ISM Course

Module 01

Foreword

The International Safety Management (ISM) became mandatory for passenger ships, bulk carriers, oil
tankers, gas carriers, chemical tankers and fast cargo ships on 1 July 1998. It enters into force for all other
vessels and mobile offshore drilling units of 500 gt and more on 1 July 2002.

Are your company and ships going to be affected? If they are, how will you ensure that they are ISM
certificated by the mandatory date?

How will you ensure that your Company's Safety Management System (SMS) is relevant and effective?

The modules that follow are designed to assist you with:-

1. understanding the requirements of the ISM Code;

2. documenting your SMS - policy and procedures;
3. Maintaining your SMS.

Introduction

If you are reading this, you are probably thinking about getting your office and/or ships certified to the
requirements of the ISM Code. If this is correct, you should first get a thorough understanding of the ISM
Code so that you will be able to plan, structure and document your safety management system (SMS). Your
personnel in the office and aboard ship must know how to comply with the system. Who is going to train
them? You? A consultant? If you are going to train your personnel to comply with the SMS and conduct
internal audits, then you should know the Code like you do the back of the palm of your hand.

Classification Society requirements as well as local and international shipping regulations, codes and
guidelines have been in force for many years to assist ship owners in building, maintaining and operating
their ships to high standards. Despite this, shipping accidents have occurred and analysis shows that about
80% of shipping accidents are caused by human error. Of this 80%, 75% to 90% may be attributed to poor
management or lack of a management system. There is need to address the human factor in shipping and
this is the intention of the Code.

For many years, prior to the 1980's, the standard of seamanship aboard ships and in the office had been
deteriorating. In 1982, the International Chamber of Shipping (ICS) and the International Shipping Federation
(ISF) developed a voluntary scheme relating to safe management practices in shipping and the Code of
Management Practice in Safe Ship Operations was born.

The loss of the "Herald of Free Enterprise" in 1987, and other vessels that followed, resulted in the refinement
of the Code which in 1994 became the Annex to Chapter IX of SOLAS.

 
At this point you should get a copy of "International Safety Management Code (ISM Code)" and read it in
conjunction with the guidance notes that follow.

Commitment

The ISM Code consists of 13 clauses which must be complied with for ISM certification. The Code provides
an international standard for the safe management of ships and for pollution prevention. It is expressed in
broad terms and may therefore be applied to all types of ships.
Top management (the boss) must be committed to safety and environmental-protection if the company's
safety management system (SMS) is to succeed. If the boss is not committed, the person(s) responsible for
ISM may find it difficult to obtain adequate resources such as personnel, office space, equipment and time.
Also, for the SMS to be successful, company personnel, both aboard ship and in the office ashore must
believe in safety and environmental protection. They must be competent and motivated and be ready to co-
operate with the person or persons responsible for implementing the SMS as well as with each other.

The Company

The Code often makes reference to the "Company". What or who is the "Company"? In general terms, the
"Company" is any person, persons or organization who is responsible for the operation of the ship and who
on taking over responsibility for the ship also takes on all the duties and responsibilities imposed by the Code.
The word "Company" includes the owner, manager and bareboat charterer.

The identity of the Company may be ascertained from the ship's certificate of registry, charter party,
correspondence from the owner to the flag administration informing them of the change in responsibility, or
correspondence from the entity who has taken over responsibility for the ship confirming to the flag
administration confirming his acceptance of the responsibilities placed on him by the ISM Code. The
Company will in all probability want to implement its own SMS aboard ship and the Safety Management
Manuals (SMM) may also indicate the identity of the Company. Logbook entries may sometimes reveal the
identity of the Company.

Objectives

The objectives of the ISM Code include:-

1. safety at sea;
2. safety of limb;
3. safety of life; and
4. Safety of property including the marine environment.

Consequently, the safety management objectives of the company should include:-

1. safe practices in ship operation;
2. safeguards against all identified risks;
3. Continuous improvement of safety management skills of all personnel in the company.

Thus, all possible risks relating to safety and environmental-protection associated with the ships and the
office should be identified and controls to minimize, if not eliminate, the risks should be established.

Also, the SMS should take into consideration all mandatory rules and regulations such as flag state
requirements, international requirements, classification society requirements, all relevant codes, guidelines
and standards recommended by the IMO and maritime industry organizations.

Functional requirements for a safety management system

Under Clause 1.4 of the ISM Code a Company should develop, implement and maintain a SMS which
includes:-
1. a safety and environmental pollution policy i.e. a statement from the boss declaring his commitment
towards safety of life and property and protection of the environment against pollution;
2. descriptions of how the various tasks in the office and aboard ship are to be carried out with a view of
eliminating or minimizing risk to life, limb and the environment;
3. Identification of the responsibility and authority of each person who is part of the SMS. Such
identification should show clearly the lines of communication between all persons involved in the
safety management system, ashore and aboard ship;
4. the method of reporting accidents and non-conformities as required by the ISM Code;
5. how to prepare for and respond to emergency situations; and
 6. How to prepare for, conduct and report internal audits and management reviews.

2. Safety and environmental protection policy

Clause 2 of the Code requires the Company to define and document a policy that describes how the following
will be achieved:-
1. safe practices in ship operation and a safe working environment;
2. safeguards against all identified risks; and
3. Continuously improvement of the safety management skills of all Company employees.

This is in fact the boss's policy that sums up his attitude towards safety and environmental protection.

The designated person (DP) should consider how this policy should be implemented and what should be
done to ensure that all employees understand and follow it.

3. Company responsibilities and authority

Usually, the owner of a ship can be identified by his name in the certificate of registry. However, when the
ship is under management or under a bareboat charter, the entity who is responsible for the ship cannot
always be easily identified. Under Clause 3 the owner is responsible for reporting to the Flag Administration
the name and details of the person or organization who has taken over responsible for the operation of the
ship. The owner will be held responsible if the change is not reported and he should therefore adopt a
procedure for ensuring that the change is reported as required.

Clause 3 also requires the company to define and document the authority and interrelation of all personnel
who manage, perform and verify SMS-related work. This is often achieved through the provision in the Safety
Management Manual (SMM) of an organizational chart and a narrative section. The organizational chart
should clearly show how the Designated Person Ashore (DP) provides a link between the ship and top
management in the office.

The same clause makes the Company responsible for ensuring that the DP (his functions will be discussed
later in this module) is given adequate resources (e.g. personnel, money, office space and equipment) for
him to carry out his job with safety.

