Survey, certification and reporting

Provisions applicable before a Statutory survey

General

Statutory certificates shall be issued only after a satisfactory survey carried out by the Surveyor to check that all equipment is in order and complies with the applicable Convention.

Such surveys cannot be carried out unless the Master co-operates in preparing in advance the equipment. If nothing has been prepared and there is no co-operation from the crew, the Surveyor should refuse to conduct the survey. An effort should be made to inform the owner and to encourage him to take advantage of overhaul stops for periodical dry-docking, for instance, to submit ships to safety surveys.

In some cases (Equipment, Radio, MARPOL, Steering Gear, Inert Gas, etc.), the ship must imperatively hold a record generally completed at the first survey (either initial or periodical) which follows the entry into force of the Convention and/or the ship's delivery. This record is placed on board by the Survey Centre in charge of the survey. A copy thereof shall be sent to the ship-connected MOC either by mail or through ASMS Record Editor if the record is available therein.

The "Record" must be kept on board as it stands as the reference for future surveys. Any changes made to the equipment listed in the Record must be specified therein and in the periodical survey report. The record and reports prepared by Recognised Organisation (RO) show the scope of the Statutory surveys. Where the record is not ready for use on board and a copy of same not available, the Surveyor must set one up during the survey as, in principle, the Statutory Survey is conducted with the record as a reference.

The Surveyor can refer usefully to IMO Assembly Resolution on Survey Guidelines under the Harmonised System of Survey and Certification" in force. This Resolution shows the scope of the survey to be conducted within the scope of IMO Conventions (SOLAS, MARPOL, ILLC) and Codes (IBC, IGC and BCH Codes).

The HSSC is in force since 3 February 2000, provisions of the relevant Guidelines shall be adhered to, keeping in mind that the surveys currently known as periodical surveys correspond either to a periodical survey or a renewal survey under the HSSC. Additional information on HSSC are given in Statutory surveys - General section 2.

Administrative situation of the ship

Before dealing with any Statutory surveys, the Surveyor should :

1. check if the Flag Administration has recognised the Society, so as to determine the type of survey required.

2. check if the Flag Administration has requested to be immediately informed of the survey. To this end, the Surveyor should refer to the relevant flag procedure to get all necessary instructions.

3. check if the ship is in regular Class position by verifying :

   1. date of next special survey,

   2. date of periodical survey of hull in dry-dock,

   3. date of periodical survey of tailshaft,

   4. dates of annual surveys (hull afloat - machinery - boilers),

   5. continuous / PMS survey lists,

   6. outstanding recommendations,

   7. validity of all Statutory certificates ; no certificate may be issued if there is an expired certificate even though its renewal survey is not required (apply to MOC for special instructions),

   8. international tonnage certificate in order to note the last official tonnage of the ship and to inform the MOC in case of expired or short-term certificate on board bearing wrong tonnage figures.

4. if one of the above points is not satisfied, require that the overdue survey or necessary repairs be made. If the owner cannot have or does not want the survey or repairs to be made, then the MOC shall be informed as quickly as possible.

5. pay special attention to recommendations endorsed which have to be satisfied before their expiry date.

Surveys performed / completed outside the time window

A certificate ceases to be valid if the periodical, intermediate or annual survey, as appropriate, or the inspection of the outside of the ship’s bottom is not completed within the authorised time window.

The validity of the certificate should normally be restored by carrying out the appropriate survey which, in such circumstances, should consist of the requirements of the survey that was not carried out. However requirements may depend on the length of time betwen the end of the survey window and the date of the survey.

Written instruction and authorization shall be requested from the Flag Administration for revalidation/restoration of the validity of the certificate.

The authorization is requested according to the communication procedure indicated in the relevant flag procedure. It is normally made through the Marine Operational Centre.

On completion of the survey, the certificate is endorsed with the following text next to the endorsement: “The validity of the certificate has been restored on that date as agreed by the Flag Administration”.

Provisions applicable during the Statutory Survey

Ships not complying with applicable requirements

Further to a survey, if a ship is found not to be in substantial compliance with the applicable provisions of international Conventions and is therefore deemed not fit to proceed to sea without danger to the ship or persons on board, or presents a unreasonable threat of harm to the marine environment, the Surveyor shall advise, without delay, the Master and/or the owner to allow them undertake necessary corrective actions and, in the same time, informs the MOC and MO. The Flag Administration shall also be advised through the MOC.

Temporary non-compliance

Where an equipment, such as a lifeboat, is damaged and where a delay is needed to repair it, the owner shall provide additional equipment such as additional liferafts on a temporary basis, with the agreement of the Flag Administration. The Surveyor advises the MO and the MOC thereof. The MOC contacts the Administration and subsequently sends instructions to the Surveyor.

