of an introductory text:

• "INTRODUCTION

• 1 The system is intended to prepare shipboard personnel for an effective response to an emergency at sea.

• 2 The prime objective of the system is to provide guidance to shipboard personnel with respect to the steps to be taken when an emergency has occurred or is likely to occur. Of equal benefit is the experience of those involved in developing the plan.

• 3 The purpose of the system is to integrate contingency plans for shipboard emergency situations and to avoid the development of different, non-harmonized and unstructured plans which would hamper their acceptance by shipboard personnel and their proper use in an emergency situation. Therefore, the system and its integrated plans should be structured and formatted in their layout and content in a consistent manner.

• 4 The aim of the system is to ensure the most timely and adequate response to emergencies of varied size and nature, and to remove any threat of serious escalation of the situation. Additionally, the system provides a structure to prevent critical steps from being overlooked.

• 5 The system and associated plans should be seen as dynamic, and should be reviewed after implementation and improved through the sharing of experience, ideas and feedback.

• 6 It should be kept in mind that there could be problems in communication due to differing language or culture of the shipboard personnel. The system, as well as the integrated plans, will be documented for use on board by the master, officers and relevant crew members of the ship, and the documents must be available in the working language of the crew. Any change in personnel which results in a change in the crew's working language requires plans to be issued in the new language. The module should provide information to this effect.

• 7 The system is to be seen as a tool for implementing the requirements of paragraphs 1.2.2.2 and 8 of the ISM Code, or similar regulations in other IMO instruments, in a practical manner."

  3.2.2 Module II: Provisions

  3.2.2.1 This module should contain information and explanations on how the system could be developed on the basis of suggestions for improvement made by the individual company and shipboard personnel.

  3.2.2.2 The primary objective of shipboard emergency prevention, preparedness and response activities should be to develop and implement an efficient and effective system which will minimize the risks to human life, the marine environment and property, with a continuous effort towards improvement.

  3.2.2.3 To achieve this objective, there is a need for coordination of, and consistency in, safety procedures between the company and its ships. Therefore, the module should require that company shore-based and shipboard contingency planning and response are consistent and appropriately linked.

  3.2.2.4 Safety involves "top-down" and "bottom-up" commitment to active development and application of safety procedures and practices by all persons, both ashore and afloat, including management.

  3.2.2.5 Free and open communication when evaluating emergency procedures, taking into consideration accidents and near misses when using this system, should be pursued with the objective of improving accident prevention, preparedness and response aboard ships. The module should take care of this recommendation by providing information for the implementation of an error reduction strategy with appropriate feedback and procedures for modification of plans.

  3.2.2.6 In summary, the module should inform the system user about the most important requirements with which, at a minimum, the plans should comply. The following main elements should be addressed in the module:

• .1 procedures to be followed when reporting an emergency;

• .2 procedures for identifying, describing and responding to potential emergency shipboard situations; and

• .3 programmes/activities for the maintenance of the system and associated plans.

  3.2.3 Module III: Planning, preparedness and training

  3.2.3.1 This module should provide for emergency training and education of shipboard personnel with a view to developing general awareness and understanding of actions to be taken in the event of an emergency.

  3.2.3.2 The system and plans will be of little value if the personnel who are to use them are not made familiar with them. Module III should therefore provide practical information which enables each key member of the shipboard personnel to know in advance what their duties and responsibilities are and to whom they are to report under the plans. Responsibility should be assigned for each emergency system, and it should be incumbent on the company that all relevant officers and crew members should understand, be trained in and be capable of operating the emergency systems, such as fixed fire extinguishing systems, emergency generator, emergency steering, fire pumps, etc.

  3.2.3.3 Successful management of an emergency or marine crisis situation depends on the ability of the shipboard personnel, the company, and external emergency coordinating authorities to muster sufficient resources in the right positions quickly.

  3.2.3.4 An important goal of planning, preparedness and training programmes should be to increase awareness of safety and environmental issues.

  3.2.3.5 Training should be at regular intervals and, in particular, be provided to shipboard personnel transferred to new assignments.

  3.2.3.6 Records of all emergency drills and exercises conducted ashore and on board should be maintained and be available for verification. The drills and exercises should be evaluated as an aid to determining the effectiveness of documented procedures and identifying system improvements.

  3.2.3.7 When developing plans for drills and exercises, a distinction should be made between full-scale drills involving all the parties that may be involved in a major incident and exercises limited to the ship and/or the company.

  3.2.3.8 Feedback is essential for refining emergency response plans and emergency preparedness based on the lessons learned from previous exercises, accident investigations or real emergencies, and provides an avenue for continuous improvement. Feedback should ensure that the company, as well as the ship, is prepared to respond to shipboard emergencies (see summarizing flow diagram in appendix 1).

  3.2.3.9 In conclusion, the module should, as a minimum, provide information on the procedures, programmes or activities developed in order to:

• .1 familiarize shipboard personnel with the provisions of the system and plans;

• .2 provide training for shipboard personnel about the system and plans, in particular for personnel transferred to new assignments;

• .3 schedule regular drills and exercises to prepare shipboard personnel to deal with potential shipboard emergency situations;

• .4 coordinate the shipboard personnel and the company's actions effectively, and include and take note of the aid which could be provided by external emergency coordinating authorities; and

• .5 prepare a workable feedback system.

  3.2.4 Module IV: Response actions

 This module should provide guidance for shipboard personnel in an emergency when the ship is underway, berthed, moored, at anchor, in port or dry-dock.

