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DIRECTORATE GENERAL OF SHIPPING, GOVT.

OF INDIA, MUMBAI

F. No. E-Gov-Helpdesk(12)/2018-Misc. Dated : 08.05.2018

HELP DESK

The Directorate General of Shipping, Govt. of India, with an objective of bringing its interaction
with his stakeholders, on an online platform, has developed & operationalised various modules, under its
e-samudra project. With increasing number of stakeholders making use of the online facility, it is felt that
the information on the common queries/problems faced by them and their solutions, be available
readily for their reference. The information on the contact points in the DGS and its field offices, for
addressing their queries and registering their grievances is required to be put up front. With this view,
following e-mail ids have been created for reference.

Sr. Name of the Function Contact person Supervisory Officer e-mail id


No. Office e-mail id
1. Mercantile Examinations/CoCs
Marine (Engineering Wing)
mmdmum-eexam-ship@gov.in
Department, pommdmum-exam-ship@gov.in
Mumbai Examination/CoCs
(Nautical Wing) mmdmum-nexam-ship@gov.in

2. Mercantile Examinations/CoCs
Marine (Engineering Wing) mmdkol-eexam-ship@gov.in
Department,
Examination/CoCs pommdkol-exam-ship@gov.in
Kolkata
(Nautical Wing) mmdkol-nexam-ship@gov.in

3. Mercantile Examinations/CoCs
Marine (Engineering Wing) mmdchn-eexam-ship@gov.in
Department,
Examination/CoCs pommdchn-exam-ship@gov.in
Chennai
(Nautical Wing) mmdchn-nexam-ship@gov.in

4. Mercantile Examinations/CoCs
Marine (Engineering Wing) mmdkhi-eexam-ship@gov.in
Department,
Examination/CoCs pommdkhi-exam-ship@gov.in
Kochi
(Nautical Wing) mmdkhi-nexam-ship@gov.in

5. Mercantile Examinations/CoCs mmdkla-eexam-ship@gov.in pommdkla-exam-ship@gov.in


Marine (Engineering Wing)

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Department, Examination/CoCs
Kandla (Nautical Wing) mmdkla-nexam-ship@gov.in

6. Mercantile Examinations/CoCs
Marine (Engineering Wing)
Department, mmdnoida-exam-ship@gov.in pommdmum-exam-ship@gov.in
Examination/CoCs
Noida
(Nautical Wing)

7. Shipping
Master, CDCs/Other works sm-mum-ship@gov.in pommdmum-exam-ship@gov.in
Mumbai

8. Shipping
Master, CDCs/Other works
Kolkata sm-kol-ship@gov.in pommdkol-exam-ship@gov.in

9. Shipping
Master, CDCs/Other works
Chennai sm-chn-ship@gov.in pommdchn-exam-ship@gov.in

10 Nautical Wing,
DGS COC/Examination ntexamcoc-dgs@gov.in na-dgs@nic.in

11 Engineering
Wing DGS COC/Examination engexam-dgs@nic.in cs-dgs@nic.in

12 E-pariksha MEO Class IV epariksha.helpline@gmail.com -

Given below are the list of common problems faced by the stakeholders and the action to be taken for
addressing the same.

(A) Examination (assessment and seat booking) --

1. A candidate appearing for the examination is unable to apply, as his earlier examination result
for the lower grade or the same grade has been processed manually and therefore not found in
the system. In such cases, a message “Result / Last result is in process” is displayed on screen. In
all such cases, the candidates are requested to send an e-mail to the concerned MMD with a
copy to the supervisory officer, along with the details of the previous examination. The MMDs
have been given the facility/rights to enable such candidates for applying for the examination.

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2. Request for increasing the available seats for a particular subject may please be taken up
through an e-mail with the Supervisory officer of MMD with a copy to Nautical Advisor or Chief
Surveyor, as the case may be.

3. Examination fee paid but challan not generated: On some occasions, the candidate, who pays
the examination fee, does not get the acknowledgement, even when the amount is debited from
his/her account. In absence of the acknowledgement, the candidate makes the payment twice
or sometimes thrice. In such cases, the candidates are requested not to pay the fee again, but
wait for three working days. In the three working days, the necessary reconciliation with the e-
payment service provider would be carried out and the acknowledgment would be generated.
More importantly, the candidate is also informed that he would not miss the seat booking, in
such cases. The seat booking would have taken place as the fee has been received. In case, there
is delay of more than three working days in the re-conciliation, the candidate may please send
an email to egovernance-dgs@nic.in with a copy to helpdesk-dgs@gov.in. The above is
applicable only in those cases where the fee has been debited from the candidate’s account,
but the acknowledgement is not generated. This is not applicable in case where the message
“Payment failed” is displayed. Failed payment status can be due to multiple reasons i.e. (a)
wrong card details (b) session timeout (c) Bank server failure. In these cases, the seafarer may
make another attempt to pay fees. In case of problem / issue including the e-payment related
issues faced by the candidate for e-pariksha module for MEO Class IV, the same may please be
taken up epariksha.helpline@gmail.com .

