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RULES FOR CLASSIFICATION OF CREW MANNING OFFICES

1996

DET NORSKE VERITAS

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RULES FOR CLASSIFICATION OF CREW MANNING OFFICES JULY 1995

SECTIONS PAGE

1 General Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 2 Requirements for Crew Manning Offices ................................................................. 2

DET NORSKE VERITAS Veritasveien 1, N-1322 H0Vil<, Noiway Tel. : +47 67 57 99 00 Fax : +47 67 57 99 11

Det Norske Veritas is a free-standing, autonomous and independent Foundation with the object of safeguarding life, property and the environment at sea and ashore.

Det Norske Veritas AS, a fully owned subsidiary Society of U1e Foundation, undertakes classification and certification and secures the quality of ships, mobile off hore units and fixed offshore installations, facilities and ystems, and carries out research in connection with these functions. Moreover, the Society, provided its integrity is not impaired, may perform assignments which utilize its knowledge or which contribute to develop knowledge that will be required for the performance of these assignments.

The Foundation was established in 1978 as a direct continuation of the association The Norske Veritas which was established in 1864.

This rule booklet was approved by the Board in June 1995 and initially published as a chapter in the Rules for Classification of Ships. It was issued as a separate rule booklet in June 1996 substituting the chapter of the Ship Rules.

© Det Norske Veritas AS Computer Typesetting by Division for T~dmology and Products, Dct Norskc Verilas AS Printed in Norway by Det Norske Veritas AS July 1995

6.96.1000

It Is egread that save es prov1dnd below Det Norsk.e Verltos, its aubsfd1er~os. bod1~!1 , offl<:e rs. d1rec1ors,, employees ar)d OQents. :Jhall hava no hability for any loss, d•mage 01 expcme 11llegedly c aused dhcctly 0t lnd1reclry by than m1steieo or neo llge nce, b1eaeh gf wura~l.y , Qr Gn)' othor ec·t. om1:1:11on or error by lhe:m1 Including cr~:i neottoe.nce or WilflJI m1r;1conducl by any 'uch person vmh the axceptlon of Qros9 1'a:Qhocnee 01 wtuul r'nisconduc1 by 1hc govcumna bodit!S 01 :um1or cxocUlive ofhceu of Det Norskci Vcrites. Thfs applies rconrcJlem~ of whothet the los.s. domege or eXP011$C has affected •nyone with whom Dot Norske Ventas ha:3 a contract or e thJfd party who has act.ed or relied on dec1,,1on!J made ar 1nfarmat1on given hv or on be hall of Dot Norske Ve.rites . * However, 1r any person uses the 90tVicc:a Qf Oct Norsko Vema.s or 11.!1 ist.bs1d1at1e.s or rehea on 11w decision made or nformat ion e lven by or on bahalf of thorn a nd In con'1eq,uence suffers a fau.s. damooe or CJ(pense proved to b~ due to th1m nc.ghQf)!naa , omlGston or defnUt, 1he:n 001 Nor~ke Varitea wdl pay by way of com-­pcn,1uon to t1ueh penon a sum reixesenting h1191 proved lo,o . * 11'1 th11:1 everit Oet Nor9ke. Vc11ta!l or lea sUb:ud1e1le: :11 may be held llablo m oceordanca with the "'cctlons above. tho amount of cornpenaat1on shall ~er no circumsttnce1 exceed the nmouit of tho fee . 1f ~my, chatgcd f« that particular -service,_ decisi on, •dvrc.c er lnformet1on. * Under no c1rcum:uanccs whet.itocVet shell lhe 1nd1v1duel or lndividuel' who hava personally caused the loss, demag0- or expons be held hable . 1'f In the even1 that env prov101on in this :section ohalt bo uw1hd unde1 the ltw of anv jum1d1ct1on, 1ha volidity cf tM rama1 n1no p10Vis1ons ahnll not •n anv wey be effected.