4. Designated person

Clause 4 requires the Company to designate one or more persons to ensure the safe operation of each ship
in the fleet and act as a link between the office and ship. Such a person is known as the Designated
Person(s) (DP). He should have direct access to the boss and his job should include monitoring the safety
and pollution prevention aspects of each ship and ensuring that adequate resources and shore-based
support are supplied, as and when needed.

5. Master's responsibility and authority

Clause 5 requires the master's responsibility regarding the following to be clearly defined and documented:-
1. Implementing the safety and environmental protection policy of the Company.
2. Motivating the crew in the observation of the safety and environmental protection policy.
3. Issuing orders in a clear, simple manner.
4. Verifying that specified requirements are observed.
5. Reviewing the SMS and reporting its deficiencies to the office.

Later, we will deal with documenting the SMS. Such a document, also known as the Company's Safety
Management Manual (SMM) should be carried aboard ship and should contain a statement emphasizing the
master's authority. The document should also contain a statement similar to the following:-
"The master may exercise his overriding authority and responsibility to make decisions with respect to safety
and pollution prevention, if human life, property or the marine environment is at risk. He may request the
Company for assistance if he needs it."

6. Resources and personnel

Under Clause 6 the master should:-

1. be properly qualified for command i.e. he should be appropriately certificated and have experience
and/or good knowledge of the ship he is to command;
2. know the Company's SMS well i.e. he should be given an opportunity to study the Company's SMS
before taking over command of the ship; and
3. be given all necessary support to do his job safely i.e. he should be provided with an adequate
number of competent crew, shipboard equipment, fuel, lubricants, fresh water, a staunch and
seaworthy ship and backing from the office.

All the seamen employed aboard ship should be qualified, certificated and medically fit.

Personnel, new to the ship, and personnel given new assignments aboard ship, should be made familiar with
their SMS-related duties. Instructions must be given prior to sailing (e.g. the boat and fire station and duties of
each member of the ship's complement) should be identified, documented and given.

All personnel (shipboard and shore-based) involved in the Company's SMS should have a good
understanding of the relevant rules, regulations, codes and guidelines.

There should be procedures for identifying training needs of all company personnel i.e. how is the need
identified? Who identifies the need? How often is the need assessed? Who is responsible for ensuring that
the required training is received?

The clause also requires ship's personnel to receive SMS-related information in a language they understand.
(The information may be written in a language the crew can understand or somebody reliable may translate
it).

The crew must be able to communicate effectively in the execution of their SMS-related duties.

7. Development of plans for shipboard operations

Clause 7 of the Code requires the Company to:-

1. establish plans and instructions relating to safety and pollution prevention for key shipboard
operations; and
2. Assign the various tasks involved to qualified personnel.

This clause is the shortest in the Code but possibly the one that requires the greatest amount of
documentation. Key shipboard operations should be identified and procedures for each operation should be
written. If there are many ships in the fleet, each of a different type and each with different equipment, then
the job of writing procedures could become a mammoth one.

Also, the various tasks that the job involves must be assigned to qualified personnel. This is possibly best left
to the ship to assign the jobs to shipboard personnel and to document the necessary procedures.

You may wish to note that procedures for key shipboard operations often require a separate manual.

Key shipboard operations include:-

 preparing for sea;
  navigational safety including correction of chart and nautical publications as well as passage
planning;
 bunkering operations;
 oil transfers in port;
 securing containers;
 assessing stability condition;
 leaving the berth;
 navigation with pilot on board;
 navigation in areas of high traffic density;
 navigation in restricted visibility;
 navigation in the vicinity of ice;
 extra ship communications;
 embarking passengers;
 cargo operations;
 picking up pilot;
 anchoring;
 heavy weather operations;
 change over from light to heavy oil and vice versa;
 Changeover of lighting plants.

The list is not exhaustive. A Company should brainstorm for what they consider to be "key activities". They
should add to the list those operations that they consider to be important and delete those items that they
consider to be unimportant.
Quiz 1
We have now covered nearly half the clauses in the ISM Code. Before you proceed to the remaining clauses
you should take the test that follows. Without referring to the Code book or our guidance notes, indicate
which you consider to be the most appropriate answer by clicking the option in the left hand column.
 Questions

1. Company means
a) the office building, the ships, top management and all the staff
b) the owner or any person or organization who has assumed the responsibility for the ship
c) the owner, the manager, the operator or the charterer
d) All the above
e) None of the above
 
2. The Safety and Environmental-Protection Policy
a) should incorporate the Drug and Alcohol Policy
b) should describe how the objectives given in 1.2 of the Code will be achieved
c) should be understood and followed by Company's personnel as well as persons having business with
the Company
d) All the above
e) None of the above
 
3. The designated person
a) ensures the safe operation of each ship
b) provides a link between the Company and persons on board
c) should have access to the highest management
d) All the above
e) None of the above
 
4. The master is responsible for
a) defining and documenting the safety and environmental-protection policy aboard ship
b) motivating crew in the observance of the Safety and Environmental-Protection Policy
c) reviewing the SMS and reporting its deficiencies to the flag administration
d) All the above
e) None of the above
 
5. The Company has a duty to ensure that
a) the master is properly qualified for command
b) newly hired persons are familiar with the Company's SMS
c) training needs are assessed
d) All the above
e) None of the above
 
6. Shipboard personnel should
a) possess certificates issued by their own administration
b) hold valid medical certificates
c) be able to show evidence that they are free of drug and alcohol abuse
d) All the above
e) None of the above

7. Plans for key shipboard operations should include

a) survival craft drills 
b) fire drills
c) piracy and terrorist drills
d) All the above
e) None of the above
Answers for Quiz 1

1. Company means the owner or any person or organization who has assumed the responsibility for the ship

2. The Safety and Environmental-Protection Policy should describe how the objectives given in 1.2 of the
Code will be achieved

3. The designated person All the above

4. The master is responsible for All the above

5. The Company has a duty to ensure that All the above

 
6. Shipboard personnel should hold valid medical certificates

7. Plans for key shipboard operations should include none of the above

 
8. Emergency preparedness

Despite having taken all precautions, emergency situations can arise and accidents could follow. It is better to
be prepared than to be sorry.

Under ISM Clause 8, procedures for identifying potential emergencies which could involve the ships should
be documented. Possible emergencies should be identified and procedures for responding to each one
should be defined and documented.

