Resources / Shore Staff

Crew

CREWING 

CR-01 WORKING LANGUAGE

1. Purpose

To ensure that all procedures, instructions and orders can be understood by all concerned and to ensure that the crew are able to communicate with each other.

2. Procedure

The working language of the Company, and on-board the vessels, is English.

All correspondence, written and oral within the Company and between the Company and the vessels is always to be in the English language.

All procedures and instructions on-board are to be in the English Language. However, within a group of crewmembers speaking a language other than English, this language may be used, if it does not affect the safety of the vessel.

All personnel on-board and in the Company are to have a command of English enabling them to carry out their individual duties in a safe manner and in accordance with the provisions of the STCW convention.

The Company is to issue instructions ensuring that the English language capabilities of each individual crewmember fulfil the above-mentioned requirements and are checked before joining.

CR-02 MANNING REQUIREMENTS AND CREW CERTIFICATIONS

1. Purpose

To ensure that each vessel is sufficiently manned, at least in accordance with the Minimum Safe Manning Certificate, with qualified and certified seafarers in accordance with national, international and Company requirements.

2. Procedure

The Crewing Agency is responsible for ensuring that all national, international, flag state and Company requirements are followed.

In the case that a situation arises where a deviation from an additional non-statutory Company requirement becomes necessary, then such a deviation has to be agreed with the Designated Person Ashore on a case-by-case basis.

A deviation from the statutory requirements is only acceptable when the appropriate authority gives permission hereto and when it is in agreement with the Designated Person Ashore. When such a deviation becomes necessary – e.g. in case of illness – all efforts should be made to bring the vessel’s manning in accordance with the requirements again as soon as possible.

Related Documents/ Forms

Marlow Offshore Qualification & Training Matrix – PSV

CR-03 Recruitment and selection

1. Purpose

To ensure that the qualifications of every seafarer are properly checked before joining the vessel.       

2. Procedure

The Crewing Agency is responsible for monitoring and recording employee turnover and identifying current and future vacancies, so as to ensure that the Company’s operations are properly crewed and staffed at all times by suitably qualified and competent personnel.  The Human Resources Department must ensure that recruitment and selection is carried out fairly and consistently, and in accordance with the applicable employment legislation and customer and Company requirements.  It is important that new employees receive a company induction because this is the first stage of their assimilation into the organisation and in them developing a sense of pride and loyalty in it.

Recruitment

The Company wishes to provide opportunities for existing employees to develop further within the organisation.  Therefore, when a vacancy has been identified, the Human Resources Department will review the situation and decide whether it is appropriate to fill the vacancy either by arranging for an internal transfer to take place, by promoting someone from within the Company or by recruiting from outside the Company. 

Where it is decided that a suitable (and available) internal candidate cannot be identified, the Crewing Agency will conduct a search for an appropriate candidate from its current register of CV’s and Employment Application Forms.  It may also follow up personal recommendations made by current employees.  Where no suitable candidates are found, the Crewing Agency can contact an approved external recruitment agency with the requirement.  In certain circumstances the Crewing Agency may decide to advertise a vacancy in an appropriate journal.  The Crewing Agency Manager is responsible for reviewing and approving any recruitment advertisements.  The Crewing Agency Manager must ensure that any such advertisements comply with applicable legislation and do not detract from the professional corporate image of the Company.

Selection

Candidates wishing to be considered for employment must either complete an Employment Application Form or submit a CV for consideration to the Crewing Agency.  Once it has been decided that an external candidate will be recruited to fill a vacancy, the Crewing Agency will review its current register of CV’s and Employment Application Forms.  CV’s received from external recruitment agencies and/or employment advertisements will also be reviewed and a short-list of candidates produced who appear to possess the requisite qualifications, skills and experience. 

The Crewing Agency Manager will be responsible for ensuring that a suitably qualified member of the Company conducts formal interviews with short-listed candidates.  Where appropriate, a suitably qualified member of staff may also be required to assist with the interviews.

Candidates who are interviewed shall be informed of the outcome of their interview in writing and/or by telephone.

Office interview can be substituted by skype interview.

Related Documents/ Forms

Telephone Interview Form

CR-04 Induction, Competence, Assessment, Training and development.

1. Purpose

To define procedure for induction, competence check and training.

