general administrative instructions

Role of Recognised Organisation (RO), MOs, MOCs, SSQMs, CSQMs and Surveyors/auditors/INSPECTORS

Recognised Organisation (RO)

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Recognised Organisation (RO) is a Society, the purpose of the Marine & Offshore Division of which is the Classification of ships, sea and river units, offshore structures and craft of all kinds, in accordance with its own Rules.

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Recognised Organisation (RO) also participates in the application of National and International Regulations or Standards, in particular, by delegation from different Governments and/or authorities.

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Recognised Organisation (RO) can also carry out technical assistance, missions and, under particular conditions, special services exceeding the scope of Classification.

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For the guidance of the staff members in their work, and the information of the users, shipyards, shipowners and other parties concerned, Recognised Organisation (RO) publishes the Rules and Regulations for the Classification of Ships to summarize its recommendations.

These Rules give the minimum requirements for new constructions, as well as the provisions for Class Maintenance.

Amendments or new editions keep these Rules up-to-date.

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For ships surveyed by the Society during the construction and for repairs of ships classed with the Society, Recognised Organisation (RO) inspects the materials used for the hull construction. Likewise, for both new buildings and Class maintenance repairs, the propelling machinery, electrical equipment, all essential auxiliaries, boilers and pressure vessels as defined by the Rules are normally inspected and certified by the Society at the manufacturer works. Equivalent procedures can be accepted to the Surveyor's satisfaction.

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In many countries, the Society is authorized by the National Administrations to issue, on their behalf, certificates required by international Conventions.

Recognised Organisation (RO), as a Classification Society, collaborates with most countries to apply the maritime regulations in force in these countries.

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All the interventions stated before are carried out within the scope of Recognised Organisation (RO) Marine & Offshore General Conditions.

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In order to preserve its independence, no special or technical mission which is not ethically compatible with the Society's main role "Classification of ships", shall be accepted by any field Unit or Surveyor/Auditor. In case of doubt, the Head Office shall be consulted.

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The operations of the Society in providing its services make use of random inspections/audits and are absolutely exclusive of any monitoring and thorough verification.

MOs (FM Operational Managements)

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Their responsibilities and authorities are defined in Procedure the related procedure and Annexes.

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MOs are responsible for the management and supervision of services performed on in-service seagoing ships, inland vessels and offshore units.

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They ensure functions and responsibilities not delegated to Marine Operational Centres.

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They supervise Marine Operational Centres, ships in service activity in Regions and field activity.

MOCs (Marine Operational Centres)

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Their responsibilities and authorities are defined in Procedure the related procedure and Annexes.

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Marine Operational Centres act as liaison offices appointed by FM, within a specified scope of delegation. Their role includes :

• technical support to Regions,

• monitoring of survey/audit reports,

• issuance of definitive certificates,

• international invoicing.

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The delegation of MOCs includes responsibility for postponements of surveys, and condition(s) of class as stated in Postponement of Classification/Statutory surveys, repairs and condition(s) of class/recommendations.

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The technical support brought by MOCs to Regions is not comprehensive. Therefore, Survey Centres may seek technical advice from local specific competences before making a decision provided MOCs be kept informed as necessary for coherence of the Society's position vis-à-vis the client and for maintenance of the ship file.

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The ship file is examined to ensure that all reports received within the lapsed term were processed as required and properly filed. Neptune Database is verified and updated as necessary.

Missing reports and certificates (new and lapsed) are required from the correspondent Survey Centre.

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For ships under Continuous Survey, the MOC checks the new lists issued by the Survey Centre. Modifications made in the items are entered into Neptune.

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For ESP ships and general cargo ships subject to Pt A, Ch. 4, Sec. 7, the MOC prepares the hull condition evaluation report, if not already prepared by the SSQM, or checks the one issued by the Surveyor and validated by the SSQM.

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Further to the above checks, the MOC issues:

• MOC Check-list for renewal of certificates through MOC DOC Editor,Hull condition evaluation report, if not already issued by the Surveyor and validated by the SSQM.

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In the Check-list, the "Remarks" fields are intended to mention the:

• Main actions taken by the MOC (e.g. corrections made in Neptune Database),Actions required to the Survey Centre (including corrections of minor importance),Corrective Actions issued in connection with the Check-list.

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The Check-list and hull condition evaluation report are sent through Certificate Editor and MOC DOC Editor.

SSQMs/CSQMs (Quality Managers)

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Their responsibilities and authorities are described in Procedure the related procedure and Annexes.

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SSQMs/CSQMs and their Delegates are subject to the Certification Schemes described in the related procedure and the surveyor qualification procedure. They ensure the supervision of Surveyors/Auditors committed to their control, as stated in the related procedure (Ships in Service Operations Management, Ships in Service Surveyors, Crew and Systems Auditors).

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The SSQMs/CSQMs shall locally, when necessary or on a regular basis, organise information sessions. Such sessions will provide a means of two-way communication. In particular, such sessions should be held in connection with changes in the Rules, coming into force of new rules, or to solve problems concerning surveys/audits or procedures on the spot.

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The SSQMs/CSQMs are responsible for conveying information to and providing the Surveyors/Auditors with adequate training with a view to maintaining/upgrading the Surveyor/Auditor Certification.

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For ESP ships and general cargo ships subject to Pt A, Ch. 4, Sec. 7, if the class renewal survey of hull was performed in one single intervention (except the periodical bottom survey in drydock), the Hull Condition Evaluation Report shall be part of the documents issued by the Survey Centre and checked by the SSQM.

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For continuous survey, the SSQM checks that item "renewal survey at the end of re-Classification" was carried out and reported as required.

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The SSQM transmits through the system to the MOC the reports, new certificates issued, lapsed certificates and if applicable Hull Condition Evaluation Report for ESP ships and general cargo ships subject to Pt A, Ch. 4, Sec. 7.

Surveyors/Auditors/Inspectors

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Their responsibilities and authorities are described in procedure the related procedure and Annexes.

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In conformance with the Marine Surveyor, Marine Management Systems Auditors and Maritime Labour Inspectors Certification Schemes detailed in the related procedure, the surveyor qualification procedure and the related procedure respectively, Surveyors/Auditors/Inspectors are allowed to carry out surveys/audits/inspections only if they hold a certificate covering these surveys/audits/Inspections.

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Surveyors specialized in particular fields, for example, in large tankers, MARPOL, gas or chemical tankers, automation, etc. may then act as advisers to their colleagues and handle difficult or particular surveys in their field of specialization.

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The Surveyor/Auditor/Inspector carries out verifications, examinations and surveys/audits/inspections as required by the Rules, the applicable regulations in force on behalf of Flag Administrations, or particular standards when performing technical assistance or special missions.

They may decline a survey/audit/inspection whenever the conditions necessary therefore are not met.

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The Surveyor/Auditor/Inspector must always remain absolutely impartial and their reports must precisely reflect the verifications and surveys/audits/inspections carried out in factual terms.

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To carry out their task correctly, the Surveyor/Auditor/Inspector must :

• have the knowledge of the updated content of the Rules and the Recognised Organisation (RO) Marine & Offshore General Conditions,

• keep themselves informed on changes in the Society's Rules and Statutory requirements,

• improve their technical knowledge by keeping themselves well informed of the technical progress and improvements made in the shipping industry,

• use the necessary personal safety equipment in compliance with the local regulations and the specific conditions of the survey/audit/inspection carried out,

• group their interventions in order to limit as much as possible non-productive time,

• send NPSS (or Info Cards when the surveyor/auditor/inspector has no access to Neptune MM) to FM within 48 hours after the completion of the survey/audit/inspection,

• send reports to the SSQM/CSQM without delay, see also Untitled,

• report any important accident or damage and supply all valuable technical information concerning ships classed with the Society,

• report immediately any difficulty encountered during their services or in their relations with owners or shipyards in order to avoid that the Head Office or another Surveyor/Auditor/Inspector adopt a position inconsistent with their own actions,

• try to satisfy the owner whenever possible and reasonable and as long as safety is not at stake, not give the impression that they pay particular attention to unimportant details, adopt a firm attitude for all safety requirements whilst acting tactfully,

• remember to serve general and not individual interests, not act and not give the impression that they act in order that the Society may profit from an operation, but act only to promote safety,

• propose any modifications or additions to the Rules or instructions in force which seem necessary to improve safety conditions.