In case of urgency, the Surveyor can contact directly the Survey Centre connected to the relevant Flag Administration (e.g. Recognised Organisation (RO) Panama for Segumar Panama, etc.), with copy of the request to the MO and to the MOC, or directly the Administration when there is no local Recognised Organisation (RO) representative.

Survey to cancel a recommendation

1. The recommendations are normally dealt with prior to the expiry date of the short term /conditionnally issued certificate.

   When recommendations are satisfied, the Surveyor :

   1. issues the interim certificate valid for five months or a definitive certificate, depending on the authorization granted to the Survey Center,

   2. completes an occasional survey report,

   3. sends a copy of these documents to the MOC including the certificate with cancelled recommendations.

   This last point is particularly important, considering that this information allows the MOC to issue the definitive certificate without further delay, when applicable.

2. When recommendations are not yet satisfied, the Surveyor contacts the MOC for instructions. If, exceptionally, a new deadline is granted to satisfy the recommendations, the Surveyor issues a new Short term certificate with the validity indicated by the MOC (1 month maximum) but only if he considers that this new extension can reasonably be accepted.

3. When the Surveyor conducts a survey to cancel a recommendation, he has not only to check the condition of the items concerned, but also to carry out a general inspection of the ship. In case where other deficiencies are detected, recommendations can be cancelled only when all deficiencies have been put back in order.

4. Where the Surveyor does not understand the purpose of a recommendation and / or is in disagreement with the setting of the recommendation, he gets in touch with the Surveyor having endorsed the recommendation. If this is not possible, he contacts the ship-connected MOC for clarification.

   If the disagreement still stands, then the attending Surveyor requests instructions from the ship-connected MOC.

   Where the conclusion is that the recommendation should not have been endorsed, the Surveyor issues an interim certificate and reports the basis for deletion in the occasional survey report. The ship-connected MOC accordingly advises the Surveyor having endorsed the recommendation.

5. If recommendations are not satisfied within the set deadline, the Surveyor who is subsequently called to clear them extends the scope of the survey if deemed necessary.

Provisions applicable after a Statutory survey

Initial survey or renewal survey

After the survey, the Surveyor :

1. issues the corresponding Interim/short-term/Full term statutory certificate,

2. dispatches to the MOC and MO information related to the survey, as per the Instructions,

3. fills up the corresponding records and report and sends it to the MOC,

4. completes the report showing that the additional requirements of the Flag Administration are complied with, if need be,

5. returns to the MOC the lapsed certificates,

6. reports any "short-term" certificate and recommendation(s) to the MOC by E-mail, fax, etc.

Mandatory annual survey and intermediate survey

After the survey, the Surveyor :

1. endorses the concerned certificates,

2. dispatches to the MOC and MO information related to the survey, as per the Instructions,

3. fills up the corresponding report and sends it to the MOC,

4. where the survey shows that repairs and replacements are needed, and where not practicable, the Surveyor acts as per Recognised Organisation (RO) procedure.

If the ship is allowed to sail, then the concerned full-term certificate shall be withdrawn and a "short- term" certificate delivered, valid for a short time, to allow the ship to proceed to the nearest port where the repairs shall be carried out. In such a case, the "short-term" safety certificate should mention :

"Mandatory annual / intermediate survey carried out. Due to the following recommendations to be satisfied before the ................., the previous definitive certificate No. ........... validity .................... is cancelled and replaced by the present conditionally issued certificate.

Recommendations :....................

....................

....................

...................."

After the complete repairs, an interim/definitive certificate shall be issued (depending on the Survey Centre).

The newly issued full term certificate shall have the same validity as the previous definitive certificate. In case of an interim certificate is issued, its validity shall not exceed the validity of the previous definitive certificate, as well.

Issuance, endorsement and extension of Statutory certificates

Safety Construction, Fitness, Loadlines and IOPP Certificates

1. These certificates must always be issued or renewed with the Classification certificates. They become void if the ship is not in a regular Class position.

2. When the ship is submitted to the Classification renewal survey, the existing Safety Construction, Loadlines and IOPP Certificates and Certificate of Fitness must be withdrawn. New full term (definitive) certificates are issued with the new Classification certificate. The interim certificates delivered at the completion of a new construction or further to a classification after construction and the full term certificates issued upon a renewal survey are solely issued if the Classification certificate is issued. They cannot bear a date of issuance anterior to the date of issuance of the Classification certificate.

3. The full term (definitive) certificates shall have the same validity as the definitive classification certificate and, in any case, shall not have a validity exceeding 5 years.

   If these certificates are directly issued by the Flag Administration upon either a report or Class attestation from Recognised Organisation (RO), the owner then must inform the Flag Administration of any change in the ship's Class position.

