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8.2 MASTERS GUIDE ON INFORMATION TO BE COLLECTED IN CASE OF AN ACCIDENT AND/OR MAJOR INCIDENT 8.2.

1 General Experience has shown that in the event of an accident or other incident involving the ship, crew or cargo a lot of details on what has happened are misplaced or forgotten by the time the investigation procedures are established. Additionally in certain events where there has been loss of life or grave damages, the witnesss reports might be influenced by media coverage or subjective interpretation of only some of the facts that apply to the case. For these reasons the Master should ensure that all necessary information and documentation, as outlined in the following pages is selected as soon as possible after an incident, in order to assist him and the Company to carry out a detailed investigation of the incident at hand, as well as to hjave handy relevant information and data that might need to be provided to third parties (after the Owners/Managers concent), as the case may be. It will be clearly seen that most of the information needed is extracted from the official documentation kept by the ship, which means that all log book entries, bell books, maintenance records, time sheets, discharge logs etc should be accurate, and all navigational aids such as charts and information books be up to date and duly corrected. Additionally all the procedures in navigating the vessel as well as procedures in maintaining her, using the ships machinery and equipment and handling the cargo are according to internationally established seamans routines, and abiding by the National and International Laws and Regulations. The Master should realise that the lists of required information are by no means exhaustive and that he should include in his report any other details that might be relevant to the case. Additionally the Master should be aware that all the information concerning a case are privileged information and should not be disclosed to third parties without the express permission of the owners or their authorized representative. When the owners permit disclosure of certain information to third parties, this should be plain actual facts. The Master should ensure that, following an incident, the officers and crew do not discuss the subject with third parties without prior authorization of the owners or their representatives and do not express any personal opinion which in most cases in misleading because all the facts have not yet been established. As a last advice, the Master should avoid discussing details of the incident in the general voyage reports to the charterers or their agents, because these report, in most cases, are circulated to third parties according to established commercial practices.
Section 8.2 Page: 1/14 INTERUNITY MANAGEMENT CORPORATION

EMERGENCY PROCEDURES MANUAL Masters Guide on Information to be collected in case of an accident and/or Incident
Issued by: Q&S Manager Approved by: DPA Edition no: 05 Edition date: 01.01.06

Rev. no: 00 Rev. date: ---

8.2.2 Pollution A. The Masters report should contain the following information. 1. The date/time/place where the incident took place. 2. The operations being carried out at the time 3. The type/quantity/quality of the pollutant. If own ship fault, give details of pollutant as given in receipts etc. 4. The extent of pollution, the extent of the area covered and if it has affected third party property. 5. The weather and tide conditions at the time of the incident. 6. The procedures followed to report the incident 7. The identity of any vessels in the vicinity of area of the incident. 8. Detailed information on the actions taken by the ship to commence cleaning operation to contain the pollution. 9. Record the type / name of any chemical dispersant used. 10. Details of the action taken by shore to contain /cleaned the pollution. B. Further to the above the following information/documents should be also provided. 1. Deck log books with a record of: The carrying out of oil spill drills, The regular use of equipment such as drip trays, plugs The procedures followed during transfer operations. Evidence of previous pollution in the berth of port area. 2. Engine log books with a record of: Bunkering procedures, including crew responsibilities. Transfer and bunkering rates and ullages during the operations. The carrying out of oil spill drills and emergency procedures for stopping the transfer / bunkering.
Section 8.2 Page: 2/14 INTERUNITY MANAGEMENT CORPORATION

EMERGENCY PROCEDURES MANUAL Masters Guide on Information to be collected in case of an accident and/or Incident
Issued by: Q&S Manager Approved by: DPA Edition no: 05 Edition date: 01.01.06 Rev. no: 00 Rev. date: ---

