Duties of the Safety Officer (Chief Mate)

Work Permit / Risk Assessment

SO-01

General Duties

SO-02

Safety Awareness / Training / Familiarization

SO-03

PMS of Safety Equipment (LSA and FSS)

SO-04

Stop Work System

SO-05

Safety Representative

SO-06

Safety Meeting

SO-07

Incident / Near Miss Report

SO-08

Handover

SO-09

HSE Statistics

SO-01

General Duties

1 Purpose

The Safety Officer is responsible for the readiness of all safety equipment. This procedure provides general guidance to perform the duties.

2 Procedure

Responsibilities
He is responsible to the Master for carrying out the Company's policies in Health, Safety and Environment, with particular regard to safe systems of work, safe work places, and compliance with the relevant statutory requirements.

It is a Marlow Offshore Germany Policy that the safety officers responsibilities are covered by the Chief Officer.

The Safety Officer will keep the Safety Officers Logbook  correct and up to date. See details in this manual.

DUTIES OF SAFETY OFFICER

It shall be the duty of the Safety Officer to use his best endeavour to ensure that the provisions of the Code of Safe Working Practices and the employer's Health and Safety Policies are complied with, to improve the standard of safety consciousness among the crew, and to,

i) Investigate every accident

ii) Investigate every dangerous occurrence and all potential hazards to health and safety, to make recommendations to the Master to prevent the recurrence of an accident or to remove the hazard: provided that the duty to investigate shall not extend to accidents arising from a casualty to the ship

iii) Investigate all complaints by crewmembers about occupational health and safety.

iv) Carry out occupational health and safety inspections of each accessible part of the ship at least once every three months, or more frequently if there have been substantial changes in the conditions of work

v) Make representations and, where appropriate, recommendations to the Master, and through him to the employer, about any deficiency in the ship in respect of:

Any legal requirement relating to health and safety;

Any relevant Merchant Shipping legislation; or Any provision of the Code of Safe Working Practices.

vi) Ensure as far as possible that safety instructions, rules and guidance are complied with.

vii) Maintain a record describing all the circumstances and details of all accidents and dangerous occurrences (including the date, the persons involved and the nature of the injuries suffered) and containing all statements made by witnesses thereof, recommendations to prevent future similar accidents or dangerous occurrences, details of other investigations, complaints and inspections, representations and recommendations together with the outcome thereof.

viii) Make the records available on request to any Safety Representative, to the Safety Committee or to the Master.

ix) Stop any work which he reasonably believes may cause a serious accident, and immediately to inform the Master or his deputy who shall be responsible for deciding when work can safely be resumed

x) Carry out any health or safety investigation or inspection required by the safety committee, provided that nothing in this regulation shall require a Safety Officer to take any action at a time when emergency action to safeguard life or the ship is being taken.

3 Related Documents/Forms

• See risk assessment

SO-02

Safety Awareness / Training / Familiarization

1 Purpose

To be prepared for emergency situations is one of the main objectives for ISM.

2 Procedure

2.1 Safety Awareness
SOLAS training manuals must be kept updated with the ships safety and fire fighting equipment.
Safety Meeting to be held and training to be provided prior all drills.

2.2 Drills
The "training/drill plan" provides what to do and in what intervals. The plan meets SOLAS requirements.
Observe/Check the Safety Muster List and station bills during the drills.

2.2.1 Reporting to the company

The drill reports must be sent to the company for review by the DP/CSO.

2.3 Identify additional training needs
When any drill is completed, the CM is to evaluate the crew performance and agree the date of the next drill; scheduled or additional drill and if additional training needs have been identified.

2.4 Familiarization
Each onsigning crew member - including re-joiner-, promoted crew member and/or supernumerary and/or passenger must be familiarized (SO-0204 Familiarization) with safety procedures and other duties prior starting to work and latest when the vessel gets underway.
The signed form shall be sent to the office within 48 hrs after embarkation.