Emergency situations could include:-

 collision;
 stranding/grounding;
 abandon ship;
 man over-board;
 search and rescue;
 fire;
 rescue from enclosed spaces;
 shifting of cargo;
 terrorism/piracy;
 main engine failure;
 steering gear failure;
 helicopter operations; and
 Oil spillage.

The list is not comprehensive and all the emergency situations on it may not be relevant for a particular ship.
A brain storming session could be held to decide which emergencies should be omitted for a particular ship
and which emergencies should be added to the list. Thereafter, draw up a programme of drills and exercises
to prepare for emergencies. The first emergency be the first drill instead drills and exercises should be
conducted in accordance with the programme.

The office also should be able to respond to emergencies involving the ships in the fleet. The list of possible
emergency situations for which the office should carry out drills and exercises should be drawn from the
above list. Again, a programme of drills and exercises for the office to practice with or without the participation
of one or more company vessels should be drawn up. A room in the office may need to be identified as the
emergency operations room and be equipped accordingly.

Contingency plans for the office may include:-

 the composition and duties of persons forming the emergency team;
 procedures for mobilizing the emergency team;
 procedures to follow in case of each of the emergency situations identified;
 procedures for establishing and maintaining contact between the ship and the office;
 procedures for the use of communication equipment;
 the use of ship's plans, stability data, navigational charts, navigational information, etc.;
 lists of contacts whom may need to be contacted in case of an emergency;
 procedures for dealing with the media; and
 Procedures for dealing with the relevant next of kin.

9. Reports and analysis of non-conformities, accidents and hazardous occurrences

“Non-conformity" may be defined as "an observed situation where objective evidence indicates the non-
fulfillment of a specified requirement.”
An "accident" may be defined as "an incident involving injury or loss of life or damage to property or damage
to the environment.”

A "hazardous occurrence" may be defined as "a situation that could have led to an accident if allowed to
develop further. A hazardous occurrence is also known as a near miss situation.”

SMS documentation should include procedures for reporting non-conformities, accidents and hazardous
situations to the office for analysis with the objective of improving safety and pollution prevention and not for
attaching blame.”

The whole point of reporting such situations is for corrective action to be taken so that the incidence does not
happen again.
 

10. Maintenance of the ship and equipment

The Code was introduced primarily to deal with the human element in shipping. However, it must be realized
that safety and pollution prevention cannot be achieved by addressing the software alone - consideration
must be given to the hardware i.e. the ship and its equipment.

Clause 10 of the Code requires procedures to be documented and followed to ensure that the Company’s
ships are maintained as required by relevant local rules and regulations, international rules and regulations,
requirements of the relevant classification society as well as any special requirement that the Company may
have.

Inspections of the ship and its equipment must be carried out by the person or persons identified in the
procedures at intervals stipulated by regulation or the appropriate manual or procedures.

Any non-conformity and its cause (if known) must be reported to the person identified in the relevant
procedure. Corrective action should be prescribed and taken and records of all these activities should be
maintained.

Some shipboard equipment and technical systems may fail suddenly and result in hazardous situations.
These are known as critical equipment or systems and include the main propulsion machinery, navigation
light system, cargo hoses and steering system. Critical equipment and systems aboard each ship in the fleet
should be identified and action to promote the reliability of each item or system should be specified. Regular
testing of stand-by arrangements and equipment or technical systems that are not in continuous us should be
specified in procedures. Examples include daily testing of the steering system, navigation light system, and
engine room telegraph.

11. Documentation

Documents that are used to describe and implement the SMS are commonly known as Safety Management
Manuals (SMM). They may be kept in any form that suits the Company. Each ship should carry all the
documents relevant to it.

Policies and procedures may change with management, trading pattern of the ship, ship type, technology and
competence of crews. Consequently, documents and data pertaining to the SMS may need to be amended or
changed to keep them relevant and up-to-date. Procedures that specify how document change is initiated,
who initiates the change, who reviews and authorizes the change and who issues the new document must be
maintained. The procedures should also specify how the change is effected and what happens to the
superceded document, if any.

Valid documents must be available at all relevant locations. For example, if the ship is fitted with a Mark II
gyro compass it must carry a Mark II manual and not a Mark III, IV or V manual even though they are later
issues. The manual should be stored near the gyro compass and not at a distance.

Procedures should identify what is to be done to obsolete documents to prevent inadvertent use.

12. Company verification, review and evaluation

Internal audits should be conducted periodically to verify whether safety and pollution prevention activities
comply with the Company's SMS. Internal audits should be conducted in accordance with Company’s
procedures by trained personnel who are independent of the area being audited except where this is
impracticable because of the small size of the Company.

The Company should evaluate the efficiency of the SMS and review the SMS in accordance with
documented procedures.

The results of the audits and reviews should be made known to personnel in affected areas.

Timely corrective action should be taken by management on deficiencies found.

13. Certification, verification and control

The office must hold a valid Document of Compliance (DOC) appropriate for the type or types of ships that
are operated before the ships can be audited for Safety Management Certificates (SMCs).

A DOC is issued to the shore-based office following a satisfactory audit by the flag Administration or a
recognized organization (RO) on behalf of the flag Administration. The DOC is evidence that the Company is
capable of complying with the requirements of the ISM Code.

A copy of the DOC should be placed on board ship so that it may be produced by the master for verification if
required to do so by the relevant authority.

The flag Administration or RO may issue either a Full Term or an Interim DOC. A Full Term DOC has a
validity period of five years, subject to annual audits conducted within three months before or after the
anniversary date.

An Interim DOC may be issued to a newly established Company or to a Company that requires the type(s) of
a newly acquired ship(s) to be added to the existing DOC. An Interim DOC has a validity period of not more
than twelve months.

A Safety Management Certificate (SMC) is issued to a ship following satisfactory verification of compliance
with the Code. A ship can be audited for issuance of a full term SMC only if objective evidence can be shown
that the Company's SMS has been operating effectively aboard ship for at least three months. A Full Term
SMC has a validity of five years subject to at least one intermediate verification audit held between the
second and third anniversary dates.

