SHE Manual

Quality Assurance into the
21st Century and beyond

Safety, Health &
THOME
Environmental Manual
Revision Record
SHIP MANAGEMENT PTE LTD
RECORD OF CHANGES
Change No. And Description Date of Date of Initials Signature

Change Update
Change No.1 01 Jan

2005
S&H Docs 003, 008
EMS Docs 002-003, 005-006, 009-010, 013, 015,
020-021
Change No.2 01 Apr

2005
S&H Docs 000-002, 004-007, 009-016
EMS Docs 001-002, 004, 007-008, 011-012, 014,
016-019, 021
Change No. 3 01 Sep

2005
S&H Doc 004, 009
Replaced 01 Jan
2006
S&H Doc 002, 003, 013, 016
Added
S&H Doc 005 – Pg 3-4 “PPE Matrix”
Change No. 4
S&H Doc 006 – Pg 2 “Documentation & filing”
S&H Doc 012 - Pg 2 “Notices”
S&H Doc 014 – Pg 1 “Instruments”
EMS Doc 003 – Global replacement of phrase
“quarterly management review”
EMS Doc 016 – Pg 8 “Garbage”
Change No. 5 01 Oct

2006
S&H Doc 001 – 002, 005, 007, 009 – 010, 012, 014
– 016
EMS Doc 020 01 Oct

2006
CONTROLLED Revision: 01 Aug 2012

Approved by DPA/DMR
Revision Page
Safety, Health &
THOME Environmental Manual
SHIP MANAGEMENT PTE LTD Revision Record

Change Update
Replaced 01 Jun
2007
S&H Doc 005, 013
Change No. 6
Release of 3rd generation HSSEQ System to
include OHSAS 18001 Management Standard
SHE Doc 001 – 004, 006 – 012, 014, 016
EMS Doc 001 – 017, 019 – 021
Global changes:
SQEMS  HSSEQ System
QA  HSSEQ
Quality Department  HSSEQ Department
QA Manager  Group HSSEQ Manager
Managing Director  President and CEO
Director of Fleet Personnel  Fleet Personal
Manager
Chief Mate  Chief Officer
Second Mate  Second Officer
Third Mate  Third Officer
Added 01 Mar
2008
S&H Doc 017 – New building, Repair Shipyards and
Sea Trial
Change No. 7
S&H Doc 013
Global changes:
Group HSSEQ Manager  Director of Marine &
HSSEQ
Change No. 8 01 Jun

2008
SHEM TOC
S&H Doc 001 – 004, 007, 015 – 016
EMS Doc 003 – 004, 006, 016, 018
Change No. 8 01 Sep

2008
S&H Doc 001, 002, 013, 016
EMS Doc 002

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Safety, Health &

Change Update
Change No. 9 01 Dec

2008
S&H Doc 012, 017
Change No. 10 01 Jun

2009
S&H Doc 001, 003-004, 013, 015, 016
Global Changes:
Crewing Manager  Director of Group Crewing and
HR
“SAFIR” removed
Change No. 11 01 Jul

2009
S&H 010
EMS 021
Change No. 12 01 Jan
2010
S&H 003 – 004, 015
EMS 003 – 004, 006, 013
Change No. 13 01 Apr
2010
S&H 009
Change No. 14 01 Jun

2010
S&H 008
Change No. 15 01 Nov

2010
S&H 014, 017 – 018
Change No. 16 01 Jan

2011
S&H 002
Change No. 17 01 Feb

2011
EMS 022
Change No. 18 28 Feb

2011
S&H 013, 016
Change No. 19 01 Sep

2011
S&H 010
EMS 003

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Safety, Health &

Change Update
Change No. 20 10 Oct

2011
EMS 20
Change No. 21 01 Apr

2012
S&H 001, 003 – 005, 007 – 008, 013, 015 – 016
EMS 003 – 006, 011 – 012, 014 – 018
Global Changes:
Director of Finance  Chief Financial Officer
Director of Technical  COO Bulk, Tanker
Director of Crewing and HR  Director of
Strategy & Support
DOCMAP  OceanManager
Deleted:
Director of Marine & HSSEQ
Change No. 22 01 Jul

2012
S&H 002
Note: The table above is to be completed every time a revision is received and included. The discarded
sections or pages are to be destroyed.

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Safety, Health &
THOME
Environmental Manual SHE Document
SHIP MANAGEMENT PTE LTD No. 000
0. TABLE OF CONTENTS
PART A SAFETY AND HEALTH DOCUMENTS
001 Promotion of Safety and Health 1st Apr 2012
002 Accidents, Incidents and Hazardous Occurrences 1st Jul 2012
003 Corrective and Preventive Actions 1st Apr 2012
004 Health and Hygiene 1st Apr 2012
005 Personal Safety 1st Apr 2012
006 Shipboard Safety Familiarization 1st Jun 2007
007 Hazardous Work 1st Apr 2012
008 Pump-Room and Enclosed Space Entry 1st Apr 2012
009 Hot Work Procedures 1st Apr 2010
010 Safe Working Practices 1st Sep 2011
011 Medical Safety and Preparedness 1st Jul 2007
012 Tanker Safety at Terminals 1st Dec 2008
013 Safety, Health, Environmental and Quality Audits 1st Apr 2012
and Vetting Inspections
014 Calibration of Measuring Instruments 1st Nov 2010
015 Drug and Alcohol Testing 1st Apr 2012
016 Risk Assessment Onboard 1st Apr 2012
017 New building, Repair Shipyards and Sea trial 1st Nov 2010
018 Critical Equipment 1st Nov 2010

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THOME SHE Document No. 000
SHIP MANAGEMENT PTE LTD Table of Contents
PART B ENVIRONMENTAL MANAGEMENT SYSTEM DOCUMENTS
001 Environmental Management System 1st Jun 2007
002 Environmental Objectives and Policy 1st Sep 2011
003 Evaluation of Environmental Aspects 1st Apr 2012
004 Identification of Legislation 1st Apr 2012
005 Environmental Planning 1st Apr 2012
006 Structure and Responsibility 1st Apr 2012
007 Training, Awareness and Competence 1st Jun 2007
008 Communications 1st Jun 2007
009 Documentation 1st Jun 2007
010 Operational Control 1st Jun 2007
011 Emergency Preparedness and Response 1st Apr 2012
012 Checking and Corrective Action 1st Apr 2012
013 Records 1st Jan 2010
014 Environmental Management System Audits 1st Apr 2012
015 Management Review 1st Apr 2012
016 Pollution 1st Apr 2012
017 Green Purchasing 1st Apr 2012
018 Garbage Handling 1st Apr 2012
019 Cargo Vapour Emissions 1st Jun 2007
020 Mitigation of Air Pollution 10th Oct 2011
021 Waste Reduction 1st Jul 2009
022 Ice and Weather Environment 1st Feb 2011

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Safety & Health Manual
THOME S&H Document
1. PROMOTION OF SAFETY & HEALTH

 Purpose
To promote company safety policies and objectives
 Application
Singapore Office
Fully Managed Vessels
 Responsibility
Marine Department
Shipboard Management Team
Safety Committee Members
Safety Officer
1.1 SAFETY / OPERATIONAL EXCELLENCE

Safety Excellence
The guidepost questions:
1. Clarify vision.
2. Establish values.
3. Demonstrate leadership.
4. Align organizations
5. Build trusting relationships.
6. Communicate performance expectations.
7. Measure what matters.
8. Deliver consequences that drive desired behaviour and results.
Element 1
A Vision of Excellence
A clear, highly detailed word/graphic/image describing what a safe organization will look, sound, act
and feel like at a future point in time.
Question of excellence for vision: Have we made our expectations for – and commitment to –
safe operations perfectly clear to all in the organization?
Element 2
Values of Excellence
Those deeply held shared beliefs that define what’s really important in an organization – what people
are willing to go to the mat for!
CONTROLLED Revision: 01 Apr 2012

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THOME S&H Document No. 001
SHIP MANAGEMENT PTE LTD Promotion of Safety & Health
Question of excellence for values: Have we adequately identified, defined and communicated a set
of core values and guiding principles that will guide us to operational safety excellence?
Element 3
Leadership for Excellence
The willingness and ability of key individuals and groups in an organization to make critical decisions
that challenge the status quo and inspire others to follow!
Question of excellence for leadership: Do our leadership decisions, actions and inactions
consistently demonstrate our values and reinforce our commitment to SAFE operations?
Element 4
Integration for Excellence
The design and alignment of key roles, responsibilities and working relationships that focus people on
shared mission, collaboration and shared rewards for achieving safe performance.
Question of excellence for organization: Have we designed and aligned roles, responsibilities and
relationships so that collaboration toward common goals is integral to our processes, practices and
rewards?
Element 5
Human Relationships for Excellence
Policies, procedures and practices that respect and place a high value on people and strengthen the
bonds between employees and the organization.
Question of excellence for human relationships: Are our policies, procedures and practices
founded upon mutual trust and respect, or do we require people to sign off on receipt of rules?
Element 6
Communication for Excellence
Messaging systems and practices that assure timely dissemination of information and unfiltered flow
of feedback that allows for the discovery of hidden truths within an organization.
Question of excellence for communications: Have we created adequate messaging and
information systems (and practices) that facilitate (SAFE) decision-making and support effective
problem solving in our organization?
Element 7
Measurement for Excellence
The key metrics that communicate: What’s really important in an organization; whether we are
winning or losing the game; and, ultimately, if we stay in the game!
Question of excellence for measurement: Are we gaining knowledge by measuring what matters,
or are we fuelling ignorance by encouraging injury and illness rates that defer reporting, distort truth
and impede prevention?
Element 8
Consequences for Excellence
Performance management systems and practices that effectively recognise, respond and reinforce
desired (safe) decisions, actions and behaviours at all levels of an organization.

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Question of excellence for consequence delivery: Do we systemically recognize, reinforce and

reward safe behaviour equal to all other parameters of operational performance?
The Good Reasons for Poor Safety Performance
1. Unclear Vision – Destination (safe?) and expectations unclear.
2. Weak Values – Policy compromised by actions.
3. Poor Leadership – Absence of involvement; responsibilities abdicated.
4. Faulty Organization – Competing agendas; sub-optimizing objectives.
5. Poor Human Relationships – People not respected or valued; low trust.
6. Inadequate Communications – Failure to share timely information and accept objective
feedback.
7. Inaccurate Measurement – A focus on reducing numbers rather than on gaining knowledge.
8. Lack of Consequences – Failure to consistently deliver consequences (positive and negative)
for behaviours.
Operational Excellence
Operational Excellence is a philosophy of leadership, teamwork and problem solving resulting in
continuous improvement throughout the organization by focusing on the needs of the customer,
empowering employees, and optimizing existing activities in the process.
Operational Excellence stresses the need to continually improve by promoting a stronger teamwork
atmosphere. Safety and quality improvements for employees and customers lead towards becoming
a better enterprise.
The continuous improvement is not only about improving HR quality, but also it is about the
processes and standards improvement. We cannot improve if we do not measure. Metrics and KPI
definition for any process is of pivotal importance. Once a metric value can be calculated, from the
data coming directly from the process crucial measurement points, it should be logged. Then
continuous improvement means continuously improving on existing metrics and KPIs values.
The main objective is to reduce operation cost and wastes, without affecting quality, time delivery and
cost of services we have to offer.
Safety Culture
Thome recognizes that safety and health is a prime responsibility of senior management and as
such, charges Department Heads and Masters with the responsibility to make safety and health top
priority throughout company operations. Managers, in conjunction with the Shipboard Management
Team, must encourage development of a proactive safety culture. It is the responsibility of each
employee to support safety and health objectives, policies and procedures with responsible actions
and thereby prevent injury to themselves, their colleagues, property and the environment. The
company will monitor and review the safety and health procedures onboard to ensure operations
comply with company requirements and industry guidelines. The onboard safety culture is only
considered adequate when operational routines include basic safety and health considerations as a
standard way of doing business.
Masters are directed to keep all living spaces clean and sanitary, with all public toilets well stocked
with paper, hand towels, soap and air freshening deodorizer.

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1.2 HAZARD COMMUNICATION

The basic goal of hazard communication is to be sure employees know about work hazards and how
to protect themselves. Knowledge of hazards help to reduce the incidence of work related injuries
and therefore all employees must be informed of job hazards which might affect them.
Material Safety Data Sheets (MSDS)

Full management vessels are provided with a CD-ROM containing a searchable Pocket Guide to
Chemical Hazards and a comprehensive selection of International Chemical Safety Data Cards.
Whenever dangerous cargo is carried, printed MSDS Sheets must be posted. Manufacturers MSDS
Sheets should be available for all paints and solvents. The file binder should be available to
personnel who use the paints, either in the paint locker or in the cargo office, which ever is more
practical. Likewise, Manufacturers MSDS Sheets should be available for all chemical stores carried.
The file binder should be available to personnel who use the chemicals, either in the chemical store
or in the engine office, which ever is more practical.
If a needed MSDS sheet is not available on the CD-ROM or other sources, the Marine Department
may be contacted for assistance.
Safety Information Board

Every vessel should establish a vessel specific safety information board where important safety
information may be displayed for visitors and crew. A safety information board should include:
• MSDS Sheets for any dangerous cargo carried
• Onboard Smoking Regulations
• A description of alarm signals and meanings
• Emergency muster points for visitors
1.3 ONBOARD SAFETY COMMITTEE

The vessel shall have an established Safety Committee that will meet on a monthly basis to review,
discuss, analyze and evaluate hazards, as well as:
• All reported accident, incidents, pollution, near misses or other unsafe conditions
that have been noted since the last meeting with results of investigations and any
actions taken to prevent reoccurrence.
• Onboard safety meeting should be on all vessels as soon as possible after any
serious incident or accident within the company.
• Onboard procedures regarding health, safety & environmental matters that require
attention or corrective actions, such as:
o Highlight accident, incident & pollution prevention procedures and promote
safe working practices
o Promote the correct use of safety and personnel protective equipment
o Discuss the placement & effectiveness of safety notices
o Any safety suggestions/comments from crewmembers

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o Any new safety related information received from the company

o All safety training exercises held during the month and plans for the
upcoming month
o That safety equipment maintenance is being followed and all records are
updated
o A safety committee meeting is also to be held as soon a practicable after
any lost time accident or incident
o Company Circulars
• The Minutes of monthly Safety Committee Meetings are to be recorded on Form
TSM 094
o An electronic copy of each monthly report is to be forwarded to the Marine
Department
1.3.1 GOOD PRACTICES
The idea of good practices is to get people talking and thinking about what has worked. We want to
transfer insights represented in these good practices. Good practice is an example of a successful
way to perform a process. And once these practices are implemented there are always new lessons
to be learned and new ways to do something that are even better.
We use the term “good practice” rather than “best practice” because the latter implies someone has
figured out the final answer. Since shipping is a diverse field, there are many good ways to perform its
individual tasks. Discovering how people have already done things provides opportunities to rethink
how we might do things, which in turn gives us the opportunity to think about how to change what we
do in light of this new information.
Each vessel must discuss at least one ship generated good practice during the on board safety
meeting and send the same to the office to share with others in the fleet and industry.
Responsibilities and Make-up

• The Master is responsible for:
o Calling the meeting to order
o Ensuring all members attend
o Designating one officer to act as meeting secretary
o Ensuring minutes are recorded on Form TSM 094
• The Safety Committee is to be made up of:
o Master as Chairman
o Chief Engineer
o Chief Mate
o 2nd Engineer
o Bosun
o Chief Cook

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o Any other members of the crew as appointed by the Master or in

accordance with flag requirements
1.4 OFFICE SAFETY COMMITTEE

Every 3 months, senior office staff will meet to review fleet safety statistics, accidents and incidents
occurring in the previous quarter. The meeting will be led by the Marine Manager or DPA.
Normally the agenda of meeting will include:
• A review of risk assessments received
• Serious accidents and near misses
• Adequacy of corrective actions and safety incentives
Minutes of the safety meeting are disseminated to all operational staff.
1.5 SAFETY MONITORING

The monthly safety reports (Form TSM 094) and any other reports regarding safety or deficiencies
onboard are monitored by the Marine Department to determine if further corrective or preventive
actions (beyond that taken onboard) are necessary. Any required corrective action is communicated
to the Master and vessel superintendent by email through TSM Form 64C, 64D and 097.
• Matters of general interest to the fleet are normally addressed in Safety Alerts,
Navigational Alerts and HSSEQ Circulars and then incorporated as amendments
to procedures during the next HSSEQ System revision
• All personnel injuries, damages and accident reports and reported near misses
shall be reviewed by the Marine Department which is in charge of investigations
• The Marine Manager will ensure lessons learnt are discussed with the personnel
involved and disseminated to the fleet as appropriate
• The Marine Department shall use the TSM Form 64C, 64D and 097 to follow up
and record that required corrective action has been carried out
• Corrective action and/or recommendation which are not complied with within the
time limit specified on the TSM Form 64C, 64D and 097 must be explained in
writing. An extension of time may be granted by the Marine Department
1.6 SAFETY OFFICER

The Chief Officer is assigned the collateral duty of Ship Safety Officer, although some responsibilities
such as equipment maintenance, is normally delegated to the Third Officer. The Safety Officers
responsibilities include:
• Inspections, testing, maintenance and readiness of the safety, lifesaving,
emergency and fire fighting equipment, including oversight of personnel assigned
to carry out such maintenance
• To ensure that a complete inspection of all spaces is conducted on a monthly
basis to identify and report dangerous situations and hazards to the shipboard
management team

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• Ensuring all crew and any riding crew, supernumeraries, etc. receive the following
instructions:
o Their duties in emergency situations
o The vessels alarms signals
o The location of muster points
o The use of equipment required during an emergency (e.g. life jackets, fire
extinguishers, life boats, life rafts, etc.)
• Reporting hazards immediately for the attention of the Master, senior onboard
management and the company
• Coordinating with the senior management onboard is to deal with any identified
safety hazards
• Assisting with the planning and coordination of drills, musters, training etc.
1.7 SAFETY INCENTIVE PROGRAM

Incentives may be provided by the company as a means of encouraging safe practices. Such
incentives may include:
• Safety Poster Campaigns
• “SAFETY STARTS WITH ME” Campaign
• Recognition of vessels or individual in the company news letter
• Annual award of "Safety Team" Tee Shirts to the crew of the ship with the best
safety record
All safety incentives are subject to budget considerations and are generated at the sole discretion of
the Company. Best safety records are deemed to include a high degree of transparency in reporting
accidents and hazardous occurrences as well as consistent success in passing Port State & Vetting
Inspections.
1.8 SAFETY SIGNAGE

The company provides a standard set of safety signs and posters for display aboard ship to highlight
common hazards and promote safe practices. It is a company requirement for safety signs to be
posted, including:
• Emergency Station Bill
o For posting on each cabin door
• Emergency Notification
o Emergency telephone contacts for posting on the Bridge & Masters office
• Discharge of Oil Prohibited
o For posting adjacent to the Engine Room oily water separator
• Bridge Instructions

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o For posting on the Bridge

• Engine room Watch-keeping
o For posting in the Engine Control Room
• Smoking Regulations
o For prominent display on main decks
• Policy on Drug & Alcohol
• Remember – No Pollution
o For posting near cargo office
• Drug Warning
• Emergency Plan
o One to be posted on every accommodation deck, bridge and Engine
Control Room
• Hot Work Procedures
o For posting adjacent to welding and burning equipment
• Safe Practices
o For posting in work-shop areas
1.9 HOUSE KEEPING

Cleanliness and organization are essential elements in promoting safety and health and must be
maintained in all spaces onboard. This includes:
• Laundry must never be hung out to dry on hand rails or on makeshift lines rigged
in the passages. If sufficient dryers are not available, designated drying rooms
are to be established until additional dryers can be supplied
• Toilet areas must be kept clean, sanitized, and well stocked
• The bridge control, engine control, cargo control rooms must be kept well
organized with systematic labeling and filing. Instruction manuals and
publications should be inventoried and indexed
• Waste cans should be fitted with lids and be constructed of non-combustible
material, not plastic
• Infestations of roaches and rats must be prevented through good hygienic
practices and kept under control
• Store rooms and workshops must be kept clean and well organized
• Cabins and common spaces must be maintained in a sanitary condition, clean
and tidy
• Ash trays must be safety type self extinguishing

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1.10 ELEVATORS & LIFTS

Elevators and lifts installed aboard ship are inherently dangerous and require special precautions to
prevent inadvertent operation and possible serious injury.
• Operation of elevators and lifts may be operated by ships crew only.
• Elevators shall be thoroughly inspected at intervals not exceeding one year by an
appropriately certified shore technical service to ensure proper operation and
maintenance. This service requirement is to be indicated in each vessels
planned maintenance system.
• Elevator landing openings shall be provided with an additional gate, bar, or similar
barrier which should be so designed as to be in place when the elevator is not at
that landing and ready for embarkation/disembarkation, to prevent personnel from
falling into the shaft
• Warnings are to be posted at each elevator door indicating:
o "Danger - Watch your Step - Enter slowly"
o "Operation by Ships Crew Only"
• Elevator lighting, including shaft lights, must be included in the electricians'
monthly inspection rounds
• After service of critical safety devices, shipboard engineers are to ensure
equipment is thoroughly tested to ensure proper operation, including
o Limit Switches
o Locking devices
o Security Mechanisms
o On-load Release Mechanisms
• Any lifting equipment whose proper operation may be in doubt must be taken out
of service and locked.
o Marine & HSSEQ Departments to be notified

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 Experience Feedback
HSSEQ Circular 04-2007 – Safety Alert – Safety Equipment Readiness
 Documentation and filing

TSM Form 083 - "Sharing of Good Practices"
o File No.19.2
TSM Form 094 - "Monthly Safety Report"
o File No.19.2
TSM Form 097 - "Safety Improvement Report"
o File No. 23.4
 Distribution
Singapore Office:
o Copy Marine Department
Full Management Vessels
o File originals
 References
S&H Matrix 001 - "Standard Ship Safety Signs Inventory"
SAM Matrix 001 - “Standard Ship Software Inventory”
ISM Code

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THOME S&H Document
2. ACCIDENTS, INCIDENTS & HAZARDOUS OCCURRENCES

 Purpose
To clearly define the process of investigating and reporting accidents, incidents and
hazardous occurrences
 Application
All types of vessels
 Responsibility
Marine Department
Master
Safety Officer
2.1 INVESTIGATION AND REPORTING REQUIREMENTS

The company emphasis's that a ‘Culture of Blame’ is not exercised by senior management. However
it should be noted that individuals must be accountable for their actions especially if it endangers life
and that reporting to the company is used to benefit all vessels within the fleet. Proper evaluation
and feedback will allow strengthening of procedures to prevent recurrence. Therefore, where there
has been an accident or hazardous occurrence incident:
• An immediate telephonic (verbal) report must be made via the 24 hour hotline
(+65 96316304) or by direct contact with:
o The Designated Person Ashore(DPA) or his alternate
o The Fleet Group Manager
o The Technical Superintendent
o The Marine Manager
• This initial telephone call should be supported by an e-mail sent to
incident@thome.com.sg confirming stated facts (to avoid misinterpretation of
initial phone message) as soon as possible thereafter
• Vessel should report incident / accident on TSM Form 092A or 92B within 24
hours of its occurrence
• An initial shipboard investigation is to be conducted for all accidents, incidents,
and hazardous occurrences, where the significance of the incident will determine
the extent of the investigation and the documentation required
o For significant major casualties, including but not limited to collisions,
groundings, deaths, cargo contaminations, serious crew injury, etc., a
trained investigator who is not connected with the incident will be
dispatched from the office to conduct the investigation
o The initial report should be available within 14 days of the incident, following
immediate notification to all the concerned parties as per Form TSM 182
CONTROLLED Revision: 01 Jul 2012

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S&H Document No. 002
THOME Accidents, Incidents & Hazardous
SHIP MANAGEMENT PTE LTD Occurrences
o For all other minor incidents, the Master and/or Safety Officer is responsible
to conduct the investigation onboard on the basis that the investigator is not
connected with the incident
o All Investigation Reports are to be sent to the Marine Department, where
root cause analysis is to performed by the assigned investigator
o The Marine Manager is responsible to ensure that all reports are
investigated, reviewed, and corrective actions initiated within 1 month of the
incident date
o The Group HSSEQ Manager is responsible to ensure actions are adequate
and that reports all minor incidents are closed out within 90 days
o Major Casualties normally require more time and should be closed out by
the Marine Department within 6 months unless longer time is otherwise
deemed necessary by management.
• Statements, reports and evidence must be documented
In general, the Safety Officer is to carry out the investigations of minor incidents on the basis that he
is not connected with the accident. Otherwise, the Master may delegate any person from senior
onboard management to carry out the investigation but it should be someone that has received
training in incident investigation and not connected with the incident.
The Incident Investigation procedure can be divided into four distinct sections:
• Definitions / Categorisation
• Reports
• Investigation
• Analysis
An Incident is defined as an uncontrolled or unplanned event, or sequence of events, that results in
fatality or injury to seafarers onboard, damage to property, loss of process or damage to the
environment.
• Incidents involve People, Property, Process and Pollution
2.2 INCIDENT CATEGORIES

A level 1(Minor) incident is one that can be handled onboard, involving personal injuries or equipment
or material failure/damage. Full investigation and the determination of the basic cause can be carried
out onboard.
• Examples:
o Personal injury with first aid where there is a full recovery and time lost less
than 24 hours
o Material failure/damage with the equipment returned to full working order
and no delays to the vessel
A level 2 (Medium) incident is one that requires a more extensive investigation involving the vessel’s
technical and marine superintendents. Medium category incidents may merit investigation onboard by
the ship’s superintendents, depending on the circumstances of the case.
• Examples:

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o Personal injuries where there would be a need for shoreside medical

treatment
o Personal injuries where there is lost time involved in excess of 24 hours
o Equipment failures where the extent of the damage is more significant and
immediate repairs are not possible.
A Level 3 (Major) incident is defined as one where there is:
• Actual physical damage to property in excess of three(3) million US dollars
• Material damage affecting the seaworthiness or efficiency of a vessel
• Stranding or grounding
• Collision with fixed or floating object
• Loss of life
• Injury causing any persons to remain incapacitated for a period in excess of 72
hours
Whenever major incidents occur, there will be an onboard investigation conducted by shoreside
management. On completion of this investigation a full report with recommendations to prevent
recurrence will be produced.
2.3 INCIDENT TYPES

Work Injuries
A Work Injury is any sign or symptom of physical damage or impairment to any part of the body
directly resulting from an incident, regardless of the time between the incident and the appearance of
the injury
The guidelines provided by the OCIMF are the basis for the reporting and investigation of incidents
involving personal injuries, with the objective being to:
• Provide a consistent method for collecting, classification and reporting, and
communicating data on all injuries occurring onboard, the monitoring of which will
provide a measure of effectiveness of safety management systems
• Facilitate the comparison of safety performance with others
• Coordinate practices and policies with the objective of reducing the frequency of
injuries to seafarers
A Lost Work Case (LWC) is defined as any injury which results in an individual being unable to carry
out any of his duties or return to work on a scheduled work shift on the day following the injury,
unless caused by delays in getting medical assistance.
An injury is classed as an LWC if an individual is discharged from the ship for medical treatment.
A Restricted Work case (RWC) is any injury which results in an individual being unable to perform all
normally assigned work functions during a scheduled work shift or being assigned to another job on a
temporary or permanent basis on the day following the injury.
The following come into the category of “less than normal assigned work functions”:

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• Performing all duties or normal assigned work functions but at less than a full time
schedule
• Performing limited duties at normally assigned job at full-time schedule
• Transfer to other (light) duties
Medical Treatment Cases (MTC) involve any work related loss of consciousness, injury or illness
requiring more than first aid treatment.
MTC’s include, but are not limited to:
• Injuries which result in loss of consciousness, even if the individual resumes work
after regaining consciousness
• Sutures for non-cosmetic purposes
• Any general surgical treatment
• Removal of embedded objects from an eye by surgical means
• Use of other than non-prescriptive drugs or medications
• Use of a series of compresses for treatments of bruises, sprains or strains
A First Aid Case (FAC) is a one time treatment and subsequent observation, or minor injuries such as
bruises, scratches, cuts, burns, splinters etc. The first aid may or may not be administered by a
physician or registered medical professional.
Incident Statistics
Incident rates are calculated in line with the latest OCIMF guidelines so that the effectiveness of the
Company’s safety awareness and training programmes can be evaluated and comparisons made
with other bodies within the shipping industry who use the same means of calculation.
Lost Time Injuries

The sum of all fatalities, permanent total or partial disabilities and all Lost Work Cases.
Exposure Hours
Figure used in statistical calculations; 24 hours per day while serving onboard.
Lost Time Injury Frequency (LTIF)

The number of Lost Time Injuries (LTI) per unit of exposure hours. The industry standard unit is one
million man-hours.
LTIF = LTI’s x 1,000,000 / Exposure Hours
This LTIF is used for comparison of Company accident statistics with others in the industry.
Operational Deficiencies (Property Damage)

Operational deficiencies occur as a result of incidents where there is a significant failure of equipment
onboard that cannot be immediately rectified onboard and the equipment returned to full operational
condition.

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Vessel Delays (Process Loss)

Loss of Process
This can basically be defined as any stoppage in port or at sea that results in a delay to the vessel.
Delays covered by this category, include but are not limited to:
• Mechanical failures that result in a delay to the vessel
• Grounding
• Collisions
• Cargo delays as the result of shipboard problems
• Deviations in response to distress calls from other stations
• Deviations to land sick/injured personnel
• Delay due to arrest of the vessel
Pollution Incidents
Whenever any oil is spilled, the amount shall be quantified as best as possible in the written incident
report. Quantification should include actual quantity (where known) or physical extent e.g. 2000m x
100m thin covering, or patch 100m x 20m and sheen 1000m x 100m etc.
• A pollution incident shall be reported whenever there is an actual or probable
discharge of oil over the side.
The incident report submitted as a result of a pollution incident shall contain as much detail as
practicable so that the full extent of the problem is conveyed to the shoreside emergency response
team. However, it shall in no way remove the need to submit reports to coast state / port state etc as
per the requirements of the VRP/SOPEP.
Oil spillages (operational) onto deck and fully contained onboard with no spillage over the side shall
be reported as per the ‘Near Miss’ guidelines.
Near Misses
A Near Miss is an event, or sequence of events, which did not lead to an injury or any lost time but
which, under slightly different circumstances, could have done so.
Near Misses are seen as an extremely important part of the overall incident investigation / loss
prevention process, as it is through the effective reporting of these problems and the dissemination of
such information to the fleet that the number of actual incidents can be reduced.
2.4 ACCIDENT / INCIDENT INVESTIGATION PROCEDURES

All serious marine casualties will be investigated by a trained investigator.
• At least two trained investigators, having attended professional shore based
courses in accident investigation, will be maintained on staff by Thome Singapore
o All trained incident investigators are to undergo refresher training at least
once in every three years. Records of all training and refresher training,
including copies of certificates are to be maintained by the HR department

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• The person appointed to lead the investigation is not connected with the incident.
• All new appointed superintendent who have completed the shore based courses
in accident investigation are given opportunities to participate in investigations
(and practice the relevant skills) before being expected to lead an investigation.
• Shipboard staff may have alternative training, in way of Computer Based Training
Modules or other company sponsored training
Once an incident, accident, or near miss has been identified then any of the following information
pertinent to the case is to be properly documented:
• The names of those involved and of any witnesses
• The time and location of the event
• The nature of any injuries, damages, pollution, etc.
• A detailed description of the event including weather conditions, state of
machinery, lighting, cleanliness, instructions given to the crew (or stevedores,
etc.) involved, guards or protective devices either in place or missing, etc.
• Action taken to secure the site, limit further injury or damage, minimise or remove
the danger, prevent recurrence, etc.
• Photographs or drawings of the area, damage, injuries, etc. and the securing of
such if practicable
• Ships logs and records (e.g. logbooks entries, cargo records, medical records,
bridge equipment printouts, engine room machinery printouts, etc.)
• Details of external parties involved including copies of any reports (e.g. P&I, H&M
surveyors, doctors, port or government authorities etc.)
• Statement from those involved and from any witnesses
• The evaluation of the investigating officer
• Masters statement and evaluation
• Any evidence such as broken equipment, parts or materials should be kept in a
secure place if appropriate
2.5 THE PURPOSE OF INVESTIGATION

Main purpose of investigating is
• To allow Company to analyze the incident with the objective of improving safety
and pollution prevention.
• To establish procedures for the implementation of corrective action, including
measures intended to prevent recurrence.
It is not sufficient to say that a person has failed to carry out a task or duty, the underlying reason why
task was not carried out must be identified. It is important to:
• Identify and determine the cause though thorough checking and evaluation of all
the evidence, statements, tests, etc.

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• Identify if recurrence is possible or likely, including an evaluation of the reliability

of machinery and equipment
• Identify controls to minimize or eliminate the problem
• Identify any underlying trends or incorrect procedures
Root Cause Analysis

The investigation of an accident/incident has to get to the basic cause. For this purpose, each root
cause must be identified. The investigation should as far as possible:
• Describe what happened
• A thorough investigation will sift through all the evidence, weigh up various
possibilities and determine what has happened
• Determine the real causes
• Describe the probability of a reoccurrence
• Propose control measures
• Define trends
• Examine the accident/incident to see if there is any underlying trend with other
events.
• Propose control measures
• Control measure are only considered accepted when the Ocean Manager entry is
reviewed and accepted by the Marine Department, and verified by the HSSEQ
Department who is responsible to close-out the report
Good Investigations and Good Human Relations.
It is important to keep the work force well informed after a serious accident / incident.
• To this end senior management should issue a statement within 24 hours stating
the known facts.
• When the investigation is complete, the evaluation and conclusions are to be
made known to the crew, either at a safety committee meeting or at a general
meeting of all crew where reports and fleet circulars are to be discussed as
standard agenda items.
2.6 LOSS PREVENTION

Where incidents, accidents and hazardous occurrences have been properly reported, investigated
and evaluated, changes in the companies procedures leading to a better loss prevention program for
the crew, vessel, machinery and equipment, cargo, etc. is possible. To ensure the crews are kept
fully updated, the company will:
• Nnotify the fleet of all major casualties, within 24 hours of its occurrence
• On completion of its in-house investigation, release the cause of incidents and or
accidents to the fleet and appropriate industry groups to ensure lessons learned
obtain widest dissemination

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• Provide a quarterly summary report of incidents, accidents and hazardous

occurrences with evaluations, lessons learned
• Provide case histories and various marine incidents received from external
sources (e.g. classification societies, IMO, Flag Authorities, etc.)
The senior onboard management is expected to discuss the lessons learned and the procedural
changes necessary to ensure proper loss prevention is achieved from the information received during
safety committee meetings, general safety meetings or by posting notices and information freely for
the crew to access. Case histories can be of great benefit when developing new procedures or
amending existing ones. .
Reporting
There is usually some difficulty in getting accidents and hazardous occurrences reported as there is
sometime a feeling of blame associated with such reports. Vessel crews must therefore be
encouraged to report incidents by avoiding reference to the individual. The following are some of the
reasons often cited for failure to report that must be considered:
• Fear of discipline
• Many people see investigations as fault finding rather than fact finding
• Concern about reputation
• Fear of medical treatment
• Desire to avoid work interruption
• Desire to keep personal record clear
• Where workers have an annual appraisal of their performance, they see accidents
as being a black mark against their record
• Avoidance of red tape
• Concern about the attitude of others
• The following points are important:
o Positive reactions from managers and senior officers
o Use reports to focus attention to safety procedures
o Develop awareness of the value of reporting trends
Considerable effort should be put into addressing the human side of any accident. A demonstration
to the crew of a genuine caring attitude is most important in maintaining morale and a positive
attitude towards safety onboard ship.