4. It is once again requested that the candidates may follow the instruction at serial no 3 above
and not make multiple payments. In those cases, where the candidates makes multiple
payments in spite of the instructions, the process of refund would be initiated later for which
the candidate may please send an e-mail to egovernance-dgs@nic.in with a copy to helpdesk-
dgs@gov.in. Process for refund of the fee would be initiated by the e- Governance cell, only in
those cases, wherein there has been multiple payments by the candidate on account of the
technical problem listed at serial no 3 above.

5. Candidates are advised that before the payment of the examination fee and submission of the
application, they may reconfirm the month, paper, type of examination and other details filled in
by them. No change of month or type of examination is possible online, once the seat is booked.

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In such cases, if the candidate wishes to apply for some other month or some other paper, the
fee paid cannot be adjusted in the system. In such cases the candidate would have to do a fresh
booking and pay the fee again. It is also informed that the candidate cannot make more than
one booking for the same month. For eg- If the candidate has booked for the month of October,
he cannot make another booking for October. If he desires to do so, his earlier booking would
have to be rejected by the MMD concerned. On rejection of application, he can book the seat
again with payment of fee.

6. If the candidate wishes to transfer his seat booking, he may submit an online application form
available at e-gov login- Examination Application for transfer of seat booking. The
application would be transmitted online to the transferor MMD and would be processed by it.
Once the transferor MMDs processes the said application, the seat would automatically be
transferred to the desired MMD. Delay in transfer of seat booking may please be taken up with
the MMD concerned.

(B) Certificate of Competency [CoC] :


The processing of application for the COC and uploading of the same in the DGS website is done
by the issuing authorities in DGS Head quarters i.e. Nautical and Engineering Wings. For any
queries related to the same, you are requested to forward an e-mail to mail ids mentioned
above with a copy to the supervisory officer. It is mentioned that the process for application for
CoC has now been made online since 17.12.15. For making the application the candidates may
please click to ‘CoC, DC Endorsement, GMDSS Radio Operator’ after login on to e-Governance at
www.dgshipping.gov.in steps / instructions for making the application are mentioned in the
module itself. The processing of application for revalidation of CoC is done at respective MMDs.
For any queries related to the same, you are requested to forward an e-mail to mail ids
mentioned above with copy to the supervisory officer. The process for online application for
revalidation of CoC is made online.

(C) Dangerous Cargo Endorsement and GMDSS certificate

The processing of applications for the Dangerous cargo endorsement and GMDSS certificate and
uploading of the same in the DGS website is done by the MMDs. For any queries related to the
same, you are requested to forward an e-mail respective MMDs with a copy to supervisory
officer. It is mentioned that the process for application for DC Endorsement & GMDSS has now

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been made online since 17.12.15. For making the application the candidates may please click to
‘CoC, DC Endorsement, GMDSS Radio Operator’ after login on to e- Governance at
www.dgshipping.gov.in steps/instructions for making the application are mentioned in the
module itself.

(D) Continuous Discharge Certificate [CDC] and Certificate of Competency (Cook):

1. Queries related to application made for fresh CDC/renewal/replacement /duplicate CDC and
Certificate of Competency (Cook) may be directly taken to the respective Shipping Master with a
copy to supervisory officer.

2. Requests for correction in the online CDC database and the CDC booklet such as expiry
date/issue date/passport number etc may please be taken up directly with the respective
Shipping Master office.

3. It is seen that while applying for the CDC online, the candidates scan and upload the entire
page/sheet containing the photograph or signature. As a result, the photograph and signature,
that appears on the CDC while printing is of very small size. It is requested that only the
photograph or signature may be selected/highlighted and scanned and not the entire page. After
uploading the same, the candidate may submit the application only after checking that the
scanned photograph or signature properly fits in the respective fields. If not, the candidate is
requested to re upload the same.

4. It is mentioned that the process for application for Certificate of Competency (Cook) has now
been made online since 17.12.15. For making the application the candidates may please click to
‘CDC Management & CoC as Cook’ after login on to e- Governance at www.dgshipping.gov.in
steps/instructions for making the application are mentioned in the module itself.

(E) Issue of integration between the CDC and INDoS data

1. There may be instances where the CDC details are not available in the INDoS checker & vice
versa. All the seafarers are requested to once login to the CDC checker and check whether the
CDC details are visible in CDC checker. In cases the details are not visible in CDC checker, then the
candidate may please fill and submit an online application available at
(http://220.156.189.33/IndosApplication/Indos/CDCChecker.jsp) after which an online

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application number would be generated. The said application will be processed by respective
Shipping Master office. Queries with respect to such application may please be taken up with
the respective Shipping Master office, by sending email to the IDs given above with a copy to the
supervisory officer. The application number may please be mentioned in the e-mail.