An Interim SMC may be issued to a new ship on delivery or when a ship, new to the Company, is taken into
management. An Interim SMC has a validity of six months which, under special circumstances, may be
extended by the Administration up to a maximum of six months.
Quiz 2
 
1. To prepare for emergencies, the Company should
a) establish programmes for drills and exercises to prepare for emergency actions
b) be able to respond to hazards, accidents and emergency situations involving its ships
c) establish procedures to identify, describe and respond to potential emergency shipboard situations
d) All the above
e) None of the above
 
2. The SMS should include procedures ensuring that non-conformities, accidents and hazardous situations
are reported to:
a) the Managing Director/President/Chairman
b) Designated person ashore
c) the Company
d) All the above
e) None of the above
 
3. The Company should ensure that
a) all non-conformities are reported
b) appropriate corrective action is taken for a non-conformity report
c) inspections are held at appropriate intervals
d) All the above
e) None of the above
 
4. The Company should ensure that
a) ship’s personnel have access to all safety documents
b) changes to documents are reviewed by the DP and approved by top management
c) out of date documents are promptly removed
d) All the above
e) None of the above
 
5. The Company should carry out internal safety audits to ensure
a) the DOC and SMC remain valid
b) there is not an excessive number of non-conformities
c) that top management receive appropriate feedback regarding the SMS
d) All the above
e) None of the above
 
6. An Interim SMC
a) is valid for a maximum period of six months
b) must be issued before a full term SMC can be issued
c) is issued to a newly built ship or a new ship taken into management
d) All the above
e) None of the above
 
7. A DOC can be issued by
a) the flag Administration and no one else
b) the flag Administration or a RO on behalf of the flag Administration
c) all classification societies
d) All the above
e) None of the above

Result
 
1. To prepare for emergencies, the Company should All the above
2. The SMS should include procedures ensuring that non-conformities, accidents and hazardous situations
are reported to the Company

3. The Company should ensure that All the above

4. The Company should ensure that out of date documents are promptly removed

5. The Company should carry out internal safety audits to ensure none of the above

6. An Interim SMC All of the above

7. A DOC can be issued by the flag Administration or a RO on behalf of the flag Administration

 
Instructions

We explained the requirements of the ISM Code in the previous module and trust that you now understand
what the Code requires. If any portion is unclear, please read ISM Code again.

If you understand the requirements of the Code, you may wish to document your Safety Management System
(SMS) now and the aim of this module is to help you to formulate your Safety Policy Manual (SPM) or Safety
Management Manual (SMM).

1. before you begin, make sure that the boss is committed and that office and shipboard personnel show
signs of commitment and cooperation.

2. Plan how the SMS is to be documented, i.e. who is going to document it, what resources are needed,
when are you going to start, when are you going to finish, when will each stage be completed. The table that
follows shows how the planning may be done.

Schedule
Month 1 Month 2 Month 3 Month 4
Form project team. Complete SMM. Distribute SMM to ship Receive back SMM and
and office personnel for correct as required.
Decide on documentation. proof reading and
feedback. Distribute SMM to office
and ship personnel.
Train team members, Train internal auditor(s).
office staff and some sea- Explain contents of SMM.
going staff. Begin work on procedures
manual. Continue to work on
Draft policies for Safety procedures.
Management Manual Collate work instructions.
(SMM).
Month 1 Month 2 Month 3 Month 4
Complete procedures. Distribute procedures to Internal audits of office Have office audited for
affected person(s) if not and ships. DOC and ships for SMC.
already done so.
Take corrective action.

Carry out management

review.

Arrange for third party

auditor.

The above schedule is meant to guide you in planning the documentation and certification processes. The
process is to be completed in 8 months but you may find that your schedule takes more than one year. Better
safe than sorry - BEGIN NOW.

3. The project team should include key personnel, some of who could be management staff. The boss should
appoint the Project Leader as well as the members of the team. (The boss should also get involved to show
his commitment to safety.)
4. Make all personnel, shore-based and ship-based, aware of the ISM Code and the Company's SMS. This
may be achieved as follows:-
 Circulate the boss's speech at Company functions; (This ensures that staff are made aware of the
Company's intentions and are not kept in the dark.)
 explain to the staff why the company has taken such action;
 ensure that the staff understand the action during on-site visits by the management; and
 Provide training to persons who are most likely to be affected.

5. Involve shore-based and shipboard personnel in the project right from the start. (If a person is involved in
the project at a later stage, he may not have a sense of ownership for the project and may not be as
committed.)

6. Company should encourage:

 feedback on the project;
 persons who show interest and commitment in the project to play greater roles in the development of
the SMS;

7. The Project Team should:-

 Determine what is to be done for documenting the SMS; (An established Company is likely to have a
number of policies, procedures and work instructions. These policies, procedures and instructions
need be written in the document. The existing policies, procedures and work instructions should be
compared with the requirements of the ISM Code in order to ascertain which of this need to be
written down.)
 assess the resources (e.g. personnel, budget, office space, office equipment, and staff required, to
carry out and complete the project on time;
 assess the time needed to complete the project;
 draw up a schedule for the project;
 decide the format of the documents, type of heading, numbering of sections, paragraphs, etc.;
 Decide the number of levels of documentation. We suggest a three-tiered documentation system as
follows :-
 ISM CODE

THREE-TIERED DOCUMENTATION SYSTEM

 decide the means of storage, e.g. computer hard disk, paper, etc;
 decide the format of the documented policies and procedures;
 allocate responsibilities for writing specific policies/procedures;

8. Make it clear to the project team members that the documented system should be:
 well defined
 easy to use
 accurate
 written with the user in mind

9. Choose a format for policies, procedures and instructions to suit your needs. We are providing you a
format which is from ISO 10013 - "Guidelines for developing quality manuals." We will also provide you a
sample Policy Manual which may be used as a skeleton around which the Policy Manual may be built.

10. The purpose of the Policy Manual or Safety Management Manual (SMM) is to:-
 communicate the Company's policies relating to safety and environmental protection;
 describe and implement an effective safety and environmental protection system;
 provide a documented base for auditing the system and to introduce corrective and preventive action
for known deficiencies;

11. A SMM may include the following:-

 Title, scope and field of application - The title and scope of the SMM should define the organization to
which the manual applies. To avoid confusion, the manual may identify the areas which it does not
cover. For example, the ISM coverage for a company that operates ships and also runs a ship
agency arm could have a disclaimer to the effect that the SMS of the Company covers the operation
of a fleet of container vessels employed in the Foreign-Going Trade but does not cover the activities
of the agency arm of the Company.
  A Tables of Content (TOC) - The table of contents of a SMM should show the titles of the sections it
contains. The numbering or coding system of sections, the sub-sections, pages, figures, exhibits,
diagrams, tables, etc should be clear and logical.
 Introductory pages - These should provide general information about the Company and the quality
manual itself.
 The minimum information about the organization should be its name, site, location and means of
communication. Additional information about the organization, such as its line of business, a brief
description of its background, history or size.