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 Documentation and Filing

TSM Form 097 – “Safety & Improvement Report”
o File No. 19.8
TSM Form 092A – “Accident Incident Investigation Report”
TSM Form 092B – “Cargo Contamination Investigation Report”
 Distribution
Immediate
o Telephone notification to Thome Singapore
o Follow-up Email to Thome Singapore
Originals
o Marine Department via conventional mail
Copy
o Retain on board
 Reference
ISM Code
OHSAS 18001

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THOME S&H Document
3. CORRECTIVE AND PREVENTIVE ACTION

 Purpose
To systematically gather and analyse information from relevant safety and inspection
processes and use the result to achieve continual improvement
 Application
Singapore Office
 Responsibility
Marine Manager
HSSEQ Manager
Fleet Group Manager
Chief Operating Officer
Masters
3.1 SOURCES OF EXPERIENCE & FEEDBACK

Experience is the primary avenue used to effect continual improvement. Such experience may
include positive and negative comments, deficiencies, or non-conformities cited in conjunction with:
• Accidents and Incidents
o Form TSM 092A Incident Investigation Report
o Form TSM 092B Alleged Cargo Contamination Investigation Report
o Incidents reported to External - Oil Majors, Vetting or Incident Departments
at the discretion of the HSSEQ Manager & Marine Manager
• Class Audits and Surveys
• Clients Contacts
• Customers Remarks
o Form TSM 156 Customer Critique Request
• Audits, Inspections and Surveys Observations
o Form TSM 064C Audit / Vetting Observation Master-List
o Form TSM 064D Deficiency and Observation Master-List
• Inspections Deficiencies
o Form TSM 097 Safety Improvement Report Non-Conformity Note
• Internal Audit Reports
o Form TSM 098 Internal Audit Report

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SHIP MANAGEMENT PTE LTD Corrective and Preventive Actions
• Masters’ System Reviews

o Form TSM 006 Master’s System Review
• Near Misses
o Form TSM 093 Near Miss Report / Stop Card
o OCEAN MANAGER
• Normal work and reporting
o Form TSM 056 Weekly Planned / Performed Maintenance
o Deck / Engine / Electrical
o Form TSM 064 Quarterly Condition Report
o Form TSM 087 Daily Work Safety Notice
• Non-Conformities
o Form TSM 097 Safety Improvement Report Non-Conformity Note
• Safety Inspections
o Thome Internal
o Thome employed External Consultants
o Port State Control
o Flag State
o Vetting
• Suggestions for Improvement
o Form TSM 201 Change Management System Revision Request
3.2 IMPLEMENTATION, ANALYSIS, AND MONITORING OF CORRECTIVE &

PREVENTIVE ACTIONS
Whenever non-conformances, observations, deficiencies or complaints are incurred, it is imperative
that the experience results in implementation of proper corrective and preventive action. To ensure
corrective and preventive actions are acceptable and carried out properly, the company employs a
systematic method of follow-up as shown below.
OCEAN MANAGER Database

OCEAN MANAGER is a computerized database that has been procured for the purpose of
experience transfer and analysis. Feedback and experience must be recorded so that causation can
be analyzed and trends can be monitored.
OCEAN MANAGER has two (2) modules, the knowledge management system (ship shore forms)
and the Analysis system. OCEAN MANAGER is currently in its implementation phase and TSM
Forms are being used concurrently. In the near future, the software can be used for the following:
• For Accidents, Incidents, Near Misses, Non-Conformities, Customer Remarks,
and Suggestions for Improvement:

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o These reports can be created in the ship shore forms of OCEAN

MANAGER
o Pertinent details are entered with the appropriate blocks ticked and
information entered
o For Accidents, Incidents, and Near Misses, the corrective action proposed
by the vessel must always be entered
o For Non-Conformities, corrective action requirements are normally specified
by the Observer and the report is forwarded electronically to the OCEAN
MANAGER Database with the specific details of the Non-Conformance
o The OCEAN MANAGER Database is a tool that can be monitored by all
departments in Thome
o Accidents, Incidents, Near Misses, Non-Conformities, Observations or
Recommendations cited by ship staff should be entered into OCEAN
MANAGER
o Vessels not yet equipped with the electronic OCEAN MANAGER reporting
software on board may use TSM Forms respectively and send them to
Thome Office electronically.
• For Audits or Inspections
o For HSSEQ Internal Audits or Company Safety Inspections, the attending
Auditor / Inspector will use Form TSM 064C Audit / Vetting Observation
Master-List to summarize observation items
o For other Audits or Inspections, the attending Auditor / Inspector may use
their Authorized Forms and Master need to create the Form TSM 064C
Audit / Vetting Observation Master-List to summarize the observation items
o For Non-Conformities / Deficiencies, corrective actions are entered in the
OCEAN MANAGER Database
o Any other Internal Deficiency and Observation cited by company
superintendents or ship staff, Form TSM 064D Deficiency and Observation
Master-List is to be used and discussed in pre-departure/closing meetings,
signed by the superintendent, master and chief engineer, and copy left
onboard. Unless AMOS-D is utilized for follow-up, reports should be
entered into OCEAN MANAGER so that close out can be monitored
o Non-Conformities, Observations or Recommendations cited by ship staff
should be entered into OCEAN MANAGER
o The OCEAN MANAGER Database is a tool that can be monitored by all
departments in Thome
o Vessels not yet equipped with the electronic OCEAN MANAGER reporting
software on board may use TSM Forms respectively and send them to
Thome Office electronically.
Master’s System Review
o The Marine Manager and HSSEQ Manager are responsible for monitoring
the content of Master’s System Reviews

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o When it is determined that items identified by the Master require initiation of

corrective or preventive action. Suggestion for Improvement is to be
entered in the OCEAN MANAGER Database by the superintendent.
Analysis
The HSSEQ Manager is responsible for analysis of the information gathered in the OCEAN
MANAGER Database. Reports may be generated in accordance with the OCEAN MANAGER User
Manual as needed to identify trends or to ensure adequate experience transfer is disseminated to the
fleet
• Significant Non-Conformities, Deficiencies and Customer Complaints are to be
reported to the senior management
• Further analysis and investigation may be initiated by the Chief Operating
Officer
• If it is considered that a procedural change is necessary in the HSSEQ System
Manuals, a preliminary draft must be first submitted to the HSSEQ Manager or
his consideration and approval prior to incorporation
• Office management review meetings is also used to supplement analysis and
feedback
Further Preventive Action

Based upon the OCEAN MANAGER analysis, management can decide if additional action is needed
to eliminate the root cause of reported accidents, non-conformities and deficiencies. Any fleet-wide
corrective or preventative action will be coordinated by the HSSEQ Manager or Chief Operating
Officer.

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TSM Form 156 – “Customer Critique Request”
o File No. 23.5.1
TSM Form 097 – “Safety Improvement Report Non-Conformity Note”
o File No. 23.2.1
o File No. 23.9
TSM Form 098 – “Internal Audit Report”
o File No. 23.2
TSM Form 006 – “Master’s System Review”
o File No. 23.4
TSM Form 064C – “Audit / Vetting Observation Master-List”
o File No. 5.2
o File No. 5.2.2
o File No. 23.2.1
TSM Form 064D – “Deficiency and Observation Master-List”
o File No. 7.6.5
 References
ISM Code
ISO 9001
ISO 14001
OHSAS 18001
HSSEQ Circular 10 – 2012: Introduction to Ocean Manager

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THOME S&H Document
4. HEALTH AND HYGIENE

 Purpose
To outline procedures in place for Health and Hygiene aboard ship
 Application
All Vessels
 Responsibility
Master
Marine Department
4.1 INDIVIDUAL RESPONSIBILITIES FOR HEALTH AND HYGIENE

Crewmembers must be able to live and work in a sanitary environment. While it is the responsibility
of the individual to attend to personal hygiene and look after their own health, Thome has established
the following guidelines to ensure healthy living and working conditions are maintained aboard ship.
Individual crew members must recognize their responsibility to their ship mates by taking personal
responsibility for:
• Personal cleanliness
• Sensible diet
• Adequate sleep during rest periods
• Regular exercise
• Avoidance of excess alcohol/tobacco
• Prompt attention to cuts/abrasions
• Maintenance of working clothes and protective equipment in a clean condition
• Appropriate dress for the work and climate
• Avoidance of drugs other than medications for illness and injury
• Ensuring all required vaccinations/inoculations required are fully up to date
• Medications for prevention of illness (e.g. anti-malarial tablets etc.) should be
taken when required
• In hot climates the skin is to be protected from strong sunlight and crew should be
encouraged to drink plenty of salt-containing liquids to replace the body fluids lost
through perspiration
• Avoid activities that lead to slips, trips and falls

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SHIP MANAGEMENT PTE LTD Health and Hygiene
4.2 FOOD HANDLING

When handling food, crewmembers must observe good personal hygiene and food preparation
practices, including:
• Food is not to be left lying around in ambient temperature. To prevent growth of
harmful bacteria it is essential to keep food either very hot (above 63oC) or very
cold (below 5oC)
• Cooled food items (e.g. fresh fruits and vegetables, processed and cooked meat
products and foods prepared for rapid use) should be kept covered and stored at
between 0oC and 7oC depending on the product
• Fruits and vegetables that are not in good condition (e.g. spoiled, rotten, mouldy,
etc.) are to be discarded
• Frozen provision defrosting should be carried out in a cool clean area with the
defrosting goods kept covered and separate from cooked foods
• Separate work surfaces must be used for the preparation of raw meat and if
space is restricted, at least a separate chopping board provided. However if the
same surface is used for preparation of raw and cooked meats then the area must
be cleaned between preparations
• Food that has been served and left-over food is to have a maximum shelf-life of
not more than 48 hours because of the possibility of contamination
• Raw/unprocessed food must be kept apart from cooked food and milk. Where
raw/unprocessed and prepared food is kept in the same compartment (freezer),
items are to be kept well separated
• Refrigeration thermometers should be easily visible to persons working in
passageways serving the refrigerated spaces or on the engineers control panel
• Temperature of deep-freezer compartments should be between –12oC and –18oC
• Freezer and cooler compartments are to have properly maintained and accurate
thermometers for temperature control and working alarms in case of lock-in
• Ensure freezer and cooler compartments are clean before food orders are
received
• Dry food stores should be dry, cool, well lit and ventilated
• Food and provisions must not be ‘outdated’. Careful checking of ‘best before’,
‘use by’ or ‘other’ markings is to be carried out to ensure no ‘outdated’ provisions
are retained onboard
• Personnel who are sick or infected by contagious diseases are not to handle food
or provisions
• The Master is to ensure food and provisions are handled and stored hygienically
by carrying out weekly inspections and general observation
• The catering staff must be properly dressed when handling or preparing food:
o No bare or open slippers
o Clean aprons to be worn when preparing food

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o Hands are to be frequently washed with soap and hot water

• Food preparation and eating surfaces must be cleaned after each meal with a
clean cloth, antibacterial soap and water
• Dishes are to be promptly washed in dish soap and hot water
• No fish caught in the tropical shallow waters served for crew meals.
Galley Condition
• Galley knives are to be kept under lock and key when the galley is unattended
• Hot plates to be switched off when the galley is unattended
• Equipment such as ranges, waste disposal units, hot plates, etc., must be kept
clean
• Mechanical ventilation system should be used to keep odours and smoke clear
• Ventilation hoods and grease filters are to be kept in good condition and cleaned
weekly
• Food waste properly separated and kept in sturdy, tightly covered garbage cans
• Cookware, crockery and utensils are to be thoroughly cleaned after each use and
properly stored
• Keep knives clean and sharp, use colour coding to avoid cross-contamination
• If plates, pots, pans, cutlery, etc. are washed by hand then hot water should be
used
• Where possible all galley utensils not in use are to be hung or stored to avoid
loss, damage or injury to seafarers when the ship rolls
• Facilities are to be provided in or near the galley wash basin for cleaning hands
(e.g. soap and disposable towels or other hygienic drying facilities)
Galley Stores
• Store provisions so counting can be done easily
• Rotate stock first in – first out
• Mark the date of arrival on incoming food items
• Wrap food items in freezers to prevent “freezer burns”
• Store at convenient and cost-effective ports
• Do not over-order as this leads to waste
• Agree your menu with the Master
• Check new stores when received
Some General Information on Ciguatera Poisoning

Ciguatera is a food-borne illness poisoning in humans caused by eating marine species whose flesh
is contaminated with a toxin known as ciguatoxin, which is present in many microorganisms living in
tropical waters. Like many naturally and artificially occurring toxins, ciguatoxin bioaccumulates in

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lower-level organisms, resulting in higher concentration of the toxin at higher levels of the food chain.
Predator species near the top of the food chain in tropical waters, such as barracudas, moray eels,
parrotfishes, groupers, triggerfishes and amberjacks, are most likely to cause ciguatera poisoning,
although many other species have been found to cause occasional outbreaks of toxicity. Ciguatoxin
is very heat-resistant, so ciguatoxin-laden fish cannot be detoxified by conventional cooking. The
symptoms of this poisoning are very severe and can last from weeks to years, and in extreme cases
as long as 20 years, often leading to long term disability.
Distribution
Due to the localized nature of the ciguatoxin-producing microorganisms, ciguatera illness is only
common in tropical waters, particularly the Pacific and Caribbean, and usually is associated with fish
caught in tropical reef waters. Ciguatoxin is found in over 400 species of reef fish, and therefore
avoidance of consumption of all reef fish (any fish living in warm tropical waters) is the only sure way
to avoid exposure to the toxin. Imported fish served in restaurants have been found to contain the
toxin and to produce illness which often goes unexplained by physicians unfamiliar with a tropical
toxin and its characteristic symptoms
Detection methods
Currently, multiple laboratory methods are available to detect ciguatoxins, including liquid
chromatography-mass spectrometry (LCMS), receptor binding assays (RBA), and neuroblastoma
assays (N2A). In Northern Australia, where ciguatera is a common problem, two different methods
are widely believed to be available for determining that fish harbours significant levels of ciguatoxin.
The first method is that if a piece of fish is contaminated with the toxin, flies will not land on it. The
second is that the toxin can be detected by feeding a piece of fish to a cat, as cats are allegedly
highly sensitive to ciguatoxin and will display symptoms. It is not known whether there is any veracity
to either belief.
Symptoms
Hallmark symptoms of ciguatera include gastrointestinal and neurological effects. Gastrointestinal
symptoms include nausea, vomiting, and diarrhoea usually followed by neurological symptoms such
as headaches, muscle aches, paresthesia, numbness, ataxia, and hallucinations. Severe cases of
ciguatera can also result in cold allodynia, which is a burning sensation on contact with cold
(commonly incorrectly referred to as reversal of hot/cold temperature sensation). Doctors are often at
a loss to explain these symptoms and ciguatera poisoning is frequently misdiagnosed as Multiple
Sclerosis.
The symptoms can last from weeks to years, and in extreme cases as long as 20 years, often leading
to long term disability. Most people do recover slowly over time. Often patients recover but redevelop
symptoms in the future. Such relapses can be triggered by consumption of nuts, alcohol, fish or fish-
containing products, chicken or eggs, or by exposure to fumes such as those of bleach and other
chemicals. Exercise is also a possible trigger.
Treatment
There is no effective treatment or antidote for ciguatera poisoning. The mainstay of treatment is
supportive care. Some medications such as the use of Amitriptyline may reduce some symptoms of
ciguatera, such as fatigue and paresthesia, although benefit does not occur in every case. Also used
are steroids and vitamin supplements, but these merely support the body's recovery rather than
directly reducing the toxic effects.
Previously mannitol was used for poisoning after one study reported the reversal of symptoms
following its use. Followup studies in animals and case reports in humans also found benefit from

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mannitol. However, a randomized, controlled, double-blind clinical trial of mannitol for ciguatera
poisoning did not find any difference between mannitol and normal saline, and based on this result
mannitol is no longer recommended.
There are a number of antiquated Caribbean naturopathic and ritualistic treatments, most of which
originated in Cuba and nearby islands. The most common old-time remedy involves bed rest
subsequent to a Guanabana juice enema. Other folk treatments range from directly porting and
bleeding the gastrointestinal tract to "cleansing" the diseased with a dove during a Santeria ritual.
The efficacy of these treatments has never been studied or substantiated; nevertheless they are
purportedly still used to this day.
Commercially Available Test for Ciguatera Poison

Cigua-Check, the only commercially available test for detecting ciguatera poison in fish, is now
available to the general public. A package of five tests is priced at US$20 per package plus shipping
and handling charges. The test is also available at fishing, drug and sports stores throughout Hawaii.
Humans become afflicted with ciguatera by eating near-shore tropical fish that contain ciguatoxin.
The test determines whether a fish's flesh contains the toxin. A grain-sized piece of the fish's muscle
is placed in a vial of liquid methanol. A test strip is added, air-dried and placed in a second vial
containing a purple liquid. If the strip remains purple after being rinsed, the meat contains ciguatoxin
and should not be eaten.
Symptoms of ciguatera fish poisoning in humans include weakness, diarrhoea, muscle pain, joint
aches, numbness and tingling, temperature reversals (cold feels hot and vice versa), nausea, chills,
itching, headaches, sweating and dizziness. Although the disease rarely causes death, symptoms
can last for several months and, for sensitive persons, can reoccur even if no additional ciguatoxic
fish are eaten.
For more information or to order the test, contact Oceanit Test Systems, 1100 Alakea St., 31st floor,
Honolulu, HI 96813, USA; phone (808) 539-2345.
Description of Great Barracuda
Geographic Range
Sphyraena barracuda, commonly known as great barracuda, inhabit nearly all warm seas. They are
found in the tropical regions of the Indo-Pacific, and Atlantic oceans, with an absence only from the
Eastern Pacific. They have been found in the Red Sea and as far as the Bermudas in the Western
Atlantic. They have been seen as far north as Massachusetts.
Bio-geographic Regions
Indian Ocean (native); Atlantic Ocean (native); Pacific Ocean (native).
Habitat
Adult great barracudas live in and around the edges of coral reefs. They tend to avoid brackish water
unless they are getting ready to spawn. Post-larvae live on the margins and in the estuaries where
they are protected. When they get large enough to protect themselves, they will move out into the
open ocean and then to the margins of the coral reefs. These barracudas occur in clear water.
Great barracudas prefer water temperatures between 74F and 82F, although they have been found
in much colder water.

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Physical Description
Mass 40 kg (average).
Sphyraena barracuda is a long silvery fish with two widely separate dorsal fins, characteristic of its
family, Sphyraenidae. They have large scales and a pointed head with a large mouth and long knife-
like teeth. Great barracuda have a large gape. They can reach up to 2 meters in length. Many
fishermen used to think that barracudas were closely related to pikes because of the similarity in their
body form. Sphyraena barracuda has a lower jaw projecting which is helpful in biting. They are a
greyish brown above and silvery below which is quite universal throughout their geographic range.
They often have dark ink-like spots that are arranged in no pattern on their sides. The young have
dark crossbars on their backs and blotches on their sides. The young also have a soft dorsal fin and
the anal and caudal fins can be blackish. Males and females are indistinguishable to humans.
Behavior
Sphyraena barracuda is often a solitary fish as an adult, especially at night. Juveniles and adults can
be observed travelling in schools during the day. Other behaviour has been observed, such as, adult
great barracuda schooling during the day, likely hunting for food or protecting each other from
predation. Groups of hundreds and even thousands of great barracudas have been observed. This,
however, is rarely seen. They are known as vicious fish. They have been known to attack divers and
are capable of inflicting severe wounds. They kill compulsively and will destroy more than they eat.
Most often, great barracudas attack only when provoked
Food Habits
Great barracuda eat other fish. They are piscivorous at all ages. Their large teeth are quite useful for
this purpose. They have a large gape which allows them to feed on very large fish by chopping them
in half. They eat what they can catch using their combination of a sit-in-wait and active predator style.
As juveniles, these fish compete with needlefishes and small snapper for food. This consists of
killifishes, herrings, sardines, gobies, silversides, anchovies, small mullets, and lizard fishes to name
a few. As the fish get older and bigger, they may compete with larger fish like mackerel, or even
dolphins, depending on their habitat.
Sphyraena barracuda will feed on both bottom-dwelling species as well as species of the higher
water column.
They have the narrow head-on profile and the silvery colour which reduces their visibility to prey. It
has been observed that great barracudas herd schools of fish into shallow water and guard them.
They will do this until their last meal has been digested and they are hungry again
Economic Importance for Humans: Negative

Great barracudas can be dangerous. This means beware, for many tourist who like to snorkel or dive
in the Caribbean or in other clear waters where these fish live.
For those people who like to eat great barracudas, ciguaterra is an issue. Ciguaterra occurs more
often in large fish. It is a debilitating illness that can result in some severe physiological changes,
sometimes even death. Ciguatoxin is ingested when eating tropical and subtropical fish. Some
species are more likely to be dangerous than others. Due to the danger of poison, great barracuda
meat is illegal to sell (Food and Drug Administration 2000).

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Economic Importance for Humans: Positive

Great barracuda meat is tasty for some people. Very little barracuda meat is eaten in the United
States, and few people like to fish them. But, for those who do, they are found to be great game
fighters on light tackle
4.3 VERMIN INFESTATION CONTROL

All spaces, especially where food is handled, stored, prepared or served, are to be carefully
monitored for any sign of vermin infestation. If evident, control measures must be applied as soon as
possible, but subject to the following restrictions:
o Poisons may only be used with the concurrence and oversight of the Master
and Safety Officer
o Poison must be properly labelled and all warnings adhered to
o Poison must never be stored in the same spaces as food or medicine
If cockroaches, mice, flies or other vermin are evident, the crew must bring this to the attention of the
senior onboard management immediately so extermination can be accomplished before significant
infestation occurs.
4.4 HOUSEKEEPING
The company has determined that to maintain good living conditions onboard and to present a good
impression to those inspecting the ship (e.g. Port State Control) the visual appearance, condition and
standard of maintenance of the crew accommodation and working spaces is to be given high priority
by senior onboard management. The accommodation and working space heating, ventilation
systems, lighting systems, water closets, washing facilities and similar fittings must be well
maintained and operational. Individual crew accommodation (cabins) must be maintained in clean,
decent and habitable condition, and free of goods or stores that are not the personal property of the
occupants.
Heating, Cooling and Ventilation

All crew cabins, sleeping rooms and mess rooms are to be kept ventilated. The system of ventilation
must maintain a satisfactory ambient condition under all external conditions of weather and climate.
The vessels air-conditioning system is to be cleaned, maintained and operated as per the
manufacturers recommendations. The PMS system is be used for maintenance and record keeping.
The ventilation may have to be controlled (e.g. re-circulation) when handling certain hazardous
cargoes such as petroleum or toxic chemicals in bulk.
Sanitary Accommodation
Toilets, change rooms, showers and wash rooms must be kept clean and sanitary including:
• Floors in are to be kept clean and well drained
• Sufficient lighting, heating and ventilation is to be provided
• Both hot and cold fresh water is to be available in all wash rooms

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• Water closets are to be maintained with ample flush water and available at all
times
• All drains to be clear and free flowing
• Multiple water closets in one compartment are to be screened to ensure privacy
• Toilets are to be kept clean and well stocked with amenities as follows:
o Toilet tissue x 2 Rolls
o Hand Soap
o Hand Towels
o Deodorizer
Laundry
• Laundry areas are to be kept clean and well organized
• There must always be sufficient dryers or drying rooms to preclude hanging of
laundry in the ships passageways
o It is prohibited to hang laundry on hand rails or rig clothes lines in
passageways
Potable Drinking Water

Potable water should be bright, clear; virtually colourless and aerated (e.g. it should bubble when
shaken). When loading potable water:
• Dedicated clean hoses are to be used.
• The hoses are to be flushed thoroughly before use.
• Hoses are to be drained and properly stored between use.
• Deck filling points must be protected and secured with covers
Portable drinking Water to be tested as per Section No. 30 of Norwegian Acts and Regulations No.
707 concerning the Accommodation and Catering Service on Ships dated 15 September 1992 which
is as stated underneath:
Drinking water
• ILO Convention No. 68 Article 5 shall be complied with.
• The shipmaster is responsible for ensuring that a sufficient quantity of drinking
water is provided on board.
• The water shall be hygienically safe and also clear, with no distinct smell, taste or
colour, and shall otherwise satisfy the standards of quality for drinking water.
• The drinking water shall be checked regularly by competent personnel. The
necessary equipment for such inspections shall be available.
• The Ministry of Health and Social Affairs may issue more detailed regulations
concerning requirements for, and inspection of, drinking water systems to be
complied with.

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4.5 CABIN INSPECTIONS AND LIVING CONDITIONS

All Crew members must be let off half a day every week, while at sea, to undertake a thorough
cleaning of their personal cabins and the common living areas.
Effectiveness of cleaning sessions must be checked every week by a stringent inspection by Master
and /or Chief Officer. Results of this inspection and any defects found must be recorded in a
separate Register and immediately rectified. This is to ensure that clean, functioning, healthy,
sanitary and aesthetically pleasing living conditions are provided to each and everyone onboard.
Requisitions or Repair Specifications resulting from these weekly Cabin Inspections should be sent to
the office and discussed with respective Superintendents.
Register recording defects found during Cabin Inspection should be shown to visiting
Superintendents and other office staff. Requirements, if any, must be agreed with the
Superintendent Engineers.
Accommodation Condition must be a part of each and every review by the Master. It must include
the Master’s rating of the prevailing condition and improvement suggestions, if any. Any important
matter should be brought to the notice of the Designated Person Ashore in the company.
Superintending Engineers should be allocated suitable funds. They should place suitable emphasis
and give adequate priority to provide living conditions of a reasonable standard onboard a vessel.
Any requests from the ship staff in this regard should be sympathetically discussed.
4.6 MEDICAL SCREENING FOR CHEMICAL EXPOSURES

All Crew members who are employed to work on chemical tankers or are inadvertently exposed to
toxic materials in excess of safe limits will be subject to a structured medical screening process to
monitor possible exposures occurring in the work place and the consequences thereof. The medical
screening program will consist of the following elements:
• Base line physical examination upon initial employment
• Annual physical examination
• Pre chemical exposure physical examination
• Termination physical examination when the employee leaves the company
All physical examinations should include a comprehensive blood analysis to check for indicators of
possible chemical exposures. The exact make-up of the physical examination and blood test has
been established by the Crewing Manager in consultation with the company's established network of
approved medical clinics and/or regional medical facilities.

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Log Book - Entry Results of Weekly Cabin Inspection
Accident Reports
Doctors Reports
Physical Examination Records
 Distribution
Singapore Office
 References
ILO 147
Code of Safe Working Practices for Merchant Seamen
OHSAS 18001
ILO Convention No. 68 Article 5
HSSEQ Circular 35-2011: Severe Food Poisoning Of Crew

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THOME S&H Document
5. PERSONAL SAFETY
 Purpose
To outline procedures to safe guard personal safety aboard ship
 Application
 Responsibility
Master
Marine Department
5.1 PERSONAL PROTECTIVE EQUIPMENT (PPE)

The company places high priority on the safety and well being of all crew and actively promotes
onboard practices that will lead to a safe working environment. The company shall supply each
crewmember onboard with protective clothing and equipment to be used on all occasions when there
is a work activity. A stock of protective clothing and equipment will be maintained for issuance to
personnel as and when required.
• The cost of this PPE shall be borne by the company. The following items are to
be issued to each crew member:
o Safety Helmet with chin strap
o Safety Shoes
o Chipping Goggles
o Boiler Suits x 2 for each man
o Hearing Protection (ear defenders or ear plugs)
o Gloves
• The proper use of protective safety clothing significantly reduces the risk of
injury
• Vessel minimum inventory is specified in MSM Master-List 013 - Protective
Clothing Inventory
• Protective clothing must be kept clean, in good condition and properly stowed
when not in use
• Any damaged safety equipment or protective clothing is to be reported to the
Chief Officer for assessment after which it will be replaced as necessary
• All PPE that has been discarded due to poor condition is to be destroyed or
removed from the vessel
• Only PPE that is of a good quality, correct for the purpose it is to be used for
and properly fitting is to be ordered and supplied

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SHIP MANAGEMENT PTE LTD Personal Safety
Personal Protective Equipment Requirements

Safety helmets must not have paint, paint thinners and other chemicals (e.g. for cleaning) applied as
these chemicals may affect the strength of the helmet and not give the wearer maximum protection.
Personal Protective Equipment must be worn in all situations where hazards exist:
• Safety helmets are to be worn at all times when working on deck, in the engine
room or anywhere aloft with special diligence to be exercised at times when
working with the lifting, transferring of stores or other equipment
• Rubber sole safety shoes must be worn at all times when crew is at work in the
machinery spaces, on deck or in the galley
• Long sleeve boiler suits are to worn when working to give protection to the
bodies extremities. Cutting back of the sleeves or legs of boiler suits is not to
be allowed onboard. Galley staff may wear long trousers and shirts in lieu
• Safety goggles must be worn whenever there is risk of foreign object or liquid
entering the eye
o Chipping Goggles are not to be used when handling chemicals; non-vented
chemical type goggles or chemical splash shields must be worn
• When handling chemicals, the protective clothing specified on the MSDS sheet
must be worn. Equipment including a splash shield, rubber gloves, rubber
apron, and emergency eye wash should be stationed at all storage locations
where any chemicals are handled including:
o Chemical Store
o Battery Rooms
• MSDS Sheets in plastic case-covers must be readily available at all storage
locations where chemicals and paints are handled. Where possible, extra
binders should be placed on location at:
o Chemical Stores
o Paint Locker
• Ear protection must be worn whenever there is risk of hearing impairment due
to high noise.
• The use of hearing protectors is mandatory in designated areas where there is a
high noise level (engine room, pump room, machinery spaces). These areas
will have notices posted reading:
o ‘Caution: Hearing Protection Required Beyond this Point’ and
o ‘Caution: Hearing Protection Required in this Area’
• Respiratory equipment will be supplied as required (e.g. for painting in enclosed
spaces, when cleaning using chemicals, etc.)
• Gloves are to be issued to the crew and worn when required in accordance with
manufacturers recommendation or stabled safe practice
• Safety harnesses/belts are to be worn when working aloft, over side or with
gangways
• Life vests/jackets are to be worn when working over side or with gangways
• Warm clothing will be supplied by the company for protection against the cold
where necessary

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Personal Protective Equipment (PPE) Matrix
Chemical Gloves
Leather Gloves
Isolate / Check
Warning Signs
Ear Defenders
Floatation Aid
Chemical Suit
Safety Shoes
Drain / Vent
Safety Line
Dust Mask
Boiler Suit
Goggles
Harness
Helmet
Visor
On Deck
Machinery Space
Mooring Operations
Anchoring Operations
Cargo Operations
Crane Operations
Wire Handling
Lifeboats
Ship Side
Height > 2M
De-scaling
Painting
Cleaning Equipment
Mandatory As Required

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Chemical Gloves
Leather Gloves
Isolate / Check
Warning Signs
Ear Defenders
Floatation Aid
Chemical Suit
Safety Shoes
Drain / Vent
Safety Line
Dust Mask
Boiler Suit
Goggles
Harness
Helmet
Visor
Chemicals
Welding
Power Tools / Abrasive Wheels
Electrical
Hydraulic
Pressure
Steam
Mandatory As Required

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5.2 HEAVY WEATHER

In bad weather, shipboard tasks are inherently more dangerous due to the washing seas and the
pitching and rolling of the ship. Extra precautions must be exercised by the crew, including:
• Only the safe passage along the deck is to be used (path with safety barrier or
wires) and safety harness to be worn when conditions dictate
• Heavy doors and hatches must be positively secured to prevent slamming
5.3 PROHIBITION OF NON-INTRINSICALLY SAFE EQUIPMENT

On tankers, carrying petroleum or flammable chemicals, only intrinsically safe equipment, certified for
use in a hazardous atmosphere, may be used. This includes:
• Battery operated torch lights (flash lights)
• Radios
• Telephones
• Cameras
• Power Tools
Unless a dangerous work permit for hot work or cold work has been approved, it is prohibited to store
electrical cables and lights in deck stores, pump-rooms or forecastle spaces.
Mobile Phones
When mobile phones are taken through a terminal, or on to or off a ship, they should therefore be
switched off and should only be re-commissioned once they are in a non-hazardous area, such as
inside the ship’s accommodation or clear of the terminal.
Visitors
Visitors to the ship should not use mobile telephones, pagers, cameras, mp3 players or any similar
device unless prior permission has been obtained from the ship and only in a non-hazardous area.
5.4 SMOKING REGULATIONS

Careless smoking ship is a leading cause of fire. All vessels must comply with company smoking
regulations. On vessels carrying hazardous cargo, designated smoking rooms must be established
in accordance with the TSM Smoking Regulations Poster. Where terminal smoking regulations are
more stringent than company requirements, terminal requirements are to be followed. The following
safety rules apply:
• Designated smoking rooms must be fitted with an automatic door closer.
o It is prohibited to tie back smoking room doors
• Smoking in bed is prohibited
• On tankers, only safety matches are to be used and it is prohibited to carry
matches when working on deck

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• Self-extinguishing ashtrays to be used
5.5 EMBARKATION SAFETY

Vessels crew must engage in standard safe working practices to ensure precautions are taken to
safeguard life when embarking from a launch, such as:
• Compulsory use of flotation vest whenever boarding a vessel
o A work vest should be borrowed from either the boat or lowered from the
ship to ensure safe transit and prevent drowning in case of slip, trip or fall.
• Always minimum three deck crew at gangway
o One officer to supervise
o One operator
o One to assist loading of baggage and ISPS
• Life buoy to station at embarkation points
• General alarm to be sounded if man overboard and rescue boat to be launched
immediately
• Man overboard drills to be regularly conducted
Safety for non-ship’s crew

Personnel protective equipment requirements that apply ships crew, equally apply to shore staff
(superintendents, contractors, etc. The company standard equipment (non-slip safety shores, safety
helmet, ear defenders, or boiler suits) must be worn. Use the PPE where appropriate when working
onboard.
HSSEQ Circular 11-2009 – Watch keeper: A regular reminder of Major hazard

TSM Smoking Regulations
o Posted in a prominent location on the main deck
MSM Master-List 013 - Protective Clothing Inventory
o Main HSSEQ Manual
 References
ISGOTT
Code of Safe Working Practices
Material Safety Data Sheets

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THOME S&H Document
6. SHIPBOARD SAFETY FAMILIARIZATION

 Purpose
To outline procedures for onboard safety familiarization
 Application
 Responsibility
Master
Marine Department
6.1 SAFETY TOUR

Upon Joining Prior to Departure
When new crew or supernumeraries joins the ship, a guided safety tour must be conducted by the
Safety Officer or another member of ships safety committee as soon as practical. Attendance is
compulsory even for those who are rejoining and already be familiar with the vessel. The following
subjects shall be included in the induction tour:
• Alarm signals
• Locations of the emergency and lifeboat muster stations
• Each joining crew member individual assigned emergency duties and muster
points
• Locations of the main items of safety equipment (lifejacket, lifeboat, rescue
boat, nearest fire extinguishers to cabin & workplace)
• Location of the hospital and first aid locker
• Locations of the emergency exits from the engine room and accommodation
spaces
• Escape routes from workplace and cabin
• Any special safety precautions (e.g. any significant hazardous like dangerous
cargoes that are being carried and, or handled)
Prior to Assuming Assigned Duties
The Chief Officer and Chief Engineer will specially introduce the new officers and crew to the
procedures, equipment, machinery and its operation within their respective departments before the
new staff take any responsibility or perform any watch-keeping duties. Prior to commencing any
assigned task all joining crew and are to be given an introduction to:
• Onboard procedures for operation of equipment and machinery by the
department head or responsible officer
• The supervising officer is to ensure that new crew members have correctly
understood the duties assigned
CONTROLLED Revision: 01 Jun 2007

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SHIP MANAGEMENT PTE LTD Shipboard Safety Familiarization
• The company and other onboard procedures required to carry out their
assigned duties (e.g. standing orders)
Within Two Weeks Onboard
Within 2 weeks onboard joining crew are to receive instruction in:
• All company manuals
• Onboard procedures(e.g. pollution prevention measures, warning signs, job
descriptions, garbage separation, storage procedures, Environmental Program)
• Use of life-saving and fire-fighting equipment
• The function and responsibilities of the Designated Person
• Instruction in First Aid Procedures, heavy weather use of life saving equipment
and operation of fire extinguishing appliances
6.2 VERIFICATION RECORD

Safety familiarization is verified and recorded on Form TSM 099 - Onboard Safety Training &
Familiarization, which must be completed for each person sailing onboard. The Safety Officer, Chief
Officer and Chief Engineer shall themselves, ascertain that the new crew members have correctly
understood the duties assigned to them.