2.4.1 PPE Requirements

2.5 Familiarization and supervision of contractors and visitors on board

(Additional Information as PDF File here)
All contractors (pilots, class surveyors/auditors, flag inspectors, insurance, service engineers, technicians, ship agents, water clerks, internal auditors, cleaning staff, etc) shall be informed about the general safety measures (smoking policy, escape route, emergency signals, etc.) on arrival at the ships accesspoint.
Emphasis should be placed also on the requirement to have a valid permit to work (PTW) and associated risk assessment for contratcors. Both, contractor(s) and visitor(s) shall be accompanied by a crew member.

The following checks are to be made of the contractors:
i. They are suitably qualified to carry out the proposed work.
ii. Their equipment is adequate and fit for purpose, paying close attention to electrical appliances, pressure vessel, lifting equipment etc.

The Master and his/her officers should ensure that the equipment used by contractors is in good working condition. The safety officer must ensure that SO-0206 (Contractor Induction Checklist) is completed by a responsible officer on board. The signed form must be send to the company.

System Overview

Familiarisation of the ships company with regard to their vessel and their SMS duties is important to maintain the continuity and effective performance levels of the safety culture onboard the ship. This includes

• Introduction to the safety and emergency routines onboard.
• Introduction to the ships and company operating procedures.

This procedure describes the Marlow Offshore Germany system for the shipboard recording and shore-based control of Safety Training.

Marlow Offshore Germany is dedicated to providing a safe place of work, and these procedures form a part of the Companies Safety System. As part of this system it is recognised that it will provide an overall awareness of Safety.

Safety Awareness and training

The system formally introduces the statutory, regulatory and good working practices already employed on Marlow Offshore Germany Vessels.

The system comprises of training divided into 3 groups:

SAT A - This group is to be completed as soon as any new seafarer joins a vessel for the first time, these SAT`s are considered to be most important for personal safety.

SAT B - The group contains practical training as job introduction in the use of safety equipment and safe working practices. This group should be completed as soon as possible within the limitations of the vessels working routines, but no more than one week after boarding the ship.

SAT C - This group details familiarization with the Company SMS system and the ISM Code. This group to be completed within two weeks after boarding the ship.

Operation of the System

This section contains all the details of SAT number, scope and guidance notes. On joining the vessel all new personnel are to complete all the A SAT's as soon as possible after joining. SAT B's and SAT C's are to be completed within a reasonably short space of time after joining. Once completed, the SAT items are to be regularly trained and regularly re-assessed.

As the shipboard personnel complete the different SAT’s, the information in their Training Record Books and also the SAT Matrix are to be updated by the Ships Safety Officer.

SAT Records in Training Record Book

There is a section of the Training Record Book, which is to be used to record each persons SAT training status. The Safety Officer is required to keep everybody's SAT training information up to date in the Training Record Book. He is also required to keep a SAT training matrix up to date for all crew members onboard.

SAT Training Status Matrix

This documents the training level of each individual, with the record of the latest SAT training date. A complete list of crewmembers should be written in down the left hand side.  As each task is completed, the date of completion should be entered in the appropriate box.

This form when completed should be sent to the office attention of the crew department where the matrix sheet is transferred to each persons individual file.

System Improvements

The system is constantly under review, recommendations for further inclusion of training SAT`s and any improvements or alterations to existing system are to be reported to Marlow Offshore Germany office.

Safety Awareness Trainings (SATs)

SAT A: New Joiners
SAT B: Ship Working Practice
SAT C: SMS Familiarisation

Use SO-0204 for reporting.

3 Related Documents/Forms

• ISM Introduction
• ISM Training Pack

• SO-0200 Safety Officers Log
• SO-0201 Training Exercise Drill Plan
• SO-0202 Safety Report
• SO-0203 Pre-Boarding Briefing Booklet
• SO-0204 Briefing & Familiarization for On-signers, transferred to new position and Pax
• SO-0205 Port Safety Card
• SO-0206 Contractor Induction Checklist
• Safety Muster List and Station Bills

Job Descriptions:

• Master, C/M, S/O, 2/M, 3/M, Bosun, AB, OS, Cook, Steward / Messman
• C/E, 2/E, 3/E, E/E, Fitter, Oiler/Motorman

SO-03

PMS Safety Equipment

1 Purpose

All safety equipment must always be ready for immediate use.

