How to take over a ship in the capacity of a chief officer

How to take over a ship in the capacity of a chief officer

Source : Shared by a registered user

1) Before joining the vessel

Office usually sends the Handing over notes of the chief officer to be relieved by e-mail. Taking over officer shall read through, note down all questions.

While in the office, relieving C/O will meet Designated Person Ashore, Company Security Officer and Fleet Superintendent. They will discuss regarding Planned Maintenance System and some training on it, Ship Security Plan, Audits, Port State Control Inspections, Flag State Control Inspections and relevant matters.

2) Before boarding the Ship

While in dock check the condition of the Hull plating, Load line Mark, Draught Mark, Paint condition, General view of Bow Thruster, Bulbous Bow, Propeller, Rudder, Anodes, Mooring Ropes with rat guards and canvas covering the eyes. Cargo gear, Gangway rigging, SWL, No. of persons marking, safety net, gangway wires properly secured not making any obstruction.

3) After boarding the ship

• Self introduction to gangway watchman and check if gangway personnel are wearing proper PPE, and attending visitors in proper manner by checking  identity, giving visitors card, inform bridge, signing the visitors log etc.
• Ensure the gangway personnel sends an escort with us who leads us to the masters office.
•  While going towards accommodation general view of Deck, air pipes, hatch coamings, if any sound from cargo gears.

4) Report to the Master

• Meet the master, introduce,  hand over appointment letter, CoC, Medical certificate and other certificates, and sign the article of agreement. Ask Master, regarding present voyage, any instructions from the charterer, and any instructions from him.

5) Meet the Outgoing Chief Officer

• Go Through Handing over notes again with the relieving chief officer, Also go through company’s checklist for handing over taking over.

1) Initial familiarization

1. Muster station and Emergency duties
2. Ship’s dimension, lay out, particulars
3. LSA and FFA plans
4. Stability booklet and hydrostatic data.
5. B.W, F.W, Bilges tanks sounding book
6. Damage Stability booklet.
7. Chief Officers Log Book
8. Official Log Book
9. Garbage record book, entries, and Garbage Management Plan.
10. Capacity Plan
11. Ballast System, Valves, any problems faced, Ballast Water Management Plan, B.W. Record Book
12. Bilge System, Valves, any problems faced

2) Cargo Operations

1. Normal loading and discharging procedures.
2. Present Stability condition
3. Total Quantity of Cargo to Load/Discharge
4. Balance to Load/Discharge
5. Loading and De-ballasting sequence
6. Stack Height and Stack weight
7. Estimated time of completion and Departure
8. Cargo relevant documents

1. DOC
2. Cargo Stowage Plan, Loading Plan
3. Manifest, Dangerous Goods Special Manifest
4. Reefers List, OOG List, Heavy weight Container List
5. Verified Gross Mass certificate
6. Container/Vehicle Packing certificates
7. Shippers Declaration
8. Other cargo relevant documents.
9. IMDG Code with Supplement, current edition.

9. Loadicator

1. Familiarization
2. User ID and Password
3. Backup system
4. Certificate
5. Test Record File
6. Instructions Manual
7. Printer
8. Paper

10. Stability on Departure

1. Expected Departure Draught, GM, Stresses condition
2. Draught, Trim, Air Draught restrictions at load/Discharge port and any transit restrictions

11. Itinerary of the ship
12. Charterer and Port Requirements
13. Lashing Gears, Lashing Plan and Cargo Securing Manual
14. Cargo Gears, Loose Items and their certificates, Chain Register and its entries
15. Stevedore working hours and deck watches
16. Any Bunkering, Provision, Stores, Fresh Water expected

3) Documents, Certificates and Files

1. Key control log and location of the keys, Ship Security Plan
2. SOPEP
3. G. A. Plan
4. ISM Files
5. DOC & SMC
6. SMS Manual
7. Company Operational Manuals
8. ISM Reports to company and their frequency
9. Crew Familiarization File
10. Rest Hours File
11. Permit to work
12. Non Conformity Report
13. Audit Files
14. PSC Inspection Reports
15. Drydock files
16. Quarterly Listing
Status of various certificates, any survey due, last survey done, any condition of class

4) Maintenance

1. Familiarization with Planned Maintenance Schedule
2. Current Status of Maintenance
3. Repair Log
4. Last Drydock
5. Outstanding NCRs and corrective actions taken
6. Condition of Cargo Gear, Deck, Hatch cover, Lifting Appliances, Mooring Equipments
7. Status of Deck stores, equipments, Status of requisitions
8. Hold Ventilation system
9. Manholes List
10. Light System
11. Go through Chief Officers Log Book

5) Deck Round

1. Operation of Anchoring and mooring equipment and problems faced
2. Last change of brake pad
3. Marking of Bollard pull capacity
4. Snap Back zones
5. Bosun Store
6. Paint Store, Fire Sprinkler System
7. SOPEP Locker and inventory of items
8. Garbage Control Area
9. LSA & FFA

1. Muster Station
2. Condition of Life Boat, Davit, Winch, Falls and Sheaves
3. Safety equipment on deck
4. Embarkation Ladders
5. Life Rafts
6. Safety Locker, Fireman Outfit, ISC, Chemical Suit
7. CO2 Room
8. Smoke detecting Panels
9. Shutting down of Ventilation
10. Quick Closing Valves
11. Galley Fire Extinguishing System
12. Maintenance Record File

10. Hospital

1. Medical Chest
2. First aid Equipment
3. Condition and expiry of Oxygen cylinders
4. Certificate of Inspection by registered Pharmacist and its expiry

11. Chief officer’s Cabin

1. Life jacket condition, light, whistle
2. Immersion Suit
3. Emergency Duties Card
4. Nearest emergency exit
5. Nearest Muster List
6. Nearest Fire Extinguisher
7. Any Dead End corridor

6) Bridge Familiarization

1. Navigational Equipment
2. GMDSS equipment
3. Location of SSAS
4. Filing System
5. Stationary Locker

7) Staff Matters

1. Moral of crew, ability and weaknesses.
2. Work rotation, overtime system.
3. Officer-crew relationship.
4. Efficiency and performance of other duty officers regarding cargo operation.

8) In case if the vessel is in dry dock

1. Docking plan.
2. Dry dock repair list.
3. Repair works to be done onboard and by dry dock personnel.
4. Surveys to be done on dry dock.
5. Safety regulations, hot works, chemical washings, men entry to enclosed spaces.
6. Emergency contacts/ actions.
7. Power and water supply, telephones.
8. Take over drain plugs.
9. Sewage and garbage disposal arrangements.
10. Status of LSA, FFA, anything sent ashore.
11. Instructions to duty officers and crews.
12. Undocking stability calculations, tank conditions.
13. Closing-opening arrangements of hatches.

10. Sign & take over

> Ensure the relieving officer has given you all the information and cleared you off any question /concerns. If not please make a list of items which requires attention and discuss with the master on the same day and get his opinion.

> Wish your reliver a safe travel back home and Wish you a safe contract chief! Have a safe sail.

Missing something?

Did i miss something, please post your comments