CRITERIA AND GUIDELINES FOR CREWING AGENCY

CRITERIA AND GUIDELINES FOR CREWING

AGENCY

Rev No. : 4

Date : 31-Aug-17

Page : 1 of 52

Uncontrolled document when printed

CRITERIA AND GUIDELINES FOR CREWING AGENCY

TO RECRUIT CREW FOR VESSELS MANAGED BY

SYNERGY GROUP

CRITERIA AND GUIDELINESS FOR CREWING

AGENCY

Rev No. : 4

Date : 31-Aug-17

RECORD OF REVISION Page : 2 of 52


Content Affected Page Rev.No. Date

All Section All 0 25-Feb-2016

Table of Content All 1 10-Jun-2016

Ch. 6 Training All 1 10-Jun-2016

Table of Content All 2 15-Sep-2016

Ch. 4 Selection criteria All 1 15-Sep-2016

Ch. 5 Medical fitness and Synergy’s Drug and alcohol policy

All 1 15-Sep-2016

Table of Content All 3 20-Dec-2016

Ch.3 Minimum Requirements for CA All 1 20-Dec-2016

Ch. 4 Selection criteria All 2 20-Dec-2016

Ch. 6 Training All 2 20-Dec-2016

Ch. 4 Selection criteria All 3 31-Aug-2017

Ch. 10 Crew Replacement Procedures All 1 31-Aug-2017


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Rev No. : 4

Date : 31-Aug-17

TABLE OF CONTENTS Page : 3 of 52


CHAPTER TITLE REV. NO DATE

1 Introduction 0 25th Feb 2016

2 Recruitment Policy 0 25th Feb 2016

3 Minimum Requirements for CA 1 20th Dec 2016

4 Selection Criteria 3 31st Aug 2017

5 Medical Fitness and Compliance with Synergy’s Drug and Alcohol policy

1 15th Sep 2016

6 Training for Seafarers 2 20th Dec 2016

7 Performance Appraisal 0 25th Feb 2016

8 Disciplinary Procedure 0 25th Feb 2016

9 Complaint Procedure 0 25th Feb 2016

10 Crew Replacement Procedures 1 31st Aug 2017

11 Crewing Report 0 25th Feb 2016

12 Audits 0 25th Feb 2016

13 Management Review 0 25th Feb 2016


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Rev No. : 0

Date : 25-Feb-16

Chapter -01 INTRODUCTION

Page : 4 of 52


1. INTRODUCTION

This document provides criteria and guidelines to Crewing agents (CA) to employ seafarers on board vessels managed by Synergy Group companies. The content of this document is in consonance with Recruitment policy and Synergy group policies.


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Chapter - 02 Date : 25-Feb-16

REQUITMENT POLICY Page : 5 of 52


2. RECRUITMENT POLICY

Synergy recognizes that the quality of crew on board ship and their effective performance are the key to success.

Synergy requires the CA to provide them with crew having a high level of safety awareness, adequate qualification, well-motivated and appropriately trained.

The CA shall:

a) have the recruitment policy to ensure that our vessels are:

a) Manned with qualified, certificated and medically fit seafarers in accordance with National and International requirements.

b) Appropriately manned in order to encompass all aspects of maintaining safe operations on board.

b) Ensure compliance with the Minimum Safe Manning Document issued by the Flag state.

c) Shall not levy any fee or other charges to seafarers for providing employment to seafarers directly or indirectly, in whole or in part for the purpose of recruitment.

d) Shall work on the feedback from the principal and strive for continual improvement.

e) Employs seafarers on behalf of ship owners, as per requirements of the principal. The company is an equal opportunity employer and it does not discriminate on basis of Nationality, religion, caste or sex.

f) Shall not use any means, mechanisms or lists intended to prevent or deter seafarers from gaining employment for which they are qualified.

g) Ensure that seafarers above the age of 18 years only are employed or engaged to work on a ship managed by the Synergy group. This shall be verified from the seaman’s discharge book and or passport.


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Chapter - 03 Date : 20-Dec-16

MINIMUM REQUIRMENTS FOR CREWING AGENCY Page : 6 of 52


3. MINIMUM REQUIREMENTS FOR CREWING AGENCY

The agency shall have the following minimum requirement:

▪ Agency has policies pertaining to selection and quality with the minimum to requirements of Synergy group.

▪ Agency has been approved or possesses valid License as required under the national legislations. The Agency shall have a document verifying compliance with the standards of MLC 2006 Standard A1.4 and authorization to operate as an Agency. The Agency shall send a copy of the Agency document of compliance and authorization to the company.

▪ The Agency shall ensure the following:

• That the seafarer is not subject to exploitation with regards to offer of engagement on particular ship or by particular companies,

• Prevent the opportunities for exploitation of seafarers arising from the issue of joining advances or their financial transactions between the company and the seafarer which are handled by the Agency.

• To have transparent information on the costs, if any, that the seafarer will incur during the recruitment process and these costs shall be clearly publicized.

• Request for information or advice by families of seafarers while the seafarers are at sea are dealt with promptly, sympathetically and at no cost.

▪ Ensure that Synergy policies and guidelines for recruitment, medical examination, training and placement are fully understood.

▪ The agency believes in ensuring minimum safe manning (MSM) of the vessel is complied with and changes well planned. The agency shall retain a copy of Minimum Safe Manning certificate for vessels manned by the agency. Inform the company if MSM is not complied and arrange for dispensation from flag state.

▪ A procedure available to recruit the seafarers. Due considerations must be provided for the nationality, education and training system prevalent in the country.

▪ Interview prospective candidates to review experience and qualifications, review the adequacy of experience and competency to serve on assigned vessel and carry out reference checks for experience stated by the seafarer and forward to Synergy group, bio-data of candidates shortlisted to join vessel, for review and approval.


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▪ The seafarers recruited undergo stringent medical examination as required by the Synergy group and flag state.

▪ The seafarers recruited possess valid certificate of competency to perform the function on-board.

▪ The seafarers undergo required STCW courses and necessary certification. ▪ The seafarers selected for special types of vessels have the necessary

endorsements as relevant. ▪ The Agency shall maintain an up-to-date register of the ships for which it

provides seafarers. This register may be maintained in an electronic format but shall be available for inspection by duly authorised officials.

▪ The Agency shall maintain, with due regard to the right to privacy and the need to protect confidentiality, full and complete records of the seafarers covered by their recruitment and placement system. The records shall include but not be limited to:

• the seafarers’ qualifications;

• record of employment;

• personal data relevant to employment; and

• medical data relevant to employment

▪ The Agency shall inform the seafarer of their rights and duties under their employment agreements prior to or in the process of engagement and that proper arrangement are made for seafarers to examine their employment agreements before and after they are signed and for them to receive an original of the agreement which shall be signed by both the seafarer and the company or the manning agency appointed by the company.

▪ The CA shall advise the seafarer of the following:

• the documentation (e.g. medical examinations, training certifications, etc.) or other requirements for the seafarer to gain employment,

• any particular conditions applicable to the job for which they are engaged,

• the particular company policies relating to employment

• Complaint procedures as per MLC 2006

▪ The CA shall have a process for verifying that labour conditions on ships where seafarers are placed are in conformity with the applicable collective bargaining agreements concluded between a company and a representative seafarers’ organisation

▪ Communicate crew relief plans to Synergy group for approval.


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▪ A procedure available to ensure the seafarers performance are evaluated and monitored and training needs are identified regularly.

▪ Provide a quarterly report of seafarers employed on board Synergy vessels. ▪ A procedure for counselling the seafarer for their career guidance and

psychological requirements. ▪ A procedure available to ensure the senior officers are made familiar with

company SMS including policies and procedures. ▪ A procedure available to provide seafarers the necessary contact details of

the company and the Designated Person Ashore. ▪ Have a grievances redress system to resolve seafarer complaints. Complaints

pertaining to shipboard SMS shall be forwarded to Company. ▪ A procedure available to provide them necessary medical arrangement,

facility and support arising due accidents and injuries on-board the vessel during their service.

▪ A procedure available to ensure the seafarer is motivated for the further improved performance.

▪ Ensure that all seafarers working on board have a signed original of the seafarers’ employment agreement, and the agreement is signed by both the seafarer and the CA.

▪ A necessary briefing and debriefing done to carry out their familiarization and feedback pertaining to the requirement and improvement of the company, agency or the vessel.

▪ Continuously monitor and provide information and recommendations to the Controlling office relating to local conditions with respect to availability of crew, forthcoming employment terms and wage reviews, potential difficulties relevant activities and training facilities and developments.

