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Emergency procedures guideline and Contingency Plans

Contingency Plans

The objective of the 'Contingency Plan' is to serve as a guidance and reference for the members

of the Shipboard Management Team (SMT) and of the Emergency Response Team (ERT) for

handling of major incidents involving vessels managed by the company

It must be understood as a guideline only. It will not release the Master from his obligations to

follow international and national rules and regulations in his function on board and good seamanship.

The best accident prevention is always preventive maintenance and training with equipment on

board for eventual casualties.

Effective planning should ensure that the necessary actions are taken in a structured, logical

and timely manner and allow an effective co-ordination between the ship and shore-based authorities/organizations.

These Emergency Contingency Procedures including relevant plans are part of the Safety Management Documentation and must be kept on the bridge. Further, its location must be known to

all Officers.

Reporting

If a ship is involved in an accident or emergency situation the Master must report the matter to

the Company, Harbor Authority or Coast Guard as soon as possible.

Regarding Flag State Information the ship must inform the Office which will relay this information to relevant Authorities.

Emergency Reporting and Notification to the Company

The Master is responsible for the communication and reporting during emergencies to the

company. Reports should be sent as soon as possible to the company.

The initial notification from the vessel can be performed by any kind of communication source,

but telephone should be preferred to ensure updated information immediately.

Later when the situation is cleared the Statement of Facts shall be documented in written in

order not to lose information.

The detailed emergency report should follow the guidelines given in IMO Resolution A.851 (20)

“General Principles for ship reporting systems and ship reporting requirements, including guidelines for reporting incidents involving dangerous goods, harmful substances and/or marine pollutants”.

  • This guideline is included in the IMDG-Supplement, Chapter 4: Reporting Procedures,
  • which is available on each ship.

  • The reporting of oil pollution is according to the SOPEP.
  • Third parties and press will ONLY be informed by the Company or after confirmation of the

    Management. Reports should be sent to the company as soon as possible.

    Shipboard Emergency Organization

    General Statement: The Master is responsible for training of the emergency organization and

    crew on board.

    Master

    The primary consideration of the Master must be the safety of personnel. Second the safety of

    the vessel, the cargo and the environment.

    He has the responsibility

  • first to the crew for the safety of their lives and health
  • to his owner for safe, efficient and economic operation of the ship
  • to the cargo owners and interests for safe delivery of their cargo
  • to the environment for keeping it safe and clean
  • The Shipboard Management Team (SMT)

    The Master is the Head of the Shipboard Management Team. Further members are

  • the Chief Mate and
  • the Chief Engineer.
  • The Master can nominate further crewmembers if deemed necessary.

    The Shipboard Management Team is responsible for Emergency Response and for preparation

    of Emergency Organization and Training.

    The SMT has to ensure that all officers joining the vessel are familiarized with this manual. The

    contents are to be explained to crewmembers via drills, training and exercise.

    Ship Management Team Responsibility - in general

    Master

    The Master obtains the entire control of the ship during all shipboard accidents and emergency

    situations.

    Chief Engineer

    The Chief Engineer will take control of all machinery spaces during accidents or shipboard

    emergencies.

    Chief Mate

    The Chief Mate will take control of all deck operations, e.g. fire party, clearing of life saving

    equipment and lifeboats, anchoring, tow lines etc., during accidents or shipboard emergencies.

    Emergency Information and Plans

    To assist the Ship’s Management in an emergency, the following information and plans will be

    kept on the bridge from where it may be taken to a point of safety for use in handling the

    emergency:

  • Crew List
  • Stability Information
  • Cargo Information - Dangerous Goods Plan
  • General Arrangement Plan
  • Damage Control Plan
  • Cargo, Ballast, F.O., L.O. or Fire Water Piping Arrangements
  • Fire Control & L.S.A. Plan
  • Cargo Capacity Plan, if available
  • Emergency Towing Booklet
  • Emergency Organization at Sea

    If anybody is discovering an emergency at sea, he shall contact the bridge (by phone or in person) to report the nature and location of the emergency.

    The OOW (Officer on watch) shall then inform the Master directly in case of urgency and according to the Masters’ Standing Orders he shall then raise the assigned alarm.

    The Master shall proceed to the bridge immediately. He shall then get in consultation with the

    members of the SMT to select the Emergency Party and initiate further action.

    In all emergency situations outside the machinery space the Chief Mate (or substitute) should

    be the team leader of the emergency group.

    In all emergency situations inside the machinery space the Chief Engineer (or substitute) shall

    be the team leader of the emergency group.

    For further action see instructions and information included in the relevant Emergency Procedures.

    Emergency Organization in Port

    When the ship is in port the Master shall ensure that sufficient personnel always remain aboard

    for forming an emergency party if necessary.

    If the Master is ashore another officer shall take over the responsibilities - anyway the Master

    always remains responsible for the emergency organization. He may delegate this task to an

    experienced officer to ensure response and coordination during his absence.

    Visitors, passengers and shore labor shall be directed to proceed ashore immediately. The

    gangway watch shall collect and count all persons according to the Visitors Logbook to ensure

    that all above mentioned personal left the vessel. He must report this to the Officer in charge.

    The Emergency Contact List of the Port or equivalent shall be used.

    The Shipboard Management Team shall contact the local fire/rescue service either by shore

    telephone or through the VHF. When the local fire/rescue service arrived, the appointed officer

    on board shall be prepared to pass the following information:

  • location and type of emergency
  • action already taken
  • equipment and manpower available
  • cargo details and state (especially dangerous cargo)
  • Safety Data Sheets in case of chemical accidents (acid, paint, oil etc.)
  • details of stability
  • Fire- and Safety Plan incl. Cabin Plan & Crew List
  • For further actions see instructions and information included in the relevant Emergency Procedures.

    Office Emergency Organization

    The Emergency Response Team Ashore (ERTA) must be assembled immediately after an emergency call from the vessel. You will find the notification diagram below.

    The ERTA shall coordinate all company activities in case of danger to the ship, her crew, cargo

    and the environment until the danger is eliminated.

    If any member of the ERTA is not present or available, his deputy will take over.

    Dealing with Media

    During actions to regain control over emergency situations nobody should communicate with

    Media. The Company is the only responsible party for this and will deal with Media Information.

    In casualty situation the vessel may probably be contacted in one way or other by radio, television or press representatives to answer questions or to make statements.

    Therefore Masters, Officers and crew are advised to direct all such questions and requests for

    statements to the Company.

    Contingency Plans by names:

    1. Abandon Ship

    2. Fire without CO2

    3. Fire in the hold

    4. Fire with CO2 -Engine

    5. Man Overboard

    6. Oil spill at sea

    7. Oil spill in port

    8. Grounding

    9. Collision

    10. Emergency Steering

    11. Serious injury at sea (Helicopter with stretcher)

    12. IMDG Incident

    13. Loss of cargo / Loss of stability

    14. Loss of main propulsion

    15. Recovery of person in the water

    16. Emergency Towing

    17. Propulsion emergency control

    18. ECDIS failure – shutdown

    In addition to the above-mentioned procedures the following plans and guidelines shall be

    considered as mandatory part of this Emergency manual:

    - Emergency Towing Booklet

    - SOPEP Plan

    - Cargo Securing Manual

    - IAMSAR Manual

    - Fire & Safety Training Manual

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