2 Procedure

The SOLAS training manuals must be kept up-to-date with the relevant LSA and FSS.

Maintenance must be done in accordance with the maintenance manual; SO-0301 provides necessary intervals for all relevant LSA and FSS. The form shall be used monthly, printed and signed.
It shall be filed on board only.
The GL Checklist shall be used as an additional guide!
If shore assistance is needed (spares, services, guidance, etc), a deficiency report must be sent to the company.

Planned Maintenance for all equipment and systems may be postponed or delayed with the Office approval only.

2.1 Engine Department

The 2/E is responsible for the LSA and FSS in the E/R, the CO2 system(s) and the life- and rescueboat engines.
In case any defects or missing/damaged safety equipment is noted in the ER, the 2/E shall inform the Safety Officer asap.

3 Related Documents/Forms

• SO-0301 Maintenance & Condition of LSA and FFE
• SO-0302 Index of Safety Equipment File
• GL Checklist for maintenance and inspection LSA & FSS
• 2/E Duties

SO-04

Stop Work System

1 Purpose

This procedure provides instructions when to stop work for safety reasons.

2 Procedure

All vessels are to operate a STOP Work System using Form SO-0401. A file of these blank forms is to be left in an area accessible to all personnel onboard.
If any member of the ships personnel observes a hazardous occurrence or potentially hazardous situation, then a STOP Work form is to be filled in and given to the ships Safety Officer as soon as possible.
The person sighting the hazard should take immediate steps to reduce any potential incident from the hazard, prior to filling out the form.
The person sighting the hazard should bring the hazard to the attention of the SSO or Master, if this would be a more efficient way of dealing with the situation.
The SSO will investigate the Occurrence and make sure that appropriate action is taken.
The completed STOP Work forms are to be filed by the Safety Officer and may form the basis for a Safety defect or an item for a discussion at a Safety Meeting. If the incident is as serious as being a near-miss, then the appropriate should be completed for the incident and returned to the Marlow Offshore Germany Office.

The STOP Work System is designed to be anonymous, if that is required. Under no circumstances are these forms to be sent to the office.

The STOP work procedure is to be discussed and its use highlighted at every Safety Meeting.

3 Related Documents/Forms

SO-0401 Stop Work

SO-05

Safety Representative

1 Purpose

This procedure ensures that a safety rep is assigned and the person is known to the crew.

2 Procedure

2.1 Requirement for a Safety Representative
Under the Code of Safe Working Practices for Merchant Seafarers (Chapter 13) it is a requirement that a Safety Representative is elected aboard Marlow Offshore Germany  vessels.

2.2 Election of a Safety Representative
Candidates for the post of Safety Representative should make themselves known to the Ships Safety Officer. Candidates must have at least two years consecutive sea service since the age of eighteen. All crew members shall be entitled to vote in the election of a Safety Representative. The election shall be carried out by the Master and can take any form appropriate, as long as it is ‘fair’. The Master is responsible for conting votes. The candidate receiving most votes shall be elected.

A Safety Representative cannot have his appointment terminated by the employer or the Master. He can resign or the crew can elect another in his place. Otherwise he remains a Safety Representative for as long as he serves on the ship

When a Safety Representative has been elected, his appointment must be noted in writing, either in the Official Logbook or the Safety Committee Minutes.

2.3 Responsibilities
The safety representative has powers not duties, although membership of the safety committee imposes certain obligations. Safety representatives may, with the agreement of the safety officer, participate in investigations and inspections carried out by the safety officer, or, after notifying the Master or his deputy, may carry out their own investigation or inspection. They may also make representations to the employer on potential hazards and dangerous occurrences, and to the Master or employer on general health and safety matters. They may request, through the safety committee, that the Safety Officer undertakes an investigation and reports back to them, and may inspect any of the records the Safety Officer is required to keep under the Regulations. They should ensure that they see all incident reports.