▪ The Agency shall be operated in an orderly manner that protects and promotes seafarer’s employment rights as provided in MLC 2006.

▪ A procedure available to examine and respond to any complaint concerning their activities and advise the flag state of any unresolved complaint. The Agency shall maintain a record of any complaints concerning their activities

▪ In cases where crewing agency employs a sub-contractor, such sub-contracted agent would be used only for identifying potential seafarers. Crewing Agency’s procedures for recruitment including recruitment tests, panel interviews, standard forms, minimum criteria etc. would need to be adhered to employ such seafarers.


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Chapter - 04 Date : 31-Aug-17

SELECTION CRITERIA Page : 9 of 52


4. SELECTION CRITERIA

The elementary qualification for sea farers joining fleet vessel are-

• Appropriate Certificate of Competency.

• Has working knowledge of Marine English.

• Medically fit.

• Able to provide references /reports from last employer / vessel.

In case of new vessel types in the fleet, it shall be ensured that the onboard management level staff shall have an experience on such type of vessel.

The CA shall ensure that all seafarers working on board any ship are trained or certified as competent as per STCW and as per Flag requirements or otherwise qualified to perform their duties.

The CA shall ensure that seafarers are trained in mandatory STCW courses through authorized shore based institutes and hold appropriate certificates.

All original certificates shall be carried on board. While the CA verifies this at time of recruitment of seafarers, the Master also checks this when seafarers join the ship. The Company monitors this through the crew and CA documents received in office and periodic audits of the CA.

CA to have a team in place for discharging following responsibilities-

• Ensure selection of competent seafarers

• Ensure that the training needs for the seafarers are identified and implemented.

• Responsible for the upkeep and maintenance of the training matrix.

• Sets criteria for competency based assessment system which shall be rank and type specific

• and responsible for the approval of competency assessment module

• Responsible for coordination and effective implementation of the planned training program for sea staff.

CA shall ensure that following categories of crew are put through a competency evaluation process–

1. All new joiners (Crew as well as officers) 2. All ratings and officers with below average appraisals 3. All ratings and officers recommended/desirous/eligible for promotion


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4. All ratings and officers who have been warned for breach of discipline on board. In such cases they would also have to undergo psychometric evaluation.

5. Ratings with above average and good appraisals and without any adverse remarks from vessel need not undergo competency management tests.

6. Management level officers shall have to be evaluated only by way of panel interviews consisting of members from competency team, manning team and concerned technical/marine superintendent/manager.

7. All junior officers need to undergo competency evaluation at an interval of a minimum of every two years but not exceeding three years, to identify gaps in their competence and identify training needs accordingly.

CA shall also ensure that psychometric assessment is carried out for following categories of crew. The suitability for the role, as concluded from such assessment, should be average and above

1. All new recruitments for the positions of Master, Chief Officer, Chief Engineer and Second Engineer

2. All crew who are being promoted to the ranks of Master, Chief Officer, Chief Engineer and Second Engineer

3. All new recruitments to the positions of deck cadets and Junior Engineers 4. All ratings being promoted to officer ranks


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Below Qualification and Experience criteria shall be complied with for all recruitment.

Rank Qualification and Experience Criteria

Master

&

Chief Eng.

1. Holding Class 1 COC and relevant DCE, if applicable.

2. Holding mandatory STCW course certificates

3. Completed Medical Care course as per STCW requirements (For Masters

only)

4. Sea time of more than 5.5 years as independent WKO, If being promoted

on tankers then 3.0 years as C/O or 2/E. If being promoted on other vessels,

then 2.5 years as C/O or 2/E

5. Sea service of 6 months on similar type of vessel.

6. New recruits should have Rank experience of 6 months.

7. Medically Fit.

8. SSO certificate of Proficiency as per STCW 2010 amendments.

9. Age between 28 and 60 years.

10. Bridge Team Management, Ship Manoeuvring Simulator (For Masters)

11. For promotion - at least two successful tenures on board Synergy Group

vessels as CO/ 2E, completion of promotion orientation program.

12. For promotion (Master) - Ship handling simulator course dated within 1

year prior taking command (In-house course preferred). Minimum two

Recommendations from two different vessels Masters on Synergy Group

vessels and psychometric assessment.

13. New recruits and those being promoted must undergo Competency

evaluation by panel consisting of members from competency team,

manning team and concerned technical/marine superintendent/manager

14. New recruitment Masters and Chief Engineers - Psychometric test is

mandatory. Suitability as concluded in such test, should be average and

above

15. Training as per Company’s Training Matrix.

16. For Masters on board containers – HAZMAT training certificate


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Chief Off.

&

2nd Eng.

1. Holding Class 2 COC and relevant DCE, if applicable.


3. Experience of more than 2.5 years as independent WKO on tankers,

including 1 year as 2/O or 3/E. For dry cargo ships experience of 2 years as

independent WKO, including 1 year as 2/O or 3/E.

4. Sea service of 6 months on similar type of vessel for dry cargo ships. On

tankers should have minimum 2.5 years of total service on tankers.

5. New recruits should have Rank experience of 6 months

6. Medically Fit.

7. Age between 25 and 55 years.

8. Bridge Team Management (for Chief Officer)

9. For Promotion – Minimum two recommendations from two different vessel

Masters on Synergy Group vessels, and completion of Company’s

Promotion orientation programme.

10. SSO Certificate (Recommended for Chief Officer)

11. Ship Manoeuvring Simulator Course (Recommended for Chief Officer)

12. Training as per Company’s Training Matrix

13. For Chief Officers on board containers – HAZMAT training certificate

14. New recruits and those being promoted must undergo Competency

evaluation by panel consisting of members from competency team,

manning team and concerned technical/marine superintendent/manager

15. New recruits and candidates on promotion also need to undergo

psychometric assessment. Suitability, as concluded in such test, should be

average and above

2nd Off &

3rd Eng.

1. Holding OOW COC and relevant DCE, if applicable.


3. Experience of more than 1 year as independent WKO.

4. Age between 21 and 55 years

5. Medically Fit.

6. Bridge Team Management Course (2nd Officer)

7. Training as per Training Matrix

8. For Promotion – Minimum one recommendation from Master on Synergy

Group vessels


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9. New Recruit should pass the competency test and interview scoring a

minimum of 60%

10. New recruits should have minimum 6 months of rank experience.

11. For Oil Tanker - Specialized training on Oil Tankers (TASCO).

12. For Chemical Tanker - Specialized training on Chemical Tankers (CHEMCO).

13. For Gas Tanker – Specialized training on Gas Tankers (GASCO).

14. For containers – Basic HAZMAT training certificate

15. All officers need to undergo a competency evaluation screening once in

every three years

3rd Off

&

4thEng

1. Holding OOW COC and relevant DCE, if applicable.


3. Proof of watch keeping experience.

4. Medically Fit.

5. Age between 20 and 55 years

6. Bridge Team Management Course (3rd Officer)

7. New Recruit should pass the competency test and interview scoring a minimum of 60%

8. Training as per Training Matrix

9. For Oil Tanker - Specialized training on Oil Tankers (TASCO)

10. For Chemical Tanker - Specialized training on Chemical Tankers (CHEMCO).

11. For Gas Tanker – Specialized training on Gas Tankers (GASCO).

12. For containers – Basic HAZMAT training certificate


every three years


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Elec. Off. 1. Age between 22 and 58 years.


3. Holding diploma in Electrical Engineering or equivalent naval qualification /

3 years’ service on naval ships or relevant marine experience.

4. Experience of more than 1 year as E/O on similar vessels or experience of

more than 2 years as Assistant / trainee E/O.

5. Medically Fit.


minimum of 60%


every three years

Fitter

1. Age above 18 and not more than 55 years


3. Experience of more than 1 year as fitter on similar vessels OR experience of

2 years as Trainee Fitter OR Fitter with work 3-year experience in a Marine

workshop ashore and proven proficiency in fitting, machining, welding, gas

cutting.

4. Medically Fit.


minimum of 60%

Pump man 1. Age above 18 and not more than 55 years


3. Relevant DCE


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4. Experiences of 1-year service as pump man OR Fitter / Deck / Engine Rating

with experience of 1 year as Trainee Pump man on tankers.

5. Medically Fit.


minimum of 60%

Bosun 1. Age above 18 and not more than 55 years.


3. Holding Deck watch keeping certificate and relevant DCE.

4. Experience of 3-year service as AB, and sailed on at least 2 tenures on

similar vessel type.