2. Procedure

Induction

All new employees of the Company shall receive an induction when details of current operations as well as the individuals’ particular role within the organisation will be discussed.    On commencing employment with the Company, new employees will receive a workplace induction and will be introduced to other members of staff including Supervisors, Safety Representatives and Management personnel.

Competence, Assessment, Training & Development

The Company is committed to ensuring that high standards of service quality are maintained by employees at all times and that they are competent to perform the duties assigned them, on the basis of appropriate education, training, skills and experience.  The Company will provide employees with training and educational opportunities that will assist them in acquiring and maintaining the skills and competencies needed by them to deliver a quality service, as well as for their own personal development. The Company is subject to a variety of statutory regulations and it must ensure that employees are trained to levels and standards appropriate to their roles, in order for them to perform legally and effectively. The Company recognises that for its actions on employee competence, assessment, training and development to be effective, those in managerial positions must be held accountable for giving employees constructive, honest and timely appraisals of their performance, and for developing plans for improvement, which should take into account both the goals of the Company and the relevant aspirations of the individual.  The Company also recognises that for this Policy to be effective, employees must take responsibility for their own development.  In addition to undertaking any mandatory training required by law, they are expected to avail themselves of the opportunities provided and to make use of training and development to enable them to respond flexibly to change.  The Human Resources Department is responsible for maintaining appropriate records of employees’ education, training, skills and experience.

Competence

The Company shall ensure that all personnel involved with the Company’s activities are competent to carry out the duties in the role to which they have been assigned.  This is necessary to ensure that all operations are carried out safely, efficiently and cost effectively. The Company shall ensure that all personnel are capable of meeting the minimum requirements of any applicable statutory, industry, Company and/or customer standards.

A person is considered competent in a task, when they are deemed to possess, to at least the minimum standards prescribed by the Company, the following attributes relating to that task:

• Knowledge          This shall include the professional and operational knowledge that the  employee may require to execute their duties, as well as safety and technical knowledge where applicable.
• Skills                       This refers to the practical skills required to carry out the task safely and efficiently, whilst meeting the Company’s Quality, Health, Safety & Environmental Protection requirements.
• Experience           This refers to the degree of familiarity the employee has with regards to performing any task and is directly influenced by the number of times the employee has undertaken it.

Assessment

In addition to Competency Assessment, all employees are subject to Continuous Assessment.  Employees will be routinely assessed during their careers with the Company using a variety of methods. The primary objective is to identify any shortfalls in the employee’s knowledge, skills, experience and performance, and then to assist them to further develop such knowledge, skills and performance to ensure Company operations are carried out in a safe, efficient manner and to an acceptable standard. Assessments on-board are performed at least once per contract duration by the Superior of a crew member and the Master, utilising form M-1010 and M-1011. If deemed necessary the crew evaluation may be performed around the period when the crew member signs on and prior disembarkation. The outcome of the crew assessment or evaluation must be discussed with the crew member in order to provide the necessary improvement opportunity. Copies of these Crew Evaluations must be sent to the office only for record keeping.

Training

Training is conducted by the Company to enhance the skills and knowledge of all employees.  This will enable them to work to their full potential and best support the Company’s operational and business activities. Training will not only equip employees with the skills and knowledge they need to meet current Company needs and objectives, it will also serve to encourage employees to further develop themselves and should prepare them for future changes consistent with the needs of the Company.

The type of training required is ordinarily identified by legislative requirements, contractual/customer requirements, Company goals and objectives, the introduction of new equipment and/or procedures, feedback and/or requests from employees to receive specific training or where it has been identified that skills, knowledge and/or competency shortfalls exist.  The Human Resources Department is responsible for devising and maintaining Training Matrices, to ensure that the above training requirements are met.  The Human Resources Department is also required to periodically review said training matrices to establish that the training provided will equip employees with the necessary skills and knowledge they require and that the training is effective both in terms of costs and results.

The Company actively encourages employees to pursue training and educational programmes which will enhance their development and effectiveness in the job.  The Company may support and assist employees in obtaining such training and study where it is deemed that it could benefit the Company in carrying out its activities. This support and assistance will be given at the discretion of the Company and will be influenced by business, budgetary and operational requirements.  