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As special obligations, the Surveyor/Auditor/Inspector must :

• in their report reflect what has been found, necessary actions taken to those finding, repairs, works and test,

• check that the work done satisfies the Society’s requirements,

• confine themselves to facts,

• be as careful as possible in writing reports. Not use vague wording which can often be misinterpreted or distorted,

• In case of damages, refer to the Master or Chief Engineer statement on causes and circumstances, if they know,

• not refer to their own opinion on causes and circumstances of damages as the surveyor's/auditor’s/inspector’s opinion may be subjective and not correct or misinterpreted. However when they estimate that their opinion is to be communicated to the Head-Office they have to draw-up a confidential report,

• never endorse a photocopy of a certificate. The original certificate may have overdue condition(s) of class that the owner's representative does not want to bring to the knowledge of the Surveyor/Auditor/Inspector,

• not use the wording GOOD in narrative report (except for coating condition of ships when it is the case). Instead, it is strongly recommended to use the wording "satisfactory" or "without remark".

• not criticise other Surveyors/Auditors/Inspectors, the Head-Office or other branch offices either publicly or to third parties. Where criticism is due, this must be made but confidentially, within the confines of the Society,

• not use reference to internal correspondence in reports

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Exclusive Surveyors/Auditors/Inspectors deal with all business matters and help develop the Society's influence. They are not allowed to accept functions, with or without remunerations, considered by the Head Office to be incompatible with the functions of a Recognised Organisation (RO) Surveyor/Auditor/Inspector (e.g. co-ownership of a classed ship, adviser to a workshop or shipyard).

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Surveyors/Auditors/Inspectors are not allowed to :

• accept a gratuity from a third party,

• transmit to people outside the Society copies of internal Recognised Organisation (RO) documents,

• issue any written document other than the documents provided for in the Rules or instructions of the Marine Operational Centre,

• disclose to persons outside the Society, without specific permission, the content of internal correspondence,

• supply any information, other than the ones which appear in the Register and its supplements and in the Rules or general information of the Head Office intended for clients,

• provide, without written authorization from the owner, a third party with information about condition of ships,

• carry out, without previous permission, surveys on behalf of other Registers.

  All surveyors/auditors/inspectors shall comply with Recognised Organisation (RO) Code of Ethics, as per Marine General Procedure GEN_0010.

Intervention of Surveyors, Auditors and INSPECTORS outside their geographical area

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Surveyors, Auditors and Inspectors are not permitted to attend ships in service outside their geographical area unless duly authorised by both the MO of the concerned ship and theNS Operations Manager of the Survey Centre of the country intended to be visited.

If an intervention occurs outside the geographical area of the Surveyor/Auditor/Inspector, this is to be confirmed in the Job Definition section of the ASMS report, and the respective agreements attached to the report (Not sent to client).

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This instruction is not applicable to the appointment of Surveyors, Auditors and Inspectors by the FM Director or MO Managers for specific FM missions.

Organisation of Survey Centres

Management of surveys

Each Survey Centre carries out activities in a given geographical area, within a Region, under the supervision of the relevant NS Operations Manager and SSQM.

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A logbook shall be kept in the office, giving information on the location of each Surveyor, and how they may be reached for a message.

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The survey schedule shall be arranged to allow the Surveyor to carry out, whenever possible, several surveys in the same area or during the same trip.

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Provisions shall be made to enable clients to contact a Surveyor outside normal office hours and during holidays for urgent surveys.

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Expenses, whether or not reimbursed by the clients, must be kept to a minimum by Surveyors. When travelling long distances, the means of transport must be carefully studied.

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The total relative cost for the client must always be considered, that is time spent plus expenses.

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For Ships in service activities the rotation of surveyors and auditors (avoiding that the same surveyors / auditors attend always on board the same ships) shall be implemented as far as reasonably practicable (if so allowable by the size of the teams and availability of the adequate qualifications) and shall be documented.

For small teams (less than 2 qualified surveyors or auditors for the said job):

• QMC will exercise a specific vigilance on the robustness and integrity of relevant survey and audit reports at the time of the performance of the survey and audit reports monitoring,

• HO (MO) will implement specific requirements for the monitoring of the concerned surveyors / auditors which takes place every second year.

Ships in Service file

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Files shall be kept up-to-date. the related management procedure applies.

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Connecting Districts must keep complete files of ships connected to them. Their files are copies of those in the Head Office and should serve as back-up copies in case where the Head Office file is damaged or lost. These files are subject to monitoring in compliance with the related management procedure.

When a ship changes Connecting District, its complete file will be transferred to the new Connecting District.

In the case where a MOC and a Connecting District are located on the same premises, usually they keep only one file for a connected ship. If the ship is transferred, it is then the duty of this Unit to check the file, to duplicate it and send the two copies of the file respectively to the new MOC and to the new Connecting District.

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It is recommended that the files be organised according to the ship Register Number and with several sub-files :

• Classification and Statutory file, to contain all documents and reports concerning Class and Statutory matters (except confidential ones),

• Confidential file. This file contains all correspondence concerning the ship, as well as confidential letters, confidential damage reports, etc.. The Surveyors' notes could also be filed therein,

• Separate file with drawings and technical documents (if any),

• Invoice information file, including copies of issued invoices.

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The Confidential file and Invoice information file shall not be communicated to any person outside the Society.

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The Classification and Statutory file may be communicated to the owner or to the persons designated by them on written request. The Head Office agreement must be requested before authorizing access to the Classification file. The owner's attention must be drawn in writing to the fact that this file may not be complete and that the Head Office file is the only official file.

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Drawings from the separate file may only be reproduced after obtaining the agreement of the designer. For any different procedure, apply first to the Head Office.

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For a District having developed electronic filing, the principle of the separate files for correspondence and Class/Statutory documents remains valid.

A security system shall be provided for to authorize specific persons to access only to ship Class/Statutory files.

Note 1 : During the examination of the files, the Society's staff may bring their help provided this help be limited to :

• verbal translation of reports written in a language not understood by the person carrying out the examination,

• explaining the Rules and procedures of the Society.

No comments whatever or opinion should be expressed by the Society's staff except on factual situations (missing reports, etc.). However, it may be worth to know the reason for the examination of the file (sale, etc.) and a discreet enquiry should be made.

Note 2 : Nothing of the above applies in case of litigious or contentious matters. In such cases, the advice of the legal advisers of the Society in the country shall be sought and instructions immediately requested from the Head Office. No document whatever should be shown or handed over until the said advice and instructions are obtained.

Marks and Stamps

Introduction

This document describes the use of Recognised Organisation (RO) Marine & Offshore marks and stamps in ships & units in service activity, in order to identify, trace and/or endorse documents such as Certificates, Statements of compliance, Attestations.

Legal and Official aspects

M&O marks and stamps are not only technical item used in the process of performance of services. They are also taking on official and legal aspects providing then a legal and official status to reports, certificates, and any other document which are so stamped.It means that when using Recognised Organisation (RO) M&O marks and stamps M&O staff are committing M&O division vis-à-vis a client, an Accreditation or Certification body, or any other body having granted to M&O division any notification to work on behalf itself.

Stamps

Dry Stamps

• Stamp used without ink on a thick paper (100gr minimum) embossing it;

• Use is limited to Head office, Marine Chief Executives and Marine Operational Centres.

Ink Stamps

• Rubber pad impregnated with ink. Black ink colour should not be used.

• Each office (Survey Centre, Connecting District, CS unit, Marine Operational Centre) is to hold one or several ink stamps.

• Diameter of round stamps is usually between 20mm and 45mm.

• Other specific stamps may be used according to specific TNS procedure (SOPEP, SMPEP, SSP, DMLC, …)

• Each qualified surveyor/auditor/inspector is to hold one or several ink stamps.

Models of round ink stamps

• Above indicated Electronic stamp (2 coloured Blue/Grey) is to be used in connection with Electronic Certificates (as applicable).