5. For Promotion – Minimum 1 recommendation from Master on Synergy

Group vessels.

6. Medically Fit.


minimum of 60%

Able Seaman(AB)

1. Age above 18 and not more than 55 years.


3. Holding AB watch keeping certificate for ratings & relevant DCE.

4. Experience of 1 year as AB or 18 months as an OS and sailed at least for 1

tenure on similar vessel type.

5. For Promotion – Minimum 1 recommendation from Master on Synergy

Group vessels.

6. Medically Fit.


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minimum of 60%

Ordinary Seaman (OS)



3. Trainee Seaman from other companies with minimum 1-year experience.

4. Experience of 1 year as Trainee Seaman / UH on Synergy Group vessels.


minimum of 60%

6. Medically fit

Oiler



3. Holding Engine watch keeping certificate for ratings & relevant DCE.

4. Experience of 1 year as Oiler or 24 months as Trainee ER rating and sailed

for at least 1 tenure on similar vessel type.

5. Medically Fit.


minimum of 60%

Wiper



3. Trained in an approved institution for Seamanship.

4. Experience of 1 year as Trainee ER rating.

5. Medically Fit.


minimum of 60%


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COOK



3. Trained, qualified and found competent as per flag requirements. For each

vessel please refer to DMLC II for individual flag requirements.

4. Certificate of competency as Cook by DG Shipping.

5. Experienced cook sailed at least 18 months on foreign going vessels

6. For Promotion - GS to Cook: Should have done cookery course from

catering college and recommendation from at least 1 Master on Synergy

Group vessels.

7. Medically Fit.


minimum of 60%

In circumstances of exceptional necessity, the competent authority may issue a

dispensation permitting a non-fully qualified cook to serve in a specified ship for a

specified limited period, until the next convenient port of call or for a period not

exceeding 1 month, provided that the person to whom the dispensation is issued is

trained or instructed in areas including food and personal hygiene as well as

handling and storage of food on board ship.


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Catering Staff



3. Trained or instructed for their position as per flag requirement.

4. Medically Fit.


minimum of 60%

The requirement of the age limit may be relaxed on a case to case basis, subject to approval of Synergy.

Any exceptions in the eligibility criteria for new recruitment or experience for promotion shall be considered only after the approval from Synergy.

4.1 EXPERIENCE4.1 EXPERIENCE MATRIX FOR TANKER VESSELS

The CA shall ensure that following minimum experience matrix for officers is maintained on tankers. Where the Charterer of a tanker has a different experience matrix requirement, the charterer’s experience matrix shall be complied with.

Senior Officers Master Chief Mate Chief Engineer Second Engineer

Calendar time with Company (including time served in Synergy)

Aggregate Not less than 2 Years Aggregate Not less than 2 Years

Sea time in Rank Aggregate Not less than 3 Years Aggregate Not less than 3 Years

Sea time on all types of tankers Aggregate Not less than 6 Years Aggregate Not less than 6 Years

Date of joining Minimum 2 weeks between dates of joining

Minimum 2 weeks between dates of joining


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Junior Officers Second Officer

Third Officer Third Engineer

Fourth Engineer

Sea time in Rank Aggregate Not less than 1 Year Aggregate Not less than 1 Year

Sea time on all types of tankers

Aggregate Not less than 1 Year Aggregate Not less than 1 Year

Date of joining Minimum 2 weeks between dates of joining

Minimum 2 weeks between dates of joining

However, in the event of any non-compliance with the above matrix requirements due to exceptional circumstances, any one or combination of the following risk mitigation measures will be adopted after the approval from Synergy.

• Extended familiarization in office for new takeovers (Minimum 5 days)

• Extended briefing/ time in office prior taking up assignment (Minimum 5 days)

• A short tenure on a company vessel prior taking up assignment (At least 2 weeks)

• An extended parallel voyage exceeding present overlap policy prior assuming charge

• Transfer of personnel from another vessel

• Additional familiarization by Synergy representative / superintendent sailing with the vessel

• Additional attendance by Synergy representative / superintendent in port

• Placing of an ex-company additional officer with superior license to supplement the shortfall in combined sea time.

4.2 PROBATIONARY PERIOD

Probation period shall be forty-five days on first engagement.

The first three months of service following promotion to a higher rank shall be a probationary period.

Appraisal for the probationary period can be combined with midterm appraisal. For Masters and Chief Engineers, the appraisal shall be carried out by Synergy’s superintendent and the confirmation of his appointment shall be sent via email. Where the above criteria for probation cannot be met approval needs to be obtained from the Synergy for their acceptance.


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Chapter - 05 Date : 15-Sep-16

MEDICAL FITNESS AND SYNERGY’S DRUG AND ALCOHAL POLICY

Page : 20 of 52


5. MEDICAL TESTS FOR SEAFARERS

The CA shall ensure that Seafarers employed on SYNERGY GROUP managed vessels undergo medical examination.

Prior to beginning work on a ship, any seafarer employed holds a valid medical fitness certificate attesting that the seafarer is medically fit to perform the duties they are to carry out on board the ship as per the table below. The nature of the medical examination and Certification shall be in accordance with the ILO 73 or STCW 2010 or MLC 2006 Conventions and fulfilling any specific flag state requirements. This shall be verified by the CA or the sub-contracted manning agency prior signing the employment agreement.

The CA shall carry out Medical Examination which is in line with the Flag State / ILO / WHO and IMO requirements.

The Pre-Employment Medical Examination (PEME) shall be carried out in accordance with Manager’s requirements or to below matrix:

Module A (Age <34)

TEST CONDUCTED

1. COMPLETE MEDICAL CHECK UP 2. ANALYSIS AND MEDICAL OPINION 3. CBC COMPLETE BLOOD COUNT 4. ESR IN ONE HOUR 5. VDRL TO SCREEN FOR SYPHILLIS 6. HIV BY ELISA METHOD TO SCREEN OF AIDS 7. FASTING BLOOD SUGAR 8. CREATININE 9. SGPT/SGOT 10. GLYCOSYLA TED HB CALEED AS HBALC 11. URINE ROUTINE ANALYSIS 12. CHEST X-RAYS PA VIEW 13. RESTINGECG 14. DRUG & ALCOHOL TEST- Amphetamine, Opiates, Cocaine, Marijuana,

Barbiturates, phencyclidine, alcohol 15. SONOGRAPHY 16. AUDIOMETRY


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MODULE B (AGE: 35-39)

TEST CONDUCTED


Barbiturates, phencyclidine, alcohol 15. FASTING LIPID PROFILE 16. SONOGRAPHY 17. AUDIOMETRY

MODULE C (AGE 40-49)

TEST CONDUCTED

1. COMPLETE MEDICAL CHECK UP 2. ANALYSIS AND MEDICAL OPINION 3. CBC COMPLETE BLOOD COUNT 4. ESR IN ONE HOUR 5. VDRL TO SCREEN FOR SYPHILLIS 6. HIV BY ELISA METHOD TO SCREEN OF AIDS 7. FASTING BLOOD SUGAR 8. CREATININE 9. SGPT/SGOT 10. GLYCOSYLA TED HB CALEED AS HBALC 11. URINE ROUTINE ANALYSIS 12. CHEST X-RAYS PA VIEW 13. RESTINGECG


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14. DRUG & ALCOHOL TEST- Amphetamine, Opiates, Cocaine, Marijuana, Barbiturates, phencyclidine, alcohol

15. FASTING LIPID PROFILE 16. SONOGRAPHY 17. COMPULSORY TMT 18. AUDIOMETRY

MODULE D (AGE: 50-57)

TEST CONDUCTED


Barbiturates, phencyclidine, alcohol 15. FASTING LIPID PROFILE 16. ULTRA SOUND ABDOMEN SCAN 17. COMPULSORY TMT 18. TOTAL PSA BLOOD TEST 19. AUDIOMETRY 20. 2D ECHO

The company accepts valid medical fitness certificate issued only by the following:

1. a medical practitioner recognized by a MLC State Party and familiar with guidelines for conducting pre-sea and periodical medical fitness examinations for seafarers published by IMO, ILO or WHO; or

2. a medical practitioner recognized by a STCW State Party on the “STCW White List”; or


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3. Registered medical practitioners recognized by flag state and familiar with guidelines for conducting pre-sea and periodical medical fitness examinations for seafarers published by IMO, ILO or WHO.