TSM Form 099 – “Onboard Safety Training & Familiarization”
o File No. 19.1.1
TSM Poster 001 – “Emergency Station Bill”
o Posted on Cabin Door
HSSEQ Familiarization Booklet
o Individual Crew
 References
ISM Code
OHSAS 18001

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THOME S&H Document
7. HAZARDOUS WORK
 Purpose
To specify safety procedures when conducting of dangerous work
 Application
 Responsibility
Masters
Marine Department
7.1 PERMIT TO WORK REQUIREMENTS

All jobs listed in this document require the issuance of a Permit to Work so that workers are
specifically briefed on job hazards and to ensure that energy sources are locked out, activation
controls are marked to identify and isolate the hazard (Lock Out - Tag Out), and/or flammable ignition
sources are removed whenever dangerous work is carried-out. A permit to work is required for the
following:
• Working Aloft
o Any elevated work higher than two meters
• Work with Asbestos
• High Pressure Systems
o Steam
o Hydraulics
o Compressed Air
• Electrical Work
• Divers and Underwater Operations
• Confined Space Entry
• Other Cold Work on Tankers
o Grit Blasting
o Use of equipment that is not intrinsically safe
• Hot Work
Form TSM 090 "Dangerous Work Permit" and, or Forms TSM 095 “Enclosed Space Entry Permit”
and 096 “Hot Work Permit” are to be completed prior to commencement of any of the listed tasks,
except in the case of electrical work, where a signed and dated Electrical Isolation Tag may be
substituted. In all cases, the duty officer or duty engineer as applicable must be verbally notified prior
to the commencement of work.

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SHIP MANAGEMENT PTE LTD Hazardous Work
7.2 EXCEPTIONALLY HAZARDOUS WORK

Hot Work (welding and burning) and Confined Space Entry are considered to exceptionally
hazardous. Specific safety procedures with specific permit to work requirements are detailed in S&H
Documents No. 008 and No. 009.
7.3 WORKING ALOFT OR OVER THE SIDE

The definition for working aloft is to be construed as when working aloft more than 2.0 meters above
the deck or suspended over any water. The normal operational handling of gangways does not
require the issue of a permit. Personnel carrying out the task must be properly supervised. All crew
working aloft or over the side must complete and have approved a Work Safety Permit Form TSM
090. The following specific precautions should be taken by all crew when working aloft:
• Safety belt to be worn with safety line which is to be "Snapped In" to a fixed
object when aloft
• Gloves, hand holds, and rails must not be greasy
• Safety Watch must always be on station to monitor precautions
• Area below to be roped off
• Only personnel who are physically strong enough to support their own weight
should perform such work
• Equipment and tools must be in good condition
• Portable ladders always to be tied off at the top to prevent slippage
• Energy sources in the area must be closed and "Locked Out", with associated
controls "Tagged Out", while men are working
• Extra precautions, such as life lines when descending into tanks, or tag lines
when ascending masts, should be considered when working conditions dictate
• Flotation belts to be worn when working over the side
• In those cases where safety lines cannot be used then where practicable
temporary barriers are to be erected to prevent falling
• Take special precautions in locations without handrails
7.4 ASBESTOS
If the crew must work on materials made of Asbestos (such as pipe lagging), extreme care must be
taken to prevent exposure and contamination of spaces. Asbestos is not dangerous as long as it is
encapsulated in cement or protective sheath. It is only when the Asbestos material becomes cracked
or broken that fibres can become airborne and presents a hazard. The person in charge of the work
must complete and have approved a Dangerous Work Permit Form TSM 090 prior to
commencement. Where asbestos is present and it is necessary for the crew to handle this material
during maintenance or repairs, special handling procedures must be followed, including:
• Wearing appropriate protective equipment
o Disposable full body coveralls

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o Filter respirator with Asbestos cartridge

o Disposable gloves
o Goggles
• Wet the asbestos prior to work or handling to prevent the generation of airborne
fibres
• Encapsulate the area by temporarily taping plastic all around
• Sealing in cement is considered permanent repair
• The space should be rinsed clean with water on completion
• Personnel are to shower and dispose of coveralls, filer cartridges and gloves
7.5 ELECTRICAL WORK

Maintenance or repair work must never be attempted on energised equipment. The electrical circuit
must be disabled with tags and, or locking devices placed on switches and circuit breakers. Testing
and checking of electrical equipment and circuits must only be performed by an Electrician, senior
engineer, or contractor who is familiar with the electrical testing safety procedures. The person in
charge of the work must:
• De-energise the equipment and circuits
• Test de-energised equipment and circuits to ensure they are safe before actual
work begins
• Affix a signed Electrical Isolation Tag on the breaker and start-up controls
• Only the individual who places the isolation tag may remove the tag and re-
energise the circuit
• Ensure that equipment used is suitable (i.e. appropriate tools suitable for
electrical work)
• Ensure that those carrying out the work:
o Have dry electrically isolating type rubber gloves
o Have available a face shield or chemical goggles when working on batteries
o Use rubber mating to isolate the immediate work area from becoming part
of an electrical circuit
• Where the time required for the task requires a change in personnel, a full
appraisal of the safety steps taken should be discussed with the incoming
personnel. The person who placed the original isolation tag will remove the tag
after which incoming personnel will re-check breakers and re-issue the isolation
tag
• Only wooden, fibreglass or ladders approved for electrical work when working
on or near electrical circuits
The replacement of fuses and other plug-in / screw-in devices does not require de-energising of the
circuits if the approved enclosures and other protective parts provided by the manufacturer are in
place. Fuse pullers or other electrically insulated tools should be used to provide extra protection
against accidental shock.

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7.6 HIGH VOLTAGE

A permit (Form TSM 090A – High voltage Work Permit) must be obtained when it is foreseeable that:
• A person will be required to, or might inadvertently, come within the minimum
safe working distances shown in Table 7.6 1 of exposed high voltage
equipment, either directly or through tools, equipment, materials or other
conducting objects
• The equipment is within a substation and is disconnected equipment
For work above exposed high voltage equipment, additional requirements apply.
For the following work, additional requirements and special safe working distances apply. These are
set out in separate table as follows:
Table 7.6-1: Safe Working Distances to Exposed High Voltage Equipment for Persons
Safe Working Distance (metres)
Voltage Suitably Authorised Persons * All Other Persons
Above 1000V 0.7 * * 1.2 * * *

but not exceeding 11 kV
Above 11 kV 1.0 1.5 * * *

Above 66 kV 1.5 2.0

Above 132 kV 2.5 3.0

Above 220 kV 3.0 3.5

Above 330kV 4.0 4.5
* Persons training to become suitably authorized persons may come closer than the safe working
distances shown under "All Other Persons" of Table 7.6 1 provided that the safe working distances
under "Suitably Authorized Persons" are maintained and the work is continuously and closely
supervised by a person suitably authorized to perform the work. The person supervising the work will
be responsible for the safety of the person in training.
* * Testing and earthing procedures on certain 2kV and 11kV equipment may bring the operator
within the specified 0.7m safe working distance. This work must only be carried out by an authorized
person who has been trained in the procedures and in accordance with written instructions.
* * * When passing under substation busbars, a person who is not authorized may come to 1 m of the
busbars at voltages up to 66kV provided that an authorized person has instructed the person at the
site of the dangers existing and the precautions that must be taken, and accompanies that person.

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WARNING
Table 7.6 1 does not imply that it is always safe to work up to these distances. An additional distance
must be added to that shown in the table if inadvertent movement or is handling of material would
infringe on the safe working distance.
Inspection and Testing of High Voltage Equipment

All aspects of testing work, including connection & disconnection of the test equipment and the actual
testing operations must be carried out in accordance with the above except as set out below.
• Tests where the equipment is energized from the high voltage system
o If a Permit is required for the connection of the test equipment, that permit
must be cancelled before the equipment is energized for the test
• Other tests (where the equipment is energized from the test equipment)
o When testing requires test equipment to be connected to high voltage
equipment and earths to be removed, the work must be carried out under
an appropriate Permit
Replacement of High Voltage Fuses

Operation of high voltage equipment for fuse replacement must be carried out under the direction of
the Chief Engineer.
A Permit is not required for fuse replacement where:
• The enclosed switchgear has withdrawable type fuses or switch fuses that
become disconnected equipment when fully withdrawn. In these cases, fuses
are to be replaced in accordance with Local Instructions
• Fuses and fuse links can be removed and replaced using approved insulated
sticks
A Permit must be issued for all high voltage fuse replacement that requires isolation and the
application of earths.
Work Above Exposed High Voltage Equipment

When work is above exposed high voltage equipment, either:
• The work must be carried out under an appropriate Permit, or
• The work must be carried out in accordance with an approved procedure and
the specific work must be authorized by an Electrical Engineer, or a special
barrier must be erected, and the work must be carried out in accordance with a
documented procedure
Where a special barrier is to be used, the barrier and the documented procedure must be:
• Approved by an Authorized Person who understands sufficient detail of the work
process for which the barrier is required, to assess its adequacy to prevent
infringement of the relevant safe working distances
• Approved by a competent person who understands sufficient detail of the
structural limitations of the proposed barrier to assess its adequacy to resist the
forces that may be imposed during the work process

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The person giving these approvals for the special barrier is responsible for ensuring that:
• The necessary restrictions on the work process arising from the barrier, and the
maximum loads that may be applied to the barrier are documented in the
procedure and are applicable for the work
7.7 PRESSURISED CYLINDERS AND CONTAINERS

Work on pressure cylinders and containers require:
• Depressurisation of the container
• Risk analysis and planning to be carried out and work procedures determined
• A Dangerous Work Permit Form TSM 090 is to be issued
• Where hot work is planned outside of machinery spaces, company approval is
to be sought prior to commencement of work and the issue of a hazardous work
or hot work permit
7.8 HANDLING CHEMICALS

During the handling of chemicals, extreme caution must be observed due to the permanent severe
injury to crew that can be caused if accidents occur.
Chemicals must:
• Be stored properly with caustics or acids being stored apart
• Have containers with suitable means of extracting the material in a safe manner
to minimize risk of spillage and splashing
• Must be kept in properly ventilated storerooms
When handling any chemicals the following must be observed:
• Eye protection in way of a face shield and goggles is mandatory
• Hands must be protected by the use of chemical resistant gloves
• Body protection shall consist of chemical resistant aprons
• Observe good practices and procedures:
o Always follow any mixing directions given on the container or in the MSDS
o When diluting acid - add the acid to the water stirring constantly – never
vice versa
o When mixing caustic - add the caustic to the water slowly to minimize risk of
splashing –never vice versa
o Empty containers are to be flushed and washed thoroughly to eliminate any
residue.
o Where acids or caustics come into contact with the body flush the affected
parts for 15 to 20 minutes with clean fresh water especially eyes

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Hydrogen Sulphide in Cargoes and Fuel Oil

When H2S concentration exceeds 10 ppm then it is considered high and anything in excess of it can
cause adverse effects.
When handling cargoes or fuel oils with high concentration of H2S, the following procedures are to be
followed:
• Vessel is to carry out closed operation procedure as described in ISGOTT 7.6.3.
Personnel on deck must have at least one H2S alarm continuously monitoring
the atmosphere on deck
• The H2S concentration is to be checked, using a Draeger tube or appropriate
equipment from a UTI port during and after cargo operations and logged.
Appropriate PPE is to be used as need.
• All venting is to be carried through the Mast Riser only
• All ullage, sounding ports are securely closed. The tank contents are to be
monitored using remote or automatic gauging. UTI instruments can be used,
however prior use, the gas and/or liquid seals are to be checked and in order
• Draining of loading arms into drip trays is prohibited
• The crew is to be made aware of the high concentration of H2S in the cargo or
fuel. MSDS sheets should be referred to. This can be done by a pre arrival
meeting or even during operation if concentration is not known earlier
• A notice is to be put up for the officers and crew in appropriate areas, stating
High Concentration of H2S
• Manifold watches are to be provided with personal H2S monitor, and are to be
instructed on reporting procedures
• If increase in gas concentration occurs, reducing and or even stopping cargo is
to be considered
• In additional to normal monitoring of pump room spaces as per Thome’s
procedure, H2S concentration is to be checked every 6 hours and logged
• Persons entering the pump room area are to be provided with a personal H2S
monitor
• Pump room entry is not to take place until H2S levels are measured
• Spot checks are to be carried out in the vicinity of the pump room and pump
room top, manifold area, accommodation, engine room and any other area
found necessary especially down wind
• Continuous monitoring shall take place, using the appropriate equipment during
gauging, sampling, mopping up spills, connection and disconnection of manifold
• One EEBD set is to be kept standby at the manifold and cargo control room.
Breathing apparatus units are to be removed if in stored location. One set is to
be kept standby at the pump room top
• Personnel should be required to wear respiratory protective equipment, when
closed operations cannot be conducted for any reason and H2S concentrations
could exceed permissible exposure limits and/or when monitoring cannot be
carried out

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These precautions, as appropriate, are to be followed during ballasting of cargo tank, tank cleaning
and gas freeing operations.
Reference is to be made to ISGOTT chapter 16.5 and “ABC of Hydrogen Sulphide”.
7.9 DIVERS & UNDERWATER OPERATIONS

Prior to any underwater operations, a briefing is to be held between the senior onboard management
and the dive contractors to:
• Discuss operations and procedures
• Ensure dive operators are aware of sea water inlets and discharges
• An officer or senior crewmember is to be nominated to attend to the divers and
or their support staff
• A member of the dive operators team is to be designated for coordination with
ship staff
• A Dangerous Work Permit Form TSM 090 is to be issued
During any underwater operations:
• No equipment is to be started or operation commenced that will cause an
underwater disturbance without first advising and getting approval from the dive
operators
• The main engine turning gear may be engaged to turn the propeller if necessary
and in co-ordination with the dive operators
• Signals and signs are to be prominently displayed (e.g. ‘A’ flag, notices, tag out
on machinery, etc.)
7.10 CONTRACTORS AND RIDING CREW

The company’s principal is that all health, safety and environmental practices, rules and regulations
which apply to the crew, with the exception of ship yards, apply equally to contractors and riding crew
and therefore:
• Contractors and riding crew are to be kept informed of potential hazards which
might affect them
• All dangerous work must be accompanied by prior issuance of a Dangerous
Work Permit Form TSM 090 and Indemnity Letter Form TSM 040 prior to
commencement of assigned work tasks
• The permit is to be signed by the Master and Department Head
7.11 SMALL CRAFT ALONGSIDE TANKERS

All small craft that come alongside a tanker engaged in cargo operations must be warned of the
hazards associated with the cargo being handled. The duty officer will either communicate this
directly by VHF or ensure a sign is posted which details the following restrictions while alongside:

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• No Smoking
• No Naked Lights
• Use of Cooking Appliances is not permitted
HSSEQ Circular 20-2008 - Incident Awareness – Flooding of steering gear room

TSM Form 090 – “Dangerous Work Permit”
o File No. 19.5
TSM Form 090A – “High Voltage Work Permit”
o File No. 19.5
TSM Form 040 – “Letter of Indemnity”
o File No. 10
 Reference
ISM Code
ISGOTT
CDI
ABC of Hydrogen Sulphide

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THOME S&H Document
8. PUMP-ROOM AND ENCLOSED SPACE ENTRY

 Purpose
To specify safety procedures for working in dangerous or confined spaces
 Application
All Full Management Vessels
 Responsibility
Masters
Crew
8.1 ENTRY INTO PUMP-ROOMS

Spaces fitted with forced ventilation fans are not considered to be enclosed spaces by definition, but
some such spaces, especially cargo pump rooms, can be dangerous due to potential gas leaks from
pumps and associated piping arrangements.
Pump Room Entry Procedures

The following procedures and precautions are required:
• The Pump-room must be open and the forced ventilation system is to be in
operation:
o For at least 20 minutes prior to entry, throughout entry and
o During any cargo, bunker or ballast operations
Entry is to be aborted and the crew evacuated from the space if the ventilation system fails or stops
for any reason. The ventilation system is to be set to extraction mode, with extraction from the lowest
point in the space.
• A check at several levels, including the lowest point, is to be made prior to initial
entry to ensure the space is gas free. To be considered safe for entry the
atmosphere must be verified to have:
o Oxygen content of 21%
o Hydrocarbons content less than 1 % LEL
o Toxic gases less than the TLV
• The Duty Officer is to be informed prior to any entry, then every 15 minutes and
immediately after departure from the space
• A permanently rigged lifeline and rescue harness is to be rigged ready for use
• Adequate lighting is to be provided
• At least one of the personnel entering the space must carry a radio

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THOME Pump-Room And Enclosed Space
SHIP MANAGEMENT PTE LTD Entry
• During cargo operations, the cargo pump room atmosphere should be re-tested
by the duty officer at every change of duty officer watch. The results of all tests
are to be recorded in a log or record book
• A personal oxygen and gas detector is to be worn by the personnel entering
cargo pump rooms
o TSM Poster 018 Pump Room Entry Procedures must be displayed at the
entrance to cargo pump rooms
8.2 ENTRY INTO ENCLOSED SPACES

Enclosed spaces include but are not limited to cargo tanks, cargo holds, ballast tanks, void spaces,
peak tanks, cofferdams, sewage tanks, holding tanks, fuel oil and bunker tanks, duct keels, fresh
water tanks, (poorly ventilated paint or storage rooms or any other space) that is normally kept
closed. If in any doubt, a compartment is to be regarded as an enclosed space. Entry into enclosed
spaces is permitted only:
• After entry procedures as specified on Form TSM 095 Enclosed Space Entry
Permit (to be completed by hand) and pre-entry safety checks have been
carried out
o Permits are valid during the normal working day, and not to exceed 08
hours
A risk assessment on such entry should be carried out and submitted to the company’s marine
department for review.
Requirement to submit RA to office:
• Each tank entry needs a Risk assessment which should be filed on board
• These Risk assessment need to be only submitted to the marine dept and
approval prior carrying out the entry if the following are being conducted:
o Tank entry without washing of cargo tank
o Tanks entry involving opening of cargo lines, valves , pumps as required by
ISGOTT 10.9.2
o Any other critical operations like Hot work etc being conducted inside a
cargo tank which is being already followed under the Hot work procedures
Required Atmospheric Tests

Prior to entry into a confined space, atmospheric testing must be conducted at at least three levels,
including the lowest point, with properly calibrated gas detection instruments for the space to be
considered safe for entry. Testing is to be conducted based upon known hazards associated with
specific types of enclosed spaces:
• Cargo holds, ballast tanks, and voids
o Oxygen content must be 21% by volume
• Cargo and fuel tanks
o Oxygen Content must be 21% by volume
o Hydrocarbons must be less than 1% LEL

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o Toxicity – Is measured to be less than the Threshold Limit Value (TLV) for
all known or suspected toxins. For cargo tank entry, the previous cargo
provides an indicator of toxins that should be suspect
o Benzene is always suspect for tanks that contained petroleum cargoes
o Carbon Monoxide is suspect for tanks that contained Vegetable Oil cargoes
o Hydrogen Sulphide is suspect for tanks that contained bunker fuel or crude
oil
o Chemical tanks are suspect for last chemicals carried
• All gas and oxygen detectors used are to be function tested and if necessary
calibrated. Only personnel familiar with the gas and oxygen testing equipment
are to carry out testing of the enclosed space atmosphere
• The atmosphere is to be continuously monitored with portable oxygen and gas
monitors where applicable if personnel leave the space for more than 30
minutes, the atmosphere must be re-tested at the lowest point
Ventilation
Should any atmospheric test reveal an unsafe atmosphere, the space should be continuously
ventilated with portable power ventilation fans until the space is safe for entry. To avoid short
circuiting, where ventilated air exits the space without reaching the lowest points, extendable air
ducts should be fitted to fans and lowered to the lowest point, as far diagonally opposite the tank
hatch as possible.
• Ventilation should be maintained continuously throughout entry
o For vapours heavier than air (most clean products) the fan should take
suction through the duct from the low point and exhaust vapours from the
tank while bringing in fresh air from the hatch
o For vapours lighter than air, the fan should blow air through the duct at the
low point and force vapours from the tank through the hatch
o Refer to Figure 8.2-1 Ventilation

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Figure 8.2-1: Ventilation
Communication
The Duty Officer is to be advised of each enclosed space entry and must understand the system of
communication between those entering the enclosed space and those on standby outside the space.
Suggested forms of communication include:
• Verbal via UHF Radio
o Are you ok / I’m ok
• Clicking of Torch Light beam
o Two clicks – are you ok / three clicks – I’m ok
• Tapping with a Hammer
o Two taps – are you ok / three taps – I’m ok
Pre-Entry Safety Meeting

The crew entering and those on standby outside the space are to be briefed on:
• Work instructions, expected duration of entry and the dangers and hazards that
may be encountered
• Working and safety equipment requirements
• Use of personal oxygen or gas alarms
• Contingency and emergency plans
• Additionally, those on standby outside the space are to receive instruction on:
o Raising the alarm by radioing the duty officer should agreed signals fail
o The duty officer will use the General Alarm to alert the crew of any
emergency
o Enclosed space atmosphere re-testing requirements

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o Rescue procedures. In relation to this, experienced personnel should be

used
Emergency Standby Equipment

The following equipment must ready for use and put on standby outside the enclosed space:
• 2 SCBA -Self Contained Breathing Apparatus
• EEBD - Emergency Escape Breathing Device
• Tripod with block and tackle, lifelines and rescue harness
• Remote gas detection instruments with hoses long enough for deepest space
• UHF two-way Radio
The list of standby equipment is for guidance and is not exhaustive. Ship’s crew may add whatever
extra equipment is deemed necessary for safe entry. Where practical a trolley cart should be used to
consolidate standby equipment and to transport the items around the deck area, which is especially
helpful when more than one enclosed space is to be entered.
Entry into Cargo, Fuel Oil or Bunker Tanks

Prior to entry into a cargo tank, fuel oil or bunker tank, a risk assessment is to be carried out and sent
to the company’s marine department for review. The risk assessment should take into account the
hazards related to the previous cargo or product carried, cleaning and ventilation of the space,
structure of the tank, coatings in the space and any other relevant factors.
Work on Pipes and Valves

Where equipment, valves or pipelines are to be opened within an enclosed space and there is a risk
that a flammable and or toxic liquid or vapour may be released:
o the equipment, valves or pipelines are to be thoroughly flushed through with
water and properly ventilated prior to opening
o Breathing apparatus are to be available at the work site
o Continuous gas monitoring is to be conducted while opening up the
equipment, valves or pipelines
Requirement as noted in ISGOTT 10.9.2 to be strictly complied with when Opening equipment and
fittings
Whenever cargo pumps, pipelines, valves or heating coils are to be opened, they should first be
thoroughly flushed with water. However, even after flushing, there will always be a possibility of some
cargo remaining, which could be a source of further flammable or toxic gas. Whenever such
equipment is to be opened, the safe management procedure should identify the minimum safe
working practices to be adopted, including any requirement for additional gas tests.
Entry into Spaces that are not Gas Free

Entry into a space that is not gas free or does not contain 21% oxygen is only to be permitted on
emergency basis when there is absolutely no other alternative. The following restrictions apply:
• Prior to entry, the Marine Department must be advised of the reasons for the
restricted entry

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• All crew involved are to be fully briefed on the hazards and extra safety
procedures to be followed
• The number of persons entering is to be kept to a minimum however; no less
than two persons are to enter the space
• Those entering are to wear either a compressed air breathing apparatus or an
airline mask with an external air supply connected to the belt
• An emergency rescue team fully equipped with breathing apparatus and rescue
equipment to be on stand by
• Completion of the ‘Restricted Entry Addendum’ to the enclosed Space Entry
Permit (Form TSM095) where all conditions must be satisfactorily met
• Where needed, selection of Chemical Protective Clothing (suits, boots and
gloves) is to be made, based on the knowledge of the process for determining
chemical resistance and personal exposure limits
• Personnel (Master or Chief Officer) deciding upon a restricted entry must have
been trained on the following topics:
o How to determine the permissible exposure limits as expressed by a
specific chemical’s TLV-TWA, TLV-STEL and TLV-C
o Location and understanding of Material Safety Data Sheets
o How to operate and calibrate a toxic gas detector and determine results on
a direct reading detector tube
o How to use the “Quick Selection Guide to Chemical Protective Clothing” to
properly determine chemical resistance requirements
o The fully equipped rescue team that will be on standby at the tank entrance
for the duration of the restricted entry must be briefed
• If in any doubt, the Marine Department is to be contacted for guidance
Enclosed Space Painting

The company considers spray painting and the use of two (2) component paints, such as Epoxy, in
enclosed spaces to be extremely dangerous. Any painting in an enclosed space may lead to an
atmosphere that is explosive, flammable, and, or toxic. Painting in enclosed spaces may only be
carried out after risk analysis has been carried out.
The following safety guidelines apply when painting in enclosed spaces:
• A Restricted Entry Addendum to the confined Space Entry Permit has been
completed and all safety checks are satisfactorily complied with
• Adequate forced ventilation to ensure the atmosphere does not become
explosive or flammable must be provided
• The crew assigned to the space has been specifically instructed with regard to
hazards expected
• Air line masks must be worn by personnel painting in the tank
o Filter masks are prohibited
• Lights and power tools must be pneumatic air driven type

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o Electric lights are prohibited when painting in confined spaces
8.3 LACK OF OXYGEN

Lack of oxygen is to be suspected in any enclosed space. The following situations require risk
evaluation of oxygen levels:
• Tanks and other compartments that have been closed for a period of time
particularly if they have contained water, have been subjected to damp or humid
conditions or have signs of heavy corrosion
• Oxidation of cargoes. Logs, sawn lumber, iron ore, coal, grain, vegetable oils
and tapioca are among the numerous cargos known to consume oxygen in the
atmosphere or to displace it by the evolution of other gases (such as Carbon
Monoxide)
• If an adjacent space has been inerted
8.4 FLAMMABLE OR TOXIC GASES

Flammable or toxic gases should be suspected in all of the following:
• In the cargo tanks, pump-rooms, pipe-ducts, sewage tanks, bilge tanks, slops
tanks, paint storage rooms, and other adjacent spaces in oil and chemical
tankers
• If sludge, scale and cargo residue is disturbed or subjected to a rise in
temperature then gas free spaces or tanks may evolve or produce dangerous
concentrations of flammable or toxic gas
8.5 PERSONAL GAS DETECTORS

The use of personal type gas detectors is intended for monitoring of ambient conditions in the work
place. The detectors are designed to be carried in gas free spaces where unsafe conditions may
occur rapidly (e.g. petroleum cargo leak in a pump-room) and to give the wearer some notice and
alarm of an oncoming danger. The use of personal type gas detectors in enclosed spaces is for a
person entering the space after it has been previously checked by remote sensing devices and found
safe for entry. The personal gas detectors are to be set to alarm when atmospheric conditions
deteriorate to unsafe levels warning the wearer to leave the space. The detectors are to be
calibrated according to the manufacturer’s instruction and prior to entry, the alarm is to be tested.
Whenever pump-rooms or confined spaces are entered, at least one person must wear a personal
gas detector that will alarm if low levels of Oxygen (less than 19% by volume) or high levels of
hydrocarbons (more than 10% of lower explosive limits) are encountered.
When wearing personal gas detectors:
• Keep away from the effects of own exhaled air
• Carry so the sensor is not covered or blocked
• Keep away from UHF radio as this may cause a false alarm
• Refer to manufacturers instructions when in doubt

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8.6 MARKING OF ENTRY OR ACCESS HATCHES

All vessels must assume that confined spaces, including cargo tanks and holds, ballast tanks and
similar spaces are unsafe until proven otherwise. On Bulk carriers hold access is to be locked.
• All access points are to be marked with the following warnings on a yellow
background with black writing
DANGER – LACK OF OXYGEN

DANGER – FLAMMABLE GAS (on cargo tanks only)
DO NOT ENTER WITHOUT PERMISSION OF CHIEF
OFFICER
• Access to holds and hatches are to be pad locked at all times and the keys are
to be held by the Chief Officer. Therefore, the holds and hatches can only be
entered with the Chief Officer’s consent and knowledge
• Prior to entry into cargo holds, the atmosphere is to be checked for Oxygen,
unless forced ventilation is permanently fitted
• Prior to arrival, hold atmospheres should be checked and ventilated a short time
before berthing
8.7 SHIPS DISCHARGING VEGETABLE OILS

Prior to entry into cargo tanks with vegetable oil or vegetable oil residues, the atmosphere is to be
additionally tested for carbon monoxide.
HSSEQ Circular 16-2005 – Incident Report: Paint Inspector Fatality
HSSEQ Circular 20-2008 – Incident Awareness- Flooding of steering gear room
HSSEQ Circular 11-2009 – Watch keeper: A regular reminder of Major hazard

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TSM Poster 018 – “Pump Room Entry Procedures”
o Posted at Pump Room Entrance
TSM Form 095 – “Enclosed Space Entry Permit”
o File No. 19.4
 Reference
ISGOTT
Flag State Regulations
OHSAS 18001

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THOME S&H Document
9. HOT WORK PROCEDURES

 Purpose
To specify safety procedures for all forms of Hot Work
 Application
All Fully Managed Vessels
 Responsibility
Master
Marine Department
Crew
9.1 HOT WORK GENERAL

It is a well known fact that unsafe hot work often leads to fires, explosions, loss of life, serious injury
and damage or loss of the ship. The safe conduct of hot work is feasible provided potential hazards
are clearly assessed, defined, specific instructions issued, and the operation carried out in a
controlled manner and monitored by a responsible person.
Hot work is defined as any work requiring use of welding, burning, soldering equipment, blow torches,
or work with power driven tools or portable electrical equipment that is not intrinsically safe, and
internal combustion engines. Any work involving sources of ignition that might cause ignition of
flammable gas mixtures.
• On tankers that carry petroleum or chemical cargoes all enclosed spaces
including the cargo and ballast tanks, void spaces, duct keels and pipelines
must always be considered to contain residual pockets of hydrocarbon or other
explosive or flammable gases
• On bulk carriers the dust from cargoes of coal, wheat, etc. may have an
explosive mix
• On container vessels, the risks presented may be the same as for bulk carrier
• All ships present risks in the vicinity of fuel tanks, hydrogen emission from
cathodically protected ballast tanks, ignition of flammable materials or vapours
(e.g. paint), and the use of welding and burning equipment may cause the
conduction of heat through steel from safe to unsafe areas
The Master is responsible for ensuring hot work is conducted safely and is to ensure that the correct
hot work procedures are planned, understood and will be followed, after which a hot work permit may
be issued.
9.2 PROCEDURES
Hot work should be carried out if no other viable means of repairs may be carried (which can be later
repaired permanently), if the vessel is not able to comply with ISGOTT Chapter 09 or this section’s
requirements.