• Round Ink Stamps High Definition Image is available in Attached Documents.

Die Stamps or Markings

• Metallic punch

• It can be mounted on pliers

• Each qualified surveyor/auditor is to hold one or several marks

Models

There are several types available for die stamps: standard, automatic stamping machines used to mark mass production materials, equipment and supply, and low stress (or “dotted”) stamps for special equipment or low temperature equipment.

Sizes are left to the individual country’s discretion but are generally around 1cm².

• Below Conformity mark is used as per PTE/TTE procedures:

  

  It may also be used during ships in service inspection such as witness of receiver test or witness of calibration of safety valve set point, as per corresponding TNS procedures.

• Below Identifying mark is used as per PTE/TTE procedures:

  

  It may also be used during ships in service inspection such as marking of samples on materials for which traceability cannot be evidenced through the corresponding certificate, as per corresponding TNS procedures.

Rules for Issuance, Restitution and Withdrawal - Register of Stamps & Markings

3.3.3.4.1 Issuance

As soon as a surveyor, an auditor or an inspector is qualified (not trainee), they should be issued with the necessary stamps by their manager. Customization of those stamps is not permitted (no name, no number on the stamp).

3.3.3.4.2 Restitution

When a surveyor, an auditor or an inspector leaves an office for any destination where they should not be qualified to use the stamp they were granted, their manager shall retrieve their stamp(s).

3.3.3.4.3 Withdrawal

It is the line manager's responsibility to withdraw the stamps in the event of a qualification expiring or being withdrawn.

3.3.3.4.4 Register

A register is to be maintained in each office (Survey Centre, Connecting District, CS unit, Marine Operational Centre). It should be indicated for each qualified surveyor/auditor/inspector the number of marks and stamps assigned. The date of delivery and the date of restitution, or withdrawal are also to be indicated with the corresponding signature. Any change in the numbers and types is to be recorded in the register. Spare pieces are also to be recorded.An example of Register is given in the Attached files Appendix 1.

Conditions for keeping Stamps and Markings – Loss and theft

The conditions for storing stamps by a surveyor/auditor/inspector (in the office, home, during assignments, whilst travelling, or during leave) are to be such as to minimize the risk of loss, theft, fraudulent or incorrect use.If a stamp is damaged, lost or stolen, the surveyor/auditor/inspector is to immediately inform their line manager in written, who will decide the actions to be taken. Decision is to be reported in the register.

Rules for procurement

It is for each office the manager’s responsibility (Survey Centre, Connecting District, CS unit, Marine Operational Centre) for procuring corresponding types of stamps and markings.

Request for information concerning the Class

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When a third party requests information about the Class position of a ship, the Surveyor must only provide the data contained in the Register or Supplements at hand or the non-confidential part from the Neptune database, and must not commit themselves concerning facts or surveys subsequent to those mentioned.

Note : Part of the information obtained from the Neptune database is confidential. Only the same information as found in the Register and Supplements, but updated, may be communicated to third parties.The limitations upon which the reply is based must be made clear to the party requesting the information.

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The Society is regularly requested to provide Class attestations certifying that :

• a Classification Certificate is clean and free from condition(s) of class on a certain date. In this case, the Society usually considers that a Classification Certificate valid on this date, and not containing any uncancelled condition(s) of class is clear and free from condition(s) of class, except when it is confirmed that conditions for the suspension of Class as laid down in the Rules are met,

• the Class is (or was) maintained on a certain date or period. In this case, the Society usually considers that the Class is (or was) maintained if no survey or condition(s) of class is (or was) overdue on that date or in the period, except when it is confirmed that conditions for the suspension of Class as laid down in the Rules are met.

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Any Class attestation request is transmitted to the Marine Operational Centre by the Survey Centre which is never authorized to decide on the issuance of this document.

Information concerning the loss of a classed ship

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Information on the circumstances of a loss, or major damage which may eventually be declared "Constructive Total Loss" by the Underwriters, obtained from owners or any other source, must be rapidly sent to the MO and the Marine Operational Centre.

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The needs for this information are various :

• make sure of the actual Class and Statutory situation at the date of the casualty,

• constitute files examined monthly for deletion from the Register,

• analysis purpose.

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The maximum available information should be transmitted to the MO, for example, copies of maritime reports on the loss, Master's Sea Protest documents, etc. with, in particular, the information on the causes of the loss :

• bad weather,

• nautical error,

• machinery failure,

• others.

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All official information transmitted must be of objective nature, and not the Surveyor personal opinion or judgement of the situation.

Documentation, forms required

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All Surveyors shall have readily access to the documentation and forms necessary for their activity.

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In-force documents shall be identified by reference to the in-force Marine & Offshore Division Master List of Documents (Marine Master List Database) and to Database "Gestion des Imprimes".

In this connection, Surveyors shall note that paper forms can be used only if they are not available in "Certificate Editor" database or if access to this database is denied.

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Documents not included in the ASMS reporting system must be kept up-to-date. Outdated documents shall be discarded or stored apart.

Relations with National Administrations

Head Office information

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C&R_SCD should always be contacted through the MOC for information prior to contact/meeting with National Administrations in relation with issues of general policy, in order to obtain the view/agreement from the Head Office on matters of a general nature to be discussed. No position of general policy can be adopted before having informed C&R_SCD, and received the necessary instructions.

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Results of meeting with National Administrations must always be conveyed immediately to C&R_SCD through the MOC.

Official commissions

Due to their experience, the Society's staff members are often selected to participate in official commissions as technical consultants. This role usually belongs to the SSQM who may, in certain cases, appoint a qualified and experienced member of their staff to replace them.

National regulations

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The SSQM and CD must keep themselves informed of changes in the National Maritime Regulations.

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Where regulations concerning national ships do not authorize the Society to carry out Statutory surveys, the local owner shall be informed accordingly for harmonization with the Class requirements.

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Where the Society is authorized to carry out Statutory surveys, all necessary information must be conveyed to C&R_SCD for updating of the related survey procedure.

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Where national regulations apply to all calling ships, C&R_SCD and the MO must be informed thereof through the MOC. MO and C&R_SCD will then inform respectively the owners and the Network as necessary.

Invoicing. Client accounts

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For invoicing and client accounts, see the related procedure and the related procedure.

Complaints. Disagreements and legal actions

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For handling complaints, see the related management procedure and the related procedure.

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In case of legal actions, two distinct cases may occur :

• the Society is one of the parties involved in a litigation.

• the Society Surveyor becomes involved in a litigation as witness and/or specialist.

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The precautions to be taken in order to avoid further problems for the Surveyor involved and damage to the Society are generally the same as follows :

1. As soon as it is clear that a disagreement and/or litigation exists where the Society may be involved, the Head Office must be informed immediately with all details.

2. If not already done, a proper file with all available information, reports, photos, drawings, etc. should be prepared.

3. No information shall be removed or discarded as it may be valuable later on.

4. As much information as possible, which is available to the public (e.g. newspaper articles, reference from court hearings, etc.), shall be collected on the case.

5. No action shall be taken without consulting the Head Office.

6. No information or copies of document shall be provided to any party without specific agreement from the Head Office.

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In most cases, the Head Office will appoint a local attorney to take care of the interests of the Society and, if necessary, of the Surveyor(s) involved. As soon as the attorney has been appointed, all matters must be treated with them :

1. Appointed to protect the Surveyor's own interest as well as those of the Society, the attorney must be provided with the full co-operation and all information.

2. If the Surveyor is called to make statements or give evidence, the attorney must always be asked to help the Surveyor with preparation and must be present when the statement is given.

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Statements or evidences must always be objective and never contain the Surveyor's opinion and sentiments. Always ask for clarification before answering unclear or ambiguous questions.

Only answer the question as asked and not anything else. Refrain from making superfluous comments which could lead to new questions.

Letter to Owner

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The Connecting District regularly receives from MOCs the computer outputs "Letter to Owner". For legal reasons, it is of paramount importance that the "Letter to Owner" be effectively transmitted to the owner and that the traceability thereof be normally maintained.

Those owners having subscribed to VeriSTAR Info may request, by writing, not to receive the "Letter to Owner".

