JAPAN - SPECIFIC REQUIREMENTS BY THE JAPANESE ADMINISTRATION

FLAG INSTRUCTIONS RELATING TO STATUTORY SURVEYS

Flag procedural requirements

General policy

Recognised Organisation (RO) single contact point

At the request of the Ministry of Land, Infrastructure, Transport and Tourism, all correspondence between the Japanese Administration and Recognised Organisation (RO) shall be channelled through a single contact point.

The contact point is at Recognised Organisation (RO) Yokohama Office:

Ms Mamiko NAYUKI - [redacted]

Recognised Organisation (RO) YOK / JapanOffice:+81(0)45 641 4218 / Mobile: +81(0)80 4293 7315

Administration contact information

Inspection and Measurement Division, Maritime Bureau,

Ministry of Land, Infrastructure, Transport and Tourism

Address: 2-1-3 Kasumigaseki, Chiyoda-ku, Tokyo 100-8918

Telephone: +81(0)3-5253-8639

Fax: +81(0)3-5253-1644

Issuance of certificates

Issuance of statutory certificates by Recognised Organisation (RO)

Recognised Organisation (RO) is fully authorized to conduct surveys and to issue the corresponding certificates, upon receipt of an application for survey and audit from the Owner, with respect to:

• International Load Line Certificate

• Cargo Ship Safety Construction Certificate

• Cargo Ship Safety Equipment Certificate

• Cargo Ship Safety Radio Certificate

• Cargo Ship Safety Certificate

• International Certificate of Fitness for the Carriage of Liquefied Gases in Bulk

• International Certificate regulated by ISM Code (Safety Management Certificate and Document of Compliance)

Those certificates may be endorsed, revised or reissued as necessary in accordance with the provisions of the relevant International Convention.

Exemption and extension of statutory certificates by Recognised Organisation (RO)

Recognised Organisation (RO) is not authorized to extend the validity of the certificates and to issue any exemption certificates, this shall be done by the Administration (Local Transport Bureau or branch office/maritime office of Government and Maritime Affairs Agency).

Issuance of statutory certificates by the Administration

Only survey reports for the following certificates shall be submitted to the Administration, for them to issue the certificate:

• All documents related to MARPOL convention other than Engine International Air Pollution Prevention Certificate (EIAPP) and International Air Pollution Prevention Certificate (IAPP)

However, these certificates shall be endorsed at the time of survey which is equivalent to the Administration’s interim survey (annual surveys, interim surveys, etc).

General provisions for technical requirements

Applicable Standards

Applicable standards for conducting the survey and audit services for the registration and maintenance of the Japanese flagged Recognised Organisation (RO) classed ships, in accordance with the Ship Safety Law and the Law Relating to the Prevention of Marine Pollution, Air Pollution and Maritime Disaster, for international voyage (limited to the ships subject to the SOLAS Convention (excluding passenger ships) and the MARPOL Convention), are as provided by the following Recognised Organisation (RO) Regulations:

• NR467: Rules for the Classification of Steel Ships; Part A, Part B, Part C, Part D (except Chapters 11 and 12), Part E, Part F (Chapters 3 and 8)

• NR216: Rules on Materials and Welding for the Classification of Ships and Offshore Units

• NR493: Classification of mooring systems for permanent offshore units

• NR626: Anchor windlass and chain stoppers

Additional requirements are set out in the appendix (see Additional requirements) and apply overriding these rules.

Applicable Recognised Organisation (RO) Rules and Guidelines

The Administration has approved the following Recognised Organisation (RO) Class Rules:

• NR467: Rules for the Classification of Steel Ships (July 2023 Edition)

• NR216: Rules on Materials and Welding for the Classification of Ships and Offshore Units (July 2023 Edition)

• NR493: Classification of mooring systems for permanent offshore units (July 2021 Edition)

• NR626: Anchor windlass and chain stoppers (November 2022 Edition)

The latest regulations must be reviewed and approved by the Administration.

Standards simultaneously applied for registry to Recognised Organisation (RO) class

When a Japanese flagged ship is registered into Recognised Organisation (RO) Class, the applicable class rules and statutory regulations shall be applied in accordance with Applicable Standards.

In addition to the Ship Safety Law, the Law Relating to the Prevention of Marine Pollution, Air Pollution and Maritime Disaster, regulations and notices issued by the Ministry of Land, Infrastructure, Transport and Tourism, made in line with the International Conventions (including codes, standards, etc. enforced by the International Conventions), must also be applied.