CONTENTS

SEC. 1 GENERAL REQUIREMENTS .. ..... .. .. ... . .... .. . 1

A. Scope and Application .. .. . .. . . .. . . . . . .. . .. . . . . • . . . . . . . . . .. . . .. . 1 A 100 Scope ........... . .. ................................... .. ... .. 1 A 200 Application .. . .. . . . . . .. . . . . .. . .. . •. .. . . . . . . . . . . . . .. . . . .. . . .. 1

B. Certification .. .... .................. .. .... .... ........... .... ...... 1 B 100 Company management system certificate .. .. .. . .... .. 1

C. Certification Principles ............... .. ................. ....... 1 C 100 General . . .. . . . . . . . . . . . .. . . .. . . . . . . . . . . . . . . . .. .. . . . . . . . . . . . . . 1 C 200 Assessment of the documentation of the system . . . . 1 C 300 Implementation audit .. . .. . . . . . . . . . . . .. . . . . . . . . . . .. . . . . . . . 1 C 400 Periodical audits for retention of the certificate . . . . . 1

D. Glossary . .. .. .. .. .. .. ........ ... . .. .. .. .. ... . ........ ... .. .. .. .. .... 1 D 100 Terms .. .......... ........ .... .. .. .. ...... .. ....... ... . .. .. .. 1

SEC. 2 REQUIREME NTS FOR CREW MANNING OFFICES .............................. ......... .......... 2

A. Management Responsibility .. . .. . . . . .. . .. .. . . . . . . .. .. .. .. .. . . . 2 A 100 Company policy ........ . ......... ... .. ... . ... .. . . .... ... . . 2 A 200 Responsibility and authority . . . . . . . . . .. .. . . . . . .. . .. .. . .. 2 A 300 Management representative . . . . .. . . . . .. .. .. . . .. . . .. . . . . . 2 A 400 Safety and quality system review . . . . . . . . . . . . . . . . . . . . . . 2

B. Document and Data Control ... ........ .. .. .. .. .. ........ ... . . 2 B 100 General . ... .. .. .... .. .... .. ........... . ... . ........ . . . ... . .. 2

B 200 B 300 B 400

Document control procedures . . . . . . . . . . . . . . . . .. . . . .. . . . . 2 Internal records . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . 3 External records . . . . . . . . . . . . . . . .. . . . .. . . . . . . . . . . . . . . . . . . . . . 3

C. Manning Agreement .. .. .... ...... .. . . ........ .. .. .. . .... .. .. ... 3 C 100 General . .. .. .. ..... ......... ... . .. .. .. .... .... ..... ......... 3 C 200 Review of manning agreement .. . ...... ........ ....... . 3

D. Evaluation of Subcontractors .. ... .. .. .. .. .. . ... .... ... ... .. .. 3 D 100 General . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. .. . .. . .. .. .. . 3

E. Recruitment of Ship Personnel .. .. . . .. . . . . . ... . . . . . .. . . ... . . . 3 E 100 Recruitment procedures . .. . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 E 200 Review of crew agreement .. . . . . . .. .. . .. . . . . . . . . . . . . . . .. 3

F. Training of Ship's Crew ................................ . ..... . 4 F 100 General . .. . . ... . . . . . . . . . .. . . . . .. . . . . . ... . . .. . . . . . . . .. . . . . .. . 4

G. Communication . .. . ... .. .. .... .. .. .. .. .. .. .... .. .. .. .. ... .. .. .. ... 4 G 100 General . . . . . . . . . .. . . . . . . . . . . .. .. . ... . . . .. . . . .. . . . .. . . .. . . . . . 4

H. Emergency Procedures . .. .. . . . .. . . . .. . . .. .. . . .. . . . . . . . . .. . .. . . . 4 H 100 General . .. .. . . .. ........ ..... . ... . .... . .. . .. .. ... ... . .. ..... 4

I. Internal Safety and Quality Audits . . • . . . .. . . . .. . . . . . . . •. .. . . 4 I 100 General . . . .. .. . . .. . . . . . . . . . . . . .. . . .. . . .. . . .. .. . .. .. . . . . .. .. . 4 I 200 Audit plan . . .. .. . . . . . .. .. .. . . .. . . . . .. .. .. . . .. . . . . . . . . . . . . . . . 4 I 300 Audit findings and following up . . . . . .. .. . .. .. .. . . . .. . . 4

·----------------------------------------Rules for Classification of Crew Manning Offices, July 1995 Sec.1 Page 1

SECTION 1 GENERAL REQUIREMENTS

A. Scope and Application A 100 Scope A 200 Application

B. Certification

Contents

B 100 Company management system certificate

C. Certification Principles C 100 General C 200 Assessment of the documentation of the system C 300 Implementation audit C 400 Periodical audits for retention of the certificate

D. Glossary D 100 Terms

A. Scope and Application

A 100 Scope

101 These rules define requirements to crew manning of­fices. The rules are aimed at ensuring safety against hazards to the ship, personnel, passengers and cargo, and against hazard to the environment as a consequence of sea transport.