Administrative organisation before surveys of ships in service

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See Flow-Chart in Annex Untitled. Refer to ASMS (Advanced Ship Management System) in locations where ASMS is operational.

The recommendations hereafter concern the request for survey and its review.

The NS Operations Manager must be very careful and not accept any request for survey of doubtful character. Whenever a request is made for surveys which are not within their normal scope of work, the Surveyor must contact their NS Operations Manager or the Marine Operational Centre in charge of the ship.

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The request for survey should always be made in writing, defining the scope and limits of the survey, in order to find out if the intervention requested lies within the scope of the Society's traditional activities.

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It must also be ascertained that the person requesting the survey is empowered to do so. If several parties are concerned, a written agreement must be obtained from all concerned parties to have the Society performing the survey.

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Generally, the Surveyor intervenes on request from the owner, a third party, the Head Office, the Marine Operational Centre or from a Maritime Authority. In some cases, they may have to intervene ex officio.

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An intervention on a third party's request cannot be made on a ship classed with the Society unless a written authorization has been received from the owner or from the Head Office.

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In any case, it must be made clear if the person requesting the survey is duly authorized to do so, and whom they are representing. To avoid futile discussions and to make the payment of our invoices easier, except for small fishing vessels, all other ships shall be subject to a written request for survey (RFS) on form available in attached files (and integrated in ASMS Reporting tool), signed by the person requesting the survey or the Master. A copy of the request must also be left with the person signing the document.

The Request for Survey should be generated in ASMS Reporting tool and shall be signed by the owner's representative to confirm the request for attendance and the surveys to be performed. All the planned surveys must be specified under their abbreviated forms as given in the Supplements to the Register. Planned surveys abbreviations will be automatically populated by the ASMS Reporting tool, after selecting the scope of surveys in the report.

The RFS shall be signed on the first day of attendance after completion of administrative checks, on board, as indicated in Flow-Chart in Annex Untitled.

At the end of the attendance, the owner representative attests for the time spent by the surveyor, and signs the timesheet. The timesheet is filed in and generated in the ASMS Reporting tool after issuance of Survey Statement. Refer to Flow-Chart in Annex Untitled.

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The request for survey is reviewed according to local procedures, under the responsibility of the NS Operations Manager, and is considered as a contract review. Records of the review shall be kept.

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A request for survey made by telephone does not constitute a legal contract. Such a request shall be noted on the Survey Request Log Book, as per the phone conversation, but the requesting party should be reminded that a written confirmation is required.

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As a minimum, the Survey Request Log Book contains the following information for every survey requested :

• request number,

• date and time of request,

• name and address of person making the request,

• ship's name, Register Number,

• place, date and time for survey as requested,

• definition of the survey,

• confirmation of the address for invoicing,

• any particular local conditions, or other important information.

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The NS Operations Manager or their Delegate appoints the Surveyor(s) who will carry out the survey(s), making sure that the applicable qualifications and certification requirements for any single job are complied with. In this respect, the "Qualification and Certification Scheme Database" is available for consultation.

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It may happen that surveys and repairs started at one port, must be completed at another port. The first port Survey Centre must inform accordingly, without delay, the NS Operations Manager and SSQM of the new Survey Centre with copy to the relevant MOC.

If urgent, it is advisable to contact the concerned Survey Centre directly by fax, telex or telephone to avoid that new surveys be made prior to knowing the decisions already taken, or that the Society be rendered responsible for delays.

In any cases, the SSQM and NS Operations Manager must be kept well informed in order that they may give special instructions to the Surveyor, in particular concerning the text of endorsements, certificates, or other documents to be issued, etc.

Note : The Centre requesting the survey is responsible for obtaining the written request for survey (telex or fax).

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The Surveyor may have to intervene at the request of the MO or the MOC to supervise certain repairs, to provide information on special points of the structure or propelling machinery, or for any mission assigned by the MO or the MOC.

Untitled

When the Survey Centre cannot carry out the requested survey, whatever the reason of the refusal it must immediately inform the CD of the ship.The CD is then to contact the owner/manager of the vessel to check whether an alternative port/date is acceptable to them. In any case, if the attendance cannot be deferred, the responsibility is incumbent upon the SC to provide an acceptable solution, whether at the local or regional level.

Specific surveys

Statutory surveys outside scope of recognition

See the related survey procedure and the related survey procedure.

Chartered ships

Untitled

Three principal types of charters exists :

• voyage charter,

• time charter,

• bare boat charter.

Untitled

Normally, only the owner or their agent can request surveys of ships on voyage or time charter, and only charterers can request surveys of ships on bare boat charter.

Untitled

However, special cases and conditions may exist. In particular, before commencing surveys of damages or surveys where litigation may be the result, the Surveyor must verify that the person requesting the survey is duly authorized to do so. See the related survey procedure.

Sale of ships

Untitled

This is one of the most difficult situations for a Surveyor, when the sales contract provides for the Society intervention or when this is requested for any reason, the Surveyor must be particularly vigilant and impartial, as usual.

Untitled

The buyer should not have any reason to suspect the Surveyor of collusion with the seller or to allege a voluntary error, i.e. an intentional fault similar to a wilful misrepresentation. Refer to the related survey procedure and the related survey procedure as related to occasional surveys.

Untitled

The Surveyor shall receive two written requests for survey and make two completely separate surveys, with completely separate reports and invoices :

• Surveys on the seller's request to carry out whatever they are requesting (e.g. bottom survey, due periodical surveys). Any overdue surveys or condition(s) of class shall be dealt with.

• Surveys on the buyer's request to carry out whatever they are requesting (e.g. survey for change of flag). Such surveys are strongly recommended to be only commenced after the sale has taken place.

Untitled

Any request for an independent valuation of a ship shall be declined, as this service is outside the scope of the Society's marine activities.

Change of flag

Untitled

For change of flag, all Classification documents must be amended or renewed on the owner's request. See the related survey procedure.

Untitled

In case where Statutory certificates are issued by the Society, the existing certificates must be withdrawn and returned to the Marine Operational Centre. For surveys and issuance of new Statutory certificates, refer to the applicable TNS.

Ships to be classed after construction

Refer to the related procedure.

6. Ships classed to another Register

In all cases where the surveys are requested on ships classed with another Register, the request must be made in writing, and the invoice settled before the ship's departure, unless guarantee has been made by a local and well known Agent. Refer to the related survey procedure or request instructions from the MO.

Interventions made ex officio

Untitled

When the Surveyor is informed that a ship classed with the Society is expected in their Survey Centre for drydocking or repairs, such information being obtained in general in reading local newspapers or through conversation with agents, they shall :

• check the Class situation of the ship,

• enquire about the reasons for calling in this port, programme of maintenance/repairs, etc.

Untitled

When, from the information collected, it appears that a survey is overdue, or that maintenance and repair work are made to parts affecting the Class, or that the call is due to damage at sea, the Surveyor shall get in touch with the owner's local representative, if they have not been called for survey within a reasonable delay. If the owner refuses the attendance of the Surveyor, the Marine Operational Centre must be informed immediately.

Untitled

The Surveyor also intervenes on board classed ships without waiting for a call from the owner's representative when instructed to do so by the Head Office or the Marine Operational Centre.

Untitled

The Surveyor may also be called on board classed ships when Statutory certificates are issued by the Society and when the Port Authorities detain the ship for alleged deficiencies for one or several Conventions covered by the certificates. The Head Office must be informed immediately (see the related survey procedure).

Untitled

The Surveyor may be requested to attend the ship by the Port Authorities. The agreement of the owner's representative is not mandatory in such a case, but the owner should be informed accordingly. The Head Office and the Marine Operational Centre shall be informed immediately.

Voyage repairs and maintenance

The general conditions for acceptance of repairs and maintenance are given in 2.9, Chapter 2 of the Rules. Guidelines for more details on this subject have been prepared by IACS. Refer to IACS UR Z13.

Ships leaving port Recognised Organisation (RO) being not informed

In the case of a ship leaving port, without informing Recognised Organisation (RO), and prior to completion of surveys, the Survey Centre is to contact the Marine Operational Centre for information/instructions in particular with respect to possible ship's class suspension.

