Master must ensure that all statutory, class and trading certificates are kept valid at all times . Master to closely monitor and ensure that they are available and maintained valid at all times, as applicable.
For electronic certificates, Master along with ship staff shall regularly (at least monthly) check the validity of the certificates by scanning QR code, Unique Tracking Number (UTN) or Tracking ID number (TID) and assure themselves that certificates are the latest & valid at any given time.
Apart from above certificates, vessel will also maintain following certificates in Master’s file with index :
1. All other ancillary certificates including certificates of safety gears / installations, cargo gears, test-certificates for various ropes / wires / hawsers etc., builder’s certificates for hull, machinery and equipment.
2. LSA / FFA certificates : In respect of safety items all wire rope test certificates for lifeboat falls, pilot hoists, gangway falls etc., CO2 Test Certificate, Fire Extinguisher Certificates, SCBA air bottle test Certificates, Resuscepac air bottle test Certificate, Halon spheres test certificates, etc.
If the vessel has been issued with multiple load-line certificates, only the current certificate should be kept in certificates file / folder; non- applicable certificates should be kept away, secured in master’s custody.
In ports, where original certificates are given to local Agent / authorities for port formalities, Master must obtain a receipt from the concerned person and ensure that a photocopy of the relevant certificate is retained on board.
Ship’s staff will also monitor the expiry in and will liaise with office for timely action, as necessary. Expired certificates should be removed from vessel and discarded to avoid any confusion.
CLASS STATUS REPORTS :
This is to be sent to vessel by office on a monthly basis and to maintain an electronic copy on board.
Class survey status report available on board should be dated within 15 days from the date of any SIRE/ CDI inspection.
The Master must be aware of the due dates for inspections and surveys and ensure that the vessel is adequately prepared. Any defect found, which cannot be rectified by the vessel, must be brought to the attention of the Company in sufficient time to allow the work to be carried out before the survey.
The Master must ensure that sufficient crew is on board to assist the surveyor as required and that all crew are on board for safety drills. Surveyors & inspectors are to be treated courteously and given all practical assistance. The Master must ensure that a suitable record is maintained of all continuous survey items.
EXTENSION :
A postponement of the term of validity of a Statutory certificate, servicing interval, or Dispensation, in accordance with the provisions of the relevant Convention, due to extenuating circumstances encountered that prevent the crediting of a requisite task prior to the nominal due date. Extensions of servicing intervals in particular are referred to as “Service Extensions”. Extensions are also issued with time specific corrective action requirements compliance with which are reportable to the Administration by the expiration date.
If a ship at the time of a certificate’s expiry is not in a port where it is possible for it to be surveyed, the Administration may extend the period of validity of the certificate. However, this extension shall be granted only for the purpose of allowing the ship to complete its voyage to the port in which it is to be surveyed, and then only in cases where it appears proper and reasonable to do so.
While applying for Extension certificate, Flag/ class guidance has to be complied with. Validity of extension is dependent upon Administration. Vessel and office shall closely monitor to ensure that the new certificate is issued well before expiry date of extension certificate.
EXEMPTION :
An Exemption is a permanent release from compliance with a Statutory Convention requirement due to the existence of specific circumstances as sanctioned by the provisions of that Convention. The ‘Exemption Certificate’ is linked to, and retained with, its associated statutory certificate, and is issued by the Recognized Organization (RO) issuing that certificate under authorization from the Administration, which shall be in accordance with reference.
While applying for Extension certificate, Flag/ class guidance has to be complied with. Vessel and office shall closely monitor the condition of exemption basis which certificate has been issued. In case of the condition basis which exemption has been given is scheduled to be ceased, Vessel should liaise with office to remove the exemption certificate in time and update the records accordingly.
DISPENSATION :
A temporary allowance granted in writing (Dispensation Letter) by the Administration to permit a ship to proceed without being in full compliance with a specific Convention requirement due to mitigating circumstances preventing the immediate rectification of the subject deficiency. Dispensations are issued with time specific corrective action requirements; compliance with which are reportable to the Administration by the expiration date.
While applying for Dispensation letter, Flag/ class guidance has to be complied with. .Validity of dispensation is dependent upon Administration guidelines. Vessel and office shall closely monitor to ensure that vessel becomes fully compliant with specific Convention requirement for which dispensation was taken, well before the expiry date of dispensation letter and Flag/ class has to be informed accordingly.