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SHIP MANAGEMENT PTE LTD Hot Work Procedures
Hot work is prohibited in Port limits unless hot work permission is available from Shore port
authorities.
Machinery space workshop is the designated hot work area. For hot work within the machinery space
workshop, TSM Form 089 “Risk Assessment” and TSM Form 089A “Job Hazard Analysis” must be
completed and evaluated.
Hot work outside the machinery space workshop should be avoided unless the Master and technical
department have confirmed that there is no other viable means for repairs available. Alternatives
include removal of the damaged section, and moving to the main machinery space work-shop for
repairs.
In unavoidable cases, whereby the hot work has to be carried out outside engine room workshop (i.e.
in engine room, accommodation and deck), the following procedures are to be followed:
• TSM Form 096A – Hot work concurrence request is to be submitted (in MS
word format) to Office. Both Marine and Technical department are required to
review, enter their comments and evaluate the request prior concurrence
• TSM Form 089 & TSM Form 089A (as required) should also be completed to
highlight the hazards and risk control measures implemented in order to lower
the risk. Further reference should be made to ISGOTT Chapter 09 for industry
accepted risk control measures
• Once the above documents have been submitted and concurrence received
TSM Form 096 – Hot work is to be completed. TSM Form 096 is only valid for
eight hours, for any job exceeding eight hours a fresh TSM Form 096 to be
completed
• Once the Hot work has been completed and permit should be closed and office
informed
• Prior to starting any hot work:
o Designate the person in charge of the hot work
o A safety meeting is to be held with all those involved in the hot work.
Briefing on the hot work procedures, communications procedures and any
related safety precautions and contingency plans must be given
o The Chief Officer will assess the hot work area and carry out the necessary
checks and tests after which a written hot work permit with a duration that
does not exceed 12 hours may be issued by the Master for each intended
task
o In the case of the engine room and engine room workshops the Chief
Engineer may assess the hot work area
• The procedures and precautions with all incorporated checks and tests are to
be carried out:
o After a permit time has expired and before continuing with hot work
o After hot work has been suspended, and prior to starting hot work again
Close out notes on Hot Work

Upon receipt of the Hot Work concurrence from the Head Office, the usual practice for the ship to
carry out the Hot Work on board will be to have a Tag-in and Tag-out notes. This will ensure that all
equipment used on board for Hot Work are properly checked and cleared from the Hot Work area at

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the end of the Hot Work. By doing so will ensure nothing is left about in the tanks or at the work
place. All future Hot Work completion messages must contain the phrase “Hot Work completed and
properly closed-out” to indicate that all equipment used for the hot work are cleared item by item in a
tag-in tag-out fashion
9.3 HOT WORK CONCURRENCE (TSM FORM 096A)

Instigation – (Master’s Responsibility)
Vessel to complete the front end of the form with specific emphasis on:
Location : Be specific as to the exact location

Work Scope : Detail of all action
Reason : As to why it is critical to conduct this hot work at this particular
time
Planned Safety Precautions : Detail all preparation including line flushing and water plugs
(where deemed appropriate)
Master’s Signature : Signed with typed name if scanner available, if not typed only
Transmission from Vessel

Completed requests should be sent to the technical group responsible for your vessel with a copy(cc)
to the Marine Group email address – mse@thome.com.sg
Technical Superintendents duty upon receipt

It is the responsibility of the dedicated Technical Superintendent to view the initial request and
ascertain if this hot work is justified and in line with his own plans for the vessel.
In turn he will add his own comments and recommendations to the TSM Form 096A (as received
from the vessel) with his name recorded on the form.
The form will then be sent to Marine Department for final review, from a safety perspective.
Marine Superintendents duty upon receipt

Upon receipt from the Marine Department they will add their comments and indicate their name.
It would be the responsibility of the Marine Superintendent to review the Hot Work Concurrence
request in its entirety and ensure all safety aspects have been identified both in the initial part of the
request from the vessel and technical departments’ suggestion.
Upon the completion of review, he should be satisfied all safety measures are in place, if not he
should supply details of any additional measures to be considered.
Transmission of Form back to Vessel

The Concurrence request is then reviewed by the Marine Manager, or his stand-in, before
transmission to the vessel.

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Close-out of Request
It is the responsibility of every Master to ensure proper close-out of all hot work operations. When
you notify the office of the completion of the hot work, the work area is deemed to be safe, area
cleared and vessel returned to normal safe operation (such as cargo tanks re-inerted).
9.4 PRECAUTIONS - GENERAL

The following precautions must be observed on every occasion when hot work is intended:
• On board tankers ISGOTT procedures are to be strictly followed at all times
• All operations involving the cargo or ballast system including tank cleaning, gas
freeing, purging or inerting are to be stopped before and throughout the duration
of the work
• Suitable and adequate fire fighting equipment is to be made ready for
immediate use. Where hot work is to be carried out at a compartment boundary
then fire fighting equipment is to be readied on both sides of the boundary.
• A fire watchmen with radio contact to the bridge is to be posted and fully briefed
• The hot work area is to be cleared of all combustible material including any
combustible material on the adjacent side of any boundary. Adjacent tanks,
holds, pipelines, etc. must be confirmed free of any dangers posed by hot work.
• Check the work area and adjacent compartments and tanks are gas free with
properly calibrated instruments
o Combustible Gas Indicator reading not to exceed 1% LEL in a normal
atmosphere where O2 levels are 21%
The work area is to be adequately ventilated. The frequency of atmosphere monitoring is to be
established and recorded in Form TSM 096 “Hot Work Permit”. Atmospheres should be re-tested
after each break in work periods and at regular intervals as defined in Form TSM 096. The results of
these checks are also to be recorded in Form TSM 096. Checks are to be made to ensure there is
no ingress of flammable vapours or liquids, toxic gases or inert gas from adjacent or connected
spaces.
Note: Hydrocarbon gas is generally heavier than air and may be present in pockets in compartments
that have been ventilated for some time. However, methane gas which may be emitted from coal
cargoes is lighter than air and therefore hatch covers must be tested. It is therefore most important
that tests should be made throughout any compartment and at different levels.
• Fuel oil bunker tank may be considered safe if tests using a combustible gas
indicator give a reading of not more than 1% LEL in the ullage space of the
bunker tank however, no heat transfer through the bulkhead of the bunker tank
is to be caused by any hot work
• No hot work should be carried out on bulkheads of bunker tanks containing
bunkers or within 0.5 meter of such bulkheads
• On a tanker without an inert gas system all tanks, adjacent spaces should be
cleaned and gas freed or completely filled with water
• If Hot Work is to be undertaken above the tank deck (higher than 500 mm),
cargo and slop tanks within a radius of at least 30 metres around the working
area should either be:

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o Cleaned and gas freed, with hydrocarbon vapour content reduced to not
more than 1% LFL and maintained at that level; or
o Emptied, purged and the hydrocarbon vapour content reduced to less than
2% by volume and inerted; or
o Completely filled with water
• All other cargo tanks must be inerted with openings closed
• All slops should be either removed from the ship or isolated in a tank as far as
practicable from the Hot Work location.
Hot work on pipelines and valves is permitted when the item has been detached from the system by
cold work and the remaining system blanked off. The item to be worked on should be cleaned and
gas freed to be safe for hot work regardless of whether or not it is removed from the hazardous cargo
area. Heating coils should be flushed and opened to ensure that they are clean and free of
hydrocarbons. Cargo lines may be inerted or completely filled with water if considered necessary.
Vapour lines or inert gas lines to a compartment should also be ventilated and isolated.
9.5 PRECAUTIONS - ENCLOSED SPACES

Where hot work is to be carried out within an enclosed space, these additional precautions shall be
taken:
• The compartment is to be cleaned and ventilated until tests of the atmosphere
indicate 21% oxygen content by volume and not more than 1% LEL
• Arrange for continuous ventilation during hot work
• Adjacent cargo tanks, including diagonally positioned cargo tanks, should either
be:
o Cleaned and gas freed, with hydrocarbon vapour content reduced to not
more than 1% LFL and maintained at that level; or
o Emptied, purged and the hydrocarbon vapour content reduced to less than
2% by volume and inerted; or
o Completely filled with water
• All other cargo tanks should be inerted and their deck openings closed.
• Slops are to be placed in a tank as far away as possible (at least 30 metres)
from the hot work area and that tank kept closed
• All interconnecting pipelines to other compartments should be flushed through
with water, drained, vented and isolated from the compartment where hot work
will take place
• All sludge, scale, sediment or other material likely to give off flammable vapour
is to be removed from an area of at least 10 meters around the area of hot work.
Special attention must be given to the reverse sides of frames and bulkheads.
Other areas that may be affected by the hot work, such as areas immediately
below are to be cleaned.

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9.6 PRECAUTIONS - WELDING, BURNING AND CUTTING EQUIPMENT

A safety notice or sign is to be posted giving instruction for the safe working practices and the safe
operation of all welding, burning and cutting equipment to be used. This sign would normally be
posted in the engine room workshop adjacent to the equipment and at the storage site of any oxygen
and acetylene bottles.
• The Chief Engineer has the responsibility of assessing and designating those
onboard who may operate the ships welding, burning and cutting equipment
• Adequate ventilation must be provided in all spaces where welding is
undertaken to eliminate the gases, fumes and dust caused by the welding
operation.
• Noxious and toxic fumes may be produced during welding or burning operations
and the burning process may result in depletion of oxygen therefore adequate
ventilation must be arranged and respiratory protective masks provided if
necessary.
9.7 ELECTRIC WELDING EQUIPMENT

Welding and other equipment employed is to be carefully inspected before use to ensure it is in good
condition and operating normally.
Special attention must be paid when using electric-arc equipment ensuring:
• That electrical supply connections are made in a gas free areas and the cable
route to the work site is the safest possible and passing over gas free or inerted
spaces
• Cable connectors are to be insulated and designed that live terminals are not
exposed on disconnection and electrode holders should be fully insulated so
that no live part of the holder is exposed to touch
• That existing supply wiring is adequate to carry the electrical current demanded
without overloading and causing heating. Therefore, the cables should be
inspected before use; if the insulation is impaired or conductivity is reduced,
they should not be used
• The insulation of flexible electric cables laid across the deck is in good condition
• The earth connection is made adjacent to the work site and the earth return
cable leads directly back to the welding machine
• The operator is :
o To be protected by clothing, leather gloves, non-conductive safety footwear
and a welding helmet or suitable alternate (e.g. Eye goggles or a hand-held
shield) Eye injuries are serious and may lead to permanent loss or
impairment of vision
o To have an assistant in attendance ready to assist in case of accidental
electric shock or other injury
o In restricted or enclosed spaces, be protected from contact with the ships
structure by the provision of dry insulating mats or boards

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o To take extra care when welding operations are undertaken in hot or humid
conditions when body sweat and damp clothing increase the risk of electric
shock
o Under no circumstances to work while standing in water or with any part of
his body immersed
9.8 GAS WELDING, BURNING AND CUTTING EQUIPMENT

Gas welding, cutting or burning and other equipment employed is to be carefully inspected before
use to ensure it is in good condition and operating normally.
Special attention must be paid to gas cutting and welding equipment ensuring:
• Compressed gas cylinders:
o Are handled with care, properly secured and kept upright with valves up
o Have valve covers in place during transport
o As far as possible, are to be stored in separate (oxygen & acetylene
lockers) which are well ventilated and clear of machinery spaces
o Valves, regulators and associated fittings are to be kept free of oil, grease
and paint and maintained in good condition
o Valves are to be kept shut when not in use
• Compressed gas pipes and hoses are:
o Where possible, to be made of a solid construction
o To have flashback arrestors fitted (oxygen & acetylene), behind the torch, at
the gauges and at the bottles
o To be colour coded (pipelines and hoses)
o To be checked to ensure they are not damaged, kinked, coiled around the
cylinders themselves and are protected from damage (e.g. falling slag or
sparks)
o Are joined or connected using only proper gas pipe or hose clamps and not
water hose type band clamps.
9.9 PROHIBITION OF HOT WORK

Hot work may not be carried out:
• At anchorage, within port limits, or where prevailing national, international and
or port, terminal or dock regulations require a hot work permit issued by the
authorities unless the appropriate authorities have issued such hot work permit
o This is also applicable for any hot work intended to be carried out in Engine
room workshops
For vessels engaged in storage duties where the ship is continuously loading or discharging then hot
work may be carried out at the engine workshop after:
• Written permission is received from the Terminal including the issue or
endorsement of a Hot Work Permit

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• Written permission is received from the Port State Authority

• Company approval is granted and approval for these cases shall only be given
in extraordinary or exceptional circumstances
9.10 POSTED SAFETY INSTRUCTIONS

In all work-shop locations where welding and burning equipment is fitted, safety instruction hot work
procedures must be posted. The company standard is provided on TSM Poster 011 Hot Work
Procedures.

TSM Form 096 – “Hot Work Permit”
o File No. 19.3
TSM Form 096A – “Hot Work Concurrence”
TSM Form 089 – “Risk Assessment”
TSM Form 089A – “Job Hazard Analysis”
TSM Poster 011 – “Hot Work Procedures”
o Posted in Work-Shop Areas
TSM Poster 025 – “Hot Work Flow Chart”
TSM Poster 026 – “Guidance for Hot Work on an inerted Ship”
 Reference
ISGOTT 5th Edition Chapter 9
OHSAS 18001

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THOME S&H Document
10. SAFE WORKING PRACTICES

 Purpose
To provide guidance on safe working practices required by the company
 Application
Singapore Office
 Responsibility
The Marine Department
The Shipboard Management Team
Crew
10.1 WORK PLANNING

Proper planning of work will ensure that tasks undertaken are performed safely with the minimum risk
of accident of injury. A brief meeting with department personnel should be held at the start of the
work day to:
• Ensure the crew is properly instructed in the duties and tasks assigned for the
day
• Ensure the crew is adequately protected with clothing both for the work to
undertaken and for the weather conditions
• Ensure the crew use proper safety equipment when working (ear, eye, head,
hand and foot protection, etc.) e.g. safety harness, helmet
• Use safety meetings to bring to the attention of all crew any unsafe practices
and the corrective actions for these
• Ensure workplaces are kept clean and clear, neat and tidy especially on
completion of each days work
• Ensure the crew uses the correct tools which must be in good condition for
carrying out the task assigned.
• All hands are to be reminded that company safety & health policies are to be
applied to contractors and riding crew. This means :
o Personal protective equipment for safety helmets, safety shoes, ear
defenders, safety glasses, boiler suits must be worn by contractors when
employed to work on board.
o Contractors must comply with all company permit to work requirements,
prior to the conduct of any hazardous work.
o When out of the ordinary conditions are encountered or procedures appear
inadequate for a particular job, a hazard analysis must be created using
TSM Form 089 to identify and control hazards until the job can be done
safely (refer to S&H Document No.016)
CONTROLLED Revision: 01 Sep 2011

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SHIP MANAGEMENT PTE LTD Safe Working Practices
• Prior to conduct of any work on board by a contractor, a Letter of Indemnity

TSM Form 040 must be signed by all workers.
o Permission to work should be refused until the Indemnity Letter is signed
o If in doubt, call the Thome Singapore office for guidance
• Conduct of training of this topic is to be carried out at the next all hands safety
meeting with emphasis on the supervision of contractors.
• Annual calibration procedures should ensure half of the inventory of gas
detection instruments to be calibrated in rotation by being landed ashore at six
monthly intervals to ensure that at least one set of instruments are on board at
all times and in good condition.
• Tanks that have cargo residue where slippery ladders are encountered should
only be entered when personnel wear safety harnesses fitted with lifelines to
mitigate falls.
• All confined spaces to be entered first by ships personnel.
• Enclosed Space Entry Permits to be amended to include PPE requirements and
all persons making entry to sign the same.
10.2 LIFTING EQUIPMENT

Lifting equipment means work equipment used for lifting or lowering loads. This definition therefore
includes all lifting appliances onboard a vessel not only the lifting appliances used for cargo
operations. Lifting appliances such as hatch cover gantry cranes, provision and stores cranes, engine
room overhead travelling cranes, life raft and rescue boat davits, hose handling cranes etc. are
therefore required to comply with the requirements of the regulations.
Regular Maintenance
All parts of lifting equipment should be subject to regular preventative maintenance; particular
attention should be paid to the condition of wire ropes, which if not in constant use should be checked
at least monthly and also observed during operation. The regular inspection of wire ropes should
include amongst other factors an examination for broken wires, corrosion, kinks, abrasion and fatigue
fracturing in way of sheaves and blocks and a reduction in the wire diameter.
Wire Rope Precautions

The premature wear of a wire rope in a localised spot such as a sheave or drum is a common
occurrence. This problem should be noted by the regular inspection of the wire rope as part of the
preventative maintenance system. The regular moving of the rope away from the wear point may
reduce the problem or alternatively another option may be to reverse the rope.
Organisation of lifting operations

Every lifting operation is required to be properly planned, appropriately supervised and carried out in
a safe manner, only persons trained and competent to do so shall operate any lifting appliance. All
training of persons to operate lifting appliances should include an appreciation of the relevant section
of the UK Code for Safe Working Practices.

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Thorough Examination and Inspection
All lifting appliances not certified for lifting persons are required to be thoroughly examined by a
competent person at least every 12 months to ensure that health and safety are maintained and that
any deterioration can be detected and remedied in good time. A competent person is defined as a
person possessing the knowledge or experience necessary to enable them to satisfactorily perform
the duties under the regulation. It is essential that the competent person is sufficiently independent
and impartial to allow objective decisions to be made.
All loose gear (accessories for lifting) defined as any gear by means of which a load can be attached
to lifting equipment shall not be used unless it has been thoroughly examined by a competent person
within the 12 months immediately prior to such use. The established practice being for all loose gear
to be thoroughly examined at the same time as the thorough examination of the lifting appliance.
All ships lifting equipment is required to be suitably tested by a competent person every five years,
following which the competent person will thoroughly examined the equipment and any associated
loose gear before certifying the equipment for continued use. No lifting appliance is to be used unless
this test has been satisfactorily carried out within the preceding five years.
Records
All vessels are required to maintain a Register of Lifting Appliances and Loose Gear. Records of all
thorough examinations and tests by a competent person should be maintained in the Register of
Lifting Appliances and Loose Gear.
Cranes and Derricks

When operating cranes, derricks, engine room hoists and any other lifting devices safety precautions
and good working procedures must be followed:
• Safety helmets, safety shoes and gloves must be worn
• Tag lines attached to lifted loads to prevent swinging and assist in placement
• When working with blocks, handle the line far enough away from the block to
prevent hands from getting pulled into the block
• Safe working loads are never to be exceeded
• Standard and signals should be used to communicate movement instructions to
the crane operator
o TSM Poster 014 Provides Standard Hand Signals
Transfer of personnel from ship to installation/boat by “personnel baskets”

The following procedures should be observed for the transference of personnel from ship to
installation/boat by “personnel baskets”:
• Two people should steady the equipment when it is lowered to the deck
• Luggage should be secured within the net of the basket
• Personnel to be transferred should wear lifejackets and other PPE suitable for
water and sea conditions

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• Personnel transferring should be evenly distributed around the base board to

ensure maximum stability
• Personnel should stand outside the basket with feet apart on board and the
basket securely gripped with both arms looped through
• When the officer in charge is satisfied that all is ready, and at an appropriate
moment having regard to the movement of the ship in a seaway, the basket
should be lifted clear of the vessel and then swung up and out as quickly as
possible before being carefully hoisted up to the installation
o Throughout the operation, a lifebuoy, boathook and heaving line should be
kept immediately available on board the vessel for use in the case of
emergencies
o Risk assessment to be done and TSM Form 089 to be completed.
10.3 TOOLS
Crew members are responsible for the safe use and condition of tools and must not use tools they
are not familiar with. Crew members are required:
• To report any defects to their department head
• To use appropriate personal protective equipment such as goggles and gloves
when using tools.
• To never wear loose jewellery or clothing when using powered tools.
• Not to remove or make ineffective any safety guard fitted to a power tool.
Tool Hazards
Tools can be hazardous when:
• A tool is in a poor condition and not properly maintained (e.g., loose handles
and tool heads or connecting wires or hoses are damaged)
• Used for a task other than the design task (e.g. using a screw driver as a
chisel). The correct tool is to be used for the work being carried out
• Carried by the connection (e.g. the electrical wire or the hydraulic/air hose).
Electrical wires and pressure hoses and their fitting are to be in good condition
and properly rigged
• Procedures are not properly carried out (e.g. work pieces not properly clamped
or not disconnect the tool before changing bits or blades)
Mechanically Powered Tools on Vessels Carrying Dangerous Cargo

The use of grit blasting and pneumatically powered tools is not considered to be hot work however,
on vessels carrying dangerous cargo; these operations are only to be permitted under the following
conditions:
• The work area is to be free of combustible material and not to be subject to
vapour release or concentrations of combustible vapours

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• The work area must be gas-free and atmosphere tests with a combustible gas
indicator are not to have more than 1% LEL
• The ship must not be alongside a terminal
• There is to be no cargo, bunkering, ballasting, tank/hold cleaning, gas-freeing,
and purging or inerting operations in progress
• Fire-fighting equipment must be immediately ready
• The hopper and hose nozzle of grit blasting equipment is to be electrically
bonded to the deck
Where there is risk of perforation of cargo, inert gas or COW pipelines when grit blasting or chipping,
the pipelines are to be cleaned, isolated and made gas free or inerted where practicable.
Hand Tools on Vessels Carrying Dangerous Cargo

While the use of hand tools such as chipping hammers and scrapers for steel preparation and
maintenance is also not considered to be hot work, on vessels carrying dangerous cargo, these
operations may only be permitted under the following conditions:
• Their use must be restricted to deck areas and fittings not connected to the
cargo system
• The work area is to be free of combustible material and not to be subject to
vapour release or concentrations of combustible vapours
• The work area must be gas-free and atmosphere tests with a combustible gas
indicator are not to have more than 1% LEL and are not to be undertaken if
there is any doubt
• The ship must not be alongside a terminal
• There is to be no cargo, bunkering, ballasting, tank/hold cleaning, gas-freeing,
and purging or inerting operations in progress
• The use of non-ferrous (non-sparking) tools is not recommended
10.4 MACHINE GUARDS

Crew exposure to rotating machinery or equipment with mashing, cutting or crushing must be
mechanically prevented wherever possible. Manufacturers of such equipment fit devices called
machine guards to mechanically block the path or flying debris or to prevent hand and foot
entanglement. Crew exposure most frequently occurs when machine guards are removed or not
replaced after cleanup or maintenance. Guards left off machinery, such as those covering belts on
compressors, are extremely dangerous and must never be overlooked.
• It is prohibited to remove machine guards for any reason other than
maintenance, and then, the guard must be re-fitted on completion of the task
10.5 WALKWAYS, LADDERS AND GANGWAYS

Slips trips and falls from / in walkways, from ladders or from gangways are common causes of crew
injury. Therefore, great emphasis must be placed on safe working practices when rigging or
transiting such equipment.

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Preventing Slips, Trips and Falls

• A safety net is to be rigged under gangway whenever the vessel is alongside
the berth
o Safety nets must be rigged even if shore gangways are used
o A life buoy with line must be stationed adjacent to the gangway
• Clear and legible signs or arrows and ropes should indicate a safe route from
the top of the gangway to the accommodation
• Dedicated walkways on deck and in machinery spaces should be clearly
marked and have non-skid surfaces (e.g. non-skid paint, gratings, etc.)
o Crew must wear non-skid safety shoes when engaged in ships work
• Portable ladders and walkways must always be tied off to prevent slipping
o Electrical circuits in the vicinity of metal ladders must be de-energized
• Scaffolds and supports must be able to support four (4) times the intended load
• Adequate illumination must be provided for all work and transit areas
• Hazards must be clearly marked using black & yellow striping
• Crew carrying out safety rounds should check that all guards, barriers and
safety chains are in place and in apparent good condition
• All steps, walkways and stairs are to be kept free of obstructions and other
materials such as oil and grease
• Handrails and railings are not to be used as anchor points for securing loads
• Floor areas that are wet, oily or slippery are to be isolated (e.g. roped off,
barricaded, etc.) until the area can be cleaned, dried and made safe
• Opening in the deck are to be protected to prevent accidents by erecting
barricades, railings, etc.
• In the case of very heavy weather, crew on deck are to transit on secured and
protected walkways and use life-lines where appropriate
• Ensure all working areas around Mooring-Bitts & Fairleads, Mooring & Derrick
Winches, Winch Control Platforms, Manifold Hose-securing areas, Safety
Walkways, Steering-gear access walkways are coated with Non-slip paint
compatible with the coating system in use on board
Escape Routes
Emergency escape routes throughout the vessel are to be:
• Kept clear and ready for use at all times
• Properly marked with IMO symbols
• Where there are emergency fittings (e.g. safety harnesses, lighting systems,
LSA equipment) these are to be kept in good order ready for immediate use

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10.6 INCINERATOR SAFETY

To ensure safety around the incinerator and during the operation of the incinerator, the following
procedures must be followed:
• Incinerator must be continuously manned during operation
• A fire extinguisher should be positioned nearby
• Fuel shut down valves and electrical isolate breakers must be clearly marked
• Duty officer to be notified
• Start and stop times to be recorded in appropriate record books along with other
required information
10.7 GALLEY SAFETY

To ensure safety in the galley area, the following procedures must be followed:
• Ensure freezer doors can be opened from the inside
• Oil must never exceed 180OC

TSM Poster 014 - "Standard Hand Signals for Crane Operation”
o Posted adjacent to crane and derricks
IMO Standard Pictogram Symbols
o Posted on door of each storage area
o Photo-luminous exit signs posted on all engine room exits
o Photo-luminous arrows posted in each passage leading to an exit
 Distribution
 References
SOLAS Regulations
OHSAS 18001

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THOME S&H Document
11. MEDICAL SAFETY & PREPAREDNESS

 Purpose
To outline safety and readiness requirements for treating Illnesses and injuries
 Application
 Responsibility
Master
Second Officer
11.1 MEDICAL CHEST

The Master is responsible for ensuring the ship carries a supply of medicines and medical equipment
in accordance with Form TSM 153, flag state regulations, and IMDG Code where applicable. Form
TSM 153 Minimum Inventory based upon International Requirements. The Master may requisition
any additional medicines and, or equipment he consider necessary.
• The Master is to ensure that the ship’s medical supplies are checked
professionally by an approved pharmacist at least once every 12 months and
that a certificate in this respect is issued
• All medicines are to be labelled in English
• The Second Officer will normally serve as the medical officer
• Expired medicines are to be separated from valid medicines and marked for
disposal
o Medicine should be returned to the pharmacist whenever possible and a log
entry made describing the inventory returned
o When medicines must be disposed of at sea, medicines should be emptied
from the container, crushed in the presence of at least one other officer and
thrown into the sea when at least 25 miles from nearest land; bottles should
be recycled or disposed of in accordance with MARPOL regulations. A log
entry should be made indicating the medicines disposed of and the identity
of the witness
• The Master shall keep in his custody all the narcotics onboard. These are to be
listed and to be declared at every port
• Other medication apart from first aid is to be dispensed by the medical officer
only after approval from the Master is obtained
o Antibiotics issuance require extreme caution due to the possibility of a life
threatening allergic reaction to Penicillin

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SHIP MANAGEMENT PTE LTD Medical Safety & Preparedness
11.2 HOSPITAL ACCOMMODATION

The hospital accommodation should not be used other than for medical purposes and is to be
maintained clean and ready for sick and injured persons at any time. The medical chest is to be kept
fully stocked with any expired medicines replaced promptly. In addition:
• Hot Water must be available from the sink tap
• Fixed Oxygen sets are to have operating instructions posted
• Portable Oxygen sets are to have operating instructions in the carrying case
• Poison may not be store in the Hospital
11.3 MEDICAL TREATMENT

The Master will supervise and confer with the Chief Officer on medical matters, especially regarding
any treatment of a life threatening emergency. Radio advice from medical personnel ashore must
always be given prompt consideration. In all cases, illness and injuries must be fully investigated,
correctly treated with prompt medical attention in strict compliance with the Ship Captain’s medical
guide or doctor’s advice.
• The hidden injuries, that could become worse if left untreated, is strictly
prohibited and may be subject to disciplinary action
 Documentation
Medical Loy
TSM Form 153 – “Medical Inventory”
o File No.18.1
 Distribution
 Reference
Ship Captain’s Medical Guide
IMDG Medical First Aid Guide
OHSAS 18001

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THOME S&H Document
12. TANKER SAFETY AT TERMINALS

 Purpose
To outline safety and pollution prevention measures for tankers while alongside oil
terminals
 Application
 Responsibility
Master
Chief Officer
Deck Officers and Ratings
12.1 SAFETY WHILE ALONGSIDE

Fire Fighting Equipment
On a tanker, immediately before or on arrival at the terminal to load or discharge cargo, the ship's fire
hoses should be connected to the fire main, one forward and one aft of the ship's manifold. If
practicable, a pump should maintain pressure on the ship's fire main while cargo or ballast is being
handled. If this is not possible, the fire pump should be in a stand by condition and ready for
immediate operation. In cold weather, freezing of fire mains and hydrants should be avoided by
continuously bleeding water overboard from hydrants at the extreme end of each fire main.
Alternatively, all low points of the fire main may be kept drained.
• Monitors should be ready for use. Portable fire extinguishers preferably of
Foam, Dry powder or AFFF type, should be conveniently placed near the ship's
manifold
• A check should be made to confirm that both ship and shore have an
International Shore Fire Connection for the transfer of water for fire fighting
Readiness to Move Under Own Power

While a tanker is berthed at a terminal, its boilers, main engines, steering machinery and other
equipment essential for manoeuvring should normally be maintained so as to permit the ship to move
away from the berth at short notice.
Repairs and other work which may immobilize the tanker should not be undertaken at a berth without
prior written agreement from the terminal. It may also be necessary to obtain permission from the
local port authority before carrying out such repairs or work.
Communications
The provision of adequate means of communication between ship and shore is the responsibility of
the terminal. Where practicable, terminals should provide a reliable safe telephone system or
UHF/VHF radio transceivers for communication between the terminal control centre, the jetty or berth
and the tanker. Telephone equipment and flexible interconnecting cable must be of safe design
CONTROLLED Revision: 01 Dec 2008

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SHIP MANAGEMENT PTE LTD Tanker Safety at Terminals
suitable for the location in which it is to be used. Portable UHF/VHF transceivers (walkie talkies)
must be intrinsically safe.
When there may be language difficulties between ship and shore personnel, agreement should be
reached on verbal expressions and language to be used, especially regarding the terms used to
describe the more important aspects of cargo handling operations as given in this safety guide.
Where there are difficulties in verbal communication, it may be necessary for a member of the
terminal staff with knowledge of tanker practices to be put onboard.
Notices
On arrival at a terminal, a tanker must display TSM Poster 022 at the gangway stating:
Warning
No Naked Lights, No Matches, No Lighters
No Smoking
No Unauthorized Persons – Visitors are required to show identification
No Use of Mobile Phones
No Use of Digital Cameras
Shore personnel must observe safety requirements when on board the tanker and to ensure that no
lighters and matches are carried on board tankers.
Photo luminescent notices stating ‘Emergency Escape Route’ together with directional signs, should
also be displayed at appropriate locations.
All control instrumentation, valve position indicators, lights, and alarms must be clearly labeled.
Smoking
Smoking should be permitted under controlled conditions. This is because a total prohibition of
smoking at terminals and on a tanker at berth is, in general, unrealistic and unenforceable, and may
give rise to surreptitious smoking. There may however be occasions when, due to the nature of the
cargo being transferred or other factors, a total prohibition of smoking may be necessary.
• Smoking should be strictly prohibited within the restricted area enclosing all
tanker berths and on board any tanker whilst at a berth, except in designated
smoking places
Designated Smoking Places

The designated smoking places on a tanker or on shore should be agreed in writing between the
Master and the terminal representative before operations start. The Master is responsible for
ensuring that all on board the tanker are informed of the selected places for smoking and the posting
of suitable notices in addition to the tanker's permanent notices if there are any differences. Certain
criteria should be followed in the selection of smoking places whenever petroleum cargoes are being
handled or when ballasting, inert gas, gas freeing and tank cleaning operations are taking place,
including:
• The agreed smoking places should be confined to locations abaft the cargo
tanks

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• The agreed smoking places should not have doors or ports which open directly
on to or over the cargo deck or on to decks overlooking cargo spaces or shore
connections
• Account should be taken of conditions that may suggest danger, any indication
of unusually high petroleum gas concentrations, particularly in the absence of
wind, and when there are operations on adjacent tankers or on the jetty or berth
• In the designated smoking places, all ports should be kept closed, and doors
into passageways should be kept closed except when in use
• When none of the above operations is in progress, smoking may be permitted
by the Master in any closed accommodation while the tanker is in port and not
at berth
• Refer to TSM Poster 006 Standard Smoking Regulation
Galley Stoves and Cooking Appliances

While the tanker is at a berth, the use of galley stoves and cooking appliances with non immersed
elements, such as electric hot plates and toasters, may be permitted in galleys, pantries and
accommodation provided that the Master and terminal representative jointly agree that no hazard
exists. Any doors or ports opening directly on to / overlooking the tank deck must be kept shut.
• Galley stoves and cooking appliances with non immersed elements in the galley
should not be used when the stern discharge line is in use for cargo operations
Steam Cookers and Water Boilers

Cookers and other equipment heated by steam may be used at all times.
Lamps and other Electrical Equipment

Portable electric lamps and portable electrical equipment for use in hazardous zones should be of
approved type. Special care should be taken to prevent mechanical damage to the flexible cables
(wandering leads).
Torches (Flashlights) and Portable Battery Equipment

Only approved self contained torches or lamps should be used within hazardous zones.
Communications Equipment
Unless certified intrinsically safe or of other approved design, the normal communications equipment
on board ships such as telephones, talk back systems, signalling lamps, search lights, loud hailers,
and electrical controls for ship's whistles should neither be used, nor should they be connected or
disconnected, when the areas in which they are positioned come within the classification of a
hazardous zone.
Radio Equipment
The use of tanker's radio equipment during cargo or ballast handling operations is potentially
dangerous. This does not apply to the use of permanently and correctly installed VHF equipment,
provided the power output is reduced to one watt or less.
• When a tanker is at berth, its main transmitting aerials should be earthed

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o If there is any doubt about the procedure for to earth, the equipment should
be switched off when alongside
• If it is necessary to operate the ship's radio in port for servicing purposes,
arrangements for ensuring safety should be agreed between tanker and
terminal and these may require the issue of a work permit. Amongst the
precautions that might be agreed are operating at low power, use of a dummy
aerial load or confining the transmission to times when no cargo handling
operations are in progress
Radar Scanners
The radiation of radar waves from a properly sited radar scanner presents no ignition hazard.
However, the operation of tanker radar will involve running non approved electrical equipment.
Consultation is therefore advisable between the tanker and the terminal before using or repairing the
equipment.
Satellite Communications Terminals

These terminals normally radiate at 1.6 Gigahertz and at the power levels contemplated are not
considered to present an ignition hazard.
Closed Circuit Television

If fitted on a tanker or on a jetty, cameras and associated equipment should be of approved design
for the areas or zones in which they are positioned, in which event there is no restriction upon their
use. When a tanker is at a berth, the servicing of this equipment should be agreed between the ship
and the shore.
Use of Tools
No hammering, chipping or sand blasting should take place or any power tool be used outside the
boiler or engine rooms on a tanker or on a jetty at which a tanker is berthed without joint agreement
being reached between the terminal representative and the officer responsible.
• In all cases the terminal representative and the responsible officer should jointly
satisfy themselves that the area is gas free, and remains so while the tools are
in use
Approval for Cold Work

Where cold work is to be done outside the boiler or engine rooms on a tanker at a berth, the officer
responsible should discuss the position with the terminal representative. Agreement should be
reached upon the details of the work to be done and the safety precautions to be taken.
• A work permit should be issued and, depending upon the circumstances, it may
also be necessary for a gas free certificate to be obtained before commencing
such work either on a jetty or berth or on a tanker
Approval for Hot Work

Approval for hot work on a jetty or berth or outside the boiler or engine rooms on a tanker should only
be given when the terminal representative and the Master have satisfied themselves that the area is
safe.