12. The information about the quality manual itself should include:
 the current issue or unique identification, date of issue, or unique number and identification of
amended contents;
 A brief description of how the SMM is revised and maintained, who reviews its content and how often,
who is authorized to change the SMM, and who is authorized to approve it; (This information may
also be given under the system element concerned. A method for determining the history of any
change in procedure may be included, if appropriate)
 a brief description of the documented procedures used to identify the status and to control the
distribution of the SMM, whether or not it contains confidential information, whether it is used only for
the organization’s internal purposes, or whether it can be made available externally;
 Evidence of approval by those responsible for authorization of the contents of the SMM.

Note:
We have no intention of dictating to you which format you should choose but are providing the format
that follows as a guide for documenting your SMS.

13. Example of a format for a section of a Safety Management Manual.

 Organization Subject / Title Section No. Number
Issued By Authorized By Date Of Issued Revision Page x Of y
Policy/Procedure No:
Scope:
State why the Policy or Procedure is included, the area it covers and the exclusions, if any.
Responsibility:
State the person or unit responsible for implementing the Policy or Procedure and
achieving its purpose.
Details:
The actions and methods to achieve the requirement of the system element. List, step by
step, what is to be done. Use references, where appropriate. Keep the list in logical
sequence. Consider the use of flow charts.
Documents:
Identify documents associated with producing the Policy or Procedure.
Records:
Identify documents generated as a result of using the Policy or Procedure and state where
these are retained and for how long.
NOTE:
If you decide to use this format, you need not use all the items included. For example, you
may not need a Section Number unless you are documenting a Procedure and wish to
make it easier to find it.
 FRIENDSHIP SHIP MANAGEMENT PTE LTD

REPUBLIC OF THE MARTIAN ISLANDS

SAFETY MANAGEMENT MANUAL (SMM)

Controlled Copy: No 3

Authorized by: Mr. John Tan

Issued by: Mr. Patrict Lim

On: 14 August 2000

 Safety Management Manual

Company Policies

Contents and Revisions

No. Revision Section Contents

PM-001 0 1.0 The Company
PM-002 0 2.0 Safety and Environmental Policy
PM-003 0 3.0 Company Responsibilities and Authorities
PM-004 0 4.0 Designated Person
PM-005 0 5.0 Masters’ Responsibilities and Authorities
PM-006 0 6.0 Resources and Personnel
PM-007 0 7.0 Development of Plans for Shipboard Operations
PM-008 0 8.0 Emergency Preparedness
PM-009 0 9.0 Reports and Analysis of Non-Conformities
Accidents and Hazardous Occurrences
PM-010 0 10.0 Maintenance of the Ship & Equipment
PM-011 0 11.0 Documentation
PM-012 0 12.0 Company Verification, Review and Evaluation

Approved by: Mr. John Tan

On: 2 January 2001

Issue Number: 0
 Star Shipping, Inc. 1.0 The Company Section No: 1 PM-001
Issued by: Authorized by: Date of issue: Revision: 0 Page 1 of 2
<DP> <President> 1 Jan 2001

1.0 The Company

Star Shipping, Inc. was established on 4 July 1984. The organisation consists of skilled
and experienced managers, technicians, engineers and ship's officers as well as
specialists in safety management systems, commercial management, ship finance,
personnel management and insurance.

Star Shipping, Inc. owns/manages container vessels. The Company operate these
vessels for profit for themselves and their share holders but not at the expense of safety.

The Head Office is located at:-

201 Broadwell Street

Suite 101-105,
Brownsville 20908
Republic of Korasia

We may be contacted as follows:-

Telephone: +009 1 456 7123, 456 7334, 456 2113, 456 3131 and 4567007
Telefax : +009 1 466 7771 and 466 8080
E-mail : mailto:[email protected]

1.1 Definitions

1.1.1 Organisation means the International Maritime Organisation (IMO).

1.1.2 Administration means the Government of the State whose flag the ship is entitled
to fly.

1.1.3 Code means the International Management Code for the Safe Operation of Ships
and for Pollution Prevention - International Safety Management (ISM) Code.

1.1.4 Safety Management System (SMS) means the policy, procedures, instructions,
responsibilities, authorities, lines of communication between ship and shore and
audit systems, all documented to ensure conformity with the Code
 Star Shipping, Inc. 1.0 The Company Section No: 1 PM–001
Issued by: DP Authorized by: Date of issue: Revision: 0 Page 2 of 2
President 1 Jan 2001

1.1.5 Hazardous Occurrence means a situation which could have led to an accident or
pollution incident, sometimes called a “near miss”

1.1.6 Designated Person (DP) means the person who has been given the responsibilities
contained under Section 4 of this manual and who has direct access to the President
of Star Shipping. The DP is responsible for monitoring the SMS.

1.1.7 Non-Conformity means a deviation from the requirements specified in the Code or
SMS, or an error, or any identified lack of a plan or instruction for a key shipboard
operation, which could endanger the safety of people, the ship, its cargo and/or the
environment.

1.1.8 Verification means an investigation to confirm that an activity is performed in

accordance with specified requirements. Verification differs from inspection in the
sense that verification is an investigation confirming that, for example, a specified
inspection is performed.

1.1.9 The Company means the Owner of the ship or any other person or
Organization who has assumed responsibility for the operation of the ship such as
the manager or bareboat charterer.
 Star Shipping, Inc. 2.0 Safety and Environmental-Protection Section No: 2 PM-002
Policy
Issued by: DP Authorized by: Date of issue: 1 Jan 2001 Revision: 0 Page 1 of 1
President

2.0 Safety and Environmental Policy

The policy of Star Shipping, Inc. is to provide healthy and safe working conditions, and to maintain a safe
and pollution-free operating practice that complies with national and international regulations and relevant
standards, codes and guidelines.

The Company Safety Management Manual describes the Company's management system for the safe
operation of ships and for pollution prevention. Its contents conform to the requirements of the ISM Code.

The objectives of the Company are to:

• provide for safe practices in ship operation and a safe working environment.
• establish safeguards against all identified risks.
• Continuously improve the safety management skills of personnel ashore and aboard ship. These
objectives will be achieved by:
• maintaining high standards of safety consciousness and protection of the environment through relevant
training.
• motivating the staff and promoting their participation in safety and environment protection.
• informing all members of staff of any existing or potential hazards that may endanger them, persons in
the vicinity, the ship or the environment.
• ensuring that documented Company procedures are strictly followed.
• taking into consideration all mandatory and relevant rules, regulations, codes and guidelines and
standards.
All employees are expected to comply with Safety and Pollution Prevention Regulations and Procedures at
all times, and to take the necessary precautions in the interests of human life, limb, property and the marine
environment.