Section 8.2 Page: 3/14 INTERUNITY MANAGEMENT CORPORATION

EMERGENCY PROCEDURES MANUAL Masters Guide on Information to be collected in case of an accident and/or Incident 3. Sample of oil carried by the vessel. 4. Copies of bunkers delivery notes, containing an acceptable loading rate. 5. Records of stock of cleaning materials. 6. If pollution is caused due to broken equipment, the broken parts should be preserved. 7. Detailed account of the events from all members of the crew involved in the incident. 8. Detailed account of the events from witnesses present when the incident occurred. 9. Oil record book. 10. Cargo loading/discharging plan. 11. Disposition of bunkers. 12. Tanks and pipelines diagrams. 13. Owners / charterers instructions. 14. Vessels contingency plan. 15. All relevant telexes / cables / correspondence.
Issued by: Q&S Manager Approved by: DPA Edition no: 05 Edition date: 01.01.06 Rev. no: 00 Rev. date: ---

8.2.3 Collision It is realized that in the event of a collision, the psychological effects will cause a big stress on the officers and crew, and to this reason it is quite common not to pay any attention to events immediately before the accident happened. The Master should ensure that he collects all necessary information, while the incident is still fresh in his and the crews mind. When writing a report, ensure that the editions of each publication referred to are noted. a. General information. 1. Date I time of collision 2. Approximate area of collision (if with ship) 3. Name and port of Registry of other ship (if it applies). If collision is with dock, jetty etc., give Name of Company, owners and other details. 4. Details of voyage the vessel was performing at the time of the incident. 5. Drafts on sailing 6. Intended course to next port. 7. Information prior to the incident IT IS IMPORTANT TO RECORD ACCURATELY THE DAILY ROUTINE. THESE RECORDS WILL BE CRUCIAL IN DETERMINING HOW AND WHY A COLLISION OCCURRED. Therefore it is imperative that all sections of the log book are completed fully and accurately. This also applies to any rough log book. The working charts should be left exactly as plotted and positions which do not match others are not erased. Because a lot of collisions happen in congested waters and with a pilot on hoard, the Master should ensure that the vessels position is plotted even when the pilot is on board and the vessel is moving in a narrow channel.
Section 8.2 Page: 4/14 INTERUNITY MANAGEMENT CORPORATION

EMERGENCY PROCEDURES MANUAL Masters Guide on Information to be collected in case of an accident and/or Incident
Issued by: Q&S Manager Approved by: DPA Edition no: 05 Edition date: 01.01.06 Rev. no: 00 Rev. date: ---

All movement books should be kept in ink and if any mistakes are made, they should be crossed out and signed leaving the writing underneath legible. Record in detail all services provided by third parties. b. Information after the incident The Master in his report should include the following information. 1. The courses steered during the last 8 hours before collision. 2. Direction of tide, wind, seas. 3. Sea state, visibility. 4. Weather reports received prior to the incident. 5. Names, rank of personnel on the bridge at the time of the incident. 6. List of the bridge equipment used at the time of the incident. 7. First observation of the other ship or object. This should include time, distance and bearing, apparent course, lights and shapes observed. 8. Exact course of own ship at the time of the first observation. 9. Speed of own ship at the time of first observation. 10. Action taken by own ship at the time of first observation. 11. Steps taken to plot other vessels course. 12. Signals make, when, how. 13. Details of any communication between vessels before collision. If collision with jetty, details of communication with shore personnel 14. Record of actions taken, including times up to the time of collision. Any alteration in course and speed should be clearly noted and verified. This should also include actions taken by other vessel (if it applies). 15. Exact time of collision. Accurate position of collision, stating also how it was established Angle of contact. (ANGLE OF BLOW)
Section 8.2 Page: 5/14 INTERUNITY MANAGEMENT CORPORATION

EMERGENCY PROCEDURES MANUAL Masters Guide on Information to be collected in case of an accident and/or Incident
Issued by: Q&S Manager Approved by: DPA Edition no: 05 Edition date: 01.01.06 Rev. no: 00 Rev. date: ---