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Issue of Work Permit

When the terminal representative and the responsible officer have satisfied themselves that work can
be safely undertaken, a work permit should be issued to the person in charge of the work as follows:
• For work on the jetty or berth by the terminal representative countersigned by
the officer responsible
• For work on the ship by the officer responsible, countersigned by the terminal
representative
o All external hot work must be first be approved in writing by the Marine
Department
• A hot work permit should authorize the specific work to be done in a defined
area together with a specified time limit
• The permit may specify the type of tools and equipment which may be used for
hot work and any other special conditions or precautions to be observed, such
as the isolation of a pipeline
• In all cases adequate fire fighting equipment should be ready for immediate use
Means of Access
Personnel should use only the designated access. Gangways or other means of access should be
provided with a safety net, where appropriate, and life buoys with life lines should be available in the
vicinity of the gangway.
Gangway Landing
When terminal access facilities are not available and a tanker's gangway is used, the berth should
have a landing sufficient to provide a gangway with an adequate clear run of space so as to maintain
safe convenient access to the tanker at all states of tide and changes in the ship's freeboard.
• Particular attention to safe access should be given where the difference in level
of tanker's and jetty deck becomes large. There should be special facilities
where the level of a tanker's deck can fall considerably below that of the jetty
Lighting
During darkness, the means of access to the tanker should be well and safely lit.
Visitors
Visitors are only to be allowed on board with Master's permission, and are to have a legitimate
reason for visiting. All security procedure details in the Ship Securities Plan to be followed.
Persons Smoking or Intoxicated

Personnel on duty on a jetty or on watch on a tanker should ensure that no one approaches the jetty
or boards a tanker when smoking.
• Persons apparently intoxicated should not be allowed to board a tanker

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Moorings
The vessel should be kept alongside and in place with the jetty at all times. Moorings should be
frequently monitored and tendered. Any adjustments in moorings should be made only with approval
of the Watch Officer.
12.2 POLLUTION PREVENTION WHILE ALONGSIDE

Prior to Berthing
• All scupper plugs should be firmly in place. If rainwater accumulates at the after
end of main deck during cargo operations, then this should be released and
scupper plugs re secured
• Ensure oil spill equipment as per Oil Spill Contingency Plans is at its location
ready for use. Wilden Pumps to be rigged and ready for use at the aft part of
the main tank deck
Pre-Transfer Conference
After the vessel is docked and prior to cargo operations, the following are to be discussed by Chief
Officer/Master and the Terminal Representatives:
• Ship-shore Safety checklist to be completed
• Type of Product
o The cargoes to be loaded should be reviewed, including their particular
hazards, if any, and the extra precautions which must be taken
• Sequence of Transfer Operations
o The order in which the products will be loaded and the identity of those
which will be handled simultaneously must be agreed upon, together with
changes in the cargo system line ups when changing grades
• Transfer Rate
o The maximum loading rate for each grade of cargo should be agreed and
this should not exceed the maximum loading rate of the vessel
• Critical Stages
o Dependent on the grades and loading systems, there must be agreement
on what the critical stages are and that the required manpower will be
present. At periods of start up and completing cargo, terminal staff must be
in attendance at the jetty
• Local Rules
o The local Port Rules, especially with regard to safety and pollution, should
be discussed between Master and Terminal Representative
• Emergency Procedures
o There are to be discussions about the procedures to be followed in case of
a spill or hose rupture; fire on the vessel, the terminal or in the vicinity;
electrical storms; mooring failure; vessels approaching or passing, at both
excessive speed, and similar situations

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• Watch and Shift Arrangements

o The manning of the jetty and the officers in charge of loading on the vessel
should be discussed. Both Terminal and Ship should know who to contact,
and how, in case of need
• Shutdown Procedures
o The procedures to be followed in case of emergency, as well as those for
normal loading shutdowns, must be covered. Operation of the emergency
shutdown systems should be reviewed
o The pre loading conference is required to ensure that both Terminal and
ship staff fully understand all phases of the loading operation and are
prepared to act properly in any situation which might arise
o The Emergency Shutdown signal must be agreed and clearly understood
• Other Precautions
o Decks must be kept free if ice
o Keep fresh water outboard tanks slack as sea water temperatures approach
0oC (O Degree Centigrade)
o Keep outside doors closed as much as possible
o Watch for and eliminate any steam or water leaks found
o Check for the possibility of flooding from ruptures piping in pump room
bilges, shaft alleys and other remote spaces
o Keep space heaters available for use in "dry" storage areas where
condensation can collect and freeze
o Keep electronic equipment ON or on STANDBY to assure heating elements
being ON. Careful reading of operating manuals may be required
o When in the USA, reference must be made to USCG regulations 46 CFR
and 33 CFR. These publications contain numerous requirements and
procedures that vessel have to adhere to. Masters and other ships' officers
and crew should familiarize themselves with the most basic regulations to
avoid fines or delays to vessel

TSM Form 013 – “Ship Shore Safety Checklist”
o File No. 19.8
TSM Poster 022 – “Tanker Safety at Terminals”

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 Distribution
 References
International Safety Guide for Oil Tankers and Terminals
46 CFR Parts 30-40
46 CFR Parts 150-155
33 CFR Parts 125-199
OHSAS 18001

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THOME S&H Document
13. SAFETY, HEALTH, ENVIRONMENTAL AND QUALITY AUDITS

AND VETTING INSPECTIONS
 Purpose
To provide guidelines for auditing the Health, Safety, Security, Environmental and
Quality Management System (HSSEQ System)
 Application
Shore Office
 Responsibility
HSSEQ Manager
Marine Manager
Marine Department
13.1 INTERNAL VERIFICATION, REVIEW AND EVALUATION

The HSSEQ Manager is responsible for verification, review and evaluation of compliance to HSSEQ
System onboard. This process includes
• An internal safety audits on board and ashore at intervals not exceeding twelve
months to verify whether safety and pollution-prevention activities comply with
HSSEQ systems. (In exceptional circumstances, this interval may be exceeded
by not more than three months).
o The audits and corrective actions are carried out in accordance with
HSSEQ documented procedures.
o Personnel carrying out audits are required to be independent of the areas
being audited.
• Conducting Shore Management review meeting to periodically evaluate the
effectiveness of the safety management system in accordance with procedures
established by the Company. The results of the audits, non conformities and
observations noted, timely corrective action taken /required and vessel reviews
are brought to the attention of all line managers having responsibility in the area
involved.
The exceptional circumstances which may require an extension beyond the twelve months interval
should be evaluated and confirmed by the HSSEQ Manager.
13.2 AUDIT PLAN

The HSSEQ Manager is responsible for ensuring an annual audit plan is maintained for all fully
managed vessels and offices. The plan should specify the dates due and type of audit to be
scheduled, including:
• Thome Internal HSSEQ System Audits

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Safety, Health, Environmental and
THOME Quality Audits and Vetting
SHIP MANAGEMENT PTE LTD Inspections
o Once in every 12 months by Marine & HSSEQ Department

• External Classification Society Audits
o ISM Code Safety Management System
o ISO 9001 Quality Management System
o ISO 14001 Environmental Management System
o OHSAS 18001 Occupational Health and Safety Management System
• External Third Party Audits & Inspections
The scope of each audit will include conformance with the HSSEQ System as well as applicable
rules, regulations, and industry guidelines. Particular focus will be placed upon:
• Administrative Management
• Professionalism
• Record Keeping and Documentation
• Safety and Pollution Prevention
• Emergency Preparedness
o The Emergency Telephone should be tested during the Audit whenever
possible
• Planned Maintenance and Up-keep
• Leadership and Morale
• Navigation Safety
All audits and inspections will be reported in writing with any deficiencies or non-conformances
brought to the attention of the Master in the required closing meeting.
13.3 INITIATING OF AUDITS

Audits will be initiated by the HSSEQ Manager and, or Marine Department based upon vessel
location, due dates, and availability of personnel. Thome auditor(s) must be independent of the
vessel or department, have attended formal training in audit methodology, and be familiar with the
HSSEQ System.
Whenever possible, the vessel or department to be audited should be notified of the audit in 1-2
weeks in order to ensure other scheduled work does not create a conflict. Information regarding the
specific time, purpose and scope of the audit should be advised. Un-scheduled audits can also be
initiated by the Chairman and CEO and Directors whenever needed. Likewise, The Master may
initiate audits onboard to examine the vessel’s compliance with onboard procedures and instructions.
The Master may do the audits himself or appoint an officer to do it on his behalf.
• The results of audits conducted by Thome are to be documented in a written
report to the HSSEQ and Marine Departments using Internal Audit Reports or
electronic OCEAN MANAGER reporting tools
• The Marine Department shall coordinate and arrange for an external safety
inspection of all tank vessels every second year

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13.4 EXECUTION OF AUDITS

Each auditor is responsible for the execution of the audit. Auditors will be briefed by the HSSEQ
Manager and, or Marine Department prior to the audit as appropriate. When attending the vessel for
an audit, auditor(s) are to have all valid Circulars and Emergency Contact Details; i.e. to update on
the spot, where necessary. Before starting the audit, the auditor(s) should arrange, if it is convenient,
a meeting with the Master, officers or Manager to introduce themselves, discuss and pass on
information about the audit.
• The audit will be conducted by interviews, observations of the crew in their day
to day activities and checking or verification of records
• During an internal audit, the testing of Emergency telephone numbers should be
to the “Emergency Telephone” only
• At the completion of the audit, a brief post audit meeting should be held to
discuss the findings and observations made during the audit and to agree upon
the results
o All deficiencies, non-conformances, and observations must be discussed
with the Master, Chief Engineer or Department Head in the closing meeting
• Internal auditors may use company Internal Audit checklists as a guide of areas
to be examined
• Any serious deficiency that affects the seaworthiness of the vessel that would
otherwise result in a PSC detention must be corrected prior to sailing
o DPA to be informed via mobile phone
13.5 FINDINGS AND FOLLOW-UP

The result of audits conducted by Thome auditors is to be documented in a written narrative on the
Internal Audit Report.
The Audit Report, together with checklists and other documentation used or obtained during the audit
has to be submitted to the office within 48 hours after the completion of the audit.
In the future, all audits and inspections reports are to be uploaded into the OCEAN MANAGER
database, either as attachments or directly in OCEAN MANAGER Audit module when it has been
implemented onboard.
• Form TSM 098 Internal Audit Report
o Audit Results Section – Enter the total number of NCNs
• Non-Conformities are recorded in an excel database updated and observations
are recorded in the TSM Form 064C which are monitored by the Marine &
HSSEQ Department.
• In the future, the OCEAN MANAGER database will be used to record Non-
Conformities and Observations. The Non-Conformities and Observations
should be entered from the inspection/audit module so that the NCNS are
automatically linked to the audit
• On vessels, any identified Non-Conformities will be recorded on Form TSM 097
Non-Conformity / Safety Improvement Report and attached as enclosures to the
Internal Audit Report

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• Any remark made by the auditor which requires a corrective action must be
recorded as a Non-Conformity and not an observation.
Note:
As per ISM Code Clause 1;
“Observation” means a statement of fact made during a safety management audit and
substantiated by objective evidence.
“Non-conformity” means an observed situation where objective evidence indicates the
non-fulfilment of a specified requirement.
“Major non-conformity” means an identifiable deviation that poses a serious threat to the
safety of personnel or the ship or a serious risk to the environment that requires
immediate corrective action and includes the lack of effective and systematic
implementation of a requirement of this Code.
o Form TSM 097 Non-Conformity Report / Safety Improvement Report – Non
Conformity Note should be assigned a sequential number by the auditor
that includes the month and year (e.g. 001/07/2003, 002/07/2003) if paper
forms are used
o The Corrective Action Request Block, along with the date due, is to be
completed by the auditor with the concurrence of the Master or department
head
o The auditor must upload the hard copy Form TSM 097 Non Conformity
Report / Safety Improvement Report as a PDF attachment into the company
shared drive and enter the non conformity into the excel database for
follow-up of corrective action
o Corrective action must be carried out normally within three(3) months
o If a Non-Conformity cannot be closed within the time limit, the Master must
provide a written request for an extension of time with reason specified
o When the Non-Conformity is reported as corrected, the Marine Department
and Fleet Group will acknowledge actions are acceptable. Actions are to be
verified by the DPA, who will close the audit report
o Closed Reports will be available in the company shared drive
• Any remarks or observations made by the auditor which do not require a
corrective action should be recorded in the “Remarks and Observations” section
of Form TSM 098 – “Internal Audit Report”
Observations can include anything which is neither non-conformity nor deficiency. It
includes comments on good practices as well as those that appear to be not so good
A major non-conformity raised on a ship by any internal or external auditor must be
downgraded to non-conformity before the ship sails. A schedule not exceeding three
months should be agreed for completion of the necessary corrective actions
Where decision has been made on downgrading a major non-conformity to non-
conformity, at least one additional audit should be carried out within the time period
indicated in the agreed corrective action plan in order to verify the effectiveness of
corrective actions taken. If a major non-conformity has not been downgraded, this
constitutes a basis for withdrawal of a vessel’s Safety Management Certificate

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• Completed Audit Reports are to be signed by the Auditor and the Master or
Auditee
All Internal Audit Reports and enclosures are to be circulated, either electronically or by hard copy, to
the Cognizant Managers.
• A copy of Internal Audit Reports with all enclosures is maintained by the HSSEQ
Department
• A copy of Internal Audit Reports with all enclosures is maintained in the vessels
files
• The technical superintendent is responsible to monitor and close all outstanding
items and ensure closure is reported and recorded
The Marine Department and, or HSSEQ Department will follow-up the corrective actions and
verification. The head of the unit or the Master of the vessel is responsible for evaluating the
corrective action to ensure it satisfactory to prevent the same non-conformities recurring. The DPA
should review conclusions prior to assigning closure status.
13.6 OIL MAJOR REPORTING REQUIREMENT AND FOLLOW-UP

The result of Oil Major inspection conducted on board vessel is to be documented in a written
narrative and to follow the pattern recommended by OCIMF, where establishing the root cause of
each item and informing about the corrective action taken to solve with supporting documents
(photos, PO etc), as well as the preventive action to avoid recurrence, Form TSM 064C form is to be
completed by all vessel when reporting the vetting observations to the office on completion of the
vetting.
All inspections reports are then uploaded into the Thome Vetting database by the respective Marine
Superintendents
Reporting of the monthly vetting news including the repeated observations is to be reported in Form
TSM 094 Monthly Safety Report.
13.7 REWARD SCHEME FOR PASSING VETTING INSPECTIONS

Cash Payments to Crew
To date, this scheme has shown unprecedented success in the first 4 months of its application, which
is a credit to all that has been actively participated in its application.
As there have been a few enquiries on the reward payment process, and as a point of clarification,
the following shows how the process is controlled:
• OCIMF Sire inspection completed on board
• Inspectors observations communicated to Oil Major by inspector
• Oil Major generates the full Sire Report which is sent to Thome
• Marine Coordinator receives the full Sire Report, assesses the number of
observations and communicates the number to the Marine Manager or his
nominated stand-in
• If <6 observations on vessels < 10 years and <10 observations on vessels > 10
years generally the reward will be initiated as follows:

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• Congratulatory Letter (by e-mail) sent to ship

• Same e-mail copied to accounts department to initiate payment.
No other payment method should be generated on board, such as a non-sanctioned withdrawal from
cash to Masters.
However, should it be viewed the observations, while meeting the numerical criteria for qualification,
demonstrate a potential area of concern on board (by the nature of the observations there-in). Then
the Marine Manager or his nominated stand-in can withhold payment, on a case-by-case basis.

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o File No. 23.2
TSM Form 097 – “Non-Conformity / Safety Improvement Report”
o File No. 23.2
TSM Form 064C – “Vetting Observation Master-List”
o File attached to Vetting Inspection Reports
o File No. 23.2.1
TSM Form 064D – “Technical Deficiency and Observation Master-List”
o File No. 7.6.5
TSM Form 065A – “HSSEQ Internal Audit Check-List”
o File No. 23.2
TSM Form 065B – “Security Internal Audit Check-List”
o File No. 23.2
TSM Form 716 – “Office Audit Check-List”
o File No. 23.2
TSM Form 720 – “Manning Agents Audit Check-List”
o File No. 23.8
External Audit Reports
o File No. 23.3
 Reference
ISO 9001
ISO 14001
ISM Code
HSSEQ

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THOME S&H Document
14. CALIBRATION OF MEASURING INSTRUMENTS

 Purpose
To provide guidelines for the calibration of measuring instruments onboard ship
 Application
 Responsibility
Master
Chief Officer
Technical Superintendent
14.1 CALIBRATION PROCEDURES

The following instruments (if onboard) will be calibrated according to the maker's recommendations.
Unless other intervals are specified, calibration will be conducted at least every 12 months. The
calibration will be accomplished with certified equipment, samples or test specimens. If these are not
onboard, maker’s recognised agents or Service Company should be used for the calibration process.
Each instrument will be identified by a number and the last calibration date will be indicated on the
instrument. These details will be also entered in a specific Equipment Calibration Record, Form TSM
163, for each piece of equipment
Instruments
• Portable Oxygen Meters
• Portable Gas Detecting Meters
• Fixed Gas Indicator/Alarms
• Oxygen Analyser for Inert Gas Plant
• Cargo Loading Instruments
• Cargo Loading Computer
o To be checked against approved loading condition. Computer should be
tested using the class approved data as found in the approved stability
booklet
o Copies of printed comparison data to be filed
• Test Manometers
• Test Thermometers
• Main and Aux Engine Manometers
• Main and Aux Thermometers
• Boiler Manometers
• Boiler Thermometers
CONTROLLED Revision: 01 Nov 2010

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SHIP MANAGEMENT PTE LTD Calibration Of Measuring Instruments
• Cargo System Manometers

• Cargo System Thermometers
• ODME – Each Dry Docking
• Bilge Oily Water Separator – Each Dry Docking
o A 'Calibration Certificate' must be issued by the manufacturer specifying
each unit, type and serial number and retained by Master with the trading
certificates.
o As far as possible, the oil sensor makers’ approved agents should be used
for carrying out the calibration. If this is not practical then any of the
automation service companies listed in the approved vendors list can be
utilized for this job. The procedure generally requires the sensor to be
removed from the separator and sent to the workshop where a pre-
measured sample is used for calibration. After the calibration, a certificate
noting the make/serial number of the equipment, test result and date of the
calibration must be obtained from the testing company. The original of this
certificate is to be kept onboard with a copy in office certificate folder /e-file
of the vessel
14.2 GAS DETECTION INSTRUMENTS

Gas detection instruments require special attention as the equipment is often scrutinized by Port
State and Vetting Inspectors. It is extremely important that deck officers know and can demonstrate
the basic procedures for onboard calibration.
• All portable gas monitoring equipment is to be serviced and calibrated annually
by the manufacturer’s authorized agent
• Only half the inventory of portable gas detection instruments should be landed
ashore for calibration at any one time, in order to ensure that at least one set of
each instrument type is retained onboard for crew use
• Always refer to the manufacturers instruction manuals when preparing to
calibrate a specific instrument
• Each vessel must have a full set of English language instruction manuals for
each type of Gas Detection Instrument carried
• All vessels must maintain an inventory of Gas Detection Instruments and
accessories for the vessel type as specified on MSM Master-List 015 and MSM
Master-List 016
• Vessel should check instrument calibration once a month
Gas Detection instruments must be tested prior to each use. This testing should be recorded in the
Enclosed Space Entry Permit in free hand, pen and ink form. Chief Officers are to include this
instruction in the deck standing orders.
Atmospheric Gas Readings

Special attention must be given when Toxic Gas readings are taken and it must be
clearly stated in the Enclosed Space Entry Form (TSM Form No. 095) readings for which
toxic gas readings (Hydrogen Sulphide or Benzene) have been taken

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The gas monitoring of the enclosed space are to be taken on an hourly basis and these
are to be recorded and attached to the TSM Form No. 095
Combustible Gas Indicator

Generally, to calibrate a combustible gas indicator (CGI):
• Inflate a test bag (a balloon like device with a hose and hose crimping clamp)
with a known concentration of span gas and connect the hose to inlet side of the
CGI
o Release the clamp and induce the fuel/air concentration of span gas,
usually 50% LEL, and verify the instrument reads the same concentration
as the gas induced
o If a 50% reading is achieved on a 0-100% scale when 50% LEL gas is
used, the meter is in calibration
o If not, the span adjustment screw must be rotated until the meter reads 50%
while gas is induced. If the crew is in doubt, the meter must be landed for
servicing
Tank-Scope
Tank-scopes are required on tankers to measure the percent volume of hydrocarbon in an inert cargo
tank. Generally, to calibrate a Tank-Scope:
• Inflate a test bag with a known concentration of span gas and connect the hose
to inlet side of the Tank-Scope
o Release the clamp and induce the Hydrocarbon/inert gas mixture span gas,
usually 8% Hydrocarbons mixed by volume in an inert gas, such as Carbon
Dioxide, and verify the instrument reads the same concentration as the gas
induced
o If an 8% reading is achieved on a 0-100% scale when an 8% Hydrocarbon
gas mixture is induced, the meter is in calibration
while gas is induced. If the crew is in doubt, the meter must be landed for
servicing
Oxygen Meters
Oxygen meters are instruments that detect the percentage of oxygen in the atmosphere. To calibrate
an Oxygen Meter:
• Turn the unit power on, allow to warm-up, and a reading of 21% should be
obtained in normal outside air
o If the meter reads 21% in normal air, the meter is in calibration
while in normal air
o Oxygen meters used to check oxygen levels in an inert atmosphere should
be zeroed with 99.9% Nitrogen. A test bag is inflated and connected to the
inlet of the meter, if a zero reading is achieved, the Oxygen sensor is good.

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If not, the sensor will need to be replaced. If the crew is in doubt, the meter
must be landed for servicing
Multi-Gas Colour-Metric Detector Tubes and Pumps

Multi-gas tube type detectors are used to measure specific quantities of known airborne toxins. The
Drager bellows pump and detector tubes are the company standard. To Calibrate a Drager type
instrument:
• Perform a leak test of the bellows by squeezing the bellows fully closed and
inserting an un-opened tube
o If the instrument does not expand within the time specified in the users
manual, the instrument is in calibration
• Detector tubes are calibrated by the volume of air in the bellows in relation to a
specific number of pump compressions needed to achieve a correct reading for
a specific contaminant
o Refer to the instructions provided in the tube box to determine the number
of strokes required
14.3 FAILURE OF EQUIPMENT

In case any portable gas detection instrument or fixed gas detection system fails, the company is to
be informed and a Risk Assessment is to be carried out.
In Port:
In case the vessel is calling a port without an operational portable gas monitoring instrument, control
measures should include obtaining an operational instrument in the port before port operations
commence.
At Sea:
In case a portable gas instrument fails at sea, equipment redundancy will ensure atmosphere
monitoring can be maintained.
In case both instruments fail, shipboard operations are restricted as follows.
Non operational equipment Operational restrictions
Combustible gas detector • No enclosed space entry

• No tank cleaning
• No tank purging
• No tank gas free-ing
• No hot work outside engine room workshop
Tank Scope • No enclosed space entry


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Non operational equipment Operational restrictions

• No tank purging
Oxygen meter • No enclosed space entry

• No tank purging

TSM Form 163 – “Equipment Calibration Record”
o File No. 9.5
MSM Master-List 015 – “Gas Detection Instruments for Tankers”
MSM Master-List 016 – “Gas Detection Instruments for Dry Cargo Vessels”
 Reference
Manufacturer’s Instructions

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THOME S&H Document
15. DRUG AND ALCOHOL TESTING

 Purpose
To state clearly Thome’s procedure for Drug and Alcohol testing and recording
 Application
Ship and Shore
 Responsibility
Singapore Office:
o Office Drug & Alcohol Test Coordinator - Supervisory
Full Management Vessels:
o Master – Supervisory
15.1 DRUG & ALCOHOL POLICY - REQUIREMENTS

The Policy requirements are tabled below for clear understanding & compliance
Definition
• Drugs and controlled substances include, but are not limited to, marijuana,
cocaine, opiates, phencyclidine (PCP) and amphetamines
• The consumption of alcoholic beverages on board vessels under our
management will be based upon the principle that officers and ratings should
not be in any way impaired from performing their scheduled duties
• All seafarers must be able to respond at any time to an emergency situation.
Therefore, the total blood alcohol content should never exceed 40 mg per 100
ml. The Master and Senior Officers must be vigilant. Consumption of alcohol
should be regulated so that seamen are able to perform their jobs and carry out
assigned duties at all times
• No spirits, liquor or wine stronger than 15% will be allowed onboard Thome
vessels
• No beer or wine shall be consumed by any crewmember within territorial waters
or 12 nautical miles of a coastline at any time, including when vessel is at
anchor or in port.
Prior Joining
Prior to signing-on, crew will submit themselves for testing for use of drugs or controlled substances
and alcohol abuse
On Joining
All Officers or Ratings sailing with Thome vessels are required to sign the Sea Carrier Security
Agreement "Letter of Undertaking" (Form TSM 043)

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SHIP MANAGEMENT PTE LTD Drug and Alcohol Testing
Personnel taking medicine or drugs prescribed by a qualified medical practitioner must make this fact
known to the Master of the vessel or respective Manager so that the individual’s daily working routine
and drug usage can be monitored and adjusted as and where appropriate
Onboard Compliance
• Officers and Ratings shall observe a period of total abstinence from all alcoholic
beverages of at least four hours prior to scheduled watch-keeping duties or work
periods
• No more than two cans of beer are to be consumed onboard by any person in
one day. Only one glass of wine may be consumed in the mess room at meal
hours
• Consumption of alcohol is allowed in smoke rooms and mess rooms only. Cabin
drinking is not permitted
• Only beer and table wine within this limit may be consumed, however strictly
observing the OCIMF and USCG regulations
Master’s Responsibility
Master is Thome’s Representative onboard. He should ensure complete compliance to the
Company’s Drug & Alcohol Policy. He, on behalf of the Company has the authority to take strict
action against the violators. Any breach of this policy will result in the immediate dismissal of the
person or persons concerned.
• Alcohol Test Meters (Intoximeter) will be available on each vessel, which will
allow the Master to specifically check any crew suspected of having a high level
of alcohol in his system and incapable of carrying out his duties. Additional
random tests will be conducted by the master at his discretion and / or as and
when instructed to do so by the Group Crewing Manager or DPA
• The sale of alcoholic beverages on board Thome managed vessels is to be
controlled by the master
Unannounced Drug & Alcohol test

In addition to routine medical examinations, testing and screening shall include unannounced and
random testing of the officers and crew by a shore based testing facility on each vessel with a
frequency to ensure that each officer is tested at least once a year and at least 50% of the fleet will
be tested at least twice per year
In case of Accidents & Incidents (SHE Doc 15.6)

• The Master must, as soon as possible, after an accident has occurred, carry out
alcohol testing of all personnel on duty or involved, including himself and log the
result.
• Masters are requested to review USCG 46CFR, 4.06 – Mandatory Chemical
Testing following serious Marine Incident involving vessel in Commercial
service.
• The USCG/CFR of chemical drug testing of individuals directly involved in
serious marine incidents where specimens must be collected not later than 32
hours after any serious marine incident. The multi drug screen test kits are to

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be used for collection. The sample collected is to be kept under safe custody
and handed over to the respective authorities as directed by the DPA.
• The Master must, as soon as possible, after an accident has occurred, carry out
alcohol testing of all personnel on duty or involved, including himself and log the
result.
• Masters are requested to review USCG 46CFR, 4.06 – Mandatory Chemical
Testing following serious Marine Incident involving vessel in Commercial
service.
• The USCG/CFR of chemical drug testing of individuals directly involved in
serious marine incidents where specimens must be collected not later than 32
hours after any serious marine incident. The multi drug screen test kits are to
be used for collection. The sample collected is to be kept under safe custody
and handed over to the respective authorities as directed by the DPA.
15.2 FREQUENTLY ASKED QUESTIONS

How much alcohol can I consume every day?
• Two cans of Beer
• Or, One Glass of Wine
Provided that:
• Vessel is not within territorial waters or 12 miles of coastline
• Vessel is not at anchorage / alongside at Berth
• Spirits, liquor or wine has less than 15% alcohol content
Where can I consume alcohol?

• In Smoke rooms & and mess rooms only
o Cabin drinking is not allowed
When is complete abstinence from alcohol to be followed?

• Vessel is within territorial waters or 12 miles of coastline
• Vessel is at anchorage / alongside at Berth
• Four Hours prior to scheduled watch-keeping duties or work periods
• Four Hours prior to arrival port / mooring operations
Master may enforce complete abstinence of alcohol onboard, if he feels that same is required for
Safe and apt performance of crew personnel onboard
What documentation are required to be carried out / checked on joining vessel

• Pre – joining Drug & Alcohol Test record to be submitted
• Sea Carrier agreement (TSM Form 043) to be completed and signed

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• All Medicines or drugs prescribed by a qualified medical practitioner should be

declared to Master
How will Master monitor alcohol consumption onboard

• Master can conduct random alcohol tests at his discretion
• Sale of Alcohol to personnel is required to be monitored by Master.
For example,
In case of Only Beer (300 ml X 24) Sales
o If Vessel was 06 days in port during a Month, Maximum sale to a personnel
is 2 Cases of Beer [(30-06) X 02]
is 1.5 Cases Of Beer [(30-12) X 02]
In case of Only Wine (750ml x 01) Sales
is 08 Bottles of Wine [(30-06) / 03]
is 06 Bottles Of Beer [(30-12) / 03]
It is imperative that sale records are maintained and monitored onboard. There have been
cases, during which the inspectors have demanded to demonstrate the Sale / distribution
onboard. The Company leaves the format of recording and monitoring to individual Masters.
Records of distribution are to be maintained by a Responsible Officer (Cadet is not
recognised as a Responsible Officer). Master, himself should monitor the distribution.
When are the Drug & Alcohol tests performed

• Pre-employment.
• If Master has a Reasonable suspicion over any personnel.
• Alcohols tests are required to be performed at least once every month
• Immediately after an accident.(SHE Doc 15.6)
• Unannounced Annual Shore tests
What happens if you are reported as a Violator of the policy or you fail a Drug
& Alcohol test?
• Readings above 0.04% will be reported immediately to the DPA, Director of
Group HR & Crewing and Marine Manager with name and actual test results
indicating blood-alcohol level reading
• Any breach of this policy will result in the immediate dismissal of the person or
persons concerned.
How to perform Monthly Alcohol test records to be maintained onboard

• The tests are to be administered to all officers and ratings including the Master.
Alcohol Tests will be carried out only while the personnel are on duty status

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• All tests will be witnessed by at least two officers, not including the person being
tested
• All test results will be entered in the Alcohol Test Log as to the following:
o Name of Person tested
o Date of Test
o Time of Test
o Test Reading
• Readings 0.04% or less are recorded as negative; And if it more that 0.04%
recorded as positive
15.3 PRE-EMPLOYMENT TESTING AND SCREENING

Employment of all officers and ratings will be subject to a drug test as a part of employment
physicals. The results of such tests will be reviewed on a confidential basis by the company to
ascertain if personnel is acceptable or not acceptable for employment.
• Expenses related to pre-employment screening will be borne by the company
15.4 UN-ANNOUNCED PERIODIC ALCOHOL TESTING

The Master is to ensure random alcohol tests are conducted at least once per month. The vessel will
log results in the "Alcohol Test Log" which will be maintained onboard all vessels.
The procedures for testing are as follows:
• The tests are to be administered to all officers and ratings including the Master
• Alcohol Tests will be carried out only while the personnel are on duty status
• All tests will be witnessed by at least two officers, not including the person being
tested
• All test results will be entered in the Alcohol Test Log as to the following:
o Name of Person tested
o Date of Test
o Time of Test
o Test Reading
• Readings 0.04% or less reported as negative
• Readings above 0.04% will be reported immediately to the Crewing Manager,
HSSEQ Manager and Marine Manager with name and actual test results
indicating blood-alcohol level reading
• The Crewing Manager will review cases of "positive" readings (above 0.04%)
and consult with Master, if appropriate

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The Master or Chief Engineer, with Master's concurrence, shall carry out alcohol testing on personnel
just prior to or during, a duty status period whenever there is significant evidence that the man is
intoxicated to a point that he cannot safely discharge his duties.
15.5 UN-ANNOUNCED PERIODIC DRUG TESTING

The Office Drug & Alcohol Test Coordinator will advise the vessel when testing is scheduled; each
position will be tested within a twelve month period. He will advise the port and the date that the test
is to be carried out; this information is kept confidential until the service provider is on route. An
appropriate laboratory will be notified by the office and a designated "Qualified Collector" named.
The procedures for testing will include:
• Urine samples will be collected by the "Qualified Collector" from the shore
laboratory
• The Qualified Collector will advise the vessel of which personnel has been
selected to be tested by the company (copy of requests for tests)
• The Qualified Collector insures that personnel to be tested are positively
identified
• Personnel will be interviewed as a part of the testing procedure to determine
information relevant to the tests, such as drugs taken during previous 30 days,
etc.
• The Qualified Collector oversees the collection of the test specimens to insure
positive control of specimens and no tampering with specimens
• The Qualified Collector seals each specimen and identifies each specimen
clearly, with the donor witnessing the marking and sealing of his or her
specimen
• The specimens are forwarded to the approved laboratory for testing
• The Office Drug & Alcohol Test Coordinator will receive results of all tests from
the selected laboratories and review results to determine if further action is
necessary
• The Office Drug & Alcohol Test Coordinator reports any "positive" results to
management with recommendations for disciplinary actions, as appropriate
The Drug & Alcohol Testing program must be handled in a most discreet and confidential manner to
protect the rights of all seamen involved. Further, the absolute control and security of samples and
test data must be adhered to by the D&A Test Coordinator, the Qualified Collectors, and by the ship's
officers administering the alcohol tests. It must be noted that a "positive" test, in itself is not
necessarily grounds for termination of employment and each case will be carefully reviewed and
considered prior to taking any disciplinary action.
Alcohol Testing In Case Of Accidents and Incidents

The Master must, as soon as possible, after an accident has occurred carry out alcohol testing of all
personnel on duty or involved, including himself, and log the result.