Signed

President

Date: 1 January 2001

 Star Shipping, Inc. 3.0 Company Responsibilities Section No: 3 PM-003
and Authority
Issued by: DP Authorized by: Date of issue: Revision: 0 Page 1 of 4
President 1 Jan 2001

3.0 Company Responsibilities and Authority

3.1 Shore-Based Organigram

The organisation of the Company SMS for shore-based personnel is as follows:-

PRESIDENT
Designated
Person
VICE PRESIDENT
Admin., Fin., P’nel

VP VP (Fleet
(Technical) Management)

Operations Personnel Chartering

Technical Supdt. Marine Supdt.
Manager Manager Manager

3.2 Shipboard Organisation

The organisation of our shipboard SMS is as follows:-

MASTER

Chief Mate
Chief Engineer

Supporting Supporting
Mates Engineers

Supporting Supporting
Deck crew E.R. crew
 Star Shipping, Inc. 3.0 Company Responsibilities Section No: 3 PM-003
and Authority
Issued by: DP Authorized by: Date of issue: Revision: 0 Page 2 of 4
President 1 Jan 2001

3.3 Job Descriptions – Shore Based Personnel

The job descriptions that follow are for shore based personnel who are directly involved in the
Company's SMS.

3.3.1 President

The President leads the SMS team. He is responsible for the success and efficient running of the SMS.
He authorises Company’s policies and procedures and sanctions resources required for the SMS. He
is responsible for ensuring that adequate resources and shore-based support are provided to enable
the DP to carry out his SMS-related duties and responsibilities.

During his absence, the Vice-President (Administration, Finance and Personnel) acts on his behalf in
matters relating to safety and environmental-protection...

3.3.2 Vice-President (Administration, Finance and Personnel)

 Assumes SMS-duties of the President during his absence.

Responsible to the President for:-

 administration of the affairs of the Company;

 the financial affairs of the Company; and

 recruitment of appropriately qualified staff for the ships and the office;

 ensuring that ship staff are adequately qualified and medically, physically and mentally fit;

 evaluating office staff and providing them training in the areas of their weakness;

 reviewing evaluation reports of sea staff and arranging for them to be trained in their areas of
weakness; and,

 Maintaining records of all members of staff.

3.3.3 Vice-President (Fleet Management)

Responsible to the President for:-

 day to day operation of Company’s fleet;

 cargo operations relating to Company’s vessels;
 ensuring all marine shipboard safety and environmental policies are carried out in accordance
with international regulations and Company procedures;
 Star Shipping, Inc. 4.0 Company Responsibilities Section No: 3 PM-003
and Authority
Issued by: DP Authorized by: Date of issue: Revision: 0 Page 3 of 4
President 1 Jan 2001

 ensuring that the ships are manned in accordance with regulations;

 ensuring that that ships' crews are suitably trained and experienced to STCW requirements;
 investigating accident reports;
 preparation and review of ship/shore contingency plans covering emergency situations

3.3.3 Vice-President (Technical)

Responsible to the President for:-

 ensuring that relevant Company procedures are followed aboard each vessel in the fleet so that
each vessel is operated in compliance with Company policy;
 shipboard training;
 emergency preparedness;
 inspection of vessel and its equipment;
 maintenance and repair of vessels
 dry-docking of vessels
 ensuring that vessels in the fleet are seaworthy and surveyed in time;
 ensuring that the statutory certificates of all vessels are valid

3.3.4 Technical Superintendents

Responsible to the Vice-President (Technical) for:-

 ensuring that company policy and procedures are followed aboard each vessel for which he has
been assigned responsibility;
 ensuring that the performance standard of each vessel meet company or charterer’s requirements;
 inspecting each vessel for which he is responsible at intervals not less than that laid down in
company procedures;
 ensuring that each vessel under his responsibility is repaired/maintained according to flag state,
classification society, owner’s and charterer’s requirements; and
 Ensuring that budget guidelines are followed.

3.3.5 Marine Superintendent

He is the Company’s Designated Person ashore and reports on SMS-related matters to the Vice-
President. His functions as DP are included under MP-004

He is responsible to the Vice-President (Technical) for:-

 control of relevant Rules, Regulations, Codes and Guidelines;

• conducting internal audits of the SMS;
• participating in management review meetings;
• liaising with the VP (Fleet Management) and VP (Technical) on training requirements;
• Dealing with all NCNs relating to shipboard and shore based operations.
 Star Shipping, Inc. 4.0 Company Responsibilities Section No: 3 PM-003
and Authority
Issued by: DP Authorized by: Date of issue: Revision: 0 Page 4 of 4
President 1 Jan 2001

3.3.6 Master

His functions are described under PM-005

3.3.7 Chief Mate, Chief Engineer, supporting officers and crew

Their functions are dealt with under PM-006.

 Star Shipping, Inc. 4. Designated Person Section No: 4 PM-004
Issued by: DP Authorized by: Date of issue: Revision: 0 Page 1 of 1
President 1 Jan 2001

4.0 Designated Person

The Marine Superintendent is the Company’s Designated Person. He is reports to the Vice-
President (Technical) on matters relating to safety and environmental-protection. Hew reports
To the President or his nominated stand-in on matters which require the attention of the highest
Level of management.

The Designated Person is responsible for:-

 monitoring the SMS and reporting to the President if remedial action or changes to the
system are needed;
 monitoring the safety and pollution prevention aspects of each vessel in the fleet;
 ensuring that adequate resources and shore-based support are applied, as and when
required;
 training internal auditors;
 drawing up the year’s audit schedule;
 appointing internal auditors; and
 Liaising with external auditors for office and ship audits.
 Star Shipping, Inc. 5. Master’s Responsibility and Section No: 5 PM-005
Authority
Issued by: DP Authorized by: Date of issue: Revision: 0 Page 1 of 1
President 1 Jan 2001

5.0 Masters’ Responsibility and Authority

The Shipmaster has complete authority and responsibility for taking all necessary actions in the
interests of safety, pollution prevention and the efficient operation of his ship. He may deviate from
documented procedures if human life, limb, property or the environments are at risk. He may
request the Company for help if he deems it necessary.

In all matters, which affect or may affect safety of life, limb, property or the environment, the Master
shall report directly to the DP.