4. It is therefore of the utmost importance that the safety construction mandatory annual survey, the loadline periodical inspection, the MARPOL mandatory annual survey and any IMO Code annual survey be conducted together with all the classification annual surveys.

Mandatory requirement under 1988 SOLAS Protocole (HSSC)

Issuance, Duration and Validity of Safety Certificates under 1988 SOLAS Protocole (HSSC)

(*) "As determined by the Administration" shall be referred to the Flag Administration.

Recognised Organisation (RO) procedure

Full term (definitive) Statutory Certificates

Issuance of full term (definitive) Statutory Certificates

Full term Statutory Certificates are issued either by a Marine Operational Centre or a Survey Centre.

Survey Centres are authorized to issue Full term Statutory Certificates when these Certificates are renewed, i.e., when these Certificate have already been issued by Recognised Organisation (RO).

1. First issuance of Statutory Certificates

   Full term (definitive) statutory certificates are being issued by the MOC, after study of the relevant records, reports drawn up by Surveyors in accordance with the relevant TNS in the following cases :

   1. Ships newly constructed at the delivery,

   2. Classification after construction.

   3. Change of Flag (When previously not issued by Recognised Organisation (RO))

2. Renewal of Statutory Certificates - Survey Centres

   Full term (definitive) statutory certificates are being issued by the Survey Centre, after review of the relevant records, reports drawn up by Surveyors in accordance with the relevant TNS in the following cases, where the Statutory Certificates have already been issued by Recognised Organisation (RO) and are renewed :

   1. Ships subjected to the Renewal Classification Survey, and, in a general way where Statutory Certificates are renewed (Either renewal or periodical survey),

   2. Change of Flag (When previously issued by Recognised Organisation (RO)), change of name

3. Where the agreement provides that the certificates are countersigned by the Marine Manager of the country of the Administration with which the agreement is signed, the full term certificates are issued by the Marine Operational Centre and sent to the Marine Manager in caption (Ex. Belgium).

Extension of a full term (definitive) Statutory Certificates

Recommended conditions for extending the period of validity of a certificate

(MSC-MEPC.5/Circ 1 dated 26/09/2005)

1. If a ship at the time when a certificate expires is not in a port in which it is to be surveyed, the validity of the certificate may be extended. This extension is subject to the approval of the Administration and shall be granted only for the purpose of allowing the ship to complete its voyage to the port in which it is to be surveyed, and then only in cases where it appears proper and reasonable to do so. No certificate shall be extended for a period longer than three months, and a ship to which an extension is granted shall not, on its arrival in the port in which is to be surveyed, be entitled by virtue of such extension to leave that port without having a new certificate.

2. If a ship is in a port where the required survey cannot be completed, and where the Convention allows the extension of the certificate when it is proper and reasonable to do so.

   The following should be considered :

   1. an additional survey, equivalent to at least the same scope of an annual survey required by the relevant certificate(s) should be carried out;

   2. the renewal survey should be progressed to the maximum extent possible;

   3. in cases where a dry docking is required, but cannot be carried out, an underwater inspection of the ship’s bottom should be carried out;

   4. in cases where an underwater inspection is not possible (e.g. poor water visibility, draft restrictions, excessive current, refusal by the port Authority), an internal inspection of the ship’s bottom structure, to the maximum extent practicable, should be carried out;

   5. the ship should be allowed to sail directly to a named final agreed cargo discharge port and then directly to a named agreed port to complete the survey and/or dry docking;

   6. the extension period should be for the minimum amount of time needed to complete the survey and/or dry docking under the relevant certificate(s);

   7. the condition of the ship found by the surveys indicated above should be considered in determining the duration, distance and operational restrictions, if any, of the voyage needed to complete the survey and/or dry docking; and

   8. the extension period of the relevant statutory certificate(s) should not exceed the period of validity of the certificate which may be issued to document compliance with the structural, mechanical and electrical requirements of the recognized classification society.

Change of flag : Issuance of full term Statutory Certificates

When a ship changes of flag during the five years survey cycle, all the Statutory Certificates which are issued on behalf of the gaining flag are endorsed with the all annual and intermediate or periodical surveys conducted on behalf of the loosing flag. Where the surveys have not been conducted by Recognised Organisation (RO) (case of CAC), the spaces for recording the surveys are dashed (-). In no case, the survey pabel is left blank.

Interim Statutory Certificates

Issuance of Interim certificates

In case of a new construction or a classification after construction (CAC), pending the issuance of the full certificates by the MOC, or in case of renewal of the certificates by a Survey Centre which is not authorized to issue full term statutory certificates as per Issuance of full term (definitive) Statutory Certificatesb), the attending Surveyor issues an Interim statutory certificates with a limited validity of 5 months.