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Endorsement of Declaration on Drug and Alcohol Abuse

All Officers and Ratings sailing on Thome vessels are required to sign the Sea Carrier Security
Agreement "Letter of Undertaking" (Form TSM 043). If a copy is not available in the crew member’s
sign-on documents, Master is to ensure that the form is endorsed and filed.
15.6 TEST RESULTS

Any officer or crew member who fails to be within company required limits for drugs and alcohol when
tested will not be employed or if already onboard then replaced.
Any crew, visitors or others who are determined to be under the influence of drugs or controlled
substances will be immediately reported to the appropriate authorities and transferred off the vessel.
15.7 ALCOHOL TEST EQUIPMENT

Due to the relatively low cost of new equipment, it has been decided that the alcohol test equipment
should be replaced on an annual basis. All Masters are to verify the purchase or last calibration date
of the supplied equipment and requisition new alcohol test equipment 12 months from the original
supply or last calibration date.
15.8 ALCOHOL TESTING IN THE CASE OF ACCIDENTS AND INCIDENTS

The Master must, as soon as possible, after an accident has occurred, carry out alcohol testing of all
personnel on duty or involved, including himself and log the result.
The USCG/CFR of chemical drug testing of individuals directly involved in serious marine incidents
where specimens must be collected not later than 32 hours after any serious marine incident. The
multi drug screen test kits are to be used for collection. The sample collected is to be kept under
safe custody and handed over to the respective authorities as directed by the DPA.
Masters are requested to review USCG 46CFR, 4.06 – Mandatory Chemical Testing following
serious Marine Incident involving vessel in Commercial service.
The following is a summary of the basic drug testing requirements:
• Drug testing must be completed within 32 hours following a serious marine
incident
• Vessels must have a sufficient number of urine- specimen collection kits and
chain-of-custody forms meeting the requirements of 49 CFR Part 40 that are
readily accessible for use following a serious marine incident (46 CFR Part 4,
Section 4.06-20), if the drug test specimens cannot be collected within 32 hours
• Urine specimen collections can only be conducted by personnel trained in DOT
specimen collection procedures
• All drug tests have to be collected in accordance with the requirements given in
49 CFR part 40. This includes the personnel who do the collections must meet
the DOT collector qualification requirements
• All drug tests have to be sent to a laboratory that is accredited by the US
Department of Health and Human Services for Workplace drug testing

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• The use of on-site testing devices or other types or forms of drug testing is not
allowed in accordance with US Coast Guard regulations
• Arrangements for drug test collection can be made through a port agent or
another agent of the marine employer. This does not negate the 32 hour
requirement but does assist in meeting the drug test requirements

Pre-employment Physical – Lab Specific Form of Approved Vendors
o Manning Agent: Copy
o Crew Member: Copy
o Ship File Index – No 17.9
D&A Test Log
o File No. 17.9
TSM Form 043 – “Letter of Undertaking”
o Ship File for Crew – 17.2 and Officers – 17.3
 Reference
OCIMF

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THOME S&H Document
16. RISK MANAGEMENT ONBOARD

 Purpose
To ensure that all shipboard tasks are carried out safely and efficiently in order to achieve
our goal of zero incidents by establishing safeguards against all identified risks.
 Application
 Responsibility
Master and Senior Officers
Designated Person Ashore
Senior Management Ashore
16.1 INTRODUCTION
The best safeguard against accidents onboard is a genuine safety culture.
That is, awareness and constant vigilance on the part of all those involved, and the establishment of
safety as a permanent and natural feature of organizational decision-making.
Safety is the freedom from unacceptable risk or the condition where risks are managed to acceptable
levels.
Safety is not something that can be absolutely guaranteed.
How we manage risk onboard, or what we do to prevent accidents from occurring in the first place, must
be the logical and necessary focus of our endeavours to achieve a genuine onboard safety culture.
Risk Management may be defined as:
“The process whereby decisions are made to accept a known or assessed risk and/or the
implementation of actions to reduce the consequences or probability of occurrence.”
There is no universally accepted definition of risk, but the one commonly applied and regarded as
authoritative in most industrial contexts is:
“A combination of the probability, or frequency, of occurrence of a defined hazard and the
magnitude of the consequences of the occurrence.” (ISO 8402:1995 / BS 4778)
IMO defines risk as:
“The combination of the frequency and the severity of the consequence.” (MSC Circ
1023/MEPC Circ 392)
In other words, risk has two components: likelihood or probability of occurrence and severity of the
consequences.
The Risk Management Process involves the following activities:
• Identification of hazards
• Assessment of the risks associated with those hazards
• Evaluation of risk reduction or risk elimination measures
• Implementation of risk reduction or risk elimination measures

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SHIP MANAGEMENT PTE LTD Risk Management Onboard
Risk Assessment is the process of estimating the likelihood of an accident occurring, estimating the
magnitude of the consequential loss and making a judgement about the significance and tolerability of
the risk. Risk is a function of both frequency and consequence and both are equally important in the risk
assessment process.
Workplace risk involves risk of accident to personnel due to health and safety hazards during activities in
the work place. Typical consequences may be damage to health, injury or death.
Accidents in the work place can also involve damage to property, the environment and damage to the
reputation of the company.
16.2 RISK MANAGEMENT AND THE ISM CODE

Paragraph 1.2.2.2 of the ISM Code states, “Safety management objectives of the company should
asses all identified risks to its ships, personnel and the environment and establish appropriate
safeguards”.
Although there is no further, explicit reference to this general requirement in the remainder of the ISM
Code text, risk management of one form or another is essential to compliance with most of its clauses.
It is important to recognize that the company is responsible for identifying the risks associated with its
particular ships, operations and trade. It is no longer sufficient to rely on compliance with generic
statutory and class requirements, and with general industry guidance.
The ISM Code does not specify any particular approach to the management of risk, and it is for the
company to choose methods appropriate to its organizational structure, its ships and its trades. The
methods may be more or less formal, but they must be systematic if assessment and response are to be
complete and effective, and the entire exercise should be documented so as to provide evidence of the
decision-making process.
Although it is not often referred to as such, the development and implementation of a documented safety
management system is an exercise in risk management. The drafting or amendment of written
procedures involves looking at the company’s activities and operations, identifying what could go wrong,
and deciding what should be done to try to prevent it. The documented procedures are the means by
which the controls are applied.
It is therefore paramount that all Masters and Senior Officers demonstrate fluency in and strict
compliance with the company’s Safety Management System.
16.3 MANAGING JOB SAFETY ONBOARD

All jobs on Thome Ship Management vessels are considered hazardous and are to undergo a Risk
Assessment.
This includes all routine and non-routine jobs.
Risk Assessment is the process of estimating the likelihood or probability of an accident occurring,
estimating the severity or magnitude of the consequential loss and making a judgement about the
tolerability or significance of the risk.
It is important to note that many accidents occur during routine jobs.
Analysis of previous accidents which have occurred during routine jobs shows that in many cases the
root cause was identified as one or more of the following:
• No formal Risk Assessment had been completed
• No Job Hazard Analysis had been completed
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• Fatigue
• Non-compliance with company HSSEQ System procedures, industry best practice
guidelines and / or international regulations
• No stop card issued. (Work continued even though somebody saw something was
wrong)
• Taking shortcuts – due to commercial pressure or other reasons
• PPE was not worn
• Complacency – because the task was routine and nothing had gone wrong before
The above mentioned items can be described as Key Safety Behaviours. (What we do or how we do it)
If the above ‘Behaviours’ or work practices are considered before and/or during all jobs then we can
improve our accident statistics.
16.4 RISK ASSESSMENT AND JOB HAZARD ANALYSIS

Risk Assessment
Risk Assessment involves:
• Identification of hazards
• Assessment of the risks associated with those hazards
• Evaluation of risk reduction or risk elimination measures
• Implementation of risk reduction or risk elimination measures
In practical terms, a risk assessment is a thorough look at your workplace to identify those things,
situations, processes, etc that may cause harm, particularly to people. After identification is made, you
evaluate how likely and severe the risk of harm may be and then decide what measures should be put in
place to effectively prevent or control the harm from happening.
• Risk Assessment may be formal or informal depending on the circumstances of the
case
• Risk Assessment need not be complicated and/or time consuming
Risk Assessment may be:
• Formal documented Risk Assessment including Job Hazard Analysis
• Formal documented Risk Assessment without a Job Hazard Analysis
• Toolbox meeting at the work site
• Meeting to review and discuss an existing documented Risk Assessment
• STOP – TAKE 5. An informal Risk Assessment during the work
• Daily Work Meeting
• Controlled by Permit to Work (e.g. Enclosed space entry)

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Why is risk assessment important?

Risk assessments are very important as they supplement the company HSSEQ System procedures. All
ships are different and all ships will have personnel with different levels of knowledge, skill, experience
and motivation. They help to:
• Create awareness of hazards and risks
• Identify who may be at risk
• Determine if existing control measures are adequate or if more should be
considered
• Prevent accidents
• Prioritize hazards and control measures
How do you do a risk assessment?

Assessments should be done by a competent team of individuals including those who have a good
working knowledge of the vessel and experience in the job at hand.
Officers and crew should be involved in the Risk Assessment.
The Risk Assessment should not just become a paperwork exercise to fulfill a requirement.
The key to success in Risk Assessment is involvement and participation. That is, involve as many
persons as possible who will be conducting the job in the Risk Assessment process and encourage their
participation in the process.
In general, to do an assessment, you should:
• Identify hazards
• Evaluate the likelihood of an accident and its severity
• Consider normal operational situations as well as non-standard events such as
shutdowns, power outages, emergencies, etc.
• Consider Key Safety Behaviours as described in 16.3
• Review all available heath and safety information about the hazard such as
MSDSs, manufacturers literature etc.
• Identify actions necessary to eliminate or control the risk
• Monitor and evaluate to confirm the risk is controlled
• Keep documentation or records as required
How are the hazards identified?

Overall, the goal is to find and record possible hazards that may be present in conducting the job in
question. As mentioned, it will help to work as a team and include both people familiar with the work
area, as well as people who are not - this way you have both the "experienced" and "fresh" eye to
conduct the inspection.
To be sure that all hazards are found:
• Look at all aspects of the work
• Look at accident / incident / near-miss records

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• Look at the way the work is organised or "done" (include experience and age of
people doing the work, systems being used, etc.)
• Look at foreseeable unusual conditions (for example: possible impact on hazard
control procedures that may be unavailable in an emergency situation, power
outage, etc.), remember that persons may have a different level of risk such as
young or inexperienced workers
What are the main ways to control a hazard?

The main ways to control a hazard (control measures) include:
• Elimination (including substitution)
o Remove the hazard from the workplace
• Engineering Controls
o Includes designs or modifications to plants, equipment, ventilation systems,
and processes that reduce the source of exposure
• Administrative Controls
o Controls that alter the way the work is done, including timing of work, policies
and other rules, and work practices such as standards and operating
procedures (including training, housekeeping, and equipment maintenance,
and personal hygiene practices)
• Personal Protective Equipment
o Equipment worn by individuals to reduce exposure such as contact with
chemicals or exposure to noise
These methods are also known as the "hierarchy of control" because they should be considered in the
order presented (it is always best to try to eliminate the hazard first, etc).
What is meant by elimination?

Elimination is the process of removing the hazard from the workplace. It is the most effective way to
control a risk because the hazard is no longer present. It is the preferred way to control a hazard and
should be used when ever possible.
What is substitution?
Substitution occurs when a new chemical or substance is used instead of another chemical. It is
sometimes grouped with elimination because, in effect, you are removing the first substance or hazard
from the workplace. The goal, obviously, is to choose a new chemical that is less hazardous than the
original.
Remember!
When substituting, be very careful that one hazard is not being traded for another. Before deciding to
replace a chemical/substance with another, consider all the implications and potential risks of the new
material.
What are examples of engineering controls?

Engineering controls are methods that are built into the design of a plant, equipment or process to
minimize the hazard. Engineering controls are a very reliable way to control worker exposures as long
as the controls are designed, used and maintained properly. The basic types of engineering controls are:
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• Process control
• Enclosure and/or isolation of source
• Ventilation
What are examples of administrative controls?

Administrative controls limit workers' exposures by scheduling shorter work times in contaminant areas
or by implementing other "rules". These control measures have many limitations because the hazard
itself is not actually removed or reduced. Administrative controls are not generally favoured because
they can be difficult to implement, maintain and are not a reliable way to reduce exposure.
Work Practices
Work practices are also a form of administrative controls. In most workplaces, even if there are well
designed and well maintained engineering controls present, safe work practices are very important.
Some elements of safe work practices include:
• Developing and implementing standard operating procedures
• Training and education of employees about the operating procedures
• Establishing and maintaining good housekeeping
• Keeping equipment well maintained
• Preparing and training for emergency response for incidents such as spills, fire or
injury
Education and Training

Employee education and training on how to conduct their work safely helps to minimize the risk of
exposure and is a critical element of any complete workplace health and safety program. Training must
cover not only how to do the job safely but it must also ensure that workers understand the hazards of
their job.
Emergency Preparedness
Being prepared for emergencies means making sure that the necessary equipment and supplies are
readily available and that employees know what to do when something unplanned happens such as a
release, spill, fire or injury. These procedures should be considered during risk assessments.
Personal Protective Equipment (PPE) as a hazard control or control measure

Personal protective equipment (PPE) includes items such as respirators, protective clothing such as
gloves, face shields, eye protection, and footwear that serve to provide a barrier between the wearer and
the chemical or material.
It is the final item on the list for a very good reason. Personal protective equipment should never be the
only method used to reduce exposure except under very specific circumstances because PPE may "fail"
(stop protecting the worker) with little or no warning.
Why is it important to review and monitor your assessment?

It is important to know if your risk assessment was complete and accurate. It is also essential to be sure
that changes in the workplace have not introduced new hazards or changed hazards.

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It is good practice to review your assessment on a regular basis to be sure that nothing has changed
and that your control methods are effective. Triggers for a review can also include:
• The start of a new project
• A change in the work process or flow
• A change or addition to tools, equipment, machinery (including locations or the way
they are used)
• New employees
• Change in location or weather conditions
• Introduction of new chemicals or substances
• Near misses or incidents reported
Job Hazard Analysis

Job Hazard Analysis can be considered to be an extension of the Risk Assessment process to be
conducted as and when required by company procedures, whenever the Risk Assessment identifies a
risk level equal to or greater than ‘MODERATE’ or whenever deemed necessary by the onboard Senior
Management Team.
See 16.7 – Guidelines for conducting a Risk Assessment and Job Hazard Analysis.
16.5 HAZARD AND RISK

What is a hazard?
A hazard is any source of potential damage, harm or adverse health effects on something or someone
under certain conditions at work. Basically, a hazard can cause harm or adverse effects (to individuals
as health effects or to organizations as property or equipment losses).
What are examples of a hazard?

Workplace hazards can come from a wide range of sources. General examples include any substance,
material, process, practice, etc that has the ability to cause harm or adverse health effect to a person
under certain conditions. See Table 16.5-1 : Examples of Hazards and Their Effects

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Table 16.5-1 : Examples of Hazards and Their Effects
Workplace Hazard Example of Hazard Example of Harm Caused
Thing Knife Cut

Substance Benzene Leukemia
Material Asbestos Mesothelioma
Source of Energy Electricity Shock, electrocution
Condition Wet floor Slips, falls
Process Welding Burn
As shown in Table 16.5-1, workplace hazards also include practices or conditions that release
uncontrolled energy like:
• An object that could fall from a height (potential or gravitational energy)
• A run-away chemical reaction (chemical energy)
• The release of compressed gas or steam (pressure; high temperature)
• Entanglement of hair or clothing in rotating equipment (kinetic energy)
• Contact with electrodes of a battery or capacitor (electrical energy)
What is risk?
Risk is the chance or probability that a person will be harmed or experience an adverse health effect if
exposed to a hazard. It may also apply to situations with property or equipment loss.
16.6 RISK MATRIX

Table 16.6-1 : Risk Matrix
SEVERITY OF HARM
LIKELIHOOD OF
HARM
NEGLIGIBLE SLIGHT MODERATE EXTREME
VERY LOW VERY LOW MODERATE

VERY UNLIKELY LOW RISK
RISK RISK RISK
VERY LOW MODERATE

UNLIKELY LOW RISK LOW RISK
RISK RISK
MODERATE SUBSTANTIAL
LIKELY LOW RISK LOW RISK
RISK RISK
MODERATE SUBSTANTIAL INTOLERABLE

VERY LIKELY LOW RISK
RISK RISK RISK
Note - Never attempt to undertake any job with risk assessed as “Intolerable Risk”.

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Definitions for risk factor

Figure 16.6-1 : Risk Factor
INTOLERABLE RISK STOP TASK CAN NOT BE JUSTIFIED
SUBSTANTIAL RISK STOP CONDUCT JHA AND ADVISE OFFICE
MODERATE RISK STOP CONDUCT JHA. ADDITIONAL CONTROL

MEASURES REQUIRED
LOW RISK RISK ACCEPTABLE NO ADDITIONAL CONTROLS REQUIRED.

MONITOR CONTINUOUSLY
VERY LOW RISK PROCEED NO FURTHER ACTION REQUIRED
Guidelines to determine Likelihood of Harm

Very Likely Typically experienced at least once every six months
Likely Typically experienced once every year
Unlikely Typically experienced once every five years
Very Unlikely Less than 1% chance of being experienced by an individual during their working
lifetime
Guidelines to determine Severity of Harm (personal injuries)

When establishing potential severity of harm, information about the relevant work activity should be
considered, together with:
• Part(s) of the body likely to be affected
• Nature of the harm, ranging from negligible to extremely harmful
o Negligible – No personal injury is to be considered as negligible.
o Slightly harmful (e.g., superficial injuries; minor cuts and bruises; eye irritation
from dust; nuisance and irritation; ill-health leading to temporary discomfort)
o Moderately harmful (e.g., lacerations; burns; concussion; serious sprains;
minor fractures; deafness; dermatitis; asthma; work-related upper limb
disorders; ill-health)
o Extremely harmful (e.g., amputations; major fractures; poisonings; multiple
injuries; fatal injuries; occupational cancer; other severely life shortening
diseases; acute fatal diseases)
Severity of harm to equipment, company reputation or the environment to be established by consensus
of the risk assessment team.

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16.7 WHEN TO CONDUCT A RISK ASSESSMENT AND JOB HAZARD ANALYSIS

When should a Risk Assessment and / or a JHA be conducted?
Risk Assessments (Informal or Formal) must be performed FOR ALL JOBS and a Formal Documented
Risk Assessment on form TSM 089 and JHA on form TSM 089A must be performed in the following
circumstances:
• As required for all Critical operations identified as per MSM Master-List 009 –
Critical Operations
• Whenever the company UKC policy can not be complied with. (Office must be
advised)
• Prior to any hot work outside of engine room workshop. (Office must be advised)
• Maintenance and/or shutdowns of critical equipment. (Office must be advised)
• Changed circumstances that may affect operational environment or crew fatigue
• Permanent and temporary changes to equipment, personnel or procedures
Special focus areas pinpointed by the Marine & HSSEQ Department

• Mooring operations
• Any task which, in the opinion of the Ship Management Team, may put personnel,
assets or company reputation at risk where the risk level has been determined as
equal to or greater than moderate risk by Risk Assessment
• Newly established jobs: due to lack of experience in these jobs, hazards may not
be evident or anticipated
• Experience of personnel: if personnel have never completed the task previously
• Modified jobs: new hazards may be associated with changes in job procedures
16.8 GUIDELINES FOR CONDUCTING A RISK ASSESSMENT AND JOB HAZARD

ANALYSIS
How to perform a Risk Assessment and Job Hazard Analysis
Form a Risk Assessment and Job Hazard Analysis Team.
The team should include at least one senior officer and as many of the persons who will complete the
work as is possible.
The key to success in Risk Assessment is INVOLVEMENT and PARTICIPATION
Hazards and possible consequences can be identified using the collective experience of the crew
involved by conducting a formal Risk Assessment.
When identifying hazards and determining the Risk Factors, the following should be considered:
• Incidents which have occurred in the past within the company or from current crew
experience
• Near misses
• Lack of information available
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• Lack of experience, knowledge, skill or motivation

• Unusual conditions – heat , cold, vessel movement
• Fatigue or stress
• Inadequate equipment or tools
• Materials – chemicals or cargo
• Possible changes in circumstances
• Review previous Risk Assessments and JHAs
• Adequacy of training
• Key Safety Behaviours as described in 16.3
o TSM Form 089 - Provides the format for completion of a Formal Risk
Assessment
Once the hazards are identified, the risks associated with the hazards should be evaluated in terms of
probability or likelihood and severity of harm or consequence to life, property, the environment and / or
the company reputation.
If the Risk Factor is determined to be VERY LOW RISK or LOW RISK then the Job Hazard Analysis is
not required to be completed.
Subsequent to the Risk Assessment, whenever the Risk Factor is determined to be MODERATE RISK
or higher then a documented Job Hazard Analysis must be completed in order to identify ADDITIONAL
CONTROL MEASURES so that the Risk Factor can be reduced to LOW RISK or VERY LOW RISK.
• TSM Form 089A - Provides the format for completion of a Job Hazard Analysis
• Select the task
• Discuss with the crew involved in pre-work safety meeting
• Fill in the Job Hazard Analysis TSM Form 089A and separate the steps into
sequential order
o Start with Safety Meeting
o End when all equipment and personnel have been removed and accounted for
• Identify the hazards
• Control Hazards through
o Elimination (Including substitution)
o Engineering Controls (e.g. machine guards, nets, safety barriers)
o Administrative controls and work practices
o Personal protective Equipment
The Risk Assessment determines whether control measures currently in place are adequate for the
control of the risk and if not, identify and evaluate further potential risk control (prevention and mitigation)
options.
Office must be contacted for advice if Risk Factor can not be reduced below MODERATE RISK after
completion of JHA.

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If during the activity, the risk exceeds the set limits, a new risk assessment is required, including
possibility of termination of the activity if necessary.
Review Risk Stop Card or

Assessment and Near Miss
Update as Required Report?
START Risk Assessment Proceed with

Completed Work
Tool Box
Risk Factor Low or
Meeting at
Very Low
Job Location
No Yes
STOP GO AHEAD
Complete JHA
Risk Factor Low or
Additional Control
Very Low
Measures Required
16.9 STEP BACK 5 X 5

Step back 5x 5 is a mental risk assessment that concentrates on engaging the mind before your hands.
It is to be done prior to every task undertaken onboard. The strategy behind this is to make the
subconscious thoughts of self-protection a conscious process to ensure that all hazards are identified
and controlled.
Step Back 5x5 involves stepping back from the work/task and looking for possible hazards. Where
hazards are identified, appropriate controls need to be put in place BEFORE WORK COMMENCES. If
the perceived risk is considered to be "high" (severity rating of 4 or 5), Risk Assessment (TSM Form
089) will need to be developed if an existing and adequate Risk Assessment is not available.
Step Back 5x5 infers to step back from the job for 5 paces and take 5 minutes to plan the job. This is
overly simplistic, as some jobs may take less than a minute and can be done while approaching the job
– i.e. picking up a large box and moving it. On the other hand, some jobs may require a longer period of
job planning and consultation before commencement.
Review work being undertaken near task location

• Weather conditions (wind, rain, etc) and possible affects on tools or job
• Vessel movement (regarding rough weather) or expected movement
• Overhead or below deck hazards (welding sparks falling on personnel below)

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• Restricted space regarding manual handling, chemical vapours, etc.

• Deck / surface conditions re slip/trip hazards
• Possibility of falling if unrestrained or barriers required
Review equipment for the job

• Is this the best tool(s) for the job? I.e.. fit for purpose?
• Lighting, noise, level deck, etc.
• Is the equipment or tools in good order? Guards fitted, grinding wheel in good
order, electrical leads intact, slings and shackles visually inspected, etc.
Review job method

• Walk through each step and identify what could go wrong.
• Are controls in place to avert a potential accident?
• Think not only about safety, but also about the environment and possible damage
to equipment onboard
• Is any lifting required - can it be done safely with the person(s) doing the job - are
mechanical aids (lifting devices) required. How will you lift this safely – walk through
the right technique in your mind
• If more than one person doing the job, is it necessary to discuss the work to be
undertaken by the group
If circumstances change during the job

While doing the task or job and circumstances change, a re-assessment of potential hazards is required.
Changes could include things such as deteriorating weather or sea conditions, one person in the group
leaving the job, change of tools, etc. By putting in the controls for these new hazards or postponing the
job to a more suitable time, injuries could be prevented
Review the job on completion

Some time should be used in reviewing how well the hazards are identified and controlled. Was there
any part of the job where it was unsafe? Was there something that could have been done better?
16.10 STOP CARD SYSTEM

The STOP card system is a safety observation program which is implemented onboard all Thome
vessels.
All Officers and crew have the right and the responsibility to stop a job and consult with their supervisor
without fear of reprisal.
Many accidents have occurred because somebody saw something was wrong but did not say anything.
All officers and crew should be encouraged to use the STOP Card system.
Crew members are obliged to respect the "timeout" calls and extend good cooperation in complying with
requested corrective actions. The job supervisor will report the corrective measures on TSM Form 093,
ticked as a STOP Card.

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Any conflict is to be brought to the attention of the department head, Chief Officer or Chief Engineer as
appropriate. Safety is everyone’s responsibility and can only be achieved through the dedication and
commitment of all personnel. Identification and elimination of hazards, unsafe conditions and acts will
be a part in every crew member’s working day.
All STOP occurrences are to be reported on the Near Miss / Stop Card Form (TSM Form 093).
• Low severity (ranked 1 – 3)
o Near misses or STOP cards are to be reviewed, evaluated, corrective action
confirmed, and closed by the Safety Committee onboard.
• High potential (ranked 4 – 5)
o Near misses or STOP cards are to be reviewed, evaluated, corrective action
confirmed, and closed by the HSSEQ Department.
All near misses and STOP cards are to be entered in the OCEAN MANAGER database as a near
accident, and replicated to Thome office for data analysis. If OCEAN MANAGER software is inoperable
or not installed onboard, the vessel is to e-mail the TSM Form 093 to the HSSEQ Department.
A cash incentive has been established by the company and awarded to the best STOP Card, as voted
by the Safety Committee (criteria being the most dangerous act stopped). Masters and crew members
are to initiate the process to the best of their ability and motivation.
16.11 TOOL BOX MEETING

The Tool Box Meeting is an informal Risk Assessment.
The aim of the Tool Box Meeting is to highlight specific hazards in the workplace as a planning aid prior
to commencement of each job.
Tool Box meetings should be held at the job site immediately prior to commencing work in order to
physically identify hazards, solicit any safety concerns and to review any documented Risk Assessment
and Job Hazard Analysis.
If work site conditions make this impracticable for the risks to be adequately addressed the Tool Box
Meeting can be performed at another location or form part of the Daily Work Meeting.
Multi – stage jobs may require additional Tool Box Meetings at appropriate intervals to maintain hazard
awareness.
Hold a new Tool Box Meeting whenever new personnel are assigned to a job, at shift or watch changes
or whenever there is a change to the work scope.
16.12 DAILY WORK MEETING AND DAILY WORK SAFETY NOTICE

The Chief Officer and First Engineer are to conduct Daily Work Meetings for their respective
departments.
Each must complete a Daily Work Safety Notice on form TSM 087 – Daily Work Safety Notice.
The purpose of the Daily Work Meeting and the Daily Work Safety Notice is to plan and communicate
safety precautions for all jobs for the day.
The Daily Work Safety Notice is to be posted by the Chief Officer in the Cargo Control Room and by the
First Engineer in the Engine Control Room.

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All workers involved in the day’s jobs should attend the Daily Work Meeting when possible. Personnel
unable to attend should be briefed by their supervisor before commencing the work.
Daily Work Meeting Agenda:
• Debrief of work from previous day as required
• Discuss any equipment deficiencies from the previous day
• Complete the Daily Work Safety Notice
• Conduct Risk Assessments and / or JHA as required
• Permits – ensure understanding by workers working under a permit
• Discuss near misses relevant to the planned job
• Address any concerns the group may have
HSSEQ Circular 22-2007 – Safety Alert – Crew head Injury by falling chain block

TSM Form 089 – Risk Assessment
TSM Form 089A – Job Hazard Analysis
TSM Form 087 – Daily Work Safety Notice
TSM Form 093 – Near Miss / Stop Card Form
 Distribution
Singapore and Manila Offices
 References
TMSA
ISM Code
ISPS Code

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THOME S&H Document
17. NEW BUILDING, REPAIR SHIPYARDS AND SEA TRIALS

 Purpose
To enhance safety awareness and highlight potential hazards in shipyards or on sea
trials.
 Application
 Responsibility
Master
Superintendent in charge
17.1 INTRODUCTION
Whilst at sea or in port, ship’s personnel perform their duties in accordance with the Company
HSSEQ System but the situation is very different when the ship is under construction, conversion or
repair in a shipyard where the work is primarily carried out and managed by the shipyard’s own or
contracted personnel.
Whilst the work may be monitored and checked by ship’s personnel, the safety of the ship and the
personnel aboard is generally dependent upon the effectiveness of shipyard's safety management
system. The situation is exacerbated by the fact that, during a construction, conversion or repair
period, the ship may take on an unfamiliar status. The ship and the personnel aboard may thus be
exposed to unexpected and unfamiliar risks and hazards.
17.2 OCIMF
OCIMF have published guidelines on those factors that should be addressed by a Company or a
Shipyard and their personnel, during construction, conversion or repair period to help ensure that
HSE risks to personnel or assets are minimized.
The publication ‘Health, Safety and Environment at New – Building and Repair Shipyards and During
Factory Acceptance Testing’ has been placed onboard all company vessels and should be referred
to for guidance when a vessel is in a shipyard.
17.3 GENERAL
When a vessel is in the new-building yard, undergoing conversion or undergoing repairs, it is normal
industry practice for the shipyard to be responsible for emergency preparedness, including drills.
Ship’s staff should be advised of the yard emergency procedures and be included in drills performed
by the yard. The sounding of emergency signals onboard should be in compliance with the yard
emergency procedures.

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THOME New Building, Repair Shipyards and
SHIP MANAGEMENT PTE LTD Sea Trials
If at any time the Master is in doubt regarding the safety procedures, security procedures or
emergency preparedness of the shipyard then this must be brought to the attention of the attending
Superintendent so that appropriate action may be taken.
As a minimum, guidelines given below should be complied with:
1. Daily Safety meetings should be convened between the Shipyard Project HSE Manager and
the attending Supdt Engineer which must be also attended by the Senior Management staff
of the vessel. Following items must be discussed during these meetings:
- A list of all hazardous jobs in progress onboard and the safety precautions in place for
these jobs must be reviewed.
- Any changes from the previous job planning which may lead to a hazardous situation
developing on the vessel.
- A review of material safety data sheets for any Chemical to be used during the work.
- A review of all pending Permit to work applications,
2. During all conversion & Repair periods, Company’s regulations regarding Smoking onboard
must be strictly adhered to.
3. It is recommended that the Ship-staff adopt a routine of conducting informal inspections of all
work sites.
4. Ship-staff should inspect all scaffolding for robustness and should refuse to climb aboard
inadequate or defective scaffold erections.
5. Ship-staff must obtain the daily Atmospheric monitoring reports being prepared by the yard.
They should especially look out for reports for the areas where changes such as opening of
pipelines or valves, leakages etc have occurred.
6. Any areas with inadequate lighting or Ventilation should be brought to the notice of the
Shipyard HSE Project manager and the Supdt Engineer.
7. Provision of adequate and safe two separate points of emergency access to and from the
vessel is very important.
8. A system of correctly indicating location of all company personnel at all times should be
established in the new building yard or during major conversion work.
9. Ship-staff should look out for various temporary openings being made in the hull structure i.e.
removed manholes and ensure that these openings are clearly marked and safely fenced off.
10. Entry into tanks & other confined spaces should be strictly controlled. All tanks & confined
spaces must display updated condition status reports, clearly stating whether the space is fit
for man entry and/or fit for hot work. A system should be in place to clearly identify all
personnel inside any tank at any time. Finally, any enclosed space should only be closed
after it has undergone a final inspection by a responsible person.
11. During any Blasting operations, suitable precautions must be taken to avoid exposure to
respiratory hazards. Blasting with SILICA must NOT be permitted under any circumstances.
12. During Repairs, ship-staff should regularly monitor the mooring arrangement to ensure that
the vessel is safely moored at all times.

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THOME New Building, Repair Shipyards and
SHIP MANAGEMENT PTE LTD Sea Trials
17.4 SEA TRIALS

The above guidelines are also applicable when a vessel is performing sea trials. In such cases it is
usual that the shipyard is responsible for safety and emergency preparedness onboard. If the Master
is in any doubt regarding the adequacy of the measures adopted by the yard then this must be
brought to the attention of the attending superintendent who will take appropriate action.
On occasions the vessel’s Flag State may impose requirements or regulations to be complied with in
the shipyard or during sea trials.
Before the sea trial takes place such requirements must be clarified with flag state authorities in order
to ensure that the flag state requirements do not result in any conflict with local rules and regulations.
Safe navigation of the vessel shall be taken into consideration by all involved.
The yard must advise the master who will be in command of the vessel during the sea trials. In case
of any doubt this must be brought to the attention of the attending superintendent who will take
appropriate action.
Any navigational restrictions imposed by flag state or any other authority must be discussed with the
shipyard sea trial manager, sea trial master and / or pilots.
In case any Flag State requirements can not be complied with, the company must be advised
immediately.

HSSEQ Management System
 Distribution
Singapore Office
 References
OCIMF - ‘Health, Safety and Environment at New – Building and Repair Shipyards and
During Factory Acceptance Testing’
ISM Code
ISPS Code

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THOME S&H Document
18. CRITICAL EQUIPMENT

 Purpose
To provide clear instructions for the identification, testing and planned maintenance of
critical equipment.
 Application
Singapore Office
 Responsibility
Fleet Group Managers
Technical Superintendents
18.1 INTRODUCTION
As per the ISM code, it is implied that critical equipment, alarms and systems are those which the
sudden operational failure may result in hazardous situations.
The word critical is not used in the ISM Code.
ISM Code Paragraph 10.3 states: “The Company should identify equipment and technical systems
the sudden operational failure of which may result in hazardous situations. The safety management
system should provide for specific measures aimed at promoting the reliability of such equipment or
systems. These measures should include the regular testing of stand-by arrangements and
equipment or technical systems that are not in continuous use.”
It is therefore essential that procedures are in place for both the identification of critical equipment
and measures are in place to promote the reliability of equipment identified as critical.
FOR THE PURPOSES OF THIS PROCEDURE, THE TERM HAZARDOUS MEANS HAZARDOUS
TO PEOPLE OR THE ENVIRONMENT AND DOES NOT INCLUDE ‘NEGATIVE COMMERCIAL
IMPACT’.
The list of equipment and systems produced indicates the effectiveness of the procedure. If the
procedure generates a list with very few critical items or a list where virtually all items are defined as
critical, then the process probably needs some refining.
18.2 DEFINITIONS
The following definitions apply for the purposes of this procedure:
Hazardous Situation – A situation where harm to personnel or the environment is likely to occur
immediately or within a few minutes.
Likelihood – Likelihood of occurrence of adverse effects if potential hazards realize.
Severity – Severity of consequence of adverse effects if potential hazards realize.
Risk – Severity X Likelihood.