102 Applicable elements of the international standard ISO 9000-series have been applied.

103 These rules do not seek in any way to define or em­brace detailed regulatory requirements. Crew manning of­fices are to comply with international and national requirements and with what is considered to be good prac­tice.

104 The crew manning office may include quality objec­tives additional to those covered by the scope of these rules. The certification services may then be extended to verify that the arrangements needed for the achievement of such objectives are implemented and maintained.

A 200 Application

201 The rules are applicable to crew manning offices re­sponsible for selection, recruitment and training of ships personnel.

B. Certification

B 100 Company management system certificate

101 Crew manning offices that comply with the require­ments in Sec.2 may receive a certificate for «Crew manmng».

102 The «Crew manning» certificate will be given a valid­ity period of five years. Provided the results for Periodical Company Audit are satisfactory, the certificate will be re­newed.

C. Certification Principles

C 100 General 101 The certification will include:

- assessment of the documentation of the system - implementation audit - periodical audits for retention of the certificate.

C 200 Assessment of the documentation of the system 201 Assessment of the documentation of the Management System is performed to verify conformity with the applicable requirements in these rules. Corrective actions are to be taken to possible non-conformities.

C 300 hnplementation audit 301 An audit is performed to verify conformity between the description of the Management System and the imple­mented system.

302 Possible non-conformities will be reported in writing to the crew manning office. Corrective actions are to be taken to possible non-conformities. When the corrective ac­tions have been implemented the Certificate can be issued.

C 400 Periodical audits for retention of the certificate 401 Audits are carried out according to established proce­dures to ensure that the Management System is being main­tained in a satisfactory manner during the period of validity. Frequency and contents of audits will be established with each company on the basis of a minimum of one audit per year.

402 Possible non-conformities will be reported in writing to the crew manning office. Corrective actions are to be taken to possible non-conformities. When the corrective ac­tions have been implemented the Certificate will be main­tained.

D. Glossary

D 100 Terms 101 The following terms cover what is described below:

- Quality: Includes safety and environment protection - Crew contract: The agreement between the company and

the seafarer - Manning agreement: The agreement between the com­

pany and the ship manager/owner.

DFT NoR.<:KF. VF.RITA.<:

Rules for Classification of Crew Manning Offices, July 1995 Page 2 Sec.2

SECTION 2 REQUIREMENTS FOR CREW MANNING OFFICES

Contents

A. Management Responsibility A 100 Company policy A 200 Responsibility and authority A 300 Management representative A 400 Safety and quality system review

B. Document and Data Control B 100 General B 200 Document control procedures B 300 Internal records B 400 External records

C. Manning Agreement C 100 General C 200 Review of manning agreement

D. Evaluation of Subcontractors D 100 General

E. Recruitment of Ship Personnel E 100 Recruitment procedures E 200 Review of crew agreement

F. Training of Ship's Crew F 100 General

G. Communication G 100 General

H. Emergency Procedures H 100 General

I. Internal Safety and Quality Audits I 100 General I 200 Audit plan I 300 Audit findings and following up

A. Management Responsibility

A 100 Company policy

101 The management is to define and document its policy for quality, including safety and environment protection. The quality policy is to be relevant to the crew manning of­fices' objectives and the expectations and needs of its cus­tomers. The crew manning office is to ensure that this policy is understood, implemented and maintained at au levels of the organisation.

A 200 Responsibility and authority

201 The responsibility, authority and the interrelation of personnel responsible for any part of the selection, recruit­ment and training process for seafarers are to be defined and documented. At least the following items are to be included:

- initiate actions to prevent the oc.:t:um:mce of any non­conformities relating to their services as stated in the manning agreement identify and record deficiencies relating to their services

- initiate, recommend or provide solutions through desig­nated channels

- verify the implementation of solutions - control the further process until the deficiency has been

corrected.

A 300 Management representative

301 The management is to appoint a member who is to have access to the highest level of management and irre­spective of other responsibilities is to have defined authority for:

- ensuring that a safety and quality system is established, implemented and maintained in accordance with these rules

- reporting on the performance of the quality system to the company's management for review and as a basis for improvement of the quality system liaison with external parties on matters relating to the company's quality system.