Medical certificate shall be in English and maximum validity for medical fitness certificate is two years. Colour Vision shall be tested for deck officers, deck ratings, electricians, and any other seafarer expected to carry out Navigation duties. Maximum validity for colour vision is for six years. In any case Medical certificate shall be valid for the intended contract period + 3 months. In all cases the D&A test is to be compulsorily carried out for all seafarer’s prior joining the vessel, irrespective of the validity of the Medical Certificate.

In urgent cases, prior joining, where a seafarer does not possess a valid medical certificate and cannot get this prior vessel sailing out of port, company shall obtain permission from the Flag State for the seafarer to sail until the next port of call where medical examination can be carried out and certificate obtained from a qualified medical practitioner provided that:

a) The period of such permission does not exceed three months; and b) The seafarer concerned is in possession of a medical certificate which has not

been expired for longer than 1 month.

If the period of validity of a certificate expires in the course of a voyage, the Master informs the company and makes arrangements to send the seafarer for a medical examination at the next port of call provided that the period shall not exceed three months.

Seafarer who have been refused a certificate or have a limitation imposed on their ability to work will be given an opportunity to have further examination by another independent medical practitioner.

In addition, any trainee officer or trainee seaman being assigned first time to the ship shall be subjected to psychometric test approved by the company.

The CA shall ensure that procedures are in place for Seafarers to undergo blood chemical accumulation test upon signing off from chemical tankers or after exposure to chemicals.

Seafarer’s medical report must be treated as confidential on board.

Master shall ensure Validity of Medical Certificate at the time of Joining Vessel.

The CA shall provide details of medical tests that are conducted for seafarers employed on Synergy vessels.


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The CA shall submit a copy of medical report for all seafarers who join Synergy group managed vessel.

The Company shall comply with the Synergy’s Drug and Alcohol Policy requirements at all times.

In line with the Company's drug and alcohol policy, all seagoing personnel shall be subject to confidential drug and alcohol screening as a pre-requisite to employment with the Company. Results will be reviewed by the company and further tests may be carried out in cases where a positive result is recorded, depending on the extent of the first failure. If a further test also proves positive, no employment will be offered. The pre-employment screening of seagoing personnel is to be carried out in conjunction with their pre-employment medical, and at a place designated by the Company. Expenses relating to such screening will be borne by the CASynergy.

5.1 MANNING TEAM OR MANNING AGENTS IS RESPONSIBLE FOR:

▪ Arranging for D&A tests as part of pre joining medicals, to be carried out prior joining vessel irrespective of the validity of the medical certificate.

▪ Ensuring that every Master and crew joining vessel signs a declaration agreeing adherence to the Company's Drug and Alcohol Policy.

In accordance with the Industry and USCG standards, the Company adopts the maximum Blood Alcohol Concentration (BAC) for anyone on board company vessels: as 40 mg/100millilitres of blood (0.04%) at any time. BAC of 0.04% or above shall be considered as alcohol impairment.

All officers and ratings will observe the alcohol abstinence for at least 4 hours’ prior taking over watch keeping duties or any scheduled shipboard duties.

No person shall be allowed to perform a watch or engage in other duties whist under the influence of alcohol, which is understood to mean any reading greater than 0.0%BAC on Alco meter.

The Crewing Agency shall ensure that Master and other crew are adequately briefed regarding following requirements (including points 15.2 to 65.8 below) of the Company: -

Non-compliance to Drug and alcohol policy of company by any officer or rating shall result in disciplinary action against the individual which may include dismissal.

The company shall cooperate with all recognized authorities to ensure our ships or personnel are not involved in the consumption of any drug or in the trade of any illegal substance.


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The Company endorses a strict policy on alcohol sale and consumption on its vessels which is in line with present industry standards. It believes a total ban would be counterproductive.

Alcohol impairment is defined as 40mg/100ml or more blood alcohol unit. This is equivalent to 2 units of alcohol.

Note: 40mg/100ml blood Alcohol content is equal to 17.5 ppm per litre breath alcohol content, or 54mg/100ml urine alcohol concentration.

On-board tankers, crew members may be permitted for beer consumption, which will be issued from the vessel’s bond store. Possession of any form of liquor other than beer issued from the bond store is strictly prohibited.

On-board vessels other than tankers, crew members may be permitted for Beer and Table wine consumption. At any time, any liquor with alcohol percentage above 12% per volume is prohibited for consumption.

The Master is responsible for ensuring everyone on board adheres to the requirements detailed in the policy, and that the distribution of alcoholic beverages is carried out in a manner that positively prevents the possibility of abuse.

The following shall be prohibited at all times:

▪ Misuse of alcohol ▪ Bringing alcohol on board without the Master's knowledge ▪ Misuse of prescribed drugs ▪ The use, possession, distribution or sale of illicit or non-prescribed controlled

drugs

Disregard of the above prohibitions will result in disciplinary action being taken against the personnel involved, and may involve dismissal and/or legal proceedings.

5.2 MASTER IS RESPONSIBLE FOR:

▪ Enforcement of company’s drug and alcohol policy on board the vessel. ▪ Random testing of crew using Alco meter provided (especially on individuals

suspected of being under the influence of alcohol) ▪ Reporting violation of Drug and Alcohol issues on board. ▪ Strictly controlling the issuance of alcoholic beverages to crew ▪ Maintaining monthly record of alcoholic beverages issue. ▪ Conducting alcohol test for personnel involved, post incident on board,

within 2 hours of the incident.


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▪ On ships provided with drug sample collection kit, to collect samples post incident within 2 hours of the incident and send the same for testing.

Each individual on board has a responsibility to ensure that anyone on board whose performance is suspected of being impaired by intoxication is reported to a person of senior authority or the Master immediately.

If any crew member is called from his rest period and he knows that he may be under the influence of alcohol, the crew member should report his condition to the Supervising Officer.

Anyone taking medication, as prescribed by a doctor, must notify the Master when first joining a ship. The Master in turn will enter the type, quantity, and dosage of medication against the name of the patient, in the appropriate section of the register.

This procedure will not only ensure the Master is kept informed, so treatment can continue, but also will assist in the defence of the individual during testing.

Any medication taken that is neither prescribed by a doctor, the Master, or his designated deputy, and hence not recorded, shall be deemed as unauthorized, and no defense will be offered to the individual should traces of the medication be detected during testing.

It is expressly forbidden for anyone to take any illicit or non-prescribed drugs that include Narcotics and/or Controlled Substances, whilst under the employment of the company.

5.3 SALE, DISTRIBUTION OF ALCOHOL

The Master is solely responsible for the control of sales and distribution of alcoholic beverages on board, within the following conditions:

▪ The sale and control of alcohol is directed through the bond store (slop chest).

▪ Personnel shall not purchase alcoholic beverages for consumption by others.

On board tankers, not more than 2 cases of ordinary strength beer per individual per month may be supplied. The distribution, though it is as per Master’s discretion, shall be split over the weeks to avoid bulk consumption/abuse of the alcohol by the crew. The maximum permitted consumption shall be entered in AD 16-A (Alcohol Issue record-Non Tankers). This max limit shall be adhered by all staff.


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▪ Records of all sales and distribution/consumption shall be kept on board for at least two years, except in the event of an incident when they should be securely archived until the incident has been thoroughly investigated and concluded. These records shall remain confidential. These records will be reviewed during internal audits.

▪ The issue of alcoholic beverages to contractors on board shall be at the discretion of the Master and, if appropriate, in accordance with the terms of their contract.

▪ The Master should keep abreast of the requirements of local regulations, especially of areas where all alcoholic beverages are banned and may have to be put under seal during the vessel's stay within that country's territorial waters.

▪ Superintendent will monitor the on-board consumption by randomly verifying the invoices for alcoholic beverages.

5.4 FOR TANKER VESSELS ONLY:

On-board Tankers, the following additional measures to be followed for alcohol distribution:

▪ Master shall designate a person to issue permitted alcoholic beverages on a day to day basis.

▪ Alcohol will only be sold in cans or bottles opened at the time of sale. ▪ The issuance shall be such that at any point of time the individual shall not be

issued alcohol, the quantity of which if consumed would exceed the permissible limits of the company’s drug and alcohol policy.

▪ Alcohol may only be sold and consumed within specified hours. These hours may be varied by the Master according to vessel operations.

▪ Alcohol will only be sold and must be consumed in the officers’ and ratings’ lounges unless authorized by the Master.

▪ Any person buying a drink on board a vessel must enter the details and sign for the purchase in form AD-16B (Alcohol Issue Record- Tankers) at the time of purchase. This record shall be maintained at least for a period of 3 years.