2.4 Advice to Safety Representatives
Safety representatives should be familiar with all the safety regulations listed in the Regulatory Framework at the beginning of the Code of Safe Working Practises. The effectiveness of safety representatives will depend to a large extent on good co-operation between them, the Company, other employers, the Master, heads of department and safety officer.

Safety representatives should:

Puts forward their views and recommendations in a firm but reasonable and helpful manner.

• Be sure of the facts.
• Be aware of the legal position.
• Be conscious of what is reasonably practicable.
• Having made recommendations, they should request to be kept informed of any follow-up actions taken, or the reasons why such action was not possible.
• If a safety representative finds that his efforts are being obstructed, or he is denied facilities, he should bring the matter to the attention of the safety officer or of the Master through the safety committee. It should be the aim to settle any difficulties on board ship or through the employer.

3 Related Documents/Forms

• tbn

SO-06

Safety Meetings

1 Purpose

It is Marlow Offshore Germany company policy that a Safety Meeting is held once per month. The format to be followed is as per the company Safety Meeting Minutes form. It is the responsibility of the Safety Officer to ensure that the minutes are completed and returned to the office for comment. A copy of the minutes and the reply from the office should be displayed prominently onboard.

2 Procedure

The Company's policy is for all of those crew members who are available to attend  the Safety Meeting.
Such meetings will always be attended by the Master, the Safety Officer, and the Safety Representative.
The Minutes of the Safety Committee Meetings will be sent to the General Manager, who will take such action as is deemed practicable or necessary. Contentious items will be discussed with the Master and Safety Officer to determine what action should be taken.
It must be understood by all crew members that inclusion of a suggestion or request in the Minutes of a Safety Meeting does not mean that it has been approved automatically. The Company is charged with the responsibility for ensuring the health and safety of all crew members, and it may decide, for whatever reason, that a particular suggestion or comment should not be adopted.
When consultations have been completed, the Office Managers will return a commented on page 1 to the Master and Safety Officer commenting on the matters raised, and he will give advice and explain what actions have been taken.
The Safety Officer and the Safety Representative will be allowed such absences from ship duties without loss of pay as may be reasonably necessary to enable them to fulfil their duties, or to undertake any necessary training on board in the exercise of their duties.

3 Related Documents/Forms

• SO-0601 Record of Safety Meeting

SO-07

Incident / Near Miss Report & Incident Investigation

1 Purpose

It is a requirement that all Incidents and hazardous occurrences are reported and analysed so as to determine the causes of the occurrence and to take action so as to prevent future occurrence. It is a requirement of most Flag States that incidents that occur on board vessels are reported to the relevant government department. The appropriate forms for this are within the SMS. All flag states have a similar procedure and most of the following principles apply, details will be given in the relevant flag state documentation.

2 Procedure

All Incidents are to be reported on board utilising Incident/Near Miss Report. A copy of all deck log book, OLB entries, Doctors report and any Flag State report must be retained onboard, as this may be required for legal purposes at a later date.( If personal injury then these documents should be forwarded to Shore Management if requested).

2.1 Completion of Incident Reporting Form

Incident Reporting Form must be completed for each reported Incident or Near Miss. The details must represent a true and factual account of the event.
Statements / recommendations must be based on factual evidence and not include opinions or information that is not relevant.

• When a near miss occurs, only Part A of the report should be completed.
• When an incident occurs, Part A and Part B should be completed.
• In the case of multiple injured parties, Part B should be copied/repeated as required.

When completing the Location section, Latitude and Longitude must be included when vessel is offshore, even when alongside an installation. Recommended Actions from the vessel or office should be precisely that. If any other comments are to be made this should be done via an accompanying e-mail. The person responsible for each action is to be identified, each action to be given a target date, be individually numbered and entered into both office and vessel action tracking system. The person responsible for an action must notify the Safety department when the action is complete, this should be done by e-mail.
Once all actions are complete, the Incident will be closed out by the General Manager. A copy of the closed out Incident Report cover sheet will be forwarded to the vessel.