A 400 Safety and quality system review

401 The management is to review the safety and quality system at defined intervals sufficient to ensure its continuing suitability and effectiveness in satisfying the requirements of this standard and it's stated quality policy and objectives. Such reviews are to be performed at least annually and re­cords are to be maintained. Reviews are to consist of well structured and comprehensive evaluations which include:

- non-conformities - d?cumented analyses of personal injuries and near-

m1sses - the overall effectiveness of the management system in

achieving stated objectives - considerations for up-dating the system in relation to

changes in fleet, trade, new regulations, market strategies and social or environmental conditions

- changes in crew complement (nationality) on board.

402 Non-conformities, conclusions and recommendations reached as a result of review are to be documented. A plan of action for necessary improvements is to be established. Records of reviews are to be maintained.

B. Document and Data Control

B 100 General

101 The management is to establish, document and main­tain a quality management system as a means of ensuring that their services conform to specified requirements. The quality manual is to include or make reference to procedures affecting safety and quality and outline the structure of the documentation used in the management system. The fol­lowing items are to be included:

- documented procedures consistent with the requirements of these rules, mandatory rules and regulations as well as the company's stated safety and quality policy

- a description on how to effectively implement the safety and quality system and its docum~nted prm.:edures

- for the purpose of these rules, the range and detail of the procedures that form part of the safety and quality system is to be dependent upnn the complexity of the work and the methods used

- the company is to define and describe all relevant activ­ities in meeting the specified requirements for assess­ment, training and motivation of crew employed or arranged by the crew manning.

DEr NORSKE VERITAS

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B 200 Document control procedures

201 The crew manning office is to establish and maintain documented procedures to control all documents and data related to the requirements of these rules including, to the extent applicable, documents of external origin such as na­tional and international requirements.

202 The documents and data are to be reviewed and ap­proved for adequacy by authorised personnel prior to issue. A master list or an equivalent document control procedure identifying the current revision status of documents is to be established and be readily available to preclude the use of invalid and/or obsolete documents. The control is to ensure that:

- pertinent issues of appropriate documents are available at all locations where operations essential to the effective functioning of the safety and quality system are per­formed

- invalid and/or obsolete documents are promptly removed from all points of issue or use, or otherwise assured against unintended use

- changes to documents and data are to be reviewed and approved by the same functions that performed the ori­ginal review and approval, unless specifically designated otherwise

- where practicable, the nature of the changes is to be identified in the document or 'the appropriate attachments.

B 300 Internal records

301 Records related to safety and quality procedures are to be maintained in order to verify that procedures are fol­lowed and are according to the crew manning offices' re­quirements. The company is to establish and maintain procedures for indexing, filing, maintenance and disposition of safety and quality records as defined by the company.

B 400 External records

401 All records related to the seafarer are to be retained and maintained as long as the seafarer is employed by the company and at least three years after employment is termi­nated. As a minimum, but not limited to - the following re­cords are to be archived:

- personnel records including those for qualification, ex­perience and skill

- personnel records including employment details such as name of vessel, type of vessel, position onboard and contract details

- appraisal forms - training schedule/records.

C. Manning Agr~ement

C 100 General

101 The management is to sign with the client an agree­ment accepting the crew management of a vessel. The terms and language of the agreement are to be clear, unambiguous and easily understood by the contracting parties.

102 The company's responsibilities, authorities, obli­gations and services are to be clearly defined in the agree­ment.

Rules for Classification of Crew Manning Offices, July 1 995 Sec.2 Page 3

103 Nothing in the agreement is to be contrary to or in violation of applicable laws and regulations.

C 200 Review of manning agreement

201 The management is to establish and maintain docu­mented procedures for review of the manning agreement.

202 Before the acceptance of an agreement, the contract or agreement is to be reviewed by the crew manning office to ensure that:

- the requirements are adequately defined and documented - they have the capability to meet the agreed requirements - the agreement describes how the crew manning office is

to identify an amendment to an agreement and correctly transfer it to the functions concerned within the crew manager's organisation

- records of contract reviews are maintained - differences in order requirement and those in the tender

are resolved - the terms and the language of the agreement are clear and

unambiguous.

D. Evaluation of Subcontractors

D 100 General

101 The crew manning office is to establish and maintain documented procedures to ensure that subcontractors (i.e. crew agents) conform to specified requirements.