Upon applying the following International Conventions, their provisions amended or modified by national regulations set forth in the Appendix 4 (see Additional requirements) as additional requirements shall be applied:

• SOLAS 74/88 (The International Convention for the Safety of Life at Sea 1974, and the Protocol of 1988) as amended

• MARPOL 73/78/97 (The Protocol of 1997 to amend the International Convention for the Prevention from Ships, 1973, as modified by the Protocol of 1978 relating thereto) as amended

• LL 66/88 (The International Convention on Load Lines, 1966, as modified by the Protocol of 1988 relating thereto) as amended

• COLREG 72 (The International Regulations on Preventing Collisions at Sea, 1972) as amended

Application of International Conventions

When applying the provisions of the Maritime Related Conventions and the IACS Unified Interpretations (UI) and Unified Requirements (UR) related thereto, if they are not included in Ordinances of the Ministry of Land, Infrastructure, Transport and Tourism and Public Notices (including related notices) based on concerned Ordinances, then instructions shall be given in advance by the Director-General of the Maritime Bureau of the Ministry of Land, Infrastructure, Transport and Tourism.

Equivalent regulations

When there is a deviation from the additional requirements, it can be considered to satisfy those requirements upon the consultation with the Administration, provided that Recognised Organisation (RO) conducts individual survey and audit on a case-by-case basis and concluded that it can be considered equivalent to be complied with.

Change of Flag or Transfer of Class

When a Recognised Organisation (RO) classed ship registered in a country other than Japan or a ship flying Japan flag other than Recognised Organisation (RO) classed becomes a Recognised Organisation (RO) classed ship, instructions on the application of technical standards to the ship shall be given in advance by the Director-General of the Maritime Bureau, Ministry of Land, Infrastructure, Transport and Tourism.

Presentation of statutory certificates at survey

At the time of survey, the survey applicant shall present all statutory certificates that are subject to the survey.

At the time of survey, procedures such as necessary entries on the Ship Survey Memorandum, issued by the Administration and its accompanying documents shall be carried out upon presentation of these documents.

Approval of manuals and documents

Approval of manuals and documents shall be provided in accordance with the appropriate section of the Appendix 1 (see Scope of Authorization)

Appointment of surveyor, plan approval engineer and auditor

In accordance with instructions from the Administration, Recognised Organisation (RO) shall nominate to the Administration, by April each year, any surveyor, plan approval engineer or ISM auditor with his/her full name who will be engaged in survey or audit of ships under Japanese flag.

The translation of requirements from the Japanese Administration is available in attached file “B6_Appointment of Inspectors and Auditors”.

Reporting

Survey Record Booklets and Marine Pollution Prevention Law Survey Record Booklets

When a survey authorized under the Ship Safety Law or the Law Relating to the Prevention of Marine Pollution, Air Pollution and Maritime Disaster has been conducted, necessary items such as the date of completion of the survey, the survey record number of the report which contains the details of the survey, the name of the Recognised Organisation (RO) office and the name of the surveyor (handwritten) shall be entered in the column of Survey Record Booklets and Marine Pollution Prevention Survey Record Booklets.In addition to the above, the description in the title table shall be confirmed at the time of new construction, and shall be revised as necessary when there are any subsequent changes (e.g. due to ship repair).

Submission of survey report

In the case of survey as stipulated in Article 8 of the Ship Safety Law or survey as stipulated in Article 19 - 46 of the Law Relating to the Prevention of Marine Pollution, Air Pollution and Maritime Disaster is conducted, a report on the survey shall be promptly submitted to the Administration together with a certified copy of the certificate issued based on that survey.

The survey report shall include the following information:

• Ship name

• Distinctive number

• Gross tonnage

• Name and address of the Owner

• Type of survey

• Date and place of survey

• Name of the Recognised Organisation (RO) office that conducted the survey

• Results of survey

• If it is deemed necessary to change the conditions described in the Ship Survey Certificate or the Marine and Air Pollution Prevention Certificate, the contents to be modified and the reasons therefor.

Recognised Organisation (RO) Yokohama Office shall submit the above mentioned survey report to the Administration with the certified copy of the certificate.

When the survey is conducted and it is deemed necessary to modify the conditions described in the Ship Survey Certificate or the Marine and Air Pollution Prevention Certificate, it shall be notified to the Owner of the contents to be modified and the reason therefor.

Notification to contracting states of the SOLAS/MARPOL Protocol

When a Recognised Organisation (RO) classed ship is inspected and found not compliant, and the ship is navigating to the territory of IMO Contracting State of the SOLAS/MARPOL Protocol, then Recognised Organisation (RO) must notify promptly the Government of that State.

Registry for Ship Survey

Either Recognised Organisation (RO) Kobe Office or Yokohama Office, must retain Registry for Ship Survey, make entries concerning survey services, and retain these books for 5 years.