The Master is responsible for:

 implementing Star Line’s safety and environmental-policy;
 motiving the crew in carrying out the Company’s safety and environmental-protection policy;
 reviewing safety and pollution prevention activities and reporting defects to the Company;
 issuing orders in a clear and concise manner;
 ensuring that matters relating to safe operations and pollution prevention risk are carried out as
required;
 reporting non-conformities, accidents and hazardous occurrences to the office;
 assigning SMS-related duties and responsibilities to all shipboard personnel;
 liaising with the DP for arreinging shipboard audits;
 evaluating and reviewing the SMS aboard ship and reporting any deficiencies to the office; and
 Ensuring that data and records relevant to the SMS are available.
 Star Shipping, Inc. 6. Resources and Personnel Section No: 6 PM-006
Issued by: DP Authorized by: Date of issue: Revision: 0 Page 1 of 1
President 1 Jan 2001

6.0 Resources and Personnel

Star Shipping give a newly appointed master, or one who is new to a vessel, reasonable opportunity to make
himself familiar with the ship he is to command and with the Company’s SMS.

The Company ensures that all their masters are given the necessary support to enable them to perform their
duties with safety.

Star Shipping, Inc. ensures that their masters, ship officers and crew are adequately experienced and that
their qualifications meet flag state requirements. The Company also take reasonable precautions to ascertain
that the certificates and discharge books of the master and crew are genuine.

The Company have appointed a panel of medical practitioners who examine all persons about to join ship for
mental, medical and physical fitness for duty at sea.

The Company ensures that each ship is manned, as a minimum, in accordance with national minimum
manning scale requirements.

The Company ensures through suitable instructions/checklists/information packs 1 that shipboard personnel are
aware of their individual responsibility for safe ship operation and overall protection of the environment.

Certain essential instructions 2associated with the S.M.S. have been defined on board each ship. These are
provided to joining crew before sailing.

The Company continually identifies training requirements for shore and sea-going personnel in support of
the SMS. If a weakness relating to safety and/or environmental-protection is detected in an employee,
he/she will not be assigned any task where the weakness will put life, limb, property or the marine
environment at risk until he/she has received appropriate training.

The Company have established procedures which ensure that all shipboard personnel receive relevant SMS
information in languages they understand and that individuals are able to communicate effectively in the
execution of their duties.

1
delete whichever is not applicable
2
State what these are aboard your ship.
 Star Shipping, Inc. 7.0 Development of Plans for Section No: 7 PM-007
Shipboard Operations
Issued by: DP Authorized by: Date of issue: Revision: 0 Page 1 of 1
President 1 Jan 2001

7.0 Development of Plans for Shipboard Operations

Star Shipping, Inc. has developed procedures for key operations aboard their ships. The procedures
take into consideration the competence of the officers and crew. The trade route of the ship, the cargo
carried, the ship’s machinery and equipment and the ship type.

Star Shipping has identified a need for the following procedures:-

 Shipboard Organisation and responsibilities
 Vessel inspections by master and senior officers
 Fitness for duties and avoidance of fatigue
 Operational and maintenance instructions for equipment
 Checklists for seaworthiness
 Checklists for cargo worthiness
 Preparation for sailing
 Passage planning
 Navigation with pilot on board
 Navigation in constricted waters
 Navigation in congested waters
 Navigation in bad weather
 Navigation in restricted visibility
 Discharge into the sea of oily water from bilge spaces. Cargo residues, noxious liquid substances and
garbage
 Testing of engines, steering gear, navigation and communication equipment
 Cargo handling and care
 Preparations for arrival
 Anchoring
 Picking up pilot
 Mooring
 Maintenance

The above list is not exhaustive. Vessels in the Star Shipping fleet have different engines, equipment
and characteristics all of which call for variations in procedures and instructions. The master and
personnel aboard each ship should therefore suggest to the DP amendments to existing procedures
and instructions, omission of certain procedures and instructions and addition to existing procedures
and instructions.
Star Shipping, Inc. 8.0 Emergency Preparedness Section No: 8 PM-008
Issued by: DP Authorized by: Date of issue: 1 Jan 2001 Revision: 0 Page 1 of 2
President

8.0 Emergency Preparedness

The Company has prepared specific contingency plans to deal with potential shipboard emergencies.
These plans have been developed to cover both ship and shore response to any incident and ensure
that the Company responds to an emergency in a co-ordinated, prompt and effective manner.

8.1 Shore-based contingency plans

Star Shipping maintains and emergency operations room in the office and maintain contingency
plans which include:-
 the composition and duties of persons acting within the contingency plan;
 procedures for mobilising the Company’s emergency response team;
 procedures to follow in response to different types of accidents or potential hazards
 Procedures for establishing and maintaining contact between ship and shore management (see IMO
resolution A.648/16).
 availability of detailed information of individual ships in the fleet covering stability, general arrangement,
tank plans, safety equipment, anti-pollution equipment etc.;
 formalised checklists appropriate to the type of emergency which will assist systematic communication
between ship and shore;
 details of third party organisations that need to be advised/consulted or mobilised to assist;
 reporting methods for ship and shore-based management (see IMO Assembly Res A.648(16));
 procedures for notifying next of kin on a priority basis;
 procedures for issuing information bulletins to the media;
 Back up arrangements in terms of resources and personnel for a protracted emergency.
Contingency plan exercises involving a ship and the office will be carried out at intervals not
exceeding 6 months.

8.2 Shipboard contingency plans

We also maintain shipboard contingency plans which include:-
 the allocation of duties and responsibilities aboard ship;
 actions for regaining control of the situation;
 methods of communication to be used aboard ship;
 procedures for requesting for assistance from third parties;
 procedures for notifying the relevant authorities;
 procedures for notifying the Company;
 maintaining communication between ship and shore; and
 Procedures for dealing with the media.

8.3 Emergency actions

Star Shipping maintains contingency plans for emergency situations that include:-
 main engine failure;
  steering gear failure;
 electrical power failure;
 collision;

Star Shipping, Inc. 8.0 Emergency Preparedness Section No: 8 PM-008

Issued by: DP Authorized by: Date of issue: Revision: 0 Page 1 of 2
President 1 Jan 2001

 grounding;
 stranding;
 structural failure;
 shifting of cargo;
 fire;
 jettisoning of containers;
 flooding;
 abandon ship;
 man-over-board/search and rescue;
 entry into enclosed spaces;
 serious injury to personnel;
 piracy;
 helicopter operations; and
 Heavy weather damage.