Development

The Company is committed to the principles of continuous personal development for its employees. This not only contributes to the success of the Company’s activities, but it should also enhance employees’ personal motivation and job satisfaction.  The Company actively seeks to ‘promote from within’ whenever it is possible and appropriate to do so.  Promotion is not automatic and is dependant upon the Company’s requirements and upon employees satisfying the Company’s expectations with regards to their work performance, qualifications, training and attitude.  Employees should discuss their personal development within the Company with their line managers and they can also do so at any time with the Training Development Officer. 

Employee Relations

The Company values its employees for their knowledge, skills, flexibility, commitment, creativity, productiveness and quality of work produced.  The Company undertakes to develop and maintain an environment that promotes a cohesive, inclusive and diverse workforce, affirming the inherent worth and equality of all individuals and emphasising the importance of collaboration, trust, tolerance and open communication.  The Company undertakes to adopt and maintain policies and procedures that develop and support creative, flexible and high performing employees and it undertakes to treat all employees with fairness and respect.  In conjunction with the responsibilities that the Company assumes as an employer, it expects its employees to honour their contractual commitments and to perform their duties responsibly and to the best of their abilities.  Employees are also required to undertake developmental and training opportunities in order to keep skills and competencies current and in line with Company needs, including the need for statutory compliance.  Employees are expected to treat fellow employees, customers, subcontractors and regulatory authorities with respect at all times and to create a positive environment for effective collaboration and an exchange of ideas.

Communications

The Company’s objective is to ensure that there are no barriers to effective communication and to create an open environment, whereby staff and management are encouraged to engage directly in two-way communication.  The Company will endeavour to communicate with employees on matters affecting their employment at the earliest opportunity and it will provide updates on all significant matters at Company level, (where commercial sensitivities allow).  Communication methods could include:

• Company Newsletter.
• Visits to vessels by Company Management and other shore based personnel.
• Visits to shore based offices by sea personnel.
• Daily and Monthly reports.
• Managing Director circulars and ad-hoc briefings and bulletins.

Discipline

All personnel are expected and required to conduct themselves in a professional manner and ensure that they perform their duties to the standards expected by the Company and act in the very best interests of the Company at all times.  Employees are required to comply with their Terms and Conditions of employment and agree to be bound by the Disciplinary Procedures adopted by the Company and as amended. The Company will apply the Disciplinary Procedures fairly and consistently and will do so, not as a punitive measure, but as a means to engender and encourage improvements in an employee’s conduct and/or work performance so that the employee meets the standards expected.

Grievance

The Company will treat any grievances seriously and encourages such matters to be dealt with through line management in the first instance.  However, where this is not appropriate, or it does not result in a grievance being resolved, the Company requires the employee to raise the matter at a more senior level of management.  Where it is appropriate and necessary to do so, grievances will be properly investigated and all employees, including the person with the grievance, are expected to co-operate fully with such investigations.   Wherever possible, the Company will endeavour to bring about prompt informal resolution of grievances.  However, because of the sensitive and occasionally complicated nature of some grievances, it may not be possible to deliver a swift resolution in every case.  There may also be occasions when the Company might be impeded from fully investigating and/or resolving grievances to the satisfaction of all employees because of operational constraints. 

Employee Health & Welfare

The long-term success of the Company depends on its ability to continuously improve its performance and services while protecting its employees and the environment in which they live and work.  It is a commitment, which is in the best interests of the Company’s employees, customers, sub-contractors and shareholders. The Company Policies on Quality Policy, Health & Safety Policy provide the basis for Company operations and every employee should be familiar with and actively support these policies.

Company Responsibilities

The Company is fully committed to establishing and maintaining a Safe & Healthy Working Environment for all its employees, customers, sub-contractors and any other third parties who come into contact with the Company or who are affected by its activities. The direct responsibility for all aspects of QHSE lies with line managers at every stage, but all employees are expected to take an active part in ensuring that QHSE and related policies and procedures are adhered to. The Company‘s aim is to eliminate all injuries in the workplace, to protect the environment and to promote health and welfare initiatives amongst its employees.