Information in Registry for Ship Survey

The following information shall be included in the record books:

• Ship name

• Distinctive number

• Gross tonnage

• Name and address of the Owner

• Type of survey

• Date and place of survey

• Name of the Recognised Organisation (RO) office that conducted the survey

• Results of survey

• Other matters concerning the status of the survey conducted

Information in Registry for Ship Survey at issuance of certificates

The Recognised Organisation (RO) office issuing Statutory Certificate shall keep information in Registry for Ship Survey related to certificate issuance service which shall be retained for 5 years.

The following information shall be included in the record books:

• Ship name

• Distinctive number

• Gross tonnage

• Name and address of the Owner

• Type of certificate

• Date of issuance of the certificate and validity period of the certificate

• Name of the Recognised Organisation (RO) office that issued the certificate

• Other information concerning the status of the issuance of the certificate

Financial information

The Recognised Organisation (RO) office that conducts surveys must retain inventory, balance sheet, profit and loss statement or income and expenditure statement and business report of each business year in documentary or electronic form for 5 years from each business year.

If any person concerned with ships, including the Owner, requests browsing of the financial statements, such request shall be handled by Recognised Organisation (RO) during the business hours.

Port State Control (PSC)

Recognised Organisation (RO) shall cooperate with the Port State to promote rectification for reported defects or non-conformities by Port State Control within its competence.

Cooperation with the Administration

Upon the request from the Administration, Recognised Organisation (RO) may provide internal regulations, circulars, guidelines and relevant texts.

In addition, Recognised Organisation (RO) shall cooperate with the Administration for the survey and examination of Japanese flagged ships conducted by the Administration and appropriately provide relevant information about damages and accidents to Japanese flagged ships.

LL 66

Load Line Certificate

Recognised Organisation (RO) is fully authorized (Refer to Issuance of statutory certificates by Recognised Organisation (RO))

SOLAS 74

Cargo Ship Safety Construction Certificate

Recognised Organisation (RO) is fully authorized (Refer to Issuance of statutory certificates by Recognised Organisation (RO))

Cargo Ship Safety Equipment Certificate

Recognised Organisation (RO) is fully authorized (Refer to Issuance of statutory certificates by Recognised Organisation (RO))

Approved service stations for maintenance

Pursuant to Paragraph 1 of Article 13 of the Ordinance on Approval of Service stations under the Ship Safety Law and the concerned regulations and notices issued by the Administration, life-saving equipment, navigation tools, etc. must be maintained in the maintenance workplaces approved by the Administration in accordance with the SOLAS Convention and national regulations, except the cases where Recognised Organisation (RO) surveyors attend the maintenance in accordance with standards established by the Administration.

Service stations for maintenance of lifeboats, rescue boats, high-speed rescue boats, launching apparatus, release gear and automatic release hooks

Lifeboats, rescue boats, high-speed rescue boats, launching apparatus, release gear and automatic release hooks must be maintained at approved service stations by the Administration in accordance with the SOLAS Convention and national regulations, except when maintenance is performed in approved service stations by Recognised Organisation (RO) in accordance with standards established by the Administration.

Cargo Ship Safety Radio Certificate

Recognised Organisation (RO) is fully authorized (Refer to Issuance of statutory certificates by Recognised Organisation (RO))

Issuance of certificates

When a Cargo Ship Safety Radio Certificate is issued or periodically inspected, the Owner shall submit a “Notice of Survey Results of Ship Stations and Ship Earth Stations” issued by the Ministry of Internal Affairs and Communications (MIC) Communications Bureau or a “Report of Survey Results of Ship Stations and Ship Earth Stations” (which shall be issued within 3 months from the date of issuance of the certificate) prepared by a registered survey service provider after survey and judgment. When a registered survey service provider conducts a survey and judgment, “Notice of Omission of Survey of Radio Stations” issued by the MIC Communications Bureau shall also be submitted. If the survey specified in Article 73, paragraph (1) of the Radio Act is not omitted pursuant to the provisions of paragraph (3) of the same Article, the Owner shall apply for an occasional survey.

Registered survey service provider

Surveys and judgments must be conducted by Registered Radio Specialist or a radio communication station in accordance with the Japan national regulations.

MARPOL 73/78

Annex I - IOPP Certificate

Refer to Issuance of statutory certificates by the Administration

Annex II - NLS Certificate

Refer to Issuance of statutory certificates by the Administration

Annex IV - ISPP Certificate

Refer to Issuance of statutory certificates by the Administration

Annex V

Refer to Issuance of statutory certificates by the Administration

Annex VI - IEE, IAPP, EIAPP Certificates

Refer to Issuance of statutory certificates by the Administration

EEDI/EEXI and SEEMP

For ships subject to Regulation 20 of MARPOL Annex VI, the International Energy Efficiency Certificate, the EEDI /EEXI technical file and the SEEMP shall be confirmed to be on board and appropriate upon periodical surveys.