The ship's survey report is to clearly indicate the status of surveys completion as well as to indicate that the ship left port without Recognised Organisation (RO) being informed.

Verification of Class and Statutory Certificates position before intervention. Preparation for survey

Checking Register and Supplements

Refer to ASMS (Advanced Ship Management System) in locations where ASMS is operational.

Untitled

When an intervention is requested and the Surveyor has no access to Neptune MM, the Register and Supplements must be consulted to verify that the ship is actually classed with the Society. Nevertheless, the SSQM or the MOC shall be contacted to verify that the ship's Class is not suspended. See Administrative organisation before surveys of ships in service.

Untitled

For new entries of ships not published in the Register, the Supplements to the Register provide the necessary indications.

Checking updated information on the ship

Untitled

On-line data terminals or the Marine Operational Centres are consulted concerning Classification as well as Statutory Certificates position, prior to commencing any survey.

Untitled

The ship's Class and Statutory Certificates position is compared with the requirements of the applicable Rules and Conventions, in order to detect any discrepancy between surveys requested and surveys theoretically due.

If any discrepancy appears, the party requesting the survey shall be contacted for clarification and, if necessary, the Marine Operational Centre consulted. A request for survey should not be followed blindly, the owner being guided to correct eventual misunderstanding, or being reminded of surveys forgotten.

Checking Recognised Organisation (RO) recognitions

the related survey procedure shall be consulted to find which recognitions are given to the Society by the Flag Administration for the Statutory surveys.

Checking local files

The local ship file shall be consulted if the ship has previously called in the Centre.

Harmonization of surveys

Untitled

It is of utmost importance for both the owner and the Society that as many Classification and Statutory surveys as possible are grouped together and thus harmonized, keeping in mind the time window allowed to carry out surveys.

Untitled

For the owner, it is important to :

• avoid double surveys and thereby additional burden for the ship's crew,

• facilitate their administrative work, knowing that surveys will fall due on the same dates, and therefore having to call a Surveyor a limited number of times, reducing the risk of having overdue surveys and expired certificates,

• not having to pay additional expenses and possible additional fees.

Untitled

For the Society, it is important to :

• improve services to the owner, whenever possible,

• reduce the administrative burden by grouping the reports,

• use the Surveyor's time more efficiently.

Renewal of certificates

Untitled

It is imperative that all renewal surveys at the end of the Classification period are carried out at the same time, also including the surveys for additional Class notations (e.g. automated installations, refrigerated installations, etc.).

Refer to Determination of starting date of term (Class certificates).

Untitled

When the Society has the adequate authorization, the following Statutory certificates are also renewed at the same time as the Class certificates :

• Loadline,

• Safety Construction,

• IOPP,

• others as applicable.

Untitled

Should a Survey Centre need any clarification, interpretation or complementary instructions as concerns a specific ship, the Marine Operational Centre controlling the ship is responsible for this support. The Marine Operational Centre may always request the advice of the MO.The Marine Operational Centre transmits instructions related to the organisation of the surveys, when requested.

Annual and periodical surveys

All due Classification surveys shall be normally carried out at the same time, including additional surveys required for certain service notations (e.g. chemical tanker and liquefied gas tanker), as well as surveys required for additional Class notations.

Consultation of the documentation and of the Head Office

Untitled

Before commencing a survey which they are not familiar with, the Surveyor studies the relevant Rules and TNSs, the Class and Statutory Info database, consults their colleagues and gets in touch with the SSQM or the Marine Operational Centre for particular instructions. The Surveyor shall be qualified for the contemplated surveys if done alone. Attention is drawn to specific provisions regarding renewal and intermediate surveys of ESP ships of 15 years old and over and deadweight of 20,000 and above.

Untitled

All communication shall make reference to the ship's name and Register Number. All available information is transmitted, and the Surveyor themselves proposes solutions and/or alternatives to problems encountered.

Preparation of forms

Untitled

The Surveyor prepares and brings on board necessary copies of each of the forms needed for the foreseen surveys, in order to avoid omissions and assure collection of all necessary information. Alternatively, the Surveyor can bring their laptop computer.

Untitled

As far as practicable, the reports shall be drafted while on board.

Scope of surveys

Documents to be consulted

Untitled

The Surveyor refers to the Rules - Part A, in order to define the scope of the requested surveys, according to the ship's Class status, Class marks and notations, age, etc.

Untitled

They also consult, in the applicable TNS, the instructions for the performance of these surveys.

Classification after construction

The Surveyor proceeds in conformance with the Marine Operational Centre specific instructions. Refer also to the related procedure and the other applicable TNSs.

Continuous surveys/Machinery Planned Maintenance Scheme

Untitled

The Surveyor refers to the Rules - Part A in order to define the scope of each CS item, according to the ship's Class marks and notations, age, etc.

Untitled

Refer to the related survey procedure, the Rules, Part A, Ch. 2 App. 2 and other TNSs for the performance of the surveys.

Untitled

For PMS (Planned Maintenance Scheme), refer to the Rules, Part A Ch. 2 App. 1 and the related survey procedure.

Inspection of fire mains, emergency fire pump and communication means

Untitled

These items are essential for the safety of the ship and should not suffer, even temporarily, deficiencies which put them partly or thoroughly out of use. Due to their normal conditions of operation, they are prone to damages/failures. The actions of the Port State Control evidence these facts regularly and it is regrettable and unacceptable that a third party be often the initiator of the required corrective actions/repairs.

In consequence, the Society has decided that, at any attendance on board for annual Class survey, periodical Safety Equipment survey, Class intermediate or renewal survey, the following inspections and tests shall be carried out unless there is objective evidence confirmed by the external condition of the items that these have been done within less than 3 months :

• Fire mains : Systematic inspection, the fire mains being under pressure through the emergency fire pumps. A particular attention shall be paid to the areas where dirts may accumulate (entrapped areas in way of hatch coamings, stays, etc.) and where corrosion may build up (lower part of the fire mains, crof coaming stays, areas of collars, etc.). Repair by patches is prohibited.

• Emergency fire pumps : Operating test at a normal discharge pressure capable of supplying 2 jets of water.

• Communication means between the navigation bridge and the steering gear room : Systematic test of all communication means.

Untitled

For periodical Safety Equipment survey or Class intermediate survey, in addition to Untitled above, fire mains shall be hydraulically tested at a pressure equal to 1.25 times the required minimum pressure deduced from the ship type and tonnage.

Untitled

For Class renewal survey, in addition to Untitled above, the following applies :

• Main and emergency fire pumps,

• Fire mains : Some lengths of pipes should be removed for internal inspection, using US gaugings when necessary (maximum wear and tear of 30% of the original thickness). If the results are not satisfactory, removal and internal inspection shall be extended to the full length of the fire mains. Whenever possible, the pipes shall be rotated by 90°.

Untitled

As a result of the above inspections and tests, any deficiency shall be repaired immediately. No postponement shall be granted, in principle, unless acceptable provisional repairs or steps are made. This latter alternative shall be accepted only where adequate facilities are not available and with the view to having definitive repairs made at the first port reached by the ship where such facilities are provided.

Damages to the fire mains shall be repaired by replacing the complete length extending from flange to flange, unless it is obvious that the damages are localised.

Untitled

Inspections and tests carried out at the time of a periodical Class survey (annual/ intermediate/ renewal) shall be reported on the relevant survey report form.

In all other cases, the Master shall be required to record the inspections and tests in the ship's Log Book, for future reference. Reporting then shall be made on form AdE 465.

For periodical Safety Equipment survey, see the related survey procedure.

For Class intermediate survey, see the related survey procedure.

For Class renewal survey, see the related survey procedure.

Administrative checking during surveys on board

Examination of documents on board

Untitled

Classification Certificates, all Classification documents, all Statutory Certificates and other documents issued by the Society shall be examined. Excuses whatsoever shall not be accepted for not following this instruction.

Untitled

All Classification documents issued by the Society are listed on the ship’s status.

Untitled

Where practicable, it is strongly advised to remove the certificates until the survey is completed.