Extension of Interim Certificate

An Interim certificate cannot be extended. It must be renewed but only with the MOC agreement and after a general inspection, considering that, if the ship has not yet received the definitive certificate, it is possible that the ship's situation is not in order as far as the Society is concerned, or that the ship has outstanding recommendations (which are not necessarily specified on the expired interim certificate).

Upon completion of the survey, with the MOC agreement, the Surveyor :

1. issues a new interim certificate valid for five months,

2. if there are outstanding recommendations, issues a "short-term" certificate valid for two months maximum with the MOC agreement,

3. completes an occasional survey report (see relevant TNS).

Short term Statutory Certificates

Issuance of short term certificates

Where the survey shows that the ship and/or her equipment need repairs or that equipment is missing or needs to be replaced, the Surveyor requires the repairs and/or the supply of the missing / lapsed equipment. Should the corrective action not be conducted to the Surveyor's satisfaction, the latter withdraws or invalidates the concerned Statutory certificate. The Surveyor also advises in writing the Master and/or owner that the Statutory certificate is withdrawn and requires that the certificate be handed to him The MOC shall immediately be advised as well.

Such cases are addressed on a case by case basis. Where the Surveyor considers that the ship can safely proceed to the nearest port of repair subject to provisional repairs and/or subject to supply of additional equipment, the issuance of a “Short term” certificate with a very short validity may be contemplated with the agreement of the Flag Administration which shall be obtained through the MOC, prior to the issuance of the certificate.

It is pointed out that recommendations may solely be accepted under particular circumstances and insofar as their acceptance is reasonable and adequate. A “Short term” certificate may be denied where too numerous recommendations even of minor nature are set out or where a recommendation of a major character results from the survey.

Several Administrations do not accept “Short term” certificates (even endorsed with minor recommendations) without their prior agreement. Refer to the relevant flag procedure.

The “Short term” certificate is therefore an exceptional measure and does not stay as a rule. The general rule is that no recommendation remains upon completion of any Statutory survey.

A short term certificate is also issued in case of a renewal survey where minor recommendations could possibly remain.

The Surveyor reports any “Short term” certificate and specifies the recommendation to the MOC by E-mail, fax, etc.

Statutory certificates, whether short-term, interim or full term, shall be properly completed and typed. Statutory certificates may not be hand-written.

Extension of a short term Certificate

An short term certificate cannot be extended. Under exceptional circumstances, it might be renewed but only with prior agreement by the Administration. A general inspection must then be performed.

Navigation and operating area notation on statutory certificates

For vessels having a navigation notations other than "Unrestricted Navigation", the limited operations area shall be recorded on the Load Line and Safety Construction Certificates (or the Passenger Ship Certificate), as a remark.

Limited operations to be recorded are the navigation notation complemented with the designation of geographical area and operating area, if any, as recorded on the Classification Certificate.

• Ex.1 “Certificate valid for navigation in coastal area”

• Ex.2 “Certificate valid for navigation in sheltered area and dredging operation within 15 miles from shore”

N.B.: additional notation for dredging area to be recorded only on the Safety Construction Certificate, since dredgers usually hold an additional Load Line Certificate for dredging purposes

Passenger ships - Operational limitations

(SOLAS Regulation V/30)

Every passenger ship (including Ro-Ro passenger ships) shall hold a list of all limitations on its operation. There is no provision for a formal approval of the list which nevertheless “shall be documented in a form acceptable by the Administration”.

It is not specified whether the list is prepared by :

1. either the Administration,

2. or a Recognized Organization on behalf of the Administration,

3. or the Owners / Managers.

Where in charge of the issuance of the Passenger Ship Safety certificate, Recognised Organisation (RO) current position is that the list is prepared by the ship’s Operator (owner or manager) and submitted to the MOC for review.

The list, at least, includes the following :

1. Reference to any exemption which has been accepted by the Administration and for which the ship holds an exemption certificate,

2. Any designated navigational area as specified by the class notation or by any other document such as a “navigation licence” issued by the Flag Administration,

3. Any weather restriction such as significant wave height,

4. Where applicable, the information on the maximum loads for which any vehicle ramp or vehicle deck has been designed,

5. Barred speed ranges,

6. Any warning regarding the stability and trim which is recorded in the loading booklet.

In case a Flag Administration would request Recognised Organisation (RO) to issue that list, the MOC should prepare the list in cooperation with the ship’s operator (owner or manager). A copy of the list should be endorsed for completeness and acceptance by the ship’s operator and kept in the ship’s file.

A template for the limitation on operation of a passenger ship is available in the ASMS Certificates Editor.

Re-issuance of Statutory Certificates

Re-issuance of statutory certificates

1. When a Statutory Certificate is re-issued at Owners request (Change of name, loss of original certificate, etc.), the re-issuance is conducted by the Survey Centre or the MOC of the ships.