▪ No alcohol shall be issued to a person who does not consume alcohol. This shall be identified in the person’s declaration while joining.

▪ Personnel returning from shore leave shall be searched for illicit possession of drugs and alcohol.

▪ Random test using breathalyser shall be carried out at gangway for crew returning from shore leave.


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▪ The above mentioned random search and test shall be conducted such that at least 3 people shall be searched once in every 3 port of calls or if ports of calls are less frequent then once every month.

Also following procedures to be followed “on board tankers” for the monitoring of Company’s Drug and alcohol policy:

▪ The consumption record of alcohol shall be sent to the office on a monthly basis which shall be reviewed by the Marine superintendent.

▪ A record of periodic searches and Breathalyzer test after shore leave shall be maintained on board and shall be sent to the office on a monthly basis. These shall also be verified by the superintendent when visiting on board.

▪ The master’s weekly accommodation checks to include special attention to illicit possession of drugs and alcohol.

▪ Visiting superintendent shall carry out a random breathalyser check and random cabin inspection whenever practicable.

5.5 ON BOARD UNANNOUNCED DRUG AND ALCOHOL TEST (BY SHORE BASED TEST LAB)

The abuse of drugs, and the more prolonged abuse of alcohol, can be detected by analysing an individual's urine sample under strict laboratory conditions.

Company policy is that unannounced third party testing for drug and alcohol shall be carried out on each tanker vessel once per year as a minimum for all the employed personnel on board at that instant.

The appointed Test Laboratory will initiate the tests and will determine the vessel, port and date for carrying out random testing. Their representative will be a Qualified Collector (QC).

The procedures for testing will be laid down and provided by the attending QC on behalf of the appointed Test Laboratory.

The samples will be forwarded to the appointed laboratory.

The Master files copies of all associated paperwork handed to him by the QC

The results are reviewed by Company and forwarded to the Master. Where any personnel’s test results turn out positive on drugs, the said personnel will be signed off for further investigation and further action. Where the results show positive for alcohol, Master will be requested to conduct an investigation and report the results to the office. Based on the report of the Masters


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investigation, if found necessary, the said personnel will be signed off for further investigation and further action. The action for the above violations may include dismissal from the company.

5.6 ON BOARD UNANNOUNCED ALCOHOL TEST (BREATH ANALYSER TEST) INITIATED BY COMPANY ON ALL VESSELS

The procedure of random check is as follows

▪ Company will send a message to the vessel on her Inmarsat- C terminal. ▪ Master will organize the test immediately after receipt of the message for all

on board ship staff and revert with the results within three hour of receipt of such a message.

▪ Form “Alcohol test record” shall be completed, scanned and sent to the office by e-mail.

▪ Master’s test should be supervised/conducted by Chief-Engineer or Second Engineer.

The list of personnel tested will be at least 50 percentage of the ship’s personnel, including one watch keeper from each department.

5.7 ON BOARD UNANNOUNCED ALCOHOL TEST (BREATH ANALYSER TEST) AT MASTER’S DISCRETION

Industry standard Alco meters are placed on board each vessel to allow the Master, or his deputy, to ascertain the alcohol level of any personnel on board should circumstances necessitate such action. The maker’s instructions must be followed when collecting a breathalysers sample to ensure it is admissible and the individual's rights are preserved.

The Master shall perform alcohol testing, using the Alco meter, under the following circumstances:

▪ When an individual is suspected of being over the alcohol limit whilst on duty ▪ When an individual is suspected of being over the alcohol limit immediately

prior to ▪ going on duty ▪ Immediately after any accident/incident, no matter how minor ▪ Upon receipt of a message from company (Random Test) ▪ On Monthly basis – Random Test. (personnel tested will be at least 50

percentage of the ship’s personnel, including one watch keeper from each department). The random tests shall be such that all ships personnel are tested at least once in every 3 months.


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▪ All the test need to witnessed by two personnel and the record of tests to be maintained on Form “Alcohol test record”.

5.8 POST INCIDENT D&A TESTING

It is essential that a drug and breathalyser test is carried out within 2hrs. of any incident. Ships are provided with appropriate instrument. Result of these tests should be recorded and provided as required by any authorities. For the purpose of carrying out this test all tankers shall be provided with drug testing kit capable of collecting samples for full crew on board. The purpose of these alcohol tests is to establish whether alcohol is being abused or whether it may have been a contributory factor in any accident/incident. More importantly, the proof of an individual's sobriety will be essential in mitigating any accusation of guilt during any subsequent inquiry. It is therefore essential that these tests be performed as early as possible under the foregoing circumstances.

5.8.1 RESULT ON DRUG AND ALCOHOL TEST

At circumstances some of the results are likely to be

▪ Positive ▪ Diluted

These could be the result of a deliberate / non-deliberate action by the reported personnel. In such circumstances, the Master / senior staff on board will be consulted for a feedback on the reported personnel. All evidences that are available will be analysed, such as:

▪ Consumption record ▪ Sobriety of the personnel as reported by the vessel ▪ Medical records during signing-on ▪ Previous test records (on board or unannounced by third party, if available) ▪ Any medication that may be used by the personnel (reported or otherwise) ▪ Interview with the personnel (in-person or over phone)

Attitude and respect towards the stipulated procedures as reported by peers on board

The issue will be handled according to the outcome of the investigation. If required, the personnel may be immediately taken off from the vessel for further investigation / tests. The conclusion of the investigation, however, will be in lines of the just-culture followed by the organization.


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A 'drug' means any substance (other than alcohol) that has known mind or function altering effects on a person, specifically including any psychoactive substance and including, but not limited to, controlled substances. Drugs, illicit/controlled substances include, but are not limited to

Drugs, illicit / controlled substances that are tested for include, but are not limited to:

▪ Marijuana ▪ Cocaine ▪ Opiates ▪ Phencyclidine (PCP) ▪ Amphetamines and Derivatives of above.

Serious and severe actions will be taken on any person(s), found to be in possession of drugs or controlled substances. Master will be responsible for keeping the drugs as required by the statutory and vessel requirement.

In majority of countries it is a serious criminal offence to be found in possession of, or trafficking, illegal drugs and, if found guilty, may also result in death sentence. For the safety of all concerned, pre-departure searches and the control and registering of visitors should be carried out to ensure that neither ship's personnel nor visitors are in possession of illicit drugs. Any suspicions should be acted upon immediately.

Furthermore, each and every individual shall sign a `Drug & Alcohol Declaration Form' or any similar Declaration as required by Manager’s / Principal’s prior to embarking on a voyage upon a Company manned vessel. These declarations are to be kept on file for the period each individual is on board.


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6. TRAINING

6.1 GENERAL

The Company is responsible for ensuring that seafarers have the appropriate information, training and instruction to enable them to work safely, making arrangements for consultation with seafarers about health and safety matters, and having systems for recording and investigating safety incidents and accidents on board. It also is responsible for providing feedback on analysis of various incidents as part of continual improvement.

The Crewing Agency shall ensure that all personnel receive training in the methods and techniques required to undertake their duties and responsibilities as per company procedures. All personnel whose work may create significant impact on the environment shall receive appropriate training to ensure QHSE awareness in accordance with company procedures.

The crewing agency is responsible for arranging the trainings needs that have been identified by the company whilst the ship staffs are ashore, and for maintaining the training records of all ship staff in database.

6.1.1 IDENTIFICATION OF TRAINING NEEDS

Training needs of Fleet Personnel are identified at the following stages but not limited to:

Company’s training Matrix.

Appraisal –Master in consultation with the Heads of Department shall identify the training needs of the staff on board. These shall be reported and the entry shall also be made into an appropriate database.

Promotion– During promotion orientation programme any needs identified shall be recorded and trainings provided to the ships staff.

Corrective Action: All training needs identified as corrective action during the following have to be recorded in an appropriate database and imparted to the ship staff:

▪ Incident investigation ▪ Drill ▪ VIR ▪ Audit Report ▪ Management Review ▪ Office Audits ▪ Customer feedbacks


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Specific risks: Where a specific risk to health or safety is identified in relation to a particular item of work equipment, its use and any repairs, modifications or maintenance.

Competency Test: Additional training requirement identified during interviews and or competency test.