Untitled

Examination of the documents consists, as a minimum, of the examination of :

• the validity of all Classification and Statutory Certificates,

• the last survey date and the next due date for all surveys, Classification and Statutory, including additional surveys required for certain service notations and additional Class notations,

• the possible condition(s) of class

• all items in all Continuous or PMS Survey lists,

• all other documents issued to particular ships.

Untitled

Any discrepancy found in the information given in the Register, Supplements or Neptune Database, compared with the documents on board, shall be notified to the Marine Operational Centre for correction. This is particularly important : the Surveyor should never lose an opportunity to correct mistakes detected in documents issued by the Society.

Untitled

If the owner's representative/Master objects to the examination of the documents, they must be advised that this is necessary in order for us to render them the best possible service, and that this is in their own interest to avoid possible future problems due to overdue surveys or expired certificates that they might have overlooked.

Moreover, this is a requirement from the Rules.

Untitled

If the Master objects to this examination, a letter shall be written stating so and addressed to the Master who should be asked to countersign it. The letter states that the Class of the ship may be suspended further to a decision of the Head Office. A copy of the letter shall be left on board and the MO and MOC shall be informed thereof immediately.

Untitled

At time of any attendance for survey (occasional and periodical) or audit (additional and periodical), the surveyors/auditors have to check records of any previous PSC inspection which have raised PSC deficiencies in relation with class or to statutory certificates issued by Recognised Organisation (RO) on behalf of flag administration (ship detained or not). The surveyor is to check through records or survey that these deficiencies have been effectively corrected

Classification Certificates

Untitled

If certificates are not found on board and surveys cannot be delayed, after completion of requested surveys, the Surveyor shall issue a statement on form Ad ME 465 stating :

• that the Classification Certificates were not on board,

• that the surveys have been carried out,

• the findings with recommendations, if any, and mentioning "CLASS CERTIFICATES NOT FOUND ON BOARD - Notwithstanding the surveys carried out as per the present document, it is the owner's responsibility to apply for the required surveys for the maintenance of Class, as per Chapter 2 of the Rules."

Untitled

The Surveyor shall identify the ship only by her name and Register number (no Class symbols, marks or notations) and shall not confirm her Class.

Untitled

The original of the statement is left on board, a copy being endorsed by the Master and immediately conveyed by the Surveyor to the Marine Operational Centre.

Untitled

If the surveys can be delayed, the Surveyor contacts the Marine Operational Centre for information and uses all possible means to verify the Class position.

Untitled

In any case, the Surveyor shall not endorse photocopies of Class or Statutory certificates.

Statutory Certificates not present

Refer to the applicable TNS.

Declaration before commencing the surveys

Before starting the surveys, the Surveyor is to ask the Master the following question:

"Do you have anything to declare or put to my attention, related to the ship's classification and statutory certification ?".

This is to be reported under the ASMS item:

"Confirmation that the attending Surveyor has asked to the Master if they had anything to declare or put to their attention and that no additional points have been raised by the Master with respect to the ship's classification and statutory certification".

Postponement of Classification/Statutory surveys, repairs and condition(s) of class/recommendations

Untitled

The postponement shall not be considered as a normal means of maintenance of the ship's Class. This must remain exceptional and duly justified.

Untitled

Before taking any decision on the principle of the postponement, the request must be reviewed carefully. Due consideration shall be given to the following parameters :

• owner's intention and policy,

• type and age of the ship,

• type of survey,

• nature and extent of the damage/repairs (if relevant),

• availability of a qualified Surveyor,

• local economical, technical and political constraints,

• findings and opinion of the local Surveyor as regards the ship's condition,

• possible incidence on Statutory Certificates and involvement of Authorities,

• technical study carried out by the Local Plan Office (if relevant),

• ship's file when available,

• client's account.

Untitled

the related procedure Attached file Annex A2.2 defines the items with the Unity responsible for deciding, in principle, on the requested postponements. The maximum time allowance and the minimum survey programme are provided for convenient reference. The relevant Unit shall be consulted.

Untitled

Notwithstanding the position adopted by the responsible Unity, the attending Surveyor may always, depending on their own findings, convey or refuse the proposed postponement, assign a shorter limit date and/or increase the inspection requirements.

Untitled

As regards Statutory certificates and surveys, any request for postponement shall be reviewed against the Flag Administration requirements. The Administration shall be contacted by the Marine Operational Centre (in liaison with C&R_SCD if found necessary), where their authorization must be required.

Handling of Condition(s) of Class and Statutory recommendations

Untitled

Refer to the planned inspection programme. The condition(s) of class/recommendations issued shall be dealt with before the specified deadline unless a postponement has been agreed on (see Postponement of Classification/Statutory surveys, repairs and condition(s) of class/recommendations herebefore and the related procedure Attached file Annex A2.2).

Untitled

The condition(s) of class/recommendation shall be dealt with in compliance with the Rules, Procedures, Instructions, the international Conventions and national regulations.

Untitled

When the attending Surveyor does not understand the condition(s) of class/recommendation or disagrees with it, for clarification, they shall contact the Surveyor author of the condition(s) of class/recommendation. If this Surveyor cannot be contacted or if the disagreement cannot be solved, the attending Surveyor shall liaise with the Marine Operational Centre in charge of the ship.

When the disagreement has been settled and it is recognized that an endorsed condition(s) of class/recommendation is inappropriate, the attending Surveyor then deletes it but shall document the deletion in the survey report. The Surveyor author of the condition(s) of class/recommendation shall be kept informed of the process.

Classification surveys and condition(s) of class overdue

Untitled

All Classification surveys and condition(s) of class found overdue shall be carried out before or at the same time as other requested Classification or Statutory surveys. This concerns all annual, intermediate, periodical and renewal surveys, continuous survey items or overdue condition(s) of class.

Untitled

If such overdue surveys cannot be carried out immediately, the Marine Operational Centre shall be contacted for instructions. Refer also to the related procedure.

Statutory surveys overdue

When authorization has been given to the Society, all Statutory Certificates found expired must be renewed, and all Statutory surveys found overdue must be carried out before or at the same time as the requested Statutory surveys. Any Statutory Certificate found expired and not renewed, or any Statutory survey found overdue and not carried out, must be immediately reported to the Marine Operational Centre for information of the concerned Administration.

Refer to the appropriate TNS for the performance of Statutory surveys.

Surveys or condition(s) of class/recommendations due or falling in the near future

It is recommended, when surveys are due, or surveys or condition(s) of class/recommendations are coming due soon, and these are not carried out, that the Surveyor should leave on board a statement to this effect. This statement should be drafted on form Ad ME 465, annexed to the survey status as per Annex 2, and signed on receipt by the Master or owner's representative.The Surveyor then retains a copy of the statement for the ship's file and for information of the Marine Operational Centre.

Planning of survey

Untitled

The owner's representative/Master must be advised of the extent and approximate duration of the survey so that the survey can be organized against the ship operation schedule.

Untitled

If there is not enough time for the intended surveys during the ship's call, it is better to have the surveys postponed until the next port rather than to carry out a survey half-way or not as thoroughly as required. However, an overdue survey must always be carried out.

The only exception to this rule should be for very large ships or ships having very short time in port. A split-up of the survey is then planned with the owner and the Marine Operational Centre; other involved Survey Centres shall be duly informed. The instructions contained in the relevant TNS must be strictly followed. Refer to Ships leaving port Recognised Organisation (RO) being not informed.

Untitled

The Surveyor may, sometimes with advantage, leave with the owner's representative a copy of the printed form used for the report, for the use of the responsible Officer to prepare the ship for the survey.

Untitled

The planning of renewal survey for ships with ESP additional service feature is mandatory.

Performance of survey

Untitled

The survey must be performed in accordance with the Rules or IMO Convention requirements and instructions given in the appropriate TNSs.

Untitled

It is recommended to use the report form directly for notes while making the survey in order not to omit any items.

Untitled

Refer to the corresponding TNS for details of each survey.

Long Duration Surveys

Untitled

To avoid conflict with the Owner's representative, all condition(s) of class, recommendations, deficiencies and repairs required to be completed before endorsement of certificates shall be communicated in writing as early as possible during the survey, allowing the Owner sufficient time to make the necessary arrangements (Form Ad ME 465 - Model 3 - see attached documents).