2. The Survey Centre or the MOC transfers all the existing endorsements (Place and date of surveys, name of the Surveyor, etc.) on to the new certificate. In case of loss of the original certificate, information available in Neptune database concerning the place and date of the previous survey is entered to the new certificate.

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

Remote Statutory Surveys

Untitled

IMO adopted amendments to the Survey Guidelines under the Harmonized System of Survey and Certification (HSSC) as set out in resolution A.1186(33) with respect to remote surveys (new paragraph 5.14).

The Assembly resolution provide the following as general guiding principles:

1. Under normal circumstances, initial and renewal surveys, except for documentary/data checks, should not be carried out remotely. It is to be noted that this includes Passenger Ship Safety Renewal Surveys (see paragraph 5.14.4.1 of resolution A.1186(33)). See below Remote surveys under normal circumstances - paragraph 5.14.4 of resolution A.1186(33)

2. Under normal circumstances periodical, annual and intermediate surveys should not be fully replaced by remote activities (see paragraph 5.14.4.2 of resolution A.1186(33)). This implies that for those surveys where remote survey is acceptable a hybrid model must be adopted whereby a combination of remote and in-person survey is employed. See below Remote surveys under normal circumstances - paragraph 5.14.4 of resolution A.1186(33)

3. The definition of remote survey (see paragraph 5.14.1 of resolution A.1186(33).

Remote surveys under normal circumstances - paragraph 5.14.4 of resolution A.1186(33)

The following provisions apply, in normal circumstances when authorized by the flag Administration:

“5.14.4 Under normal circumstances the following should apply:.1 initial and renewal surveys, except for documentary/data checks such as certificates, record books, operating manuals and other instructions should not be carried out remotely; and.2 for surveys, other than initial and renewal consideration may be given to the use of remote surveys for specified survey items in accordance with the Guidelines for remote surveys to be developed by the Organization,1 provided that the same level of safety and assurance as that of on-site surveys with the physical attendance of a surveyor is ensured. In any case, periodical, annual and intermediate surveys should not be fully replaced by remote activities.”

Remote surveys under extraordinary circumstances - paragraph 5.14.2 of resolution A.1186(33)

In addition to normal circumstances, flag Administrations may on a case-by-case basis authorize other remote activities based on extraordinary circumstances. The following provisions apply:

“5.14.2 Under an extraordinary circumstance beyond the control of the parties, such as natural disasters, warfare, pandemic/epidemic outbreak, strike, riot, crime or sudden legal changes, which prevents on-site survey although the parties have taken all the reasonable steps to perform the survey, consideration may be given to the use of remote surveys as alternative evidence on the condition of the ship in lieu of the physical survey, provided that a case-by-case assessment is carried out and approved by the flag Administration including the verification and validation of remote survey results during subsequent physical inspection, for the purpose of:.1 a postponement, when permitted by conventions and codes; .2 periodical, annual and intermediate surveys; and .3 verification of rectification of deficiencies covered under section 4.8.4 of the Survey Guidelines identified in previous surveys”

Supplemental Guidance — MSC-MEPC.5/Circ.17

MSC-MEPC.5/Circ.17, approved by MSC 111 and MEPC 84, provides supplemental guidance for the implementation of remote statutory activities under IMO mandatory instruments.The Circular is structured as follows:• Part A – Common Guidance, applicable to all remote statutory activities;• Part B-I – Guidance specific to remote surveys of ships under the Survey Guidelines under the Harmonized System of Survey and Certification (HSSC);• Part B-II – Guidance specific to remote audits for ships and companies under the International Safety Management (ISM) Code;• Part B-III – Guidance specific to remote verifications of ships under the International Ship and Port Facility Security (ISPS) Code.This TNS addresses the provisions applicable to remote statutory surveys under the HSSC, namely the common requirements contained in Part A and the survey-specific provisions contained in Part B-I of MSC-MEPC.5/Circ.17.The guidance contained in MSC-MEPC.5/Circ.17 supplements the IMO Assembly resolutions governing remote statutory surveys referred to in Sections Untitled to Remote surveys under extraordinary circumstances - paragraph 5.14.2 of resolution A.1186(33). The principles governing remote surveys in the current Survey Guidelines under the HSSC (resolution A.1207(34) revoking resolution A.1186(33)), MSC-MEPC.5/Circ.17 provides the methodology and practical criteria to be applied when assessing, planning, conducting, validating and documenting remote surveys in order to achieve an equivalent level of assurance to in-person attendance.

Accordingly, Sections Untitled to Remote surveys under extraordinary circumstances - paragraph 5.14.2 of resolution A.1186(33) remain applicable and shall be read together with the supplemental guidance contained in MSC-MEPC.5/Circ.17. See attached file MSC-MEPC.5/Circ.17.Among others, the following elements of “Part A” must be taken into consideration by surveyors when planning and conducting remote statutory surveys.