MOC training needs: Training needs arising from

▪ New regulations coming into force ▪ Takeover of new vessel by the company ▪ Owner requirement ▪ Trading area requirement ▪ Installation of new equipment and others

6.2 METHODS OF TRAINING

Following are the methods by which the trainings can be imparted to the ship staff:

6.2.1 IN-HOUSE TRAINING

In-house training courses and training material to be developed based on the IMO model and/or training needs customised to synergy group. They shall draw guidance from statutory and regulatory requirements as well as industry best practices, where applicable.

Class Room Training

Training will be carried out by designated trainers, which will be documented in the training programme. Crewing Agency shall ensure that all crew undergo the necessary in-house training as detailed in Company’s training matrix.

Crewing Agency shall ensure that at any time, at least two seafarers on board should have been trained in Incident Investigation. Refresher course for Incident investigation shall be provided for the team at a period not more than 3 years.

The records of all such training should be readily available with the in-house training provider and with the crewing agency.

Recognized Training Institute

As per the annual training plan, external training will be conducted by Crewing Agency using recognized training institutes. Company shall assist Crewing Agency in identifying such recognized training institutes. Training centres shall also facilitate in conducting training courses provided by the equipment manufactures.


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Primarily, our In-house institute at Chennai will be used. For courses not available with institute, alternate training centres will be considered.

All records related to training carried out shall be maintained by the Crewing Agency.

6.3 ON BOARD TRAINING

6.3.1 BY THE SENIOR OFFICERS:

On Board Training will be conducted through drills (Drill Planner), safety meetings, Videotel and other training means as identified by the company, under supervision of the Master. Training conducted on board shall be recorded in the SF 17 forms. Attendance at safety training and drills is essential for all seafarers.

Command orientation program is designed to assist the Chief Officers to learn the required skills prior to considering them for promotion. This will be initiated from the office. OnboardOn-board training program is available for other senior officers (2nd officer to Chief Officer, 2nd Engineer to Chief engineer and 3rd engineer to 2nd Engineer). This program is used to help officer grow as an able and professional senior officer. Master’s and Chief Engineers will have to play the Mentor role and encourage the aspiring officers to voluntarily take up this orientation program. Any training need identified during this program shall be fulfilled prior promotion. Evidence of this training shall be maintained with the crewing agency.

6.3.2 BY THE FLEET TRAINERS:

Training can also be carried out by the fleet trainers. The fleet trainers can sail with the vessel for on board training. The training curriculum will be designed based on vessel requirements. Training provider/centre shall proactively assist with development of such curriculum and for administering the same. Fleet trainers shall be certified by training providers & authorised to issue training certificate on behalf of training provider.

6.4 BY CBT MODULES:

In addition to Classroom training programme, computer based training shall also be provided on shore as well as on board. Training centres will provide the self-learning CBT modules which the Staff may use to train when they are on leave or during pre-joining formalities. The CBT modules will be reviewed and modified as per requirements, on a regular basis by the company.


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6.5 ONLINE

Online computer-based training courses shall be provided by licensed Service providers. These courses are to be conducted by the training centre with training stations recognised by the Crewing Agency. The training centre shall always communicate with such service providers for smooth conduct of the courses.

For the purposes of review and validation, the scope of verification by the training centre shall be limited to ensuring that these courses are licensed at all times.

6.6 SEMINAR:

The Crewing Agency shall organise seminars once a year in accordance with Synergy group’s proposal and the schedule to be planned to accommodate as many senior officers as possible.

Seminars shall be used to promote Synergy’s safety management system and safety culture.

6.7 REQUIREMENTS FOR DIFFERENT MODES OF TRAINING

6.7.1 CLASSROOM TRAINING

▪ maximum strength for each course should be specified ▪ Course duration should be fixed ▪ Classroom should have adequate space and facilities appropriate to the

training requirements. ▪ The trainers deployed for the training shall be suitably skilled, qualified and

recommended to have TOTA (Training for Trainers and Assessors) ▪ Modern teaching aids like computers (Computer lab), multimedia projectors,

Audio / Video equipment, etc. to be available in all training rooms. ▪ Training courses and training material to be developed based on IMO model

courses along with training needs customised to synergy group and by drawing guidance from statutory and regulatory requirements as well as industry best practices, where applicable.

▪ Records of training should be maintained.

6.7.2 ON BOARD TRAINING:

▪ Seafarers giving on board training shall be competent and with appropriate training either as a result of the seafarer’s overall training for the position currently held or provided by other qualified persons on board or ashore, including the manufacturer of the equipment.

▪ Safety officer should have attended a suitable safety officer training course.


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▪ Training shall be provided to the senior officers on incident investigation methods.

▪ All seafarers who use work equipment should have access to all necessary health and safety information relating to the use of that equipment.

6.7.3 SELF-LEARNING MODULES:

▪ Duration of each course module should be fixed and adequate to meet learning objectives.

▪ Self-evaluation process should be provided at the end of each course. ▪ Evidence/certification should be provided after successful completion of the

course and recorded.

6.7.4 ONLINE COURSES:

▪ IMO clearance required along with acceptance from the flag state.

6.7.5 SIMULATORS:

▪ Based on requirements - arrangement for Ship Handling Simulator, Full mission Engine room simulator, Full mission Liquid cargo handling simulator with Oil Tanker, Chemical tanker, LPG tanker and LNG tanker modules to be made available. All three simulators can be integrated at any one time to simulate actual work atmosphere on board a ship.

▪ Facilities for ECDIS generic course, Type specific ECDIS course (FURUNO, JRC and Tokyo Keiki etc.)

▪ A monthly check to be carried out for all simulator related equipment which shall include check of updates required for electronic charts used in simulators. The results for all these checks shall be recorded.

▪ Records of training should be maintained.

6.7.6 VOD:

▪ To be provided by the licensed Service providers such as Videotel. ▪ Updates and new additions should be made available as and when available. ▪ Records of all ships having VOD on board should be maintained at the

training centre. ▪ Records of Trainings done on board should be captured via necessary

interface/platform at the training centre.


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6.8 GUIDELINES FOR TRAINING COURSES

▪ Training courses and training material to be developed based on IMO model courses along with training needs customised to the synergy group, by drawing guidance from statutory and regulatory requirements as well as industry best practices, where applicable.

Training needs as per 6.1.1 identified by group shall be furnished.

▪ Training should be in a language understood by the seafarer. ▪ Certificates shall be issued after completion of training to all trainees. ▪ After every training, there shall be a feedback session and questionnaire

circulated to all trainees who have attended the training. ▪ Feedback should be on the content, delivery, style & learning at the time of

training imparted on a particular area/subject. ▪ Feedback should also be obtained from Manager/Principal as well as Crewing

Agency. ▪ Feedback analysis is to be carried out for further review and corrective

action.

6.9 RECORD KEEPING

▪ All records pertaining to training of seafarers have to be maintained in soft copies and uploaded in the ship palm database at the regular intervals.

▪ Ensure the accuracy and confidentiality of these records, at all times.

6.10 COMPLETION OF TRAINING DEVIATION:

The identified training shall be completed as follows.

▪ Training needs shall be communicated to the seafarer immediately after his signoff.

▪ Once the seafarer is ready for the training, he shall report to the training coordinator

▪ Training coordinator shall further coordinate with the training center for timely completion of the training.

In any case, all the identified training must be completed prior the seafarer is reemployed.

Approval must be taken from company in cases where the courses training cannot be carried is not completed out due to urgent joining requirements, the following shall be followed prior accepting the deviation: -.

▪ The seafarer must have completed a similar training at an earlier date.


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▪ The knowledge pertaining to the training shall be assessed by the competency cell.

▪ Instead of a full-fledged training, he may undergo a refresher familiarization as recommended by the competency cell.

▪ Deviation shall be captured in appropriate database and training carried out at the first available opportunity.

6.11 AUDITS:

An audit of the training centre shall be carried out at an interval not exceeding 12 months. The scope of the audit will be to assess compliance with documented procedures, identify system improvements, and training records of the seafarers.

6.12 REVIEW

Review of the Training shall be conducted once in 6 months, which shall include

▪ New regulatory requirement if any ▪ Feedback / suggestions for improvement ▪ Corrective actions of Incident/Injury Investigations ▪ Corrective actions of Audits & VIRs ▪ PSC, SIRE & Flag state inspections deficiency ▪ Management Review ▪ Master ISM Review ▪ Inputs from course Modules ▪ Feedback from Managers/Charterers and Attendees

6.13 TRAINING EFFECTIVENESS

Effectiveness of the Training is to be verified basis:

▪ Promotional interviews. ▪ Repetition of training needs during subsequent appraisals. ▪ Incident/Injury investigation.