The notification may be provided either by means of a hard copy on Form Ad ME 465 or by email addressed to the Master and/or the Owner's representative. When email communication is used, the attending Surveyor shall copy (cc) their SSQM and the Connecting District of the ship in all such correspondence.

Where practicable, acknowledgment of receipt shall be obtained from the Master or Owner's representative, either by countersignature on Form Ad ME 465 or by email reply.

These written communications serve to ensure that no misunderstandings occur regarding the outstanding requirements and provide an auditable record of the information communicated by the Surveyor. They may constitute important supporting evidence in the event of disputes concerning outstanding items, including situations where the vessel departs the port before completion of the required condition(s) of class, recommendations, repairs or surveys.

A copy of the signed form or the relevant email correspondence shall be retained in the Surveyor’s files.

Untitled

With the aim of maintaining the Job Status, specially for long duration surveys, significant steps of the surveys shall be recorded in the office. This may be achieved by :

• lists of works carried out/to be carried out,

• drafts of report forms progressively filled in,

• any other equivalent method.

Untitled

An overall general survey equivalent in scope to an annual survey of concerned certificates shall be carried out at the end of the survey before endorsement of certificates.

Relationship with Flag Administration/Port State Inspectors

On surveys, the Surveyor frequently meets such Inspectors and it is necessary to maintain good relations with them. They may sometimes inform the Surveyor that, during a survey, the ship was not fully in compliance with the Rules. In such a case, the Surveyor must be cautious and report immediately to theirhis SSQM or to the Marine Operational Centre.

The Surveyor verifies that the Master or Owner of the ship has reported to the Flag Administration and appropriate authorities of the Port State when any accident occurs to a ship or a defect is discovered, either of which affects the safety of the ship or the efficiency or completeness of its life-saving appliances or other equipment.

Relationship with owner's representatives

Untitled

Some owner's representatives will try to influence the Surveyor in their work and decisions. The Surveyor must, in such cases, be very prudent, follow given instructions and retain their integrity.

The Surveyor should remember they are not the first or only Surveyor who has been told "you make things difficult, this would not have been a problem for any other Surveyor" or "this would not be a problem with another Classification Society".

Untitled

However, the Surveyor should not simply use a reference to the Rules as an argument, but should use their knowledge and explain to the owner's representative the reason for their decisions.

They should, whenever possible, within the scope of given Rules and Instructions, the safety of the ship being given due consideration, try to help the owner solve a problem and not act with arrogance.

Untitled

If a disagreement arises that the Surveyor cannot solve themselves, they shall immediately contact their SSQM or the Marine Operational Centre for the necessary guidance and help. A disagreement which is quickly solved will also be quickly forgotten by all parties.

Drawing up reports and documents after the survey

Survey information for updating databases

Refer to ASMS (Advanced Ship Management System) in locations where ASMS is operational.

Untitled

Information cards (forms Ad 2527/2528/ 2529) or NPSS are intended to supply the Head Office with up-to-date information on Class and Statutory position of all ships, for entering into the Neptune Database.

Such information, whatever the system used, shall be conveyed to FM within 48 hours from completion of the survey.

It is imperative to meet this time allowance as this is important in connection with the IACS Procedure of automatic suspension of Class.

Untitled

Surveyors connected to the ASMS System shall send, through the System, the NPSS (see ASMS (Advanced Ship Management System)). In case where, for whatsoever reason, the NPSS cannot be sent through the System, the Surveyor must send by fax, within 48 hours from completion of the survey, this information to FM.

Untitled

Important information on surveys which, for any reason, the Surveyor cannot mention on the Information Cards, shall be conveyed to the Head Office in the form of an attached document.

Reports

Untitled

The Surveyor after checking the content and the typing shall submit the report to their SSQM for validation through ASMS. All survey reports shall be reviewed and validated by the SSQM or their Delegate. The Names of the Surveyor and SSQM will automatically be appended on the report cover page by ASMS. Also the date of validation of the report is automatically appended on the report cover page by ASMS. See the related procedure.

The Hull Condition Evaluation Report is to be signed by the Surveyor and verified and countersigned by the SSQM. It is then to be placed on board the ship by the Owner for reference at future surveys together with the detailed survey report.

Untitled

Upon review that the final gauging report (i.e. the thickness measurements report) is consistent with the preliminary report, the Surveyor is to countersign the cover page of the final report.

The preliminary report shall be kept, as a minimum, until the review is completed.

The following statement is to be added before the Surveyor's signature on the cover page of the final report:

"Report reviewed for consistency, measurements partly attended"

The date and place of review is also to be indicated on the cover page of the report.

When the final thickness measurement report is submitted electronically to Head office, the paper cover page is to be printed, countersigned as detailed above and filed locally in the Survey Centre.

Untitled

Reports shall be transmitted without undue delay after completion of the surveys.

The time allowed for any report to be written and submitted by the attending surveyor should not exceed 15 days. The time allowed for any report to be validated by the SSQM should not exceed 3 days.

The total time allowed for any report to be written, submitted and validated should not exceed 18 days. For complex and/or long duration surveys such as ESP surveys, etc., the time allowed should not exceed 30 days.

Any special case shall be assessed and be with the agreement of the SSQM. However the Maximum average time for submission of reports and validation shall not exceed 18 days for any given year.

Detentions - Special attention is to be paid to surveys just before and after detention where the report details are essential for an investigation into the detention and an appeal is to be progressed without delay.

ESP Oil Tankers or Liquefied Gas Carriers - See also Untitled below.

The establishing of set KPIs may be reviewed and adjusted periodically by FM.

Untitled

Surveyors connected to the ASMS System shall send their reports through the System (see ASMS (Advanced Ship Management System)).

Untitled

For ships with the service notation "oil tanker ESP" or "liquefied gas carrier", any occasional survey report further to survey of repairs subsequent to damages, shall be sent to the Owner upon completion of repairs, i.e before the ship starts commercial operations, as such a document is normally required for chartering purposes.

Other surveys outside scope of Classification

Refer to the related survey procedure.

Dispatching of documents

Refer to Annex From Branch Office or Subsidiary

Attached documents

Relevant documents related to surveys are to be collected, reviewed and distributed by Survey Centre, as per the table “Attached documents” in the attached files to this procedure.

The SSQM has the authority to request further attachments in support of recording that the job has been conducted in accordance with rules and requirements.

Records that are identified to be stored in ship file may be requested to be attached to the report if, in the SSQM best professional judgment, it is deemed appropriate.

“Send to Client” shall be selected for documents as indicated in the List of Attached Documents, even if these documents have been supplied directly by the owners/managers. These documents form the package that is the “deliverable” which is the report.

Care shall always be taken when deciding “Attaching Documents” and when “Send to Client” is applied.

Correspondence shall not be attached to the report.

ASMS (Advanced Ship Management System)

Untitled

The ASMS system aims at automatically processing and dispatching worldwide, in electronic format, the data related to ship-in-service surveys, through the Society's own computer network.

It contains all the information related to all the ships classed with the Society.

It is an interactive system fed and operated by authorized staff members, namely the Marine Operational Centres personnel, SSQMs, CSQMs, Surveyors and Auditors.

See the related procedure for a general description of the ASMS System.

Surveyor personal equipment

Equipment for personal safety

General

The Surveyor/Auditor/Inspector must always use the necessary personal safety equipment according to the specific conditions and the interventions carried out on board.

Equipment

See HSE_0002.

Supply

See HSE_0002.

Responsibility

The Surveyor/Auditor/Inspector must always get acquainted with the equipment, and ensure that it operates correctly. It will always be their own responsibility to ensure the availability of the necessary equipment and to use it.