2.2 Definitions

Incidents and near misses are defined as per the following table:

2.3 Reporting

Every individual has the responsibility to identify and challenge any unsafe work or activity, to stop any job they feel is unsafe and to notify such to the Ship’s Safety Officer or Master; also to report all incidents or near misses to the Safety Officer and assist in their investigation. It is imperative that incidents are reported immediately they occur, so that a proper investigation can be implemented before evidence is lost or circumstances change. Accidents / Incidents (this includes injuries) and Near Misses must be reported by using the form SO-0701 within 24 hours and should contain as much information as possible. Photos, sketches, crew statements, etc. to be attached.   

2.4 Investigation

The investigation should commence as soon as practically possible. If it is conducted by shore staff, it should start as soon as the incident report is received.

The ships safety officer under the control of the master will generally investigate minor incidents. Other incidents will be investigated by qualified shore staff. Subject to the severity or potential severity of the incident, other personnel (external contractors) may be required to assist in the investigation.

It is important that all facts are assembled and all evidence collected before causes and recommendations are made.
The investigation report should contain all the details, which would ensure that root causes are determined and corrective actions are established. Investigators should therefore be looking at all aspects of the incident so as to get back to the root causes, eg safety procedures, lack of training and/or knowledge, fatigue, environmental pressures etc. Where there is personal injury, as much detail as possible of the injured party is required so as to provide the company with the necessary information, should shore based assistance be required.

In all cases, it is imperative that statements are taken from witnesses, at the earliest opportunity. Witness statements should be completed when required and sent with the incident report.

2.5 Distribution of Reports

Communications with the office are to be in compliance with Communication Lines document. When an incident occurs within the 500m zones then a copy of the report is to be sent to the Offshore Installation Manager.

Reports are to be sent to Charterer’s as required in the Charterer’s procedures.

2.5.1 Reporting to the Flag State

Accidents / Incidents must be reported within 24 hours and should contain information noted below. Reports should be sent by the quickest means available, including telephone, facsimile, telex or e-mail.

2.5.2 Completion of Flag State Incident Report Form

In this event the completed form must be sent to Marlow Offshore Germany so that the contents can be checked before it is returned to the appropriate flag state. If there is any doubt concerning the manner of completion of any of the sections in the form the matter should be referred to Marlow Offshore Germany.

Initial reports of accidents should include as much of the following as possible:

• The name of vessel, IMO and official number;
• Name and address of owners;
• Name of the Master or person in charge;
• Date and time of the accident;
• Where from and where bound;
• Latitude and Longitude or geographical position in which the accident occurred
• Part of ship where accident occurred if on board;
• Weather conditions;
• Name and port of registry of any other ship involved;
• Number of people killed or injured together with there names, addresses and gender;
• Brief details of the accident, including sequence of events leading to the accident, extent of damage and whether accident caused pollution or hazard to navigation

Such reports will be made to the Flag State and no action is required by the Master provided sufficient information on the casualty has already been reported.

Forms include

• Company standard Incidents form
• Flag state specific forms

The Company may send a Legal Adviser to take any statements that may be required after a serious incident.

3 Related Documents/Forms

• SO-0701 Near Miss / Incident / Accident Report
• Report Form Antigua & Barbuda (Format and Instructions)
• Report Form Liberia (Casualty or Accident) / (Personal Injury or Loss of Life)

SO-08

Handover

1 Purpose

Assure proper familiarisation with the duties.

2 Procedure

The Safety Officer is going to prepare a handover report for the new appointed Safety Officer. All relevant information’s shall be entered in this document.
No other documents shall be attached without making a reference into the handover report.
The report shall be signed by both and filed on board.

3 Related Documents/Forms

SO-0801 Handover Safety Officer

SO-09

HSE Statistics

1 Purpose

Provide statistical data to DP

2 Procedure

To calculate and complie all the HSE statistics including manhours on monthly basics. This is to be forwarded by email to OOC HSE Department at the end of the month for fleet compilation.

3 Related Documents/Forms

• SO-0901 HSE Statistics