Employee Responsibilities

All employees of the Company are expected to familiarise themselves with and adhere to both Company and customer QHSE policies and procedures, as well as local policies, procedures, standards and legislation.  Employees are required to assume personal responsibility for their own health, safety and welfare and for the quality of their work.  They are also required to participate in actively developing a safe working culture and must contribute personally to maintaining and promoting a clean environment.  Employees must ensure that they keep their workplaces clean, safe and free of hazards.  They are also expected to fully support all health and welfare initiatives and related policies and procedures implemented and adopted by the Company.

Personal Protective Equipment (PPE)

Employees will be issued with, and are required to wear, the correct PPE for the activity or job they are performing. All equipment supplied meets the appropriate national and International standards. Equipment issued to employees is checked regularly and employees are responsible for ensuring that PPE is properly maintained and used correctly. 

Medical Standards of Fitness

All employees are required to be medically fit to carry out their duties for the Company and they are responsible for their own health, including maintaining statutory medical certification where required. The Crewing Agency is responsible for monitoring that those employees who are required to maintain statutory medical certification do so and that such permanent and temporary employees have valid and current medical certification whenever they are at work.

Absence Management & Sick Leave

Employees are entitled to receive sick pay as per their Terms & Conditions of employment and the Human Resources Department must ensure that this process is managed correctly. Where employees are medically unfit to work, the Crewing Agency will liaise with these employees to ensure they are receiving appropriate medical treatment and support to facilitate their recovery and return to work.  In support of this objective, the Human Resources Department may arrange for employees to attend medical consultations with the Company Doctor and/or may require employees to permit the Company Doctor to obtain medical reports from their own GP’s, medical specialists etc. regarding their current and/or previous medical history.

Substance Abuse

The Company views the abuse of alcohol and drugs to be a significant risk to the Health, Safety and Welfare of all individuals associated with the Company. The Company has an Alcohol and Drug Policy to help maintain a safe and healthy working environment and all employees, subcontractors and customers are required to adhere to this policy. Where an employee approaches the Company and admits to having a Substance Abuse problem, the Company will help the employee to receive the appropriate medical care and attention.  

Smoking

The Company regards smoking to be a significant risk to the Health and Welfare of all individuals associated with the Company.  Smoking in the workplace can also compromise Safety.  The Company has a Smoking Policy to help maintain a Safe & Healthy Working Environment and all employees are required to adhere to this policy.

Prevention from Disease and Illness

The Company may, from time to time, require employees to work in or visit areas of the World where disease and illness is present.  Employees are responsible for taking appropriate medical advice and for ensuring that they receive the recommended inoculations against any diseases and/or illnesses, which are present in the area(s) where they will be working or visiting. Employees must also ensure that they take any medication they have been prescribed e.g., malaria tablets, see Malaria Control Procedure.  The Crewing Agency is responsible for ensuring that employees and where appropriate, third parties, are fully aware of any inoculations and medication required for those areas of the World where they will be working in or visiting.  The Crewing Agency is also responsible for ensuring that employees and where appropriate, third parties, will receive or will make arrangements to receive, the required inoculations and any medication prior to arriving in these locations.

Related Documents/ Forms

M-1010 Crew evaluation report

CR-05  Hours of rest

1. Purpose

To ensure that working hours are effectively and sensibly allocated based upon the available crew profile, STCW guidelines and Company requirements.  

2. Procedure

The watches and working periods on-board have to be planned in a way that the crew gets sufficient rest.

Masters are to be guided by flag state and STCW requirements in respect of working hours. These requirements are based, in part, on the need to limit fatigue for watch keepers and may incorporate the keeping of specific records on hours of work in accordance with the provisions of STCW.

1. All persons who are assigned duty as an Officer in charge of a watch or as a rating forming part of a watch shall be provided a minimum of 10 hours of rest in any 24-hour period.
2. The hours of rest may be divided into no more than two periods, one of which shall be at least 6 hours in length.
3. The interval between consecutive periods of rest shall not exceed 14 hours; and
4. The minimum hours of rest shall not be less than 77 hours in any 7 day period.
5. The requirements for rest periods laid down in paragraphs 1 and 2 need not be maintained in the case of an emergency or drill or in another overriding operational conditions.

On public holidays the normal operational requirements of the vessel are to be   maintained. However the Master has the right to limit maintenance and other non-essential work to reduce working hours of crew on board.

The Master is responsible for arranging the bridge watches in a way that ensures sufficient rest for the Deck Officers and Ratings.