Section 8.2 Page: 6/14 INTERUNITY MANAGEMENT CORPORATION

EMERGENCY PROCEDURES MANUAL Masters Guide on Information to be collected in case of an accident and/or Incident Heading of own ship at the time of collision and, if it applies, heading of other vessel at the same time. Speed of own vessel and approximate speed of the other vessel Drafts FWD AFT of own (and the other) vessel 16. Movements of own (and other) vessel after the collision. 17. Records of communication with other vessel in the vicinity 18. If pilot on board, Record the Name, address, telephone number of the pilot. 19. Record the names, addresses, telephone numbers of any other witnesses / shore personnel present at the time of the incident. 20. All the witnesses of the incident should write an account of the collision as well as the events preceding the incident. 21. Collect any scraps of pages on which course calculation were made. 22. Provide records of the last bridge equipment checks made. 23. Record with a camera all possible evidence as well as damages to own and other ship or object. 24. If accident happens while vessel is moored, record any information on adjacent vessels, if own or other vessels were testing their engines, condition of mooring ropes. 25. Establish if any similar incidents have occurred in the area /port I jetty and if possible attempt to find names / dates.
Issued by: Q&S Manager Approved by: DPA Edition no: 05 Edition date: 01.01.06 Rev. no: 00 Rev. date: ---

8.2.4 Personnel Injury In the case of personnel injury whether crewmember or not, the Master should make a proper report in addition to completing in the standard accident form attached. This report should include the following. 1. All possible details surrounding the incident. 2. The conditions at the time of the incident and whether they may have contributed to the accident. 3. Whether or not the injured person had, in any way, contributed to the accident. 4. Any obvious third party negligence. 5. A photograph, drawing, description of the area where the incident occurred. 6. The names, addresses, phone numbers of witnesses. 7. If the injured person was not a crew member, describe why this person was onboard and make a note of whether or not the circumstances of the accident were unusual given the purpose for which the injured person was onboard. If the accident happens outside the vessel, the Master should still make a full report. Again if a non crew member is involved in an accident in the vicinity of the vessel e.g. dock, discharge jetty the Master should record as much as possible information as outlined above. If any injury is caused by a failure of the ships equipment the damaged part should be stored safely for future inspection. If the item of ships equipment is seriously damaged, the owners should be advised and they should request to call in a surveyor to inspect the damaged part. 8.2.4.1 Confidential report (To be filled in by the Master in every case where an accident occurs, which results, or may result later, in a member of the crew being incapacitated from work, or in his death). 1. Vessel name 2. Name of person injured 3. Address of person injured
Section 8.2 Page: 7/14 INTERUNITY MANAGEMENT CORPORATION

EMERGENCY PROCEDURES MANUAL Masters Guide on Information to be collected in case of an accident and/or Incident
Issued by: Q&S Manager Approved by: DPA Edition no: 05 Edition date: 01.01.06 Rev. no: 00 Rev. date: ---

Section 8.2 Page: 8/14 INTERUNITY MANAGEMENT CORPORATION

EMERGENCY PROCEDURES MANUAL Masters Guide on Information to be collected in case of an accident and/or Incident 4. Date of Birth 5. Nationality 6. Rating Wages 7. Date of Accident Time Place 8. Date when injured person ceased work 9. Port of Discharge Date 10. Description of accident and nature of injuries, showing how the injured person was employed at the time (attach copy of Log Entry and Report by Officer under whose supervision man was employed at the material time. If accident due to breakage of gear, broken parts must be carefully preserved) 11. Date when and by whom notice of accident received 12. Particulars of medical treatment on board and/or shore 13, State whether Doctors Report submitted 14. Has the injury incapacitated the seaman from work, totally or partially? 15. How long is incapacity likely to continue? 16. Was the injured person at his usual place of work when the accident happened? If not, was he doing something he was authorised or permitted to do for the purpose of his work? 17. Was the accident due to any negligence, misconduct or default on the part of the injured person? 18. Was he sober? 19. Was the accident due to negligence on the part of any other person? If so, give name, address and occupation of such person and details of negligence. 20. Was the accident caused by collision? If so, give name and owners of colliding vessel 21. What was the state of the light when and where the accident occurred? If artificial lighting, give details 22. Any further information related to the incident.
Issued by: Q&S Manager Approved by: DPA Edition no: 05 Edition date: 01.01.06 Rev. no: 00 Rev. date: ---