The list is not exhaustive and ship’s personnel may suggest the addition, omission or amendment of
procedures and/or work instructions.

8.4 Emergency drills

Vessels in the Star Shipping fleet shall practice drills at intervals required by the SOLAS Convention
or stipulated in the procedures manual.

The effectiveness of drills shall be assessed and records of all drills shall be maintained.

8.5 Additional drills

The Company shall identify any additional potential shipboard emergency situation through regular
reviews, inspections, safety meetings, change of trading patterns/cargoes etc. Consequently,
additions may be made to existing procedures and instructions.
 Star Shipping, Inc. 9.0 Reports and analysis of non- Section No: 9 PM-009
conformities, accidents and hazardous
occurrences
Issued by: DP Authorized by: Date of issue: 1 Jan 2001 Revision: 0 Page 1 of 1
President

9.0 Reports and Analysis of Non-Conformities, Accidents and Hazardous Occurrences

Star Shipping maintains procedures for reporting and analysing all non-conformities, accidents and
hazardous occurrences on board ship.

All non-conformities, accidents and hazardous occurrences on board are reported by means of non-
conformity notes (NCNs) through the master to the DP.

The DP reviews the reports and causes them to be investigated and analysed with the objective of
improving safety and pollution prevention.

The DP agrees with the master or appropriate head of department on the appropriate corrective
action and time frame for rectifying the defect.

When the agreed time limit has been reached or corrective action has been taken, whichever earlier,
the DP or attending technical superintendent checks the corrective action for effectiveness. If the
corrective action is satisfactory and further action is not required, the DP or superintendent closes-out
the NCN. If the corrective action is not satisfactory or if preventive action is required, The NC is kept
open until such time as no further action is required.

The results of analyses may be used to:

• initiate general corrective action to other fleet ships
• initiate amendments to the SMS to prevent recurrence

The Master is responsible for reviewing the ship‘s SMS and notifying the DP of any discrepancies or
deficiencies which may affect safety or anti-pollution capability.
 Star Shipping, Inc. 10.0 Maintenance of the Ship and Section No: 10 PM-010
Equipment
Issued by: DP Authorized by: Date of issue: Revision: 0 Page 1 of 1
President 1 Jan 2001

10.0 Maintenance of the Ship and Equipment

Star Shipping maintains procedures and instructions to ensure that each ship in the fleet and all
machinery and equipment on board are maintained in accordance with relevant rules and
regulations, company’s requirements and manufacturer’s instructions.

The Company maintain documented procedures to ensure that all relevant statutory surveys are
carried out to programmed schedules in accordance with international and national requirements. All
class surveys are carried out to schedules agreed with Class.

Records are maintained for each ship in the fleet detailing routine and unscheduled maintenance
carried out by the crew or third party contractors. Original certificates issued by third party surveyors
will be kept on board ship with copies sent to the office for filing.
Maintenance and survey records for each ship will be kept on board and/or in Company archives for
a period of at least 10 years.

The Company has identified equipment and systems for each ship which, if they should they fail,
result in a hazardous situation.

The Company has procedures that detail the frequency of testing of such equipment and systems and
recording the results.

Systems identified for programmed testing include:-

 bow and stern trusted systems and their controls;
 stand-by generators;
 Emergency steering gear systems.
 Fire pumps;
 Fire detection and alarm systems;
 Emergency shut down systems;
 Bilge, ballast systems;
 mooring systems;
 engine room telegraphs;
 navigation lights; and
 Radar and arpa sets.

The list is not exhaustive and ship’s personnel should suggest to the DP items which they feel should
be included in the list.
 Star Shipping, Inc. 11.0 Documentation Section No: 11 PM-011
Issued by: DP Authorized by: Date of issue: Revision: 0 Page 1 of 1
President 1 Jan 2001

11.0 Documentation
The Company has established procedures for controlling the issue all SMS-related documents and
data. Changes to controlled documentation will be identified in the document. Records of all SMS
activities will be kept aboard ship or ashore, as defined in procedures.

Ashore in the office, the DP is responsible for issuing controlled documents to ships and relevant
departments ashore. Obsolete documents are promptly removed. The DP reviews all amendments to
the SMS prior to issue.

Aboard ship, the Master is responsible for the issue of controlled documents. He is also responsible
for ensuring that obsolete documents are removed to avoid inadvertent use.
 Star Shipping, Inc. 12.0 Company Verification, Review Section No: 12 PM-012
and Evaluation
Issued by: DP Authorized by: Date of issue: Revision: 0 Page 1 of 1
President 1 Jan 2001

12.0 Company Verification, Review and Evaluation

12.1 The Company conducts internal safety audits, ashore and on the ships, in accordance with
documented procedures to verify that safety and pollution prevention activities meet the
requirements of the SMS.

12.2. Internal audits are carried out by trained auditors in accordance with Company procedures.
They are programmed so that audits of the office. And all the ships are completed within an
audit cycle of 12 months.

12.3. The Company ensure that internal auditors are independent of the areas they audit.

12.4. The results of audits are brought to the attention of personnel having responsibility for a
department or the ship.

12.5. Deficiencies arising from the audits are reviewed and followed up to verify that the
corrective action taken is effective and having its desired effect.

12.6. The Company carries out management reviews and evaluation of the SMS at intervals laid
down in Company procedures. The shore-based management review committee 3
comprises:-
 President – Chairman of Team
 Technical Director
 Marine Superintendent
 Operations Manager
 Designated Person
 President’s Secretary – Recording Secretary
 Senior ships’ officers on leave and any other person that the President wishes to invite

12.7 The shipboard management review committee may comprise:-

 Master
 Chief Engineer
 Chief Mate
 Safety Officer as recording secretary

The composition of the management review team is shown as an example. The Company concerned may
3

decide the size of the team and choose the members. Top management, however, should chair the meeting.
  Bosun
 Fitter

As a general rule, the shore-based management review meeting addresses:-

 analysis of accidents, hazardous occurrences and non-conformities;
 internal audit findings
 overall efficiency of the SMS and recommendations relating to changes/amendments of policies and
procedures
 the results of external audits, as required
 changes in the Company’s organisational structure
 new plans, instructions or procedures
 effectiveness of training provided
 changes in relevant legislation, conventions etc

The shipboard management review addresses:-

 analysis of accidents, hazardous occurrences and non-conformities
 internal audit findings
 overall efficiency of the shipboard SMS and recommendations for changes/amendments to policies
 effectiveness of training provided
 Changes in relevant legislation, conventions etc.