2. In those cases, wherein the CDC details are visible in the checker, but the INDoS number is not
reflected or incorrectly reflected in the CDC details, it indicates that the CDC and INDoS data
requires integration. In such cases, the seafarer may please fill the excel sheet given therein and
forward the same by e-mail to the respective shipping master. The Shipping Master office, after
necessary verification would, forward the same to e-Governance cell for integration. The correct
data would be automatically reflected, once the integration is carried out. Time required for the
same would be seven working days.

3. All the seafarers are requested to carry out the above exercise so that the CDC details and INDoS
details are suitably updated and any potential delay in issuance of renewal/duplicate/
replacement CDC later can be avoided.

(F) Master Checker

All the seafarers have been provided with the facility to view his/her details in the master Checker
in his profile. In the Master Checker, the candidate can view all the data such as CDC details,
Training details, sea service details, CoC details, details of other certificates like Watch keeping,
Dangerous Cargo endorsement, GMDSS etc. It is mentioned that this data is uploaded in the system
by the issuing authorities. Therefore, if there is any corrections to be made in the data or if some
details are found missing, then the candidates may please approach the respective
authorities/agencies as under-

 INDoS database- INDoS cell (Please see point G)


 CDC details- Respective Shipping Master
 Training details- Respective Maritime Training Institute
 CoC details- Nautical or Engineering wing of the DGS
 WKC/Dangerous Cargo/GMDSS- Respective MMDs

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 Sea service details- Shipping Company if Articles of Agreement is to be uploaded or RPSL
if the Form –IIIA is to be uploaded. (It is mentioned here that the RPSL cannot uploaded
the data which is more than three months old).
The RPSL agencies, Maritime Training Institutes and the Ship owners are requested to upload the
data regularly in time, so that the seafarer is not inconvenienced at the time of the assessment
for examination or endorsements.

(G) Corrections in INDoS database-

(I) The seafarers are informed that the INDoS database is the primary or basic data from the data
gets populated and used for different applications. Hence if they wish to make any corrections in
the data. They may approach the INDoS cell for corrections for the following:

a) The seafarers data not updated/record do not exist. - Please forward the scanned copy of
copy of INDoS certificate.
b) Multiple INDoS numbers- Forward an email to INDOS cell indicating the details of INDoS
certificates and scanned copy of CDC.

The e-mail id of INDoS Cell is mttindos@gmail.com / vinod-dgs@gov.in .

(II) Other following corrections can be done using link “Request for personal details, corrections
in Seafarers profile” :
a) Name & date of birth correction- Please attach the scanned copy of INDoS certificate,
passport and CDC.
b) Correction of other personal details like place of birth/ state of birth /country of birth/
nationality/ height /hair color/ eye color/ identification mark/complexion.- Please attach
the scanned copy of INDoS certificate, passport and CDC.
c) Gender-Please attach the scanned copy of INDoS certificate, passport and CDC.

(H) Correction to be made in the data filled in form III-A

After submitting the details in form III–A or Articles of Agreement, if a RPSL comes across incorrect
entries / multiple entries / or intends to make changes in the already submitted data, it may follow
the instruction in the crew branch Circular no 1 of 2013 (available in DGS website) & approach the
Shipping Master office for the corrections along with the required documents.

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(I) Ship Registration

(1) Obtaining of user ID and password-

The registration of the ships is done at the MMD through an online application, which has to be
filled by the owner of the vessel. For making such application, the owner needs to have a unique
user ID & password. The owner may download an online form
(http://220.156.189.33/esamudraUI/dropDown.do?method=executeDropDown) which may be
filled, signed, stamped & sent to egovernance-dgs@nic.in by e-mail. The user ID & password will be
generated and sent to the email id mentioned in the form.

(2) Other problems faced by the companies--

The online applications submitted by the company require to be approved by the


competent authority. Enquiries regarding the status of application for registration and
related transactions may please be taken up directly with MMD concerned. If the
application has been forwarded to DGS, then the enquiries with respect to the same may
be taken up with nt-dgs@gov.in with a copy to Nautical Advisor.

(3) The mode of payment of fee for ship registration is through e-payment gateway. Any issues
related to the e-payment may be brought to the notice of e-gov cell (egovernance-dgs@nic.in).

(4) If any online transaction has to be applied against a vessel & the vessels details are not
seen in the system, you are requested to send an e-mail to nt-dgs@gov.in with a copy to
egovernance-dgs@nic.in with a scanned copy of certificate of registry of the vessel .The
details would be loaded in the system.

(5) If any changes are to be made in the details already uploaded, you may send an e-mail
to the Principal Officer, MMD with a copy to nt-dgs@gov.in.

Sd/-
[Deependra Singh Bisen]
Asstt. Director General of Shipping
(e-Governance)

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