Documentation, Stamps

In addition to the documentation of the office as mentioned in Documentation, forms required, the Surveyor must have the following minimum documentation available for their personal use :

1. Recognised Organisation (RO) Rules and Regulations for the Classification of Ships, Part A "Classification and Surveys", latest edition,

2. Instructions TNSs,

3. Circulars covering surveys frequently carried out,

4. Logbook of time spent and expenses,

5. Round rubber stamp for certificate endorsements,

6. Special rubber stamp for endorsement,

7. One set of Recognised Organisation (RO) steel punches.

Tools

The tool kit used by the Surveyor varies, depending on the Survey Centre and the kind of work usually done :

1. 1 chipping/surveyors hammer

2. 1 torch for general use

3. 1 torch intrinsically safe (when required)

4. 1 steel tape about 3 m long for general use

5. 1 digital camera

For the use of measuring equipment and of service suppliers, refer to Recognised Organisation (RO) Rules Pt A, Ch. 1, Sec. 1, [3.5].

Identification

All Surveyors/Auditors/Inspectors/Internal Auditors must have a Recognised Organisation (RO) identification to comply with the ISPS Code which requires the monitoring & control of the ships’ accesses.For that purpose all Surveyors/Auditors/Inspectors/Internal Auditors shall be issued with a durable and tamper-proof identity card (ID card) indicating their qualification as:

• Marine Surveyor and/or

• ISM/ISPS Auditor (for MMSAs) OR ISM Auditor (for those not qualified as Security Auditor (ISPS)) and/or

• MLC Inspector and/or

• Internal Auditor and/or

• Quality Manager

Qualif will consider all changes in each employee’s qualification (upgrading or downgrading) and will automatically produce an updated related ID card.The ID cards may also be requested in Qualif by the employee at any time.The CSQMs/SSQMs are responsible to ensure that:

• All Surveyors/Auditors/Inspectors under their responsibility have uploaded their photo (jpg or jpeg format) in Qualif (Personal Data), and

• All Surveyors/Auditors/Inspectors under their responsibility have received the ID Card as necessary indicating their qualification.

• The ID Cards of all employees leaving Recognised Organisation (RO) will be returned to the NS Operations Manager/SYS Operations Manager, destroyed and informed to HO.

Surveyor personal safety during inspections

Untitled

See HSE_0002.

Verification of inspection, measuring and test equipment

Untitled

For services supplied on behalf of the customer and witnessed by the Society, the following applies:

• Where the Society is verifying testing at manufacturers, builders, repairers or owners premises and reporting the same, the Society shall ensure that the measuring devices used in the process are identified and that evidence of calibration is obtained

• Where the Society is witnessing testing of service equipment installed or available onboard, a means shall be established so that the Society is satisfied as to the appropriate accuracy of the measuring equipment.

  If evidence of this accuracy is not available to the Society's Surveyor, duplication of inspections, measurements or tests using two different equipment is considered as a satisfactory means. (see Note hereafter)

• Records of the above shall be maintained.

Note : When measuring equipment normally and permanently fitted onboard (such as manometers or thermometers) is used as control for routine running tests, their accuracy may be ascertained through consulting the Machinery logbook, checking that readings taken periodically by the crew and recorded on it do not show any anomaly.In case of doubt, then accuracy is to be verified through duplication of measurements or calibration of the said measuring apparatus.

When the same kind of equipment is used for testing (such as hydraulic test of boilers, setting of safety valves, tests after repairs), accuracy shall be checked through evidence of calibration or by duplicate measuring equipment.

All the above verifications shall be duly recorded by the Surveyor, in ASMS reporting system.

Ships in dual class

Untitled

Reference is made to the definition of a dual class ship in IACS PR 1B:

"Dual class ship" means a ship which is classed by two IACS Societies between which there is a written agreement regarding sharing of work"

For ships in dual class Recognised Organisation (RO) - other Society, the following memoranda is to be issued:

"The ship is in dual class Recognised Organisation (RO) - other Society".

For ships in dual class Recognised Organisation (RO) - other Society, Recognised Organisation (RO) is to notify the other Society before performing surveys, according to the provisions of the agreement between both Societies.

Owner's Hull Inspection and Maintenance Schemes

Untitled

Owner's hull inspection and maintenance schemes are to be encouraged as a means for maintaining compliance with classification and statutory requirements between surveys. However, these schemes are not to be accepted as an alternative to, or a substitute for, the performance of required classification and/or statutory surveys of the hull by the Surveyors of the Society, or of another duly authorized Society.

(The Surveyors may be assisted, where appropriate, by service suppliers as defined in the related survey procedure)

Mortgagee letter of instruction

Untitled

See attached file

Re-issuance of statutory/system certificates

Untitled

When a statutory/system certificate is re-issued at Company/Owner's request (change of name, change of company address, loss of original certificate, etc..), the re-issuance is carried out by the SC/AC or the ship's MOC.

All the existing endorsements (place and date of surveys/audits, name of the Surveyor/Auditor, etc..) are transferred to the new certificate by the SC/AC or MOC. In case of loss of the original certificate, information available in Neptune database concerning date and place of periodical surveys is entered in the new certificate.

The issuer of the new certificate affixes the Recognised Organisation (RO) stamp and signs all the endorsements accordingly.

Appendix — "Request for survey" form

Untitled

See attached files

Appendix — Survey position Sheet

Untitled

Deleted.

Appendix — flow-chart of survey process

Untitled

Appendix — Flow of documents

From Branch Office or Subsidiary

From Agency depending on Head Office (not issuing invoices)

This situation no longer exists.

From Agency depending on Head Office (issuing invoices)

This situation no longer exists.

Appendix — Document dispatch Note

Untitled

Deleted.

Appendix — Guidance on the use of the Recognised Organisation (RO) Cargo Gear Register Booklet

Untitled

Included in the related survey procedure (Cargo Gear).

Appendix — Determination of starting date of term (Class certificates)

Untitled

This Annex gives the interpretation of the Rules, Part A, Ch. 2, Sec. 2, 4.1.

Untitled

The Class Renewal Survey is completed more than three months before the end of the previous term. The new term shall start at the date of completion of the Class Renewal Survey.

Untitled

The Renewal Survey is completed 3 months or less before the end of the previous term. The new term shall start at the expiry date of the previous term.

Untitled

The ship is in technical stop before the end of the term and the Renewal Survey is completed after the end of the term (no commercial operation during this period). The new term shall start at the expiry date of the previous term.

Untitled

The ship is in commercial operation after end of term, without asking postponement of Renewal survey for this period, and Renewal survey completed afterwards. The starting date of term is equal to the end date of the previous term.

Unless particular consideration, the ship is in "Class expired" position from end of the previous term to the start of technical stop (first call of Recognised Organisation (RO) Surveyor).

Untitled

Before the end of term, the owner asks postponement of completion of Renewal Survey, and the relevant survey has been completed (and the certificate issued). The starting date of the term is equal to the end date of the previous term.

If the ship has been in commercial operation after the postponement date without asking any further postponement, the ship is in "Class expired" position during this period.

Annual/Intermediate surveys conducted before the opening of the survey window

If an annual, intermediate or periodical survey is completed before the period specified in the relevant regulations then:

• the new anniversary date will be set to a date not more than three months later than the date on which the survey is completed;

• the end of term date will be amended to be aligned with the new anniversary date;

• a new Class Certificate will be issued with a new validity date matching the new end of term date. Any previous endorsements are to be transferred to the new Class Certificate;

• a Memoranda is to be endorsed;

• the subsequent annual, intermediate or periodical survey shall be completed at the intervals prescribed by the Rules using the new anniversary date;

• for the Statutory surveys, Flag agreement is required. Please refer to the corresponding Convention.

Inland Applications

Reference

Recognised Organisation (RO) Inland Rules, Part A, Ch 2, Sec 2, §4.1.

No class extension

Same process as in Untitled, Untitled, Untitled and Untitled.

Class extended

One month before the end of term, owner may ask for postponement of class renewal survey for not more than 1 year.

With completion of class renewal survey, the new term commences the following day after which the extension period expires. Meanwhile, depending on the owner’s choice of the Confirmation of Term survey (COT survey) at the 4th anniversary of the next class period, the validity shall be p-Δp years (without COT survey) or p years (with COT survey). See Postponement of surveys and change of periodicity for Inland Vessels.

If the vessel has been in commercial operation after the postponement date without asking for any survey, the vessel is in “Class expired” position during this period.