1. Definition of remote survey (Part A, paragraph 3.1)

   A remote survey is a means of survey that enables the examination of a ship's hull structure, machinery components and systems, and the ship's equipment and/or gathering information and evidence of compliance with applicable requirements without the physical attendance on board of the surveyor. In the absence of a surveyor on board, the examination and tests are carried out by a competent crew member and/or a qualified technician of an approved service supplier under the remote supervision and instructions of the surveyor via two-way audio and video communication or other accepted means of communication to the satisfaction of the surveyor.

2. Definition of substantial verification (Part A, paragraph 3.4)

   A substantial verification is any survey/audit/verification item which, if accomplished using remote technology, would not achieve equivalence to in-person attendance)

3. Eligible and non-eligible survey items (Part A, paragraph 2.3)

   Survey items are divided into two categories:.1 eligible items: survey/audit/verification items concerning review of records and documents, performance of tests of safety sensors and alarms, and verification of the provision of equipment without involving any substantial verification of its condition; and

   .2 non-eligible items: survey/audit/verification items that require a substantial verification of the condition of the equipment concerned (e.g. examination of a fire pump). Non-eligible items might be considered eligible if the equipment to be verified remotely has been physically examined/serviced by an approved service supplier for such equipment within the time window of the annual, periodical or intermediate survey being performed.

4. Information and Communication Technology (ICT) technical objectives (Part A, Section 7)

   Acceptance of the use of remote survey techniques, is subject to ICT arrangements being capable of providing an equivalent level of assurance to physical attendance.Detailed requirements and specifications are provided in Part A, Section 7 of MSC-MEPC.5/Circ.17

5. Planning and execution of the remote survey (Part A, Section 9)

   The planning is to include for each survey item described in the HSSC Guidelines the remote survey method to be used, including a description of the minimum technical requirements for the remote survey and the required records to be kept. The planning shall also specify which survey items are to be performed on-site.The planning of remote activities shall comply with the timing requirements established by MSC-MEPC.5/Circ.17. These requirements are further addressed in Section Survey plan (Part A, Section 9 and Part B-I, Section 2 of MSC-MEPC.5/Circ.17)

6. Remote surveys outside scheduled periodical surveys (Part A, Section 10)

   Refer also to Guidance specific to remote surveys of ships (Part B-I of MSC-MEPC.5/Circ.17) b)MSC-MEPC.5/Circ.17 also provides guidance on the use of remote techniques for statutory activities outside scheduled periodical surveys, including follow-up of deficiencies identified by the Administration, port State control or company reporting following damage or equipment failure.The use of remote technology for the examination and correction of deficiencies shall be limited to the correction of items which do not pose an immediate threat to safety, security or the environment. This shall be evaluated on a case-by-case basis.Any use of remote survey techniques for these activities remains subject to authorization by the flag Administration.

Guidance specific to remote surveys of ships (Part B-I of MSC-MEPC.5/Circ.17)

Surveyors shall refer to the requirements of Part B-I of MSC-MEPC.5/Circ.17; Among others the following provisions shall be considered:

1. Prerequisites (Part B-I, paragraph 1.2)

   In addition to the general principles described in Sections Remote surveys under normal circumstances - paragraph 5.14.4 of resolution A.1186(33) and Supplemental Guidance — MSC-MEPC.5/Circ.17, the following prerequisites shall be taken into account before a remote survey is planned:.1 Portions of scheduled surveys other than initial and renewal surveys may be eligible to be performed remotely as may be further detailed in the Survey Guidelines under the HSSC and its appendices (see Part B-I, paragraph 2.2). The items to be included/excluded should be addressed in advance of the survey during the planning phase..2 Any surveys of passenger ships for the SOLAS safety certificates and Load Lines certificate are not eligible for remote survey, including deficiency follow-up except for documentary/data checks, such as certificates, record books, operating manuals and other instructions..3 Tests and inspections of systems and equipment which are conducted in-person by technicians from an approved service supplier may be verified remotely provided that a further verification of the satisfactory condition of those items is carried out at the next subsequent in-person survey, either scheduled or unscheduled..4 Risk assessment of the ship and company, taking into account: .1 history of serious deficiencies that posed an immediate risk to the ship or persons onboard for both technical and Management Systems; .2 history of port State controls, PSC and flag State detentions and casualties; and .3 age of ship: remote surveys under normal circumstances shall not be carried out on cargo ships, gas carriers, mobile offshore drilling units (MODUs), and LNG-fuelled vessels above 20 years old and oil tankers and bulk carriers subject to enhanced survey programme (ESP) above 15 years..5 Where portions of surveys are conducted remotely, the specific survey items comprising those portions shall not be conducted again remotely at the following survey..6 A certificate endorsed on the basis of a remote survey under the HSSC Guidelines has the same validity as if done on the basis of an in-person survey..7 Whether the ship is suitably equipped and has access to a means of visual and audible connectivity which allow a surveyor to have unhampered observation of the condition of the items on board in a manner equivalent to in-person survey (in relation to the requirements tied to the statutory certification).