8.2.5 Damage or failure of ships machinery Any damage or failure of the ships equipment which might affect the seaworthiness of the ship or impair her performance should be reported to the owners as soon as the incident occurs using the report form QM-09 (General Report). This also applies to any defects that may come to the attention of the officers and crew. Where the damaged system is of critical importance and also where a more detailed investigation is required to assist with investigation & analysis as well as where Class and/or other inspectors are to attend, or where the Company asks so, the Master should instruct his personnel to collect relavant evidences , these being but not limited to the following: 1. A damage report prepared by the Master or Chief Engineer. 2. Maintenance records, log books, repair record books relating to the damaged equipment as well as records showing working hours, previous inspections, surveys etc. 3. Reports from personnel involved in the incident. 4. Photographs of the damaged equipment before and after repairs. 5. Damaged parts should be kept, if possible, as evidence. 6. Samples, according to the incident, such as luboil, fuel oil, materials used in part repairs. 7. Certificates, test records of materials of construction and equipment as well as Manufacturers instruction manuals and other information as is available on the damaged equipment. In addition to the above and if there has been delay or stoppage the following should be provided. 1. Deck and Engine log books covering the period of the incident. Note that in the case of machinery failure, or damages due to machinery failure, the rough E/R log book will be also requested. 2. Details of times the incident occurred, times of stoppage, repair period and end of stoppage together with statements of bunkers on board at the beginning and end of stoppage. 3. Details of any deviation caused by the incident as well as bunkers used during this period.
Section 8.2 Page: 9/14 INTERUNITY MANAGEMENT CORPORATION

EMERGENCY PROCEDURES MANUAL Masters Guide on Information to be collected in case of an accident and/or Incident
Issued by: Q&S Manager Approved by: DPA Edition no: 05 Edition date: 01.01.06 Rev. no: 00 Rev. date: ---

Section 8.2 Page: 10/14 INTERUNITY MANAGEMENT CORPORATION

EMERGENCY PROCEDURES MANUAL Masters Guide on Information to be collected in case of an accident and/or Incident 4. If a port of refuge was entered, there should be provided statements of facts from agents, details of all shore assistance rendered, as well as copies of reports and continuation of class from the classification society surveyor. 5. Copies of all correspondence sent or received, relevant to the incident, particularly those to charterers, dealing with off hire times and deviations. 6. A list of all attending surveyors who have attended with full details of the organization they represent. 7. If the incident happened while alongside, a copy of the loading or discharge time sheet should be included with accurate times of all stoppages. 8. If the vessel had to stay alongside the jetty until repairs effected, well after the cargo operations have been completed, a copy of the written permission from the local authority should be obtained. 9. If the damages occurred from the elements, all records of weather forecasts, fax charts should be collected.
Issued by: Q&S Manager Approved by: DPA Edition no: 05 Edition date: 01.01.06 Rev. no: 00 Rev. date: ---

8.2.6 Cargo disputes The following is a summary of the customary rules that cover the transportation of goods. The carrier is entrusted with the transportation of property belonging to a third party, and if this property is lost or damaged during transit, the carrier is accountable for that loss or damage. The carrier is obliged to exercise due diligence to make the vessel seaworthy before it puts her to the sea. The carrier is obliged to do everything necessary to deliver the cargo in as good condition as when it was entrusted to the carrier. The Master should be fully aware of any special attention the cargo might require not limited only to the time during transit, but also during handling operations in loading and discharge. The carrier is under an obligation to verify the amount of cargo and the condition and identifying marks at the time the cargo comes into his custody and care. The Master should not state anything in the bills of lading which he believes to be inaccurate. If the bills of lading contain inaccuracies, the Master should correct them with appropriate clauses before signing. In case of cargo disputes, the Master should collect the following information and documents to present for the defence of the carrier. It should he noted that the following might in some cases seem superfluous for the type of the dispute, for example in the case of differences in shore I ship figures, but nevertheless it is a comprehensive list for preparing any defence report. A. General 1. A ships plan (capacity plan) showing all cargo spaces as well as the distribution of ballast and bunker tanks together with capacities. 2. Class certificates including any conditions of class at the time of the incident. 3. Tonnage Certificate. 4. Crew list 5. Reports of the Master and Chief Engineer on the regular inspection and maintenance of the vessel and her equipment. Rough logs kept by Chief Mate and Chief Engineer on the checks and maintenance of the vessel are valuable. 6. Standing orders from owners and the Master on regular inspection and maintenance of the vessel. 7. In the case of major disputes, Repairs and Maintenance records of shipyards shore workshops as well as inspection reports from class or other approved surveyors for works carried out prior to the incident.
Section 8.2 Page: 11/14 INTERUNITY MANAGEMENT CORPORATION