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SHIP MANAGEMENT PTE LTD Critical Equipment
Essential Equipment – Any equipment which is intended to mitigate serious potential hazards or is
required by class, owner, company policy or other authority.
Critical Equipment – Any essential equipment for which sudden failure or loss of its functionality
may result in a hazardous situation. (Will failure or loss of its functionality harm somebody or harm
the environment immediately or within a few minutes?)
High Reliability – No major shortcomings in reliability of the equipment and redundancy is available
(i.e. back up or alternative equipment is available).
Medium Reliability – The equipment is operational with no major shortcomings in reliability but
redundancy is not available.
Low Reliability – The equipment is operational but not dependable and redundancy is not available.
High Risk Equipment – Any equipment with risk level I or II as per the table ‘Reliability and Risk’
contained in TSM Form 055.
18.3 RISK BASED IDENTIFICATION OF CRITICAL EQUIPMENT

TMSA Element 4A, Stage 1.1 states: “Critical equipment and systems are defined and identified
within the safety management system. Management provides clear instructions on the identification
of on-board critical systems, alarms and equipment. Risk-assessment or hazard-identification
methods are documented to help the identification of such equipment and systems.”
A risk assessment and hazard-identification method is used to facilitate the identification of critical
equipment, alarms and systems, measures to promote their reliability and to document this process.
The procedure for the risk based identification of critical equipment, alarms and systems is
documented using the Excel template TSM Form 055 – ‘Risk Based Identification of Critical
Equipment’.
Step by step method to establish the list of Critical Equipment – See TSM Form 055
THE LEFT HAND SIDE OF THE SPREADSHEET, COLUMNS A TO Q, HAS BEEN COMPLETED
AS A ‘GENERIC VESSEL’ AND IS USED FOR GUIDANCE ONLY. SHIP SPECIFIC DATA IS
ENTERED IN THE RIGHT HAND SIDE OF THE SPREADSHEET IN COLUMNS S TO Z WITH
ADDITIONAL REMARKS IN COLUMN AA.
All technical shipboard systems are listed in appropriate functional categories (Column B).
For each item the following questions are consecutively reviewed and answered duly taking into
account the definitions listed in 18.2
• Is the listed system, alarm or equipment applicable to the type of vessel under
consideration? (e.g. Column E for LPG vessels or column F for Oil Tankers)
• What are the potential hazardous effects if the system is not operational?
(Column I)
• What is the Severity if this potential hazardous effect occurs? (Column J) (Risk
Matrix: Severity from 1 to 6)
• Is this system Essential? (ref. definition) (Column M)
• Is sudden loss of system functionality a potential hazard? (Column N – enter
Yes or No with explanation if required)
• Is this system critical? (ref. definition) (Column O)

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• What is required for system reliability for this system? (Policy is no unacceptable
risk) (Column P)
• What is available system reliability? (Column Q)
• Ship specific DATA:
• Is the listed system, alarm or equipment applicable to your vessel? (Column S)
• What are the ship specific current control measures or available redundancy?
(Column T)
• What is the current available reliability of your system alarm or equipment?
(Reliability and Risk Matrix) (Column U)
• Is the system considered high risk because of low reliability? See definition and
Reliability and Risk Matrix. (Column V)
• Taking into account answers 2, 10 and 11, what is the Likelihood that the
potential hazardous effects will occur? (Risk Matrix L: from 1 to 6) (Column W)
• Taking into account Severity (3) and Likelihood (13) what is the resulting Risk
level (Risk Matrix) (Column X)
• Is sudden loss of system functionality a potential hazard? I.e. (Will failure or loss
of its functionality harm somebody or harm the environment immediately or
within a few minutes?) (Column Y)
• Is system, alarm or equipment critical? (Column Z)
• Outline actions to reduce risk to acceptable levels and / or increase reliability
where applicable including achievable target dates. (Column AA)
Figure 1 TSM Form 055 - Columns A to Q

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Figure 2 TSM Form 055 - Columns Q to AA
Is
there a
potential No Acceptable
System = Risk management
Severe consequence
if system NOT NOT Essential Risk Level Policy
Functioning
?
Yes
Acceptable
Is No likelihood of
System = Essential sudden loss undesired severe
a potential
consequence
hazard ?
Yes
System Reliability
= Critical Requirements
No No Available No
Fully Other Reliability of System
Redundant Back up single Reliability High Risk System
System? System? system? OK ?
Yes Yes
Yes
Available
System = OK
Available
Reliability of
Reliability NO High Risk Increase
redundant
including reliability
Back up e.g. increase redundancy
system? and/ or adapted maintenance
?
Figure 3 Flowchart for Identification of Critical Equipment

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The above approach should lead to a limited number of Critical items and a much larger number of
Essential items.
The key issue is to consider hazardous situations as those affecting the safety of personnel and the
environment (not financial or commercial issues) and to keep the risk level for all the critical and
essential items acceptable and under control.
Taking into account the reliability of each item provides a risk overview and allows focus on the risk
areas of concern and the measures to be taken to maintain an acceptable level of risk.
Commercial or financial issues can be considered by examining the high risk Essential items and the
control measures and actions to increase reliability and lower the risk levels of these items.
By applying this risk based approach it is clear that:
The items in the list of Critical Equipment
• are likely to be identical for identical sister ships
• are likely to be different for different ship types
• will not change greatly throughout the ship’s life (unless the ship is modified)
The RISK LEVELS and RELIABILITY of the Critical Equipment
• Can vary from one sister ship to another
• DO change throughout the ship life
• Periodic review and update of the risk level of each item is necessary to reflect
the current status on board
The list of Critical Equipment can be initiated by the Superintendent. The periodic updating of the
corresponding risk levels and reliability is the responsibility of the Senior Management onboard
(Master, Chief Officer, Chief Engineer and Second Engineer) in consultation with the Superintendent.
The review and updating shall take place as described in 16.12 below.
The list of critical systems will be cross linked to the ship’s planned maintenance system and a list of
critical spares will be developed. (TMSA Element 4A, Stage 1.2)
When the system reviews have been completed for all ships of a specific type an average can be
derived for the ship type as reference.
An immediate management overview is obtained for each specific ship and can be compared to the
average in the fleet by totalling the number of systems and percentage of systems in Risk category I
and or II.
18.4 ESSENTIAL EQUIPMENT AND CRITICAL EQUIPMENT

Although it is recognized that all onboard equipment has a measure of importance in the operation of
a ship, it is also necessary to ensure that equipment identified as ‘critical’ actually meets the
requirements of the definition above in 18.2
Critical Equipment must be given the highest priority in terms of planned maintenance, regular testing
and reporting requirements. (TMSA Element 4A, Stage 4.2)
Essential Equipment can be considered as very important but to a lesser extent when compared with
items identified as ‘critical’.

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Utilisation of the risk based methodology for the identification of critical equipment helps to limit the
list of critical items but at the same time allows for essential equipment to be prioritized in terms of
planned maintenance, regular testing and reporting requirements according to reliability and risk.
A limited list of critical equipment helps to ensure that the most important items are given the highest
priority. (TMSA Element 4A, Stage 4.2)
A list of critical equipment in an easy to understand format must be included in the ship’s planned
maintenance system.
18.5 RELIABILITY AND REDUNDANCY

Key issues to consider in the identification of critical equipment are reliability and redundancy.
One of the most important equipment reliability design techniques is redundancy. This means that if
one part of a system fails, there is an alternate success path, such as a backup system.
For example, a car brake light may use two light bulbs. If one bulb fails, the brake light still operates
using the other bulb.
Redundancy significantly increases system reliability, and is often the only viable means of doing so.
Essential equipment which has no redundancy or backup systems may be identified as critical on
one ship but the same piece of equipment on another ship may be identified as essential but not
critical due to the increased reliability of the equipment provided by system redundancy in the form of
one or more backup systems.
It can therefore be seen that redundancy can be considered as a measure to promote the reliability of
equipment identified as critical.
18.6 RELIABILITY AND RISK

Having identified the lists of critical and essential equipment it is important to ensure that the risks
associated with the use of such equipment are maintained at an acceptable level.
By comparing the required reliability of any equipment with the actual or available reliability of the
equipment it can be determined if the equipment is low, medium or high risk.
Equipment identified as high risk must be subject to additional control measures such as more
frequent inspection and testing or a more stringent planned maintenance regime in order lower the
risks involved to an acceptable level.
The Reliability and Risk Matrix below, which is also included in TSM Form 055, provides a short cut
between reliability and risk.

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Required
Reliability
Reliability
Available
RISK High Medium Low
High III III III
Medium II III III
Low I II III
Figure 4 Reliability and Risk Matrix
Likelihood of
6 5 4 3 2 1
Occurrence
Consequence
Severity of
Extremely Extremely Not

Very likely Unlikely Very unlikely
likely unlikely impossible
6 Catastrophic I I I I II III
Fatality and / or major

5 pollution I I I II II III Risk Levels Legend:
I = unacceptable:
Serious injury and / or Immediate Danger
4 pollution I I II II II III STOP respective activity/
system
Minor injury and / or minor II = action required to be

pollution executed against
3 I I II II III III reasonable deadline and
to be followed up in an
action plan
2 First aid and / or damage I II II II III III III = acceptable
Minor damage
1 II II III III III III
Figure 5 Risk Matrix

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18.7 INSPECTION AND TESTING OF CRITICAL EQUIPMENT

When critical equipment has been identified, it is essential to establish safeguards to ensure
functional reliability or the use of back-up arrangements in case of sudden operational failure.
These specific measures must include the regular inspection and testing of stand-by equipment or
technical systems that are not in continuous use. Examples of such equipment are: Emergency
Generator, Emergency Fire Pump and Emergency Steering Systems.
The required frequency and records of the inspections and tests of critical equipment must be
maintained within the ship’s planned maintenance system.
Such inspections and tests should include:
• Regular testing of alarm functions
• Alternate running of stand-by arrangements
• Lubricating and / or fuel oil analysis
• Surveys at appropriate intervals
• The definition of the methods and scope of inspections and testing
• Type of measuring equipment to be used
• The establishment of acceptance criteria (pass / fail)
• The assignment of responsibility for inspection and testing activities to
appropriately qualified personnel
18.8 CRITICAL EQUIPMENT SPARES

When the critical equipment list for each ship has been identified it is important to ensure that a list of
the minimum required spare parts for each piece of equipment is included within the ship’s planned
maintenance system.
The optimal level of spare parts for each piece of equipment will need to be determined taking the
following issues into consideration:
• Reliability
• Redundancy
• Shelf life of spares
• Availability and delivery lead time
• Type of maintenance programme in place
• Historical data / frequency of parts failure
• Requirements due to normal wear and tear
18.9 FAILURE OF CRITICAL EQUIPMENT

Shore management must be informed whenever there is a failure or defect of any critical equipment.
(TMSA Element 4A, Stage 2)

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18.10 MAINTENANCE OF CRITICAL EQUIPMENT

Maintenance of critical equipment must follow defined procedures contained within the ship’s planned
maintenance system.
Maintenance tasks that promote reliability could be, but not limited to, the following:
• Testing of standby arrangements
• Testing of alarm functions
• Lubricating oil analysis
• Cooling water treatment
• Fuel oil analysis
• Filter cleaning
• Function testing
• Routine replacement of components
• Alternate running of standby machinery
• Condition based monitoring
• Vibration analysis
• Non-destructive testing
• Exhaust gas analysis
• Systematic inspections or surveys
• Engine performance monitoring
• Recording and analysing of test and performance data (TMSA Element 4A,
Stage 3.3)
• Analysis of trends and historical data to forecast necessary maintenance (TMSA
Element 4A, Stage 4.1)
All maintenance of critical equipment must include a risk assessment which is to be submitted to
shore management for concurrence and approval by the ship’s technical superintendent before the
equipment can be shut down. (TMSA Element 4A, Stage 3.1)
The risk assessment must include as a minimum:
• Personnel, spares and tools
• Worst case scenarios
• Recovery and mitigation measures
• Commissioning and testing procedures
• Alternative backup equipment / systems
• Necessary modification in operational procedures as a result

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Additional safety procedures

If the agreed shutdown period for critical equipment or systems is exceeded, any extension or
alternative actions must be reviewed by shore management. (TMSA Element 4A, Stage 3.2)
A further risk assessment is to be undertaken if circumstances such as environmental conditions,
crew fatigue or operational parameters change.
The maintenance of critical equipment must be assigned to appropriately qualified personnel.
18.11 ASSIGNMENT OF RESPONSIBILITIES FOR CRITICAL EQUIPMENT

The Master or Chief Engineer are responsible for ensuring that only appropriately qualified and
experienced personnel are assigned to operate or perform planned or unplanned maintenance,
testing, inspection, repair or the amending of parameters such as alarm set points of critical
equipment.
Maintenance, repair or amending parameters such as alarm set points must always be completed
under the direct supervision of the Master, Chief Officer, Chief Engineer or Second Engineer. (TMSA
Element 4A, Stage 3.4)
18.12 REVIEW OF CRITICAL EQUIPMENT

The list of critical equipment for each ship must be reviewed annually or whenever deemed
necessary by shore management based on the outcome of ship inspections, audits, fleet statistics,
accident, incident and near miss investigation and root cause analysis.

HSSEQ Management System
 Distribution
Singapore Office
 References
TMSA
ISM Code
ISPS Code

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Environmental
THOME
Management Manual EMS Document
1. ENVIRONMENTAL MANAGEMENT SYSTEM

 Purpose
Thome Ship Management Pte Ltd (Thome) has established an Environmental
Management System (EMS) in conformance with ISO 14001 as a means for the
company to implement its environmental policies and objectives
 Application
Singapore Office
 Responsibility
The HSSEQ Department is responsible for implementation of the Environmental
Management System
1.1 SCOPE
Thome Ship Management Pte Ltd has an established Quality Assurance System (QA) that is
designed to comply with the Safety Management requirements of the ISM Code and the Quality
Management requirements of ISO 9001 and Inter-Manager requirements. The Thome QA System is
comprised of a set guiding manuals, company forms and checklists, standardised filing and record
retention systems, and specified libraries of reference documentation. The Environmental
Management System (EMS), specified in this manual, is an expansion of the existing QA system and
incorporates the environmental management practices outlined by the International Standards
Organisation in the ISO 14001 standard. The EMS is designed to function in harmony with the
existing QA System so that information is not duplicated.
The original Thome QA System has been in effect since 1993. The Thome QA System was re-
written and re-formatted into a second generation Safety, Quality, and Environmental Management
(SQEM) System in 2004. The EMS System has therefore been formatted in a style that will allow
smooth incorporation into the second generation Thome SQEM System as the integral environmental
component. The third generation Health, Safety, Security, Environmental and Quality Management
System (HSSEQ) is an improved version of the second generation which incorporates OHSAS 18001
and TMSA standards. Since the EMS System has been released in advance, it will be compatible
and reliant upon existing Thome QA System procedures and processes.
1.2 IMPLEMENTATION
The additional environmental management practices and procedures that are established within this
Environmental Management Manual are to be implemented throughout the Thome Ship Management
Organisation as soon as possible. A specific "To Do" implementation list will be provided to each
office department and to each ship.

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THOME EMS Document No. 001
SHIP MANAGEMENT PTE LTD Environmental Management System
 Documentation and filing

HSSEQ Safety, Health, & Environmental Manual - Part B
TSM Form 200 – “To Do List"
o File No.23.6.1
 Distribution
Singapore Office:
o HSSEQ Department
o Central Library
o Masters Office
o Central Library
 References
Thome Ship Management HSSEQ System
ISO 14001 Standards

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Environmental
THOME
2. ENVIRONMENTAL OBJECTIVES AND POLICY

 Purpose
The purpose of environmental policies and objectives is to provide a platform that
demonstrates the company's commitment to pollution prevention and continual
improvement while exhibiting prudent corporate concern for the impact of company
operations on the environment
 Application
Singapore Office
 Responsibility
It is the responsibility of each employee to know the company's environmental objectives
and policies and to embrace the concepts detailed in daily work routines
2.1 POLICY
It is Thome policy to achieve environmental excellence in all aspects of their business operations.
Thome's approach to environmental management is to continuously improve performance by taking
into account evolving scientific and practical knowledge within the shipping sector. Thome, as a
reputable and responsible ship manager, has made a commitment to achieve a reduction in pollution,
conserve and protect the environment, and:
• Will ensure that the utmost care and all possible actions, with the available
capabilities and resources, will be undertaken to prevent pollution through safe
operation of managed vessels and efficient operations in the office
• Will strive to continuously update, monitor, and control environmental risks
whereby specific objectives and targets will be set and reviewed on an annual
basis
• Comply with ISO 14001, all relevant rules, regulations and industry guidelines and
where possible, further reduce the environmental impact of operations by
volunteering and cooperating with community environmental protection activities
• Will ensure that all company employees are informed about the environmental
policy, objectives, procedures, and targets and their individual duties in that regard
• Will identify environmental hazards and maintain emergency procedures aimed at
mitigating the environmental and human impacts of potential emergency situations
• Emphasises that ultimate responsibility for compliance with environmental
procedures rests with each employee. As such, Thome will endeavour to ensure
all employees receive appropriate training and guidance in the environmental
goals and strategies in order to facilitate implementation
• Will seek to reduce consumption of materials, re-use rather than discard where
practicable, and promote recycling and the use of recycled materials

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SHIP MANAGEMENT PTE LTD Environmental Objectives And Policy
• Will encourage our suppliers to continuously reduce the impact of their operations
by giving preference to environmentally friendly products whenever it is
economically feasible
• Will strive to continuously improve environmental performance of all operations
2.2 OBJECTIVES
The objectives of the Environmental Management System are:
• To implement, maintain, and improve environmental management practices
throughout the company
• To ensure conformance with the company environmental policy
• To demonstrate conformance to others
• To ensure the company's practices are in conformance with ISO 14001 and
certifiable by an external organisation
2.3 ZERO TOLERANCE POLICY

Thome is committed to a zero tolerance approach to any non-compliance with the International
Convention for the Prevention of Pollution from Ships (MARPOL). In particular, strict adherence to
International Maritime Organization (IMO) requirements concerning the use of Oily Water Separators
and the monitoring and discharge of oil into the sea.
Officers and crew are cautioned that even the most minor violations of MARPOL will be detected by
the authorities. In addition to large fines amounting to literally millions of dollars, both company
management and seafarers, they can be liable to criminal prosecution and imprisonment for any
deliberate violation of MARPOL requirements or falsification of records
The Zero tolerance also extends to any Industrial best practices that the Company has adopted
through revised Safety management procedures or HSSEQ Circulars. Any doubts in regards to any
compliance should be referred to the Designated Person Ashore, Marine Manager or Group HSSEQ
Manager (Environment Management Officer)
TSM Form 075F
All Officers and ratings joining / onboard our managed vessels are required to sign the Declaration
Form TSM Form 075F for confirming the familiarization and understanding of Thome’s requirements.
All Senior officers (Master, Chief Engineer, Chief Officer & Second Engineer) are required to
complete and sign the declaration prior joining the vessel. The Familiarization / Briefing / Witnessing
will be carried out by a Marine or Technical Superintendent during briefing, if the personnel join the
vessel via Thome Offices at Singapore, Manila and Zadar; Otherwise by the Manning agent.
Originals to be maintained with Thome Crewing department, Singapore (Copy submitted to
personnel, which would be filed onboard Ship)
All other Officers and crew members are required to complete the familiarization and sign the
declaration form on joining the vessel, with master as the witness. Originals to be maintained
onboard (Copy submitted to Thome Crewing department, Singapore).

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SHIP MANAGEMENT PTE LTD Environmental Objectives And Policy

Environmental Policy
o Framed and posted in a prominent location
 Distribution
o Original - HSSEQ Department
o Copy - All offices and vessels
 References
ISO 14001 Section 4.2

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Environmental
THOME
3. EVALUATION OF ENVIRONMENTAL ASPECTS

 Purpose
The purpose of this procedure is to provide a system whereby all environmental aspects
of Thome offices and vessels are identified and evaluated to determine those which have
significant environmental impacts which must be considered when setting environmental
objectives and targets
 Application
Singapore Office
 Responsibility
The HSSEQ Department is responsible for identification and evaluation of environmental
aspects concerning impact and significance.
The HSSEQ Manager is responsible for ensuring that all significant aspects are
managed with an appropriate environment program which includes the setting of
appropriate objectives, targets, and through the provision of adequate resources.
3.1 IDENTIFICATION AND EVALUATION

An annual screening of company activities is to be conducted by HSSEQ Department personnel who
have been trained in ISO 14001 Interpretation for the marine industry. For this purpose, Form TSM
157 for Identification and Evaluation of Environmental Aspects will be used. All identified aspects are
listed and rated with regards to the potential impact on different areas of the environment and the
significance of specific aspects. Current criteria for significance are:
• Aspects subject to legislation or regulation
• Aspects with a rated score on an impact scale of 1-5 in categories considering
scale, severity, and interest, of greater than 12 points in any two of the following
environmental areas or an aggregate total of more than 30 points:
o air
o water
o land
o flora
o fauna
o natural resources
Significant aspects that can be influenced by company initiated controls will be included in an
annually updated company environmental program. In conjunction with the company's quarterly
management review, the identification and evaluation of environmental aspects detailed on the
completed Form TSM 157 will be reviewed as well as the established criteria for significance. The
review will consider any additional areas that need to be addressed, as evident from:
• Observations by staff
• Business needs

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SHIP MANAGEMENT PTE LTD Evaluation of Environmental Aspects
• Established good practice

TSM Form 157 – “Environmental Aspects”
o File No. 20
 Distribution
o Copy - Circulation to Office Managers
o Copy - All vessels under full technical management
 References
ISO 14001 Section 4.3.1

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Environmental
THOME
4. IDENTIFICATION OF LEGISLATION
 Purpose
The purpose of this procedure is to provide a system whereby statutory regulations that
apply to environmental aspects are identified and monitored
 Application
Singapore Office
 Responsibility
The HSSEQ and Marine Departments are responsible for ensuring relevant legislation is
identified and documented
4.1 SCREENING OF LEGISLATION

The HSSEQ and Marine Departments will routinely screen legislation based upon applicable
standards of the statutory regulations contained in applicable international conventions, national
regulations affecting vessels in specific trading areas, and relevant industry guidelines and or
recommended practices. This Includes but is not limited to the following:
• SOLAS - International Convention for Safety of Life at Sea
• MARPOL - International Convention for the Prevention of Pollution from Ships
• STCW - Seafarers Training Certification and Watch-keeping Code
• IMDG Code - International Dangerous Goods Code
• ISM Code - International Management Code for the Safe Operation of Ships
• ISO 9001 - Quality Management Standards
• ISO 14001 - Environmental Management Standards
• OHSAS 18001 – Occupational Health and Safety Management Standards
• OCIMF - Oil Companies International Marine Forum
• CDI - Chemical Distribution Institute
• CFR - US Code of Federal Regulations
• Singapore EHS Legislation
• ISMA - International Ship Managers Association
• IBC Code - The International Bulk Chemical Code
• COLREGS - Collision Regulations
• TMSA - Tanker Managers Self Assessment
The applicability of various standards, pending new legislation and future known regulation and
legislations will be considered and addressed in the company's quarterly management review. The

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SHIP MANAGEMENT PTE LTD Identification of Legislation
HSSEQ Manager will ensure the Environmental Management System is in full compliance with
applicable regulations and standards.

Quarterly Management Review
o File No. 23.7
 Distribution
o Copy - All vessels on full technical management
 References

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Environmental
THOME
5. ENVIRONMENTAL PLANNING
 Purpose
Thome will plan services and operations for vessels under its management to meet all
pertinent environmental regulations and endeavour to incorporate environmentally
friendly practices. Thome procedures will be evaluated on a regular basis with the aim of
reducing or eliminating potentially negative environmental impacts from managed
vessels
 Application
The Singapore office
 Responsibility
HSSEQ Department
5.1 SETTING OBJECTIVES AND TARGETS

The Thome HSSEQ System has incorporated a process whereby environmental objectives are
appropriately set so that targets for progressive improvement can be established and applied to
company operations. The HSSEQ Department will establish a time based Environmental Program
where objectives and targets will be specified, based upon the identified significant aspects and over
which the company may exert influence. Current criteria for establishment of Objectives and Targets
are:
• Areas where waste can be minimised and efficiency increased
• Must be measurable
• Must be achievable
5.2 ENVIRONMENTAL PROGRAM

Initial Objectives and Targets were established in conjunction with the EMS and are to be reviewed in
conjunction with the company’s quarterly management review. The company Environmental
Program may then be modified basis the results of the reviews for the previous years. The
Environmental Management Program is a guide post for staff and is detailed on Form TSM 159. The
company environmental program will address those environmental issues affected by significant
aspects, including:
• Environmental issues associated with significant aspects
• Objectives
• Annual Targets for Improvement
• Assignment of Responsibility for achieving Objectives and Targets
• Environmental Initiatives to achieve objectives and targets

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THOME EMS Document No. No. 005
SHIP MANAGEMENT PTE LTD Environmental Planning
• Take measures to comply with future regulations and legislations by voluntary

fitting equipments in view of environmental conservation.
Thome's HSSEQ System has implemented procedures for pollution prevention. The Operations
Manual, Shipboard Oil Pollution Emergency Plan and the Vessel Response Plans have specific
procedures for bunkering, cargo handling, bilge and ballasting, waste disposal and emergency
response.

TSM Form 159 – “Safety, Quality, & Environmental Management Program”
o File No. 20
 Distribution
o Copy - Posted on office notice board
o Copy - Posted on vessel notice board
 References

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Environmental
THOME
6. STRUCTURE AND RESPONSIBILITY

 Purpose
The purpose of this document is to detail the roles, responsibilities and authorities of
personnel in relation to environmental management
 Application
The Singapore office
 Responsibility
As detailed in the first edition Thome QA System, second edition Thome SQEM System
and third edition Thome HSSEQ System
6.1 ORGANISATION, RESPONSIBILITIES AND AUTHORITIES

The Thome organisation will implement the Environmental Management System throughout its
operations and on fully managed ships. The organisational structure, primary responsibilities and
authorities of staff are specified in the HSSEQ System. Key responsibilities with regard to
environmental protection are outlined in this section.
Managing Director
• Manage company resources efficiently and effectively in line with environmental
targets and objectives
• Ensure that the aims of the company environmental protection policy are achieved
• Ensure adequate resources are dedicated to environmental management
HSSEQ Manager
• Establish and implement the EMS
• Serve as the Environmental Management Representative
• Ensure all policies and procedures comply with statutory requirements
• Ensure environmental targets and objectives are appropriate
• Annually Review the EMS, update and monitor environmental risks and amend
objectives and targets where needed
• Approve all EMS procedures, objectives, and targets
• Evaluate and coordinate the effectiveness of the EMS to deliver continuous
improvement
• Screens future regulations, legislations and needs for improvement of
environmental protection and puts forward a plan of voluntary fitting of effluent
treatment system to the management.

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SHIP MANAGEMENT PTE LTD Structure and Responsibility
Section Heads
• Supervise EMS procedures in section where responsible
• Ensure policies and procedures are followed by subordinate staff
• Monitor environmental targets and objectives
• Motivate staff in EMS use and improvement
Administration Department / HR Department
• Ensures new office staff receives a copy of the company environmental policy
• Ensures office activities are carried out as efficiently as possible
• Ensures office related targets and objectives are monitored and achieved
• Ensures office supplies are purchased in line with the Environmental Program
• Establishes and monitors adequate recycling areas in the office
• Advises vendors that preference will be given to re-cycled or environmentally
friendly products and services
HSSEQ Department
• Develop EMS documentation
• Serve as Internal Auditors for audits of the EMS
• Identify non-conformances and required corrective action
• Identify environmental aspects and develop objectives, targets and program
• Maintain a list of relevant legislation
• Advising interested parties of EMS requirements
• Provide EMS training
• Ensures new crew members receive a copy of the company environmental policy
• Ensures ship activities are carried out as efficiently as possible and operations are
managed in accordance with the established HSSEQ System, polices, and
procedures
• Ensures targets and objectives are monitored and achieved onboard ship
• Ensures supplies are purchased in line with the Environmental Program
• Establishes and coordinates recycling on board
• Provide EMS training to crew
Third Officer
• Environmental Officer with primary responsibility for EMS implementation aboard
ship

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SHIP MANAGEMENT PTE LTD Structure and Responsibility
Sea Staff and Employees

• Sea staff and employees will be responsible for improving the environment in daily
activities and wherever possible, reporting environmental hazards and
participating in environmental initiatives

HSSEQ System
 Distribution
o Vessels under full technical management
o Thome Singapore Office
 References

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Environmental
THOME
7. TRAINING, AWARENESS AND COMPETENCE

 Purpose
The purpose of this procedure is to provide a system whereby Thome staff is trained in
EMS procedures, instructions, and assignments
 Application
Thome Singapore office
 Responsibility
Quality Assurance Department
7.1 ENVIRONMENTAL MANAGEMENT SYSTEM TRAINING

The HSSEQ Department and Shipboard Management Team are responsible for ensuring staff are
appropriately trained in EMS requirements. Familiarisation training sessions will be conducted as
needed to facilitate EMS implementation. For shipboard and office staff, pre-certification training will
be carried out, with special emphasis on specific roles key personnel will fulfil. Re-training will be
conducted if a lack of knowledge is identified during the annual EMS internal audit
Training Agenda
Training sessions will cover the following:
• EMS Documentation
• Roles and Responsibilities of Key personnel
• Operational Practices
• Importance of Conformance
• Environmental Impacts
• Potential Consequences
• The current Environmental Management Program
• Targets and Objectives
• Re-cycling and Energy Conservation
The HSSEQ department will provide training materials for use during training sessions. Competence
will be based upon the training provided as well as the professional licenses and educational degrees
of staff and crew.

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EMS Document No. 007
THOME Training, Awareness And
SHIP MANAGEMENT PTE LTD Competence

TSM Form 161 – “Environmental Management Training Booklet”
o File No.20
TSM Form 162 – “Training Record”
o File No.17.4 and 19.2
 Distribution
o Singapore Office
o Vessels under full technical management
 References

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Environmental
THOME
8. COMMUNICATIONS
 Purpose
The purpose of this procedure is to provide a system whereby internal and external
communications procedures regarding the EMS are specified
 Application
Thome Singapore office
 Responsibility
HSSEQ Department
8.1 INTERNAL COMMUNICATIONS

Internal communications and inter-relations are specified in Thome's first generation QA System,
second generation SQEM System and third generation HSSEQ System. The existing approved
procedures will be used for internal communications related to the Environmental Management
System.
8.2 EXTERNAL COMMUNICATIONS

External communications procedures are specified in Thome's first generation QA System, second
generation SQEM System and third generation HSSEQ System. The existing approved procedures
will be used for External communications related to the Environmental Management System.
Interested Parties
The following notice will be served to Thome’s business associates, principals, vendors:
“Please be advised that, out of concern for the environment, Thome Ship Management Pte Ltd has
established an Environmental Management System in accordance with the standards of ISO 14001.
Subsequently, we wish it to be known by all interested parties, that it is Thome’s policy to promote
good environmental practices as a part of our daily business. This means that Thome will give
preference to products, services, and vendors who are environmental friendly. It is Thome’s policy to
promote conservation, recycling, pollution prevention, and efficiency in all that we do. We therefore
request that interested parties take note of our efforts to improve the environment and understand
that we will reward those practicing or promoting environmentally friendly products and services with
our business whenever possible.”
Subcontractors and Suppliers

In order to communicate concern for the environmental impact of goods and services used, purchase
orders and quotation requests must include a statement indicating a preference for environmentally
friendly products and services or ISO 14001 certified vendors.

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SHIP MANAGEMENT PTE LTD Communications

Correspondence with Interested Parties
o File No. 20
Other Communications
o As per HSSEQ System procedures and instructions
 Distribution
o As per HSSEQ System
 References

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THOME
9. DOCUMENTATION
 Purpose
The purpose of this document is to describe EMS Documentation and document control
procedures
 Application
Thome Singapore Office
 Responsibility
HSSEQ Department
9.1 CORE ELEMENTS

The core elements of the Environmental Management System are:
• Environmental Management Manual
• Referenced sections in the HSSEQ System
• Incorporated company Forms
• Environmental Records File No.22
9.2 DOCUMENT CONTROL

For the purpose of Document Control, the established procedures detailed in the first edition Thome
QA System, the second edition SQEM System and the third edition HSSEQ System, of which the
Environmental Management Manual will be part.

Environmental Management System Manual
o File No.20
Referenced Document Control Procedures
 Distribution
 References

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Environmental
THOME
10. OPERATIONAL CONTROL

 Purpose
The purpose of this document is to identify and specify procedures to control operations
and activities associated with significant environmental aspects
 Application
 Responsibility
HSSEQ Department
10.1 DOCUMENTED PROCEDURES

Procedures that cover situations where absence could lead to deviations from environmental policy,
objectives and targets are specified in:
• The Environmental Management Manual
• Referenced sections in the first edition Thome QA System, the second edition
SQEM System and the third edition HSSEQ System
• Operating criteria is stipulated in the documented procedures
Goods and Services
For the purpose of mitigating the impact of company procured goods and services, all suppliers and
vendors are notified of Thome's Environmental Management System and preference is given to
those goods and services that are environmentally friendly and have a lesser impact of identified
significant aspects.