2. Additional / Follow-up surveys (Part B-I, paragraph 1.4)

   Eligibility for the use of remote methods for additional/follow-up surveys shall be decided on a case-by-case basis by the flag Administration in accordance with the provisions of the applicable Assembly resolution as supplemented by this Guidance. As a general rule, a follow-up survey shall be of the same eligibility or non-eligibility category as the survey with which it is associated. The possible exception is when deficiencies for follow-up from a non-eligible survey are limited to the review of documents, plans, markings or evidence of purchase of safety equipment. The flag Administration may verify these records remotely in lieu of in-person attendance.

3. Exclusions (Part B-I, paragraph 1.5)

   A remote survey shall not be considered if it follows a major modification/alteration in hull or machinery of the ship or after a casualty involving the hull or machinery.

Compliance with the above prerequisites shall be demonstrated through the documented survey plan described in Section Survey plan (Part A, Section 9 and Part B-I, Section 2 of MSC-MEPC.5/Circ.17)

Survey plan (Part A, Section 9 and Part B-I, Section 2 of MSC-MEPC.5/Circ.17)

The use of remote survey techniques shall be supported by a documented survey plan, prepared on a case-by-case basis, in accordance with Part A, Section 9 and Part B-I, Section 2 of MSC-MEPC.5/Circ.17.The survey plan shall describe the methodology being employed to achieve the same level of safety and assurance as that of surveys with physical attendance on board (Part B-I, paragraph 2.1).

The survey plan shall include, as applicable, the following:

1. Methodology (Part B-I, paragraph 2.1)

   The methodology to be employed to achieve the same level of safety and assurance as that of surveys with physical attendance on board.

2. Survey items (Part A, paragraph 9.1)

   For each survey item, the survey plan shall identify:• the remote survey method to be used;• the minimum technical requirements applicable to that method;• the records to be kept; and• the survey items to be carried out remotely and those to be carried out by physical attendance on board.

3. Categorization of survey items (Part B-I, paragraphs 2.2 and 2.3)

   The survey plan shall identify each survey item as:• eligible for remote survey;• not eligible for remote survey; or• eligible subject to special consideration by the Administration,using the categorization provided in Table 1 of Part B-I and identifying the corresponding technical objective(s) in Part A, Section 7, where applicable.

4. General conditions (Part A, paragraph 9.2)

   The survey plan shall describe the general requirements when performing activities such as kick-off meeting and the criteria for the termination of remote survey/audit/verification activities when conditions are not suitable.

5. Circumstances for discontinuing remote survey activities (Part A, paragraph 9.4)

   The survey plan shall define under which circumstances the surveyor/auditor may decide to drop the remote survey/audit/verification. This should include the failure to achieve the objectives, a lack of impartiality and lack of reliable communication or live-streaming required.

6. Timing of remote survey activities (Part A, paragraph 9.5)

   Remote survey activities shall be performed within a maximum defined time window before the physical visit takes place and within the survey time window.The surveyor(s) involved in the remote survey should also take part in the physical visit when practicable.

Information to be recorded on the Statutory Certificates

Tonnage

Tonnage to be shown on the Statutory certificates for SOLAS, Load Line, MARPOL Annex I, Annex II & Annex IV and IMO Codes of Fitness

According to IMO Resolutions A.494(XII), A.541(13) and A.758(18), the gross tonnage is being shown on the certificates as follows :

1. For new ships (keel laid on / after 18 July 1982) solely measured to the provisions of the 1969 Tonnage Convention, the certificates shall show the 1969 gross tonnage.

2. For new ships (keel laid on / after 18 July 1982) measured to the provisions of the 1969 Tonnage Convention and additionally, to the provisions of Resolutions A.491(XII) and A.541(13), the certificates shall show the gross tonnage according to the national tonnage rules.

3. For existing ships (keel laid before 18 July 1982) re-measured to the provisions of the 1969 Tonnage Convention, the certificates shall show the gross tonnage according to the national tonnage rules in force prior to the entry into force of the 1969 Tonnage Convention.