EMERGENCY PROCEDURES MANUAL

Masters Guide on Information to be collected in case of an accident and/or Incident


Issued by: Q&S Manager Approved by: DPA Edition no: 05 Edition date: 01.01.06 Rev. no: 00 Rev. date: ---

B. Specific to incident 1. Cargo tanks (holds) calibration tables, certificates for tank level gauges, pressure and temperature gauges as apply. 2. Bills of lading 3. Charter party 4. Mates Receipts, cargo calculations, tally sheets, cargo manifest, stowage plan. 5. Letters of protest. 6. Deck log abstracts covering the period from the commencement of loading to the completion of the cargo discharge including weather encountered etc 7. Working charts, (with original working un-erased) if the voyage had unusual encounters. 8. Copies of radio messages exchanged with charterers shippers, agents, stevedores, supercargo or any party involved with the cargo handling operation. 9. Copies of messages in particular to weather encountered, contact with other vessels. 10. Photographs demonstrating the condition of the vessel, weather encountered methods of loading or discharge. 11. Specific information on the Master, Chief Officer, Chief Engineer, Cargo Engineer, referring to the cargo I and seagoing experience. C. Details of Loading procedures, Cargo handling during voyage, Discharge procedures 1. Prior to loading: Previous cargo Condition of cargo tanks I holds Ballast distribution Weather encountered 2. Loading operations: Load port name / berth name Times / dates of arrival I berthing Names of agents, supercargoes, surveyors Cargo type, specification details
Section 8.2 Page: 12/14 INTERUNITY MANAGEMENT CORPORATION

EMERGENCY PROCEDURES MANUAL Masters Guide on Information to be collected in case of an accident and/or Incident
Issued by: Q&S Manager Approved by: DPA Edition no: 05 Edition date: 01.01.06

Rev. no: 00 Rev. date: ---

Whether or not specific instructions on the cargo handling given in writing prior to commencement of loading and by whom. Method of loading Problems (if any) encountered during loading Stoppages and reason if known. Quantity loaded, including calculations Shore figure and who advised this Details of clauses in bills of lading 3 Loaded voyage: Details not included in the Deck Log book Cargo handling operations during voyage such as reliquefaction, readings of temperature and pressure levels during voyage. Bilge soundings, seawater temperatures, air temperatures. 3. Discharge Operations Disport names I berth name Dates / Times arrival I berthing Agents / surveyors / supercargoes Whether or not specific instructions if the discharge procedure were given in writing and by whom. Type of equipment used. Time sheets, pressure logs, stoppages and reason if known. Problems (if any) encountered during discharge. Quantity discharged, including calculations. Shore figure and who advised this. Details (if known) where the cargo was stored.
Section 8.2 Page: 13/14 INTERUNITY MANAGEMENT CORPORATION

EMERGENCY PROCEDURES MANUAL Masters Guide on Information to be collected in case of an accident and/or Incident
Issued by: Q&S Manager Approved by: DPA Edition no: 05 Edition date: 01.01.06 Rev. no: 00 Rev. date: ---

Section 8.2 Page: 14/14 INTERUNITY MANAGEMENT CORPORATION

EMERGENCY PROCEDURES MANUAL Masters Guide on Information to be collected in case of an accident and/or Incident Time the first report was made for loss I shortage / damage made and by WHOM. Details of joint inspection, giving names of parties involved. Details of any calculations or attempts to verify the amount of cargo lost / damaged / missing and the method used. Please state if method was agreed by the ship and if a protest was made. Details of the facilities at the discharge port, including apparent deficiencies in the cargo handling equipment. Photographs would he beneficial.
Issued by: Q&S Manager Approved by: DPA Edition no: 05 Edition date: 01.01.06 Rev. no: 00 Rev. date: ---