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7. PERFORMANCE APPRAISAL

The CA shall implement a Ship Staff Appraisal Report which is to be used for Officers, Cadets and Ratings.

GENERAL GUIDELINES

The CA shall attach the utmost importance to the appraisal of personnel, including the prompt despatch of the completed and signed reports in accordance with these instructions.

The Appraisal process shall NOT be confidential.

The appraisal shall help in achieving the following objectives:

▪ to report the performance of sea-going personnel to the Company, and ▪ To apprise the individuals of their progress, highlighting both their strengths

and weaknesses.

The contents of a report are to be discussed with the individual concerned and his feedback, if any on the appraisal to be noted.

Master shall ensure that all appraisal reports are discussed with the individual concerned and the person’s signature and feedback if any are obtained on the appraisal form.

Adverse appraisals of personnel who have completed 2 successful contracts with good evaluation reports to be scrutinized by the CA before a final decision is taken.

When Master wants to recommend a termination of employment due to poor performance, inadequate discipline or non-compliance with code of conduct on board, he shall send a confidential report by email to office. Such adverse appraisals of those personnel who have completed 2 successful contracts with good evaluation reports to be scrutinized by the management before a final decision is taken.

FREQUENCY OF REPORTING

Performance appraisals to be conducted for all personnel as follows:

▪ Upon sign off of an individual ▪ At midterm of the individual in case the crew member being appraised has

areas for improvement Or ▪ Special condition (request from office)


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Additionally, on Master’s / Chief Engineer’s sign off, it may be advisable to consider preparing appraisal report depending on the contract period of the personnel and forwarding them to the office for review.

Master’s and Chief Engineer’s appraisals shall be conducted by the office.

The visiting superintendent at the time of ship visit shall endeavour to carry out a midterm appraisal of the Master, CE and a few juniors. This appraisal shall be discussed with the appraisees and finalized before they complete their tenure on board.

Cadets and Trainees

The information required by the Company during the early stages of an officer’s career varies from that once competency has been achieved.

The comments of the reporting officer to be shown to the cadet or trainee under all circumstances.


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8. DISCIPLINARY PROCEDURE

General

All seafarers shall ensure strict discipline is maintained on board at all times. When a non-compliance by a seafarer occurs, Master shall investigate particulars and causes, prepare a report in writing, and submit it to the CA. Statements written and signed by the person himself and his superior shall be attached to the report.

The CA shall investigate the contents of non-compliance, promptly determine disposition and report to the Master.

For determining disposition, all information on non-compliance shall be notified to the CA and decision shall be reached through consultations. Notice of disposition shall be accompanied by a statement of agreement signed by the responsible personnel of the Company.

Records of all such non-compliances shall be maintained by the Company and used for further counselling / training.

The company strongly believes that for staff involved in operational incidents, re-education and further training, both on the job and while ashore, is to be provided as a means for raising their skills and job knowledge.

8.1 ONBOARD DISCIPLINE

Code of Conduct

The most effective form of discipline is self-discipline. This is to be achieved by having a responsible attitude to the job, concern for the efficient operation and safety of the vessel and for the comfort and convenience of other crewmembers. Breaches of self-discipline that occur have to be dealt with by setting a framework of discipline or Code of Conduct.

Orders must be given and obeyed if a ship is to operate safely and efficiently. Co-operation will be gained if it is obvious to the crewmember that orders given are reasonable. If orders appear unreasonable then the crewmember is entitled to request an explanation. At the same time wilful or repeated refusal to comply with reasonable orders or other anti-social behaviour must be expected to have certain consequences.


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An important factor in gaining co-operation is good communication. This applies both to communication between the Company and the vessel and to communications between personnel on board the ship. If all concerned with the running of the vessel are kept as fully informed as possible about the Company’s policies and objectives and are made aware of the importance of their own contribution to the voyage, co-operation and morale will be much improved.

Disciplinary procedures are designed to emphasise and encourage improvement in an individual’s conduct and performance as well as to ensure the safe and efficient operation of the vessel.

DEALING WITH MISCONDUCT OR UNDER PERFORMANCE

A crew member, who is alleged to have committed an act of misconduct or deemed to be under performing, will be seen in the first instance by the Chief Officer or Chief Engineer (as appropriate). If the head of department is satisfied that no further action is required, or that an act of misconduct did occur, and call for no more than an informal warning, then he should proceed accordingly. In the case of under-performance, it may be that additional training will provide the most effective solution.

If the offence is of a more serious nature (see below) or is a repetition of similar minor offences, then the case must be referred to the Master. In dealing with such an offence the Master shall observe the following general guidelines:

▪ Cases referred to the Master shall be handled with the minimum of delay. ▪ A hearing shall be convened by the Master and a thorough investigation

carried out. This will include, where necessary, the calling of any witnesses and the recording of their statements.

▪ The head of department shall be present at a disciplinary hearing and the crewmember has the right to be accompanied by a colleague who may advise him and speak on his behalf.

▪ After careful and thorough investigation and having considered all the evidence, the Master shall verbally inform the crewmember whether he finds that he has committed the offence(s) in question.

▪ Depending on the findings of the Master he may dismiss the case, issue a Formal Warning or dismiss the crewmember from the ship.

▪ Details of the offence(s) and the action taken shall be recorded in the Official Log.

▪ The crew member shall be given a copy of all entries made in the logbook relating to the offence(s) for which he is subject to disciplinary action and shall acknowledge receipt.


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▪ If the crew member declines to acknowledge receipt, then a subsequent entry shall be made which must be witnessed by another senior officer and, if possible, by another seaman of the same nationality as the crew member being disciplined.

▪ In the event the allegation of misconduct involves the Master, the Manager’s / Principal’s DPA will conduct the initial hearing and any subsequent appeals will be referred to the Senior Management of the principal.

▪ Record shall be maintained in the vessel as well in the office.

The respective fleet personnel manager shall ensure that all dismissals based on disciplinary grounds shall be recorded on Ship palm against the individual crew profile. A summary of all such dismissals shall be readily available.

SERIOUS MISCONDUCT

The CA shall consider the following to be serious acts of misconduct to have been committed, that may lead to dismissal from the ship if proved, to the reasonable satisfaction of the Master:

▪ Assault

▪ Wilful damage to the ship or any property on board, or unauthorised disposal

of Ship’s property for personal gain.

▪ Theft or possession of stolen property.

▪ Unauthorised possession of weapons or explosives.

▪ Persistent or wilful failure to perform duty.

▪ Conspiring with others at sea to impede the progress of the voyage or

navigation of the ship.

▪ To be asleep on duty or failure to remain on duty if such conduct would

prejudice the safety of the ship or any person on board.

▪ Unlawful possession, consumption and/or distribution of drugs.

▪ To be under the influence of alcohol or drugs whilst on duty, or off duty to

the extent that safety of the ship or any person on board is prejudiced.

▪ Intimidation, coercion and/or interference with the work of other employees.

▪ Behaviour that seriously detracts from the safe and/or efficient working of

the ship.

▪ Misconduct of a sexual nature, or other misconduct based on sex, affecting

the dignity of women or men at work that is unwanted, unreasonable and

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▪ Causing or permitting unauthorised persons to be on board the ship whilst at

sea.

▪ Repeated acts of misconduct of a lesser degree after one or more warnings

have been issued.

▪ Abetting or conniving with others to smuggle or mis-declaration of, or failure

to declare articles leading to seizure and/or fine to the vessel.

▪ Desertion or assisting others to desert.

▪ Being left behind by the vessel.

While dealing with cases of serious misconduct, the relevant CBAs and any other related union agreements and flag state requirements shall be duly consulted and complied.


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9. COMPLAINT PROCEDURE

The CA to implement formal complaint procedures, as prescribed by the Flag state, for the fair, effective and expeditious handling of seafarer complaints alleging breaches of MLC 2006.

The CA shall ensure that all seafarers working on board any ship have a copy of the onboard complaint procedures, as prescribed by the flag state.

All on board complaints shall be addressed to the respective head of departments or to a superior officer. Complaints shall be resolved quickly and effective, at the lowest level possible. All complaints and decision outcomes shall be recorded in the prescribed form and a copy of it provided to the seafarer concerned.

All complaints must be addressed as far as possible within 48 hours of receipt.

The complainant may be accompanied and represented by another seafarer of choice on board the ship. Complaints regarding health and safety matters shall also be reported to the safety officer.

The Master shall personally handle all complaints that are not satisfactorily resolved to the satisfaction of the complainant by the head of the department or superior officer.