For the ships belonging to the above categories b) and c), one of the following footnotes is endorsed on the Statutory certificates :

The above gross tonnage has been determined by the tonnage authorities of the Administration, in accordance with the national tonnage rules which were in force prior to the coming into force for the existing ships of the International Convention on Tonnage Measurement of Ships, 1969

or

See "Remark" column of the valid international Tonnage Certificate

(If the value of the national gross tonnage has been entered in column "Remark" in the international Tonnage Certificate (1969) as allowed by Resolution A.758(18), when the certificate has been issued)

It often happens that the owners / managers wish to have the 1969 gross tonnage entered on all Statutory certificates. Even if not in line with the above, this may be done upon the owner's request, provided that the figure does not put the ship in a critical position against the international Conventions in force (as an example, a ship having 499 GRT according to the national tonnage rules and subsequently having 900 grt according to the 1969 Tonnage Convention).

Tonnage to be shown on the Statutory certificates for AFS, BWM and MARPOL Annex VI

These Conventions make reference to the Gross Tonnage under to the 1969 Tonnage Convention.

This is therefore the Gross Tonnage (GT) measured according to the provisions of the International

Convention on Tonnage Measurement of Ships, 1969 which shall be displayed on the Certificates issued according to these Conventions.

Completion date

The sentence "Completion date of the survey on which this certificate is based", written on each statutory certificates, means the date of last periodical survey. In order to avoid any misunderstanding with Port State Authorities, the date of the last periodical survey (or Renewal Survey under the HSSC) is entered on every issued certificate (either Full term or Interim / Short-term).

IMO Number

As from 1 January 1996, the IMO Number is mandatorily entered on every issued Statutory certificate under the provisions of any International Convention (Load Lines, SOLAS, MARPOL, IBC, IGC, Tonnage).

The IMO Number is, in fact, the ship's number in the LR Register Book (7 figures) preceded by letters IMO.

It can be obtained at the following address :

www.imonumbers.lrfairplay.com

Lloyd's Register-Fairplay Ltd Lombard House, 3 Princess Way, Redhill, Surrey RH1 1UP United Kingdom Telephone : (+44) (0) 1737 379043 Fax : (+44) (0) 1737 379040

ASMS survey reports and records

General

The scheme of ASMS survey reports is based on IMO Survey Guidelines under the Harmonized System of Survey and Certification (HSSC). Refer to the related survey procedure paragraph 2.4.1 for the reference of the survey guidelines in force.

The survey report is therefore intended to be also used as Guidelines for the survey to be conducted on board a ship.

In addition, severals records, available within ASMS 2 Certificate Initial Records and / or under paper format, are provided as reference to the applicable provisions of the Convention and intended to be placed on board the ships at the first survey.

Reports

A report shall be set up at the end of each survey, regardless of the type of survey, issuance or renewal of certificate, issuance of an attestation, etc.

All reports must be clear and precise and established using ASMS (or official forms where ASMS is not available).

To avoid misinterpretation, all irrelevant paragraphs are shown as not applicable (NA) or crossed out (paper forms).

ASMS Survey Reports are divided into three main parts :

1. the folder;

2. the report iself; and

3. the list of attached documents, if any, together with such documents if made up on an electronic format.

The folder contains the cover page of the report with main data concerning the survey as well as the survey statement specifying the surveys carried out, the recommendations endorsed and / or cancelled.

The report contains, depending on the version chosen, either the complete check-list, the list limited to all items checked and having given rise to some remarks or not (respectively WR - Without Remark, and SR - See Remark), or the list containing only items checked with remarks (SR).

Copies of certificates and reports, validated by the SSQM, are forwarded to the MOC immediately at the end of the survey. No delay can be tolerated, considering that Recognised Organisation (RO) must rapidly inform Flag Administrations and owners of the results of surveys.

In completing the report, the Surveyor specifies all the repairs and maintenance work made at the opportunity of the survey. Such information is often required by the Flag Administration in case of detention of a ship. Reports shall therefore reflect all improvements possibly made during the survey.

Information related to Statutory surveys and other surveys (Info Cards and survey statements)

After each survey, the Surveyor reports the information as per the Instructions and promptly dispatches it to the MOC, MO, Connecting District, etc.

Processing time

Information and Statutory survey reports shall be completed and forwarded for subsequent processing without delay.

It is of the utmost importance that the Society be in position to immediately answer any possible query from an Administration regarding the Statutory position of a ship.

Appendix — List of Certificates and documents required to be carried on board ships

FAL.2/Circ.133-MEPC.1/Circ.902-MSC.1/Circ.1646-LEG.2/Circ.4

The certificates and documents included this circular lists are only those required under IMO instruments and it does not include certificates or documents required by other international organizations or governmental authorities.

See the attached file “FAL.2_Circ.133-MEPC.1_Circ.902-MSC.1_Circ.1646-LEG.2_Circ.4”.

Appendix — Example of detainable deficiencies

IACS Recommendation N° 98

Refer to 4.8 of the planned inspection programme.