For the in-process registration survey, EEDI/EEXI technical file and additional documents shall be required to be submitted and reviewed prior to sea trial operation and verification test. Also, after the said test is conducted, the EEDI/EEXI technical file shall be revised and confirmed.

Upon completion of the in-process registration survey, it shall be confirmed that the appropriate documents listed below are provided on board the ship:

• EEDI/EEXI technical file.

• SEEMP.

SEEMP is to be approved by Recognised Organisation (RO). In addition, the SEEMP should be prepared in accordance with MEPC.282(70) and must include at least the following:

• Measures to control the emission of carbon dioxide pertaining to navigation of ships.

• EEDI/EEXI (as per Regulation 20 of MARPOL Annex VI).

Reporting

When confirmation of EEDI/EEXI from a ship, approval of SEEMP, confirmation of the ship fuel oil consumption data collection plan, or confirmation of the fuel oil consumption reporting is made, report shall be made in accordance with Submission of survey report. In this case, the information to be stated in the report shall be as follows:

• Ship name,

• Distinctive number

• Gross tonnage

• Name and address of the Owner

• Date and place of confirmation or approval

• Name of the Recognised Organisation (RO) office that confirmed or approved

• Results of confirmation or approval

In case of change to another flag or change of company, fuel oil consumption data for the period flying the Japanese flag in the concerned calendar year or the period owned by the company before the change shall be included and reported.

Confirmation of EEDI/EEXI, confirmation of the ship fuel oil consumption data collection plan, and confirmation of the fuel oil consumption reporting shall be recorded and retained by either Recognised Organisation (RO) Kobe Office or Yokohama Office, for 5 years.

Miscellaneous Technical Requirements

Items subject to Type Approval or Alternative Inspection

In accordance with the Regulations for Type Approval of Ships, the items listed in Appendix 2 (see Items subject to Alternative Inspection) and Appendix 3 (see Items subject to Type Approval), must fall into one of the following situation:

1. Have passed the Administration survey or the NIPPON HAKUYOHIN KENTEI KYOKAI (HK) (certification body of ship equipment and recognized to act on behalf of the Administration) examination under the provisions of paragraph 3 of Article 6 (Alternative Inspection) or paragraph 1 of Article 6-4 (Type Approval) of the Ship Safety Law and survey or examination under the same provisions of Law Relating to the Prevention of Marine Pollution, Air Pollution and Maritime Disaster;

2. Have passed survey conducted by NIPPON HAKUYOHIN KENTEI KYOKAI (HK);

3. Have been recognized to have equivalent effects to those listed in (a) and (b) above.

Certified products in accordance with Article 10 of EU Regulation 391/2009

Pursuant to Article 10 of Regulation No 391/2009 of the European Parliament on common rules and standards for ship inspection and survey organizations, items (materials, appliances and equipment) approved by the EU approved Classification Society (EU RO) may not be installed on Japanese flagged ships as is.

Anchors and anchor chains manufactured overseas

Anchor and anchor chains manufactured outside Japan and imported into Japan must be subject to Recognised Organisation (RO)'s intervention as necessary documents' check and test to be done with Recognised Organisation (RO) surveyor (who was nominated and notified to the Administration) as a witness at the local factory or in Japan.However, when products have a certificate issued from the Administration or a test result certified by the Administration, it may be installed on Japanese flagged ships through a survey for its status, loading on board and its efficiency test, provided that Recognised Organisation (RO) examines the documents and concludes the survey method and technical standards are appropriate.

ISM Code

Authorizations & Instructions

Appendix — Scope of Authorization

Untitled

For list of Recognised Organisation (RO) authorized and not authorized surveys, refer to attached file “Appendix 1 - Scope of Authorization”

Appendix — Items subject to Alternative Inspection

Untitled

For list of items subject to preliminary survey, refer to attached file “Appendix 2 - Items subject to Alternative Inspection”

Appendix — Items subject to Type Approval

Untitled

For the list of items subject to type approval, refer to attached file “Appendix 3 - Items subject to Type Approval”

Appendix — Additional requirements

Untitled

For additional requirements to Recognised Organisation (RO) regulations and international treaties applicable to ships built under Recognised Organisation (RO) class, refer to attached file “Appendix 4 - Additional Requirements”

Appendix — Specific Certificates: National and bilingual International certificates

International Certificates

International Certificates must be bilingual Japanese/English.