  3.2.4.1 In an emergency, the best course of action to protect the personnel, ship, marine environment and cargo requires careful consideration and prior planning. Standards for shipboard procedures to protect personnel, stabilize conditions and minimize environmental damage when an incident occurs should therefore be developed.

  3.2.4.2 In this context reference is made to the guidelines already developed by the Organization, which contain information to provide a starting point and to assist personnel in the preparation of plans for individual ships.

  3.2.4.3 The variety of plans to be incorporated in the system should be simple documents which outline procedures different from those used for daily routine operations. With normal operational procedures very difficult problems can be handled, but an emergency situation, whether on the ship at sea or in a port, can extend those involved beyond their normal capabilities.

  3.2.4.4 In order to keep the plans held by ship and shore identical, and to reduce possible confusion in an emergency as to who is responsible for which action, plans should make clear whether the action should be taken by shipboard personnel or shoreside personnel.

  3.2.4.5 Taking these particulars into consideration, the module "Response actions" should comprise main groupings of emergency shipboard situations.

  3.2.4.6 Potential emergency situations should be identified in the plans, including, but not limited to, the following main groups of emergency:

• .1 fire;

• .2 damage to the ship;

• .3 pollution;

• .4 unlawful acts threatening the safety of the ship and the security of its passengers and crew;

• .5 personnel accidents;

• .6 cargo-related accidents; and

• .7 emergency assistance to other ships.

In order to give the company the necessary flexibility for identifying, describing and responding to further shipboard emergency situations, more specific types of emergency should be included in the main groups.

  3.2.4.7 The above-mentioned main groups can be further subdivided to cover the majority of shipboard emergencies. The detailed response actions should be formulated so as to set in motion the necessary steps to limit the consequence of the emergency and the escalation of damage following, for example, a collision or grounding.

  3.2.4.8 The company should identify all possible situations where shipboard contingency planning would be required relative to the operational requirements, ship's type, equipment and trade. The company should consider which shipboard contingency plans should be reviewed and/or updated whenever changing trade patterns.

  3.2.4.9 In all cases priority should be given to actions which protect life, the marine environment and property, in that order. This means that "initial actions" which are common for all ships, regardless of their type and the cargoes carried, should be fully taken into account when formulating "subsequent response" procedures.

  3.2.4.10 The planning of subsequent response actions should include information relating to the individual ship and its cargo, and provide advice and data to assist the shipboard personnel. Examples of such information are listed below:

• .1 Information on:

  • .1 the number of persons aboard; and

  • .2 the cargo carried (e.g. dangerous goods, etc.);

• .2 Steps to initiate external response:

  • .1 search and rescue coordination;

  • .2 buoyancy, strength and stability calculations;

  • .3 engagement of salvors/rescue towage;

  • .4 lightering capacity; and

  • .5 external clean-up resources;

• .3 Ship drift characteristics; and

• .4 General information:

  • .1 cooperation with national and port authorities; and

  • .2 public relations.

  3.2.4.11 Although shipboard personnel should be familiar with the plan, ease of reference is an important element in compiling and using an effective plan. Allowance must be made for quick and easy access to essential information under stressful conditions. Appendices 3 and 4 show a detailed picture of the sequence of priorities for "initial actions" in an emergency situation and their link with the "subsequent response".

  3.2.4.12 In summary, the module should guide those responsible for developing the system on what should be included in emergency plans, namely:

• .1 coordination of response efforts;

• .2 response procedures for the entire spectrum of possible accident scenarios, including methods that protect life, the marine environment and property;

• .3 the person or persons identified by title or name as being in charge of all response activities;

• .4 the communication lines used for ready contact with external response experts;

• .5 information concerning the availability and location of response equipment; and

• .6 reporting and communication procedures on board ship.

A flow chart depicting a seven-step approach for emergency plan(s) implementation is presented in section 4.

  3.2.5 Module V: Reporting procedures

  3.2.5.1 A ship involved in an emergency situation, or in a marine pollution incident will have to communicate with the appropriate ship interest contacts and coastal State or port contacts. Therefore the system must specify in appropriate detail the procedures for making the initial report to the parties concerned. This module should take care of the following:

  3.2.5.2 Every effort should be made to assure that information regarding:

• .1 ship interest contacts;

• .2 coastal State contacts; and

• .3 port contacts,

for reporting emergencies are part of the system and are regularly updated.

  3.2.5.3 The establishment and maintenance of rapid and reliable 24-hour communication lines between the ship in danger and emergency control centre(s), company's main office and national authorities (RCC, points of contact), is important.

  3.2.5.4 Those managing response operations on board and services assisting ashore should keep each other mutually informed of the situation.

  3.2.5.5 Details such as telephone, telex and telefax numbers must be routinely updated to take account of personnel changes. Clear guidance should also be provided regarding the preferred means of communication.

  3.2.5.6 In this context, reference is made to the Organization's guidelines and other national specific plans which give sufficient guidance on the following reporting activities necessary:

• .1 when to report;

• .2 how to report;

• .3 whom to contact; and

• .4 what to report.

  3.2.6 Module VI: Annex(es)

 In addition to the information required to respond successfully to an emergency situation, other requirements that will enhance the ability of shipboard personnel to locate and follow-up operative part 5 of the plan may be required.

  4 Example format for a procedure of a selected emergency situation

 An example format for a procedure of a selected emergency situation referred to in 3.2.4 is shown in the flow chart below.