The CA shall strictly prohibit victimization of any sorts towards the seafarer filing the complaint.

If the complaint cannot be resolved on board, the matter shall be referred to the office, who shall resolve the issue as soon as practicable, where appropriate, in consultation with the seafarer concerned or any person the seafarer may appoint as his representative. Record of redressal of such complaints shall be maintained at the office.

In all cases, seafarers have a right to file their complaints directly with the master, office and where necessary, to any appropriate competent external authority such as, but not limited to:

▪ Flag Administration Nautical Inspector; ▪ Flag Administration Recognized Organization Inspector; ▪ Port State control official; ▪ Local seafarer labour organization representative; or ▪ Other seafarer welfare assistance service.

The complaint may contact the Master, Chief Engineer, Chief Officer or 2nd Engineer to provide impartial advice regarding his complaint on a confidential basis.


AGENCY

Rev No. : 1


CREW REPLACEMENT PROCEDURES Page : 46 of 52


10. CREW REPLACEMENT PROCEDURES

Relieving of crew is carefully programmed in order to ensure safety levels of on board management system are maintained at all times.

While planning relief, the following requirements shall be met:

▪ Following ranks shall not be relieved at same time: ▪ Master & C/E; Master & C/O; C/E & 2/E; Interval between the relief of

these ranks shall be at least 14 days. ▪ Any two key personnel from same department, which may hamper the

safe and smooth operation of the vessel.

▪ Not more than one freshly promoted officer to be signed on at the same time within one department.

▪ Relief of more than 50% of complement at one port shall be avoided. ▪ For tankers, no two new Master’s or C/E’s to be planned for consecutive

tenures. This shall apply to new recruits as well as those newly promoted. ▪ Plan crew reliefs in convenient ports- Long port stay and lesser costs. ▪ Relief for Master, C/E, C/O and 2/E shall be avoided during Canal Transits ▪ To fill a vacancy on board, preference shall be given to the existing floating

staff sailing with the company, who meet the following requirement: ▪ Holding suitable certification, experience for the rank and vessel. ▪ Shall have satisfactory reports from last vessel or where required,

seafarer shall be counselled on shortcomings, prior joining. ▪ If suitable seafarer, as per above is not available then it may be considered to

promote a suitable seafarer from existing staff who meets the company’s criteria.

▪ If a suitable seafarer is not available from the existing pool of seafarers, then a suitably qualified seafarer may be recruited.


AGENCY

Rev No. : 1




▪ The general guidelines for overlap are as follows:

Overlap Period

Rank Dry Ships Tanker

Master - Ex similar vessel

24 hours to 2 days At least 2 days

New Master One parallel voyage, at least 2 days

One parallel voyage, at least 5 days

Chief mate - Ex similar vessel

24 hours to 2 days One parallel voyage including one load or discharge operation

New Chief Mate One parallel voyage, at least 2 days

One parallel voyage, At least 5 days, 1 discharge operation

Chief Engineer - Ex similar vessel


New CE One parallel voyage, at least 2 days

One parallel voyage, At least 5 days

Second Engineer - Ex similar vessel


New 2E One parallel voyage, at least 2 days

One parallel voyage, at least 5 days

Deck Officers At least 18 Hours

Engineers At least 18 Hours

Crew More than 12 Hours

Any deviation from this guideline for relief / overlap period / pre joining familiarization shall be in consultation and approval of the Principals.

▪ Every seafarer shall undergo the Pre-Joining Familiarization before joining a vessel.


AGENCY

Rev No. : 1




The pre-joining Familiarization shall be conducted by Training division and requires the following duration:

▪ Senior Officers (Ex) – One Day

▪ Senior Officers (New/ Promotion) –

• Two Days for Dry Fleet

• 4/5 days depending on experience for Tanker Fleet

▪ Junior Officers on Dry Fleet (Ex / New / Promotion) – One day ▪ Junior Officers on Tanker Fleet (Ex) – One day ▪ Junior Officers on Tanker Fleet (New / Promotion) - 2/3 days depending on

type specific ECDIS requirement ▪ Ratings (Ex) – Three Hours ▪ Ratings (New / Promotion) – 6 Hours ▪ All ratings who attended 3 Day safety Programme – 1 Hour

The Master will advise the company when:

▪ Any crew change conducted on board vessel. ▪ Any supernumeraries (Surveyor, Technicians, Office representatives)

embarking the vessel for the purpose of sailing with the vessel. ▪ Any supernumeraries disembarking the vessel after sailing on board.

For New Take-overs/Yard Deliveries

For New take-overs and Yard deliveries, the CA should ensure that ex-hands constitute at least 50% of the senior ranks in both Deck and Engine department.


AGENCY

Rev No. : 0


CREWING REPORT Page : 49 of 52


11. CREWING REPORT

The CA to provide following information-

Monthly –

Crew list of all vessels crewed by the CA,

Record of Training imparted,

Summary of crew reliefs done during the month,

Debrief Report of senior Officers who signed off from vessel.

Occasional –

Requests for sign off prior to completion of contract,

Seafarer Grievances,

Audit Report Corrective actions.

Half Yearly (July/Jan) –

A management report indicating the KPI achieved during the previous six months.


AGENCY

Rev No. : 0


AUDIT CA Page : 50 of 52


12. AUDIT OF CA

An audit of the CA’s services to Synergy group shall be conducted at least once every year.

The scope of the audit will be the recruitment procedures of the CA, which shall incorporate Synergy’s minimum requirements including MLC regulation requirements.

All the requirements which have been listed in the various Criteria and Guidelines to CA or any equivalent documents may be verified.

Records of any forms and other checklist which are specific to Synergy’s requirements will be inspected during such audits.


AGENCY

Rev No. : 0

Chapter – 13 Date : 25-Feb-16

MANAGEMENT REVIEW Page : 51 of 52


13. MANAGEMENT REVIEW

OBJECTIVE

Management review of the system shall be carried out in the office at least twice a year. The objective of management review shall be to evaluate the effectiveness of the system in attaining the objectives set in the Synergy Policy.

SCOPE

This procedure applies to all sections in the office.

PROCESS

Reviews shall include review of various processes within the organization (e.g. Internal Audit, Client Audits, Management of change etc.) to verify the effectiveness of the processes and to manage the resources. As far as possible all the key personnel in the organization shall attend the meeting.

The Management review shall be conducted once in Six months, i.e., beginning of January and

July of each calendar year.

▪ Input of Management reviews in office shall include ▪ Follow up actions from previous management reviews ▪ Internal audits ▪ External audits ▪ Reports of inspections by third parties including Class Audits etc. ▪ Any reported non-conformities ▪ Frequency, Trend and Number of “Lost Time Injuries” (LTI). ▪ Frequency, Trend and Number of Medical / P&I case ▪ Audit Plan Process ▪ Status of Preventive and Corrective actions ▪ New Regulations due and other proposed changes to the management

system ▪ Any item requiring Management of Change ▪ Suggested Changes to the Management system ▪ Review of Key Performance Indicators and action plan to achieve the target ▪ Trend analysis of Non-Conformances including the ones from audits /

inspections and Synergy ▪ Additionally, the following input shall be done on an annual basis (at the end

of the year) ▪ Review of Policies, Objectives as per QMS


AGENCY

Rev No. : 0

Chapter – 13 Date : 25-Feb-16

MANAGEMENT REVIEW Page : 52 of 52


▪ Performance of Personnel ▪ Employee satisfaction survey ▪ Training needs ▪ Customer Complaints including complaints from Synergy, Charterers and / or

clients, Visitors ▪ Services provided by various vendors ▪ Compliance with Vessel / Company Budgets ▪ Resource needs especially office resource levels with respect to the number

of vessels managed.

The output of the company management review shall include decisions and action related to

▪ Improvement of the effectiveness of Integrated Management System and its processes including the need for changes to its policies, objectives and procedures.

▪ Improvement of services related to Synergy requirements. ▪ Resource needs.

The related information from the output of management review shall be communicated to all managers, the principals and other concerned parties as necessary.

AGENDA

An agenda of the meeting shall be circulated along with pertinent reports at least one week in advance of the meeting.

PARTICIPANTS

Company review shall be attended by the Head of Crewing, Fleet Personnel Manager, Synergy Superintendent, Superintendent from Competency Management Team and various section managers.

RECORDS

Records of minutes of Company Management reviews shall be made and circulated to all interested parties as required.

Records shall be maintained by the CA at their office.

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CRITERIA AND GUIDELINES FOR CREWING AGENCY

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