The Chief Engineer is responsible for arranging the engine room watches and other engine duties in a way that ensures sufficient rest for the Engine Officers and Ratings.

The Chief Officer is responsible for arranging the deck watches during port stay in a way that ensures sufficient rest for the Deck Officers and Deck Ratings, and for planning work for the Deck Ratings in a way, that ensures sufficient rest.

Related Documents/ Forms

M-0303 Record of Rest Hours

CR-06 Familiarization

1. Purpose

To establish procedures for a proper familiarisation of the personnel

2. Procedure

In order to ensure that the new personnel, or the personnel transferred to a new assignment, receive proper familiarisation with their duties, every person joining the vessel has to be given instructions according to the following procedure:

All persons joining the vessel, regardless of if they are crewmembers or not, have to be instructed in the use and locations of life saving appliances. The Safety officer will be responsible for familiarising the newly joining persons. The Ship Security Officer will instruct them of ship’s security general rules.

An officer appointed by the Master will be responsible for the familiarisation of the newly joining crew with the vessel in general. This familiarisation has to include, but is not limited to:

• The arrangements of alleyways, emergency exits and escape routes.
• Mess rooms and public sanitary installations.
• Restrictions in use of sanitary equipment, if applicable.
• General regulations on behaviour on board.
• General safety matters.

The Chief Officer and the Chief Engineer Officer are responsible for the familiarisation in their departments respectively. The familiarisation has to include, but is not limited to:

• Rules and regulations regarding safety at work.
• Communication systems including emergency communication and signaling.
• System of permits for hazardous work.
• Use of power tools and machinery.
• Correct clothing.

The Ship Security Officer is to familiarise newly joined crewmembers with the Ship Security Plan respectively to their duties. The familiarisation has to include, but is not limited to:

• Structure of security organization
• Ship’s security levels
• Possible threats
• Security duties
• Communication for security and reporting suspicious persons, objects or activities
• Ship’s restricted areas, access to restricted spaces
• Controlling, identification of embarkation of persons
• Supervising the handling of cargo and stores delivery

All crewmembers must be aware, that security duties and procedures are confidential.

Completion of the familiarization is to be documented by signature in form SO-0204 Briefing & Familiarization.

Related Documents/ Forms

SO-0204 Briefing & Familiarization form

CR-07 Pre-joining briefing of Masters and Chief Engineers

  1. Purpose

To ensure that Masters and Chief Engineers are properly briefed before joining a vessel.

  2. Procedure

Pre-joining Briefing

All Masters and Chief Engineers should attend briefing at office or other suitable locations before joining a vessel. Exemptions may be granted on a case-by-case basis by the Company’s Management, provided that returning Masters and Chief Engineers will take part in a pre-joining briefing at least once per year. Meeting on Teams or other suitable application should be alternatively arranged.

De-briefing

De-briefing will be arranged as required, subject to vessel/crew performance, incidents, charterers’ complaints etc. The Master or Senior office will be requested to visit Company’s office on his way from the ship.

Recordkeeping

Form CR-0001 Pre-Joining Briefing Checklist should be prepared by Crew Superintendent and completed by assigned office personnel from each department. The Crew Superintendent will inform HSEQ and Technical departments of the planned crew change and request conformation of arrangement of the briefing (date and place).

The HSEQ staff will file completed CR-0001 Pre-Joining Briefing Checklist forms on office server and maintain the records conducted briefings / de – briefings.

In such cases the Crew Superintendent shall arrange the necessary travels on MOG account. Form CR-0001 Pre-Joining Briefing Checklist must be completed. 

Related Documents/ Forms

CR-0001 Pre-Joining Briefing Checklist

CR-08 Handover of onshore staff

1. Purpose

To ensure that a proper handover is completed for a new employee or in the event of a job change.

2. Procedure

Every employee ashore should complete handover notes if he/she plans to be absent for more than 3 days in the following circumstances: 

• vacation
• business trip
• terminating employment
• changing position or assignment (e.g. responsibility for a group of ships).

The notes should be sent to the person who was appointed as a person deputizing or taking over the duties and copied to the Head of Department at least one day in before departure.

For a new employee or a person changing position within the Company, Management of Change request should be completed as per procedure.
 

Related Documents/ Forms

CR-0002 Office Handover Notes