102 The management is to evaluate and select subcontrac­tors on the basis of their ability to meet subcontract re­quirements including the safety and quality system and any specific requirements.

103 The crew manager is to establish and maintain records of acceptable subcontractors.

E. Recruitment of Ship Personnel

E 100 Recruibnent procedures

101 The management is to establish and maintain proce­dures for the selection and recruitment of ship's crew. They are at least to, but not limited to, include procedures for:

- verification of qualifications and experience requirements for each position on board that the crew manning office is responsible for under the manning agreement

- verifying that each member of the crew that the crew manning office supplies has appropriate qualifications according to mandatory rules and regulations, adequate experience and is medically fit when appointed to the ship

- verifying that crew members can adequately understand key instrnctions in English and or the commanding lan­guage

- an appraisal system for assessment of crew members - verifying the correctness of personal documents - defining the agreement between the company and the

crew to be defined in the crew contract - evaluation of the anticipated future demand for trained

personnel (when considering the number of cadets/apprentices to recruit).

DET NORSKE VERITAS

Rules for Classification of Crew Manning Offices, July 1995 Page 4 Sec.2

E 200 Review of crew agreement

201 The management is to establish and maintain docu­mented procedures for review of the crew contract. The crew contract is to conform at least to flag administration requirements.

202 Before the acceptance of an agreement, the contract is to be reviewed by the management to ensure that the re­quirements are adequately defined and documented. Re­cords of contract reviews are to be maintained.

F. Training of Ship's Crew

F 100 General 101 The management is to make provisions for adequate crew training according to requirements stated in the man­~ing , agreement by:

- use of approve\i or accepted shore based training facilities or training programmes

- motivating crew members to improve and update their qualifications related to their present position on board

- encouraging crew members to up-grade their current qualifications

- ensuring that documented procedures for on board fami­liarisation with ship's machinery, equipment and systems are provided before taking responsibility onboard.

Training needs are to be assessed by the crew manager and individual training needs are to be assessed according to appraisals by the line manager.

G. Communication

G 100 General

101 The management is to define lines of communication and experience feedback between the crew manager and the ship manager/owner, including, but not limited to, the fol­lowing:

- accident and near miss reports - training scheme, seminars etc. - assessment reports.

H. Emergency Procedures

H 100 General 101 The crew manager is to ensure that an emergency plan has been established. The purpose of this plan is to ensure that the crew manager, as required, responds to an emer­gency in a co-ordinated and efficient way.

102 The emergency plan is to include, but not be limited to, the following:

- the composition and duties of the emergency response

- procedures to assemble the emergency response team - procedures for establishing contact between the ship and

the crew manager - procedures for establishing contact between the ship

manager/owner and the crew manager - procedures to obtain details of personnel on board the

vessel - Jjst of names and telephone numbers, including after

hours telephone numbers, of persons and organisations who must be notified

- procedures for notifying and Liaison with the next of kin for crew on board the vessel

- an up-to date list with per onal details on all employed seafarers on board.

I. Internal Safety and Quality Audits

I 100 General

101 The management is to ca.cry out internal safety and quality audits to verify the implementation of the system and to determine the effectiveness of the system.

102 The audits and follow-up actions is to be ca.cried out in accordance with documented procedures.

103 The results of the audits are to be brought to the at­tention of the personnel having responsibility of the area audited. The management personnel responsible for the area is to take timely corrective actions on the deficiencies found during the audit.

104 The audits are preferably to be carried out by person­nel not directly involved in the area being audited.

I 200 Audit plan

201 The audit plan is to cover the following items:

- the specific area and activity to be audited - the qualifications of personnel carrying out the audit - the basis for carrying out the audit (e.g. organisational

changes, new tonnage, new personnel and reported defi­ciencies)

- procedures for reporting non-conformities, conclusions and recommendations.

I 300 Audit findings and following up

301 Audit findings, conclusions and recommendations are to be submitted in documentary form for consideration by appropriate members of company management.

302 The following items are to be covered in the reporting and follow-up of audit findings:

- factual evidence of non-compliance or deficiencies and possible reasons for such deficiencies

- appropriate corrective actions - implementation and effectiveness or corrective actions

suggested in previous audits.

team 303 Records of such reviews are to be maintained.

DET NORSKE VERITAS