Environmental Management System Manual
o File No.20
Referenced Operational Procedures
 Distribution
 References

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Environmental
THOME
11. EMERGENCY PREPAREDNESS AND RESPONSE

 Purpose
The purpose of this document is to identify and specify procedures for response to
accidents and emergency situations and for preventing or mitigating environmental
impacts that may be associated
 Application
 Responsibility
Shipboard Emergency Team
Office Emergency Team
11.1 CONTINGENCY PLANS

Procedures for response to emergency situations and mitigation of any potential environmental
impact are covered in the company's existing emergency and contingency plans which include:
• The Shipboard Oil Pollution Emergency Plan (SOPEP)
• The Shipboard Marine Pollution Emergency Plan (SMPEP)
• The OPA 90 Vessel Response Plan
• U. S. State Vessel Response Plans (California/Alaska)
• Thome HSSEQ System Contingency Plans
• ISPS Code Ship Security Plan
• Hong Leong Building Emergency Plan
Review of Emergency Procedures

It is standard procedure to review emergency and contingency plan content following accidents and
exercises. Post incident evaluations are used to determine if revision to procedures is necessary.
Drills and Exercises

Each contingency plan has specific periodic drills and exercise requirements that are consolidated
under company HSSEQ System schedules.
11.2 GUIDELINES FOR COMPLETING SOPEP / SMPEP APPENDIX

Appendix A Vessel’s Particulars
Vessel’s particulars are generally completed prior the issue of the SOPEP / SMPEP Manual to the
designated Vessel.

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THOME Emergency Preparedness and
SHIP MANAGEMENT PTE LTD Response
In case if there is any change / revision of any details as specified, the Vessel is required to notify the
Quality Assurance Department / designated Marine & HSSEQ Superintendent.
Appendix B Updating Requirement – Ref Each Section
2.1 Ship Owner

Please enter the details for the ‘Managing Owner’ & the ‘Person in charge’
2.2 Operator
Please enter the details for the ‘Technical Manager’ & the ‘Person in charge’ in this case would the
2.3 Cargo Owner

Updating requirement: Each Voyage / as required
Please enter the details for the ‘Cargo Owner and the Person in-charge’ if known. Otherwise, enter
the details for the Charters
2.4 Marine Disaster Prevention Centre

Updating requirement: All Oil Tankers operating in Japanese waters
Details of the depots will be available in the MDPC Certificate (as applicable)
• Certificate of Stockpiling of the Materials at Depot Bases (for Crude Oil Ships)
• HNS Response Resource deployment. (for Other Tankers)
2.5 Ship Owner’s Mutual Protection & Indemnity Association (P&I Club) and
their local offices
Updating requirement: Each Port Call
Please check your P&I Club Correspondents booklet for the local representative details
2.6 The contact for the damage stability and damage longitudinal strength
assessments
Updating requirement: Annually
If the Vessel has entered a contract with a Class Society for damage stability and damage
longitudinal strength assessments, please enter the contact details under this heading
Appendix C Updating requirement – Each Port Call
3.1 P & I CLUB Claims Leader Contact Numbers

Please check your P&I Club booklet for the nearest Club Office
3.2 H & M Claim Leader Contact Numbers

Please check your H&M certificate of cover onboard for details. Owners / Technical managers may
be contacted in lieu if the contact details of H&M are not available

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Appendix D Updating requirement – Each Port Call

(Requires a completed TSM 175 to be attached)
Please liaise with the Agents to complete the information required by the Form. Please mail the form
to the agents to complete and inform the vessel prior calling the port.
Appendix E Updating requirement – After every incident

SAMPLE FORMAT FOR INITIAL NOTIFICATION
Updating requirement: After any incident.
Please enter the details as required as a part of initial notification after the incident
Appendix F Updating Requirement: Every Quarter. New List Generated on 31st

March / 30th June / 30th Sep & 31st Dec
LIST OF COASTAL STATE CONTACT
The LIST OF COASTAL STATE CONTACT will be sent to all ships by company on the above dates
as printed on the IMO website
Appendix G Updating Requirement – Monthly

LIST OF ON BOARD POLLUTION RESPONSE EQUIPMENT
Please attach the current inventory list (Quantity should be maintained as in MSM Master-List No.
014)
Appendix H Updating Requirement – Monthly

LIST OF MANUALS & PUBLICATIONS
Updated list of current MSM Master list 011 is sent every month. Navigating officer should confirm
that all the publications are onboard. Latest updated list to be attached under this section
APPENDIX I Updating Requirement – As required

Vessel should confirm that the copies of below noted plans are available. If they are missing, please
attach a copy and request the technical Department to supply for replacement
LIST OF SHIP’S PLAN AND DRAWINGS
1 General Arrangement
2 Piping and pumping diagrams for Bilge, Ballast, Lubricating Oil and Fuel Oil system
3 Capacity Plan
4 Shell Expansion
5 Stability File

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SOPEP
o File No. 20.4.1
SMPEP
o File No. 20.4.2
OPA 90 VRP
o File No. 20.4.3
U.S. State Vessel Response Plans
o File No. 20.4
HSSEQ Emergency & Contingency Manual
o Ships Library
o Office Library
ISPS Code Ship Security Plan
Hong Leong Building Emergency Plan
o Office Library
 Distribution
 References

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Environmental
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12. CHECKING & CORRECTIVE ACTION

 Purpose
The purpose of this document is to identify or specify documented procedures to
regularly monitor and measure key characteristics of operations and activities that can
affect the environment
 Application
 Responsibility
Technical Department
HSSEQ Department
Marine Department
12.1 MONITORING AND MEASUREMENT

The company HSSEQ System contains documented procedures to ensure the level of safety and
environmental protection onboard ships and in the office functions, is continually monitored and
measured through inspections, audits and process oversight to ensure conformance with the
environmental management standards contained in this manual and ISO 14001. Key shipboard and
office operations are regularly monitored to check and ensure areas which may have a significant
impact of the environment are monitored via established procedures, including:
• Assessment of environmental performance verses environmental objectives and
targets
• Monitoring safety during critical and essential operations aboard ship
• Ensuring periodic calibration of measuring instruments either onboard or by shore
service:
o Oil Discharge Monitoring Equipment – Testing / Service during dry dockings
o Bilge oily water separator – Testing / Service during dry dockings
o Main and auxiliary engine manometers and thermometers - Annually
onboard
o Boiler manometers and thermometers - During dry dockings
o Cargo System Manometers and Thermometers - Annually onboard
o Incinerator high temperature cut out - Per makers instructions onboard
Monitoring via Periodic Inspection

Thome managed ships are visited 2-3 times a year by a technical superintendent or manager.
During these visits, a technical survey is conducted in accordance with approved check-list Form

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SHIP MANAGEMENT PTE LTD Checking & Corrective Action
TSM 064. The findings are discussed with the Master and Chief Engineer, who are charged with
itemised follow-up. The completed report is submitted to Thome management for review.
The HSSEQ department conduct internal audits on the ships and each office department at 12 month
intervals (approximately). A primary focus of the internal audit is to verify compliance with safety,
environmental protection, security and operational legislation and regulations. Approved audit check-
list Forms TSM 065A, 065B and 065C are used to ensure an adequate cross section of relevant
operations are examined onboard. Form TSM 716 is used for office internal audit.
Every second year, tank vessels are scheduled for an external safety audit. A professional safety
audit company is called in to conduct an independent audit and provide an additional focus on safety
and environmental protection training and compliance with relevant rules.
All reports from superintendents, in-house and external auditors, and classification or oil company
inspectors are investigated and dealt with in accordance with statutory and commercial requirements,
with fulfilment of environmental objectives and targets a constant consideration.
12.2 CORRECTIVE AND PREVENTIVE ACTIONS

When periodical inspections reveal a non-conformance, a non-conformity note, as incorporated in
Form TSM 097 – Non-Conformity Report, is issued. The responsibility for closure, root cause
investigation, and corrective and, or preventive actions are specified on Form TSM 097. Thome's
Marine and HSSEQ Departments are responsible for evaluating any possible environmental impact
and ensuring corrective and, or preventive action is properly initiated, followed up and closed. The
corrective and, or preventive actions should always be appropriate to the magnitude of the problem
and commensurate with the environmental impact.

TSM Form 97 – “Non-Conformity Report”
o File No. 23.2.1
Internal Audit Reports
o File No. 23.2.1
TSM Form 65A – “HSSEQ Audit Checklist”
o File No. 23.2
TSM Form 65B – “Security Internal Audit Checklist”
o File No. 23.2
TSM Form 65C – “Bridge Audit Checklist”
o File No. 23.2
TSM Form 716 – “Internal Office Audit Checklist”
o File No. 23.2
External Audit Reports
o File No. 23.3
TSM Form 64 – “Quarterly Condition Report”
o File No. 7.6.5

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SHIP MANAGEMENT PTE LTD Checking & Corrective Action
 Distribution
 References
ISO 14001 Sections 4.5.1 - 4.5.2

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Environmental
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13. RECORDS
 Purpose
The purpose of this document is to identify or specify documented procedures for the
identification, maintenance, and disposition of environmental and environmental
management training records
 Application
 Responsibility
HSSEQ Department
Marine Department
13.1 ENVIRONMENTAL MANAGEMENT AND TRAINING RECORDS

Environmental records are to be legible, identifiable, and traceable. Environmental records are to be
stored and maintained in a way that is easily retrievable and protected from damage and loss. For
this purpose, environmental management and training records are assigned file and form numbers in
accordance with the established Thome filing index included in the HSSEQ System.
Applicable Records
The specific records deemed to be environmental management and training records are those listed
in the Environmental Management Manual, when used in context with or for the primary purpose of
environmental management or training. This includes:
• Correspondence with Interested Parties
• Company Quarterly Management Review
• External Audit Reports
• Internal Audit Reports
• TSM Form 65A - HSSEQ Audit Check-List
• TSM Form 65B - Security Internal Audit Check-List
• TSM Form 97 - Safety & Improvement Report
• TSM Form 98 - Internal Audit Report
• TSM Form 157 - Identification and Evaluation of Environmental Aspects
• TSM Poster 007 - Smoke Comparison Chart
• TSM Form 159 - Environmental Management Program
CONTROLLED Revision: 01 Jan 2010

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SHIP MANAGEMENT PTE LTD Records
• TSM Form 161 - EMS Training Booklet

• TSM Form 162 - Training Record
• TSM Form 163 - Equipment Calibration Record
• TSM Form 091 - Planned Drills & Exercises
• TSM Form 165 - Recycling Record
• TSM Form 200 - To do list
Retention Time
The retention time of environmental records will be three years unless otherwise specified in the
company HSSEQ System.

Reports and Forms
 Distribution
 References
ISO 14001 Sections 4.5.3
CONTROLLED Revision: 01 Jan 2010

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14. ENVIRONMENTAL MANAGEMENT SYSTEM AUDITS

 Purpose
The purpose of this document is to describe or specify the company's program and
procedures for periodic environmental audits
 Application
 Responsibility
HSSEQ Department
Marine Department
14.1 CONFORMITY WITH PLANNED ARRANGEMENTS

The company HSSEQ System has an existing periodic audit process for verification of conformity
with ISM Code Safety Management Standards and ISO 9001 Quality Management Standards which
will be used for concurrent auditing of the Environmental Management System. For this purpose,
company audit check-lists Form TSM 065 Audit Check-List have been modified to include
requirements of ISO 14001 for both the company offices and vessels under technical management.
Audits will be scheduled approximately annually basis and will confirm:
• That the Environmental Management System is properly implemented
• That the Environmental Management System is properly maintained
• That results of previous audits have been properly addressed
Audits will be conducted by the HSSEQ Department personnel or Marine Department personnel who
have completed appropriate internal auditor training courses. The results of the audits will be
formally recorded in Form TSM 098 Internal Audit Report and any non-conformances will be attached
as enclosures and specified on Form TSM 097 Non-Conformity Report.

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THOME Environmental Management System
SHIP MANAGEMENT PTE LTD Audits

TSM Form 065A – “HSSEQ Internal Audit Checklist”
o File No. 23.2
o File No. 23.2
TSM Form 097 – “Non-Conformity Report”
o File No. 23.2
 Distribution
 References
ISO 14001 Sections 4.5.4

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15. MANAGEMENT REVIEW

 Purpose
The purpose of this document is to describe or specify the company's procedures for
periodic review of the environmental management system to ensure its continued
suitability, adequacy, and effectiveness
 Application
 Responsibility
HSSEQ Department
15.1 MANAGEMENT REVIEW PROCESS

The company HSSEQ System has an existing periodic process for review of the company HSSEQ
System with regard to the fulfilment of ISM Code Safety Management Standards, ISO 9001 Quality
Management Standards and OHSAS 18001 Occupational Health and Safety Management
Standards; the review process has been amended to include a concurrent review of the
Environmental Management System. The quarterly management review minutes will be recorded
and a comprehensive report will be prepared annually base on information collected through audits,
inspections, Master's reviews, and feedback from staff, crew, principals, and industry organisations.
This includes:
• Suggestions and comments the Masters HSSEQ System Reviews
• Audit Results
• Customer feedback
• Performance with regard to customer requirements
• Achievement of improvement objectives and targets
• Safety, security, quality and environmental protection concerns
• The status of corrective and preventive actions
• Status of measures decided in the previous management review
• Status of HSSEQ System manuals & documentation
The management review will address the possible need for changes to policy, objectives, and other
elements of the environmental management system based upon changing circumstances and the
company commitment to continual improvement. Management review will also benchmark
environmental across fleet and against the oil/marine industry as a whole.

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SHIP MANAGEMENT PTE LTD Management Review

Quarterly Management Review
 Distribution
o Office Managers
o Masters
 References
ISO 14001 Sections 4.6

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16. POLLUTION
 Purpose
 Application
The Singapore Office
 Responsibility
The Quality Assurance Department
16.1 PREVENTION OF OIL POLLUTION

Bunkering
• Responsible Person
o The Chief Engineer should personally supervise all bunkering operations.
o Close cooperation and continuous communication should be maintained
with terminal or bunker-barge during the transfer operations.
o The Officer of the Watch on Deck should be advised before starting
bunkering operations. This is to make sure that appropriate precautions are
taken by the deck department. The OOW should be kept informed of the
progress and completion of the bunker operations.
• Transferring Procedures
o Transfer procedures shall be established, be permanently posted and
contain all required information.
o These should be posted in a place where they can be easily seen and used
by members of the crew when engaged in bunkering operations.
o Written information to be made available for any bunker transfer.
o Each ship should produce a booklet containing “Transfer Procedures” for
bunkering and cargo operations, where applicable.
o Bunker samples shall be taken from one agreed point only.
• If the supplier has an acceptable sample point then that may be the point of
agreed sampling (e.g. Singapore Bunkering Procedure). However, if the
supplier does not have an acceptable sample point, then the agreed point of
sampling should be at the vessel’s manifold. Bunkering should not commence
until the single sample point has been agreed upon, or protest noted accordingly
if an agreement is impossible. If the sample point cannot be agreed upon, the
vessel should not sign for any samples offered by the supplier as this may later
be interrupted as an acceptance and thereby prejudice any claim.

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HIP MANAGEMENT PTE LTD Pollution
Cargo-handling
This operation can be divided into three phases:
• Cargo Loading
• During the Voyage
• Cargo Unloading
Ballasting and Tank Washing

On Crude carriers, nowadays fitted with Inert gas and Crude Oil Washing systems, it is possible to
wash the tanks during the cargo discharge, using the same oil cargo instead of sea water. The crude
oil is driven by the same cargo pump(s) through a highly pressurised C.O.W. line. The impact of this
highly pressurised oil causes the sludge and sediment on the sides of the internal structures and on
the bottom of the cargo tanks to separate and dissolve. This can then simply be pumped ashore with
the rest of the cargo.
• Instead of the tanks containing large quantities of heavy sludge after the
uploading operation, “Crude Oil Washing” (C.O.W.) will leave the tanks with a
film of oil on the steel surfaces. This will be washed off with seawater during the
Ballast Voyage. Less washing means less oil and water mixed, less to
separate, and therefore less pollution. This development took place during the
1970s and was acknowledged under MARPOL in 1978.
• In some “Special Sea Areas”, the discharge of anything other than clean water
is not allowed. So with many Crude and Product ships operating on shorter
trade routes, there isn’t time for the settling-out process required during
“Retention on Board”.
• There are two solutions. One is to complete the ballast passage with dirty
ballast onboard throughout. This would then be discharged to shore reception
facilities on arrival, along with other oily water facilities if their coast lines are
within the special areas, but not all the necessary installations have been
completed.
• The other solution is to alter the design of tankers so that some tanks only ever
carry cargo, while other tanks and pipeline systems are provided only for the
necessary ballast water. This is called the "Segregated Ballast Tank" (SBT)
arrangement. When all the cargo tanks are filled, the ship won't be down to the
old load line, so we have to operate a larger ship to carry the required cargo.
But operations are simplified because tank washing is only necessary for sludge
control, gas freeing and change of cargo. Again, if less washing is required,
there is less pollution.
• A variation is the "Dedicated Clean Ballast Tank" (CBT) system. As with SBT,
some tanks are used only for ballast water, but this is handled through the
normal cargo lines which must be washed carefully into the slop system
beforehand.
• In the next section, an example is given of a common cause of oil pollution
during ballasting operations when in port.

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16.2 FREQUENT CAUSES OF OIL POLLUTION

Some of the following points apply only to special tanker operations. However, many of the
suggested precautions apply to all ships which have to have oil transferred on board.
Please find below the recommended guidelines for the handling and disposal of oil residues (sludge)
generated from the purification of fuel and lubricating oils, residues resulting from drainages,
leakages, exhausted oils, etc. in machinery spaces, as well as the handling and disposal of bilge
water from the Machinery space.
Following "Do (s)" when handling Oil Residues (Sludge)

• As far as practicable, all Oil Residues shall be incinerated on board
• In the case of the incinerator malfunctioning, the Oil Residues must be retained /
stored in appropriate holding tanks for subsequent discharge to a shore
reception facility
• The retention quantity of sludge should be as per retention capacity shown in
IOPP certificate. In some ports, if the retained quantity is higher than 80 percent
of the total capacity of the holding tanks, the authorities may want the sludge to
be discharged ashore even though the incinerator is operational on board
• Proper receipts must be obtained from the shore reception facility indicating the
exact quantity landed and these receipts shall be kept together in the Oil Record
Book
• When renewing any lubricating or hydraulic oils, the discarded oil should also be
treated same as Oil Residue (sludge)
• Water collected in purifier sludge tank may be drained to bilge holding tank and
later on pumped out through the approved 15ppm OWS at sea. (Vessels may
consider placing a cotton filter at the drain to prevent oil from getting carried
over to the Bilge Holding tank)
• Entries in the Oil Record Book shall be accurately entered. There should be no
irregularities between the recorded quantities of sludge generated, sludge
incinerated and balance sludge remaining on board
• Make relevant entries in Oil Record Book as per instructions in the introductory
pages of the Oil Record Book and as per the attached Intertanko Guide for
recoding correct entries in the Oil Record Book Part 1
• There should be documented evidence showing regular and routine
maintenance carried out on the incinerator and the oily bilge water separator.
Both equipments should always be in good working order. All maintenance
carried out on Incinerator / OWS must be recorded in the Oil Record Book under
category I as well as in the AMOS Database. In case there are any problems
faced with either equipment, the Technical Superintendent and Fleet Group
Manager must be informed without delay.
• Every "Record of Operation" shall be signed by the "Officer in Charge" (not only
by the 2/E) and countersigned by the Chief Engineer
• Prior to arrival in port, the Master and Chief Engineer shall ensure that Oil
Record Book is up to date with accurate, verified entries and signed by all
concerned parties

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• Normally, the Oil Record Book should be kept with the Chief Engineer and
should always be made available for inspection by PSC Inspectors or other
authorized persons
Following "Don't (s)" when handling Oil Residues (Sludge)

• Do not pump out oil residues overboard at any time
• Do not retain oil residues (sludge) in any holding tank which is not reflected in
the ship's IOPP certificate
• Do not make corrections in the Oil Record Book using "white ink" or correction
fluid. All corrections should be marked clearly with a straight line drawn across
using a ruler and initialled. After this has been done, the correct entry should
then be made
Following “Do(s)” when handling Machinery Space Bilge Water

• Always discharge engine room bilge water or other oily mixtures only through an
approved oil water separator
• In case the Oily Water Separator is malfunctioning, store the bilge water mixture
and discharge it to a shore reception facility
• Make relevant entries in the Oil Record Book as per instructions in the
introductory pages of the Oil Record Book
Following “Don't(s)” when handling Machinery Space Bilge Water

• Do not pump out bilges when vessel is in port
• Do not pump out bilges if the Oily Water Separator is not working
• Do not pump out any oily mixture unless it passes through the Oily water
separator
Ballasting in Port
• Potential for Pollution
o When starting to ballast non SBT ships, oil remaining in cargo pipes may
backflow to sea. The oil may flow through the sea chest(s) if the sea valve
is opened before the pump is up to speed and gaining suction.
• Pollution Prevention
o Drain all deck and pump-room cargo pipelines into aft most tanks to remove
static head of oil prior to pump start-up.
o Always make sure that when starting to take on ballast, the system is
properly lined up and the cargo pump is started and running before the sea
valve is opened.
It is a good idea to place a copy of the following notice close to each sea suction valve in the pump-
room:
• "Start Pump Before Opening Sea Suction"

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Testing of Sea Valves

o Sea chest valve leakage is a very common cause of pollution which can
occur at load or discharge ports
o The outboard sea valves may be tested before arrival at loading/discharge
ports. This is carried out on ships which have a drain valve located on the
short pipeline connecting the outboard valve and inboard valve fitted in
series. Draining of this section of line will indicate if any water has entered
through the outboard valve.
• For further guidance on this subject, refer to:
o International Safety Guide for Oil Tankers & Terminals (ISGOTT), Chapter
6.9
o Prevention of Oil Spillages through Cargo Pumproom sea valves (ICS,
OCIMF)
Spill Containment during Cargo Transfer Operations

o Spill containment is a critical backup when oil has spilled on deck. Many
pollution incidents could have been avoided by prompt action and careful
preparation of containment beforehand.
o Maintain an efficient deck watch during all cargo or bunkering operations.
o Establish procedures and communications so that oil transfer can be
stopped immediately if there is an overflow or other emergency.
o Oily water should be transferred to a slop tank or other suitable receptacle. :
• Make sure that all scuppers are tightly plugged. Any accumulated water should
be drained regularly and scupper plugs replaced immediately after the water
has been run off.
• Check/repair scupper plugs during voyage before arriving at loading/discharging
ports.
• Keep inside of scupper drain pipes clean and free from rust or corrosion. This is
to make sure that expandable scupper plugs are able to fit tightly.
• Make sure that dump valves into slop tanks (if fitted) can be easily opened.
Also that any of the ship's personnel in charge of operations could make a
decision to open such valves in an oil spill emergency. (If these tanks are under
I.G. pressure, it may be necessary to depressurize before opening the dump
valves).
• If dump valves are not fitted, make sure that the locking device of the
Butterworth opening covers of the slop tanks are maintained greased and easy
to open. This is in order to collect eventual oil spill on deck into slop tanks (after
these tanks have been depressurized).

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• Oil spill equipment should be readily available in places known to all

crewmembers.
• Dump valves from the manifold drip tray, if fitted, should be regularly checked to
make sure that they can be easily opened to drain oil in an emergency.
• A crewmember should regularly check overboard during the cargo operations to
look for escaping oil.
• Gutter bars (fishplates) should be regularly checked to make sure that they do
not have holes or cracks in them.
Tank Overflows; Topping-Off; Closed Loading Operations

• Potential Pollution
o Tank overflows while loading is one of the more common causes of oil
pollution.
o Make sure that the loading rates in the relevant tanks are the same as
those expected.
o Maintain constant communication with shore terminal regarding transfer
rates.
o Regularly monitor the ullages of the tanks being loaded, especially when
tanks are approaching the topping off stage.
o Where fitted, high level alarms should be maintained in good operating
condition. However, these are only a back up and should not be the only
means of monitoring during topping off of tanks.
o Pay particular attention in closed loading situations where a visual check
through an ullage opening is not possible.
• Topping Off Procedures
o Pressing the tanks to the predetermined ullage, securing them and
transferring flow to other tanks at the same time is a most critical operation.
There must be sufficient manpower to handle valves and monitor ullages.
Those crewmembers involved should understand the operation and be able
to pay full attention to their duties.
o The man in charge of topping off tanks should be able to give the operation
his undivided attention.
o The person in charge of the loading operation (the Chief Mate) should be
called well in advance to direct the operations.
o Extra care should be used to avoid over pressuring the ship's lines and
shorelines by closing too many valves against the shore pressure. Or this
reason, on approaching the topping off level the loading rate must be
reduced.
o As the topping off stage is approached, the flow to the tank involved must
be regulated so that full attention can be paid to securing one tank at a time.
• The following points should be considered when topping off tanks:

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o Closing off one tank increases the rate of flow to other open tanks on the
same line. As the ship trims by the stern, the rate of flow into after tanks
which are open will increase.
o The rate of flow into any tank which is nearly full can quickly be reduced by
opening the valve to an empty tank on the same line. If this is done at the
same time as closing the valve on the full tank, it is possible to control
precisely the rate of loading of individual tanks.
o The greater the pressure against a manual valve, the longer it will take to
open or close it.
o The liquid level in topped off tanks should be checked frequently to make
sure that the level is not rising because the tank valve is not properly
seated.
• Loading Final Tank
o Adequate notice should be given to the Terminal when approaching the end
of cargo. The last part of the loading operation should be done at a
reduced rate when loading the last tank only. The Chief Mate should make
sure that there are Terminal staffs on the jetty ready to shut down prior to
completion of cargo.
o When ordering the stop of cargo, time should be allowed for the Terminal to
shut down. Space should be allowed in the tank for this, and also for
draining loading arms.
Draining of Lines, Hoses and Loading Arms

o Diagram showing blank flange
• After transfer of cargo, draining of shorelines, hoses and loading arms may be
done under pressure
• Whilst the drainage is intended to flow into a tank, it may inadvertently overflow
due to a full tank, backflow through vent or IGS lines, or bubble phenomena.
• Pollution could also occur due to an improperly blanked manifold.
Pollution Prevention
• Ship and shore personnel should discuss and agree on line, hose and loading
arm draining procedure.
• If draining to a full tank, make sure that there is enough ullage and that drainage
will not be directed to vent or IGS lines.
• Terminal personnel should be asked not to utilize pressure when "blowing back"
into ship's tanks
• Tank ullage openings should be closed while line draining is in progress.
• Make sure that unused manifolds on both sides of the ship are secured and
blanked tightly with bolts in every flange hole.

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• After the draining there is still likely to be a small quantity of oil in the loading
arms at the time of disconnection.
• Make sure that drums, drip trays and also bags of sawdust are available at the
manifold.
Cargo and COW Line Leaks

Experience has shown that pollution incidents have often been caused by leaking cargo line, dresser
couplings, valve flanges, faulty pressure gauge connections and other parts of the main cargo piping
system on deck. External or internal pipe corrosion, in particular at the bottom of the cargo pipes,
often increases without being detected.
• It is, therefore, necessary that regular and frequent hydrostatic pressure tests be
carried out at 1.5 x the maximum working pressure. The test, test pressure and
test result should be logged in the ship's log book. The C.O.W. lines should be
tested before arriving in port where C.O.W. operations are expected to be
carried out.
• The test pressure to be applied is based on the working pressure which is
defined as the pressure at which the pump relief valve is set. Where relief
valves are not installed, the highest static pressure obtainable in service should
be used. For example, in a system supplied by a centrifugal pump which is not
protected by a relief valve the maximum delivery pressure of the pump shall be
the working pressure.
• Ideally, the pressure should be applied for 15 - 30 minutes. This time will be
required to complete a thorough inspection of the piping system.
• Make sure that thrust stoppers in the way of expansion joints and dresser
couplings are checked in case these sections are weakened after the test.
16.3 SMOKESTACK EMISSIONS

Several ports have strict regulations and fines for smokestack emissions of black smoke. Vessels
should keep a strict check on their equipment and, as much as possible, limit the smoke from the
boilers and engines. Please be guided by TSM Poster No. 007 – Smoke Comparison Chart.
16.4 CONTAMINATION
By Marine Organisms
Several countries in the world have experienced problems with marine organisms being transferred
in the ballast water of ships. In some countries, this has resulted in harm to local marine life affecting
fisheries due to depletion of resources. In an effort to control this, countries are implementing
legislative measures to control the discharge of ballast water.
In general this legislation requires the ship to change ballast when deep sea prior to arrival. It further
allows quarantine officers to sample ballast water for analysis and imposes heavy penalties for ships
which have not complied.
To date such legislation is being enforced in Australia, Canada, the West Coast of USA and several
North Sea ports. This is a trend that will increase and spread to other countries.

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Masters should check with port agents or charterers as well as consult all relevant port information
systems to ensure such regulations are complied with.
By Oil/De-Ballasting Operations
Prior to arrival at port:
• Those ballast tanks containing ballast are to be inspected for oil contamination.
Inspection for oil contamination is to done by a visual check of the surface of the
water in the ballast tanks if possible. Those tanks situated next to cargo oil or
fuel oil tanks are to be identified for extra attention.
• Ballast tanks, cargo oil tanks and bunker oil tanks to be sounded to confirm that
there has been no transfer between tanks. It is recommended that this be a
daily check if weather conditions permit.
• It is recommended that ballast pipes and sea-chests be flushed through so no
discoloured water will be sighted on start up of de-ballast operations.
• A permanently stencilled sign to be marked at:
o The ballast pump/s control panel (or operating station) requiring that the
ballast tank/s to be discharged be inspected for oil contamination prior to
commencing de-ballasting.
• The ballast overboard valve/s requires that the ballast tank/s to be discharged
by inspected for oil contamination prior to commencing de-ballasting.
• At start of de-ballast operations and again during final stripping of a ballast tank
the area of the ocean close by the overboard valve is to be constantly monitored
for signs of oil pollution. During bulk de-ballasting frequent checks overboard
are to be carried out
• If any oil pollution is suspected then all operations are to cease and the vessels
oil pollution emergency action plan is to be activated.
• Masters and officers in charge of de-ballasting operations are reminded that
sampling via the tanks sounding pipes may not be a good indicator of oil
contamination due to the sounding pipe being solid. If manhole covers or tank
vents heads are removed then these must be properly re-secured after
inspection. If inspection is intended by overflowing tanks to confirm no oil on top
great care must be exercised to ensure that the tanks are not over pressurised.
• To assist in the detection of contamination of ballast water a stock of oil finding
paste is to be carried onboard.
• For further guidance, refer to the requirements of:
o The Thome Ballast Management Plan
o The onboard tank inspection plan (AMOS-D) for early identification of
problems.
Sewage
The Marpol Annex IV regulations shall be followed. No untreated sewage shall be discharged from
the vessel in port or less than twelve (12) nautical miles from land. For vessels with a sewage
treatment plant, this shall be properly used and maintained.

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Garbage
No garbage shall be discharged / thrown overboard in port or at sea. Garbage, except for plastic,
shall be sorted and as much as possible shall be burnt in the incinerator.
Plastic is to be landed for shore disposal and not burned
According to Marpol Annex V, Chapter 9.6.6, paper, cardboard, metal, glass, food waste (not plastic)
which have been ground (comminuted) to a thickness of less than 2.5cm can be thrown overboard.
This can only be done when the ship is proceeding on her voyage and at a distance of more than 12
nautical miles from nearest shore. Regional or state variation may further restrict what cannot be
burnt / disposed of shall be stored onboard and disposed of in the appropriate shore facilities in a
port.
16.5 LEGISLATION AGAINST POLLUTION FROM SHIPS

MARPOL 73/78
Convention, in its six Annexes, deals with pollution caused by ships:
• Annex I
o Oil
• Annex II
o Noxious liquids carried in bulk
• Annex III
o Harmful packaged substances
• Annex IV
o Sewage
• Annex V
o Garbage
• Annex VI
o Air Emissions
16.6 SHIP DISCHARGE UNDER EMERGENCY CONDITIONS

For all types of vessel inside or outside Special Areas, regulations do not apply either to discharges
for securing the safety of the ship or saving life at sea or to discharges resulting from damage
provided that all reasonable precautions have been taken and that the Owner or Master has not
acted intentionally or recklessly.
In the case of accidental discharge or the possibility of such discharge, the Master must send a
report giving all relevant details by the fastest possible means to the authorities of the nearest coastal
state without delay.
[Protocol I of MARPOL 73/78 (Provisions Concerning Reports on Incidents Involving Harmful
Substances) gives information needed in first and following reports in such circumstances]

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Discharging sewage
Annex IV of MARPOL, dealing with sewage, is not yet in force, but a number of countries (for
example, the United States) have stringent regulations governing the discharge of sewage into their
territorial waters.
MARPOL would not allow:
• Discharge of untreated sewage from ships in port.
• Discharge of untreated sewage at a distance of less than 12 miles from land.
• Discharge from a holding tank unless the ship is proceeding on her voyage.
If a ship carries a sewage treatment plant, this should be properly used and regularly maintained to
make sure that it works properly.
Discharging Garbage
According to Annex V to MARPOL 73/78, there is a distinction between the discharge of garbage
inside and outside Special Areas.
• Inside Special Areas, the Special Areas designated under Annex V are:
o The Mediterranean Sea
o The Baltic Sea
o The Black Sea
o The Red Sea
o The Gulfs sea area
o The Gulf of Aden
o The North Sea
o The English Channel
o The Wider Caribbean Region
No garbage at all can be thrown overboard inside the special areas.
The only exception is comminuted (ground up) food waste which may be thrown overboard beyond
12 miles offshore.
• Outside Special Areas
The following shows the type of garbage that can be discharged outside Special Areas and gives the
permitted distance from the nearest coast.
• Within 3 miles of the nearest land and in all inland waters
o Cannot throw anything at all overboard
• Within 3-12 miles off shore
o Cannot throw overboard plastic, dunnage, lining and packing materials that
float, also the following if not ground
• Within 12-25 miles off shore

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o Cannot throw overboard plastic, dunnage, lining and packing materials that
float
• Outside 25 miles off shore
o Cannot throw plastic overboard
• Outside Special Areas there are three ways of disposing of garbage produced
on board ship:
o Put the garbage in bags, keep it on board and dispose of it in the
appropriate shore facilities when you reach port.
o Burn it in incinerators on board your ship. (Waste oil can also be burnt in
incinerators, though this is an expensive procedure).
o Throw overboard paper, cardboard, metal, glass, food waste (not plastics)
which have been ground (comminuted) to a thickness of less than 2.5 cms.
This must be when your ship is proceeding on her voyage and at a distance
of more than 12 miles from the nearest shore.
16.7 OIL POLLUTION

Pollution Response Equipment
The following equipment is to be stocked onboard for pollution prevention:
• Portable pumps
o Kept ready on standby, fully connected with hoses for immediate operation
during loading, discharging, bunkering or any other operation that requires
pumping overflowing oil back to ships tanks
• Absorbent pads
o For the recovery of oil or other pollutant from deck and from in the water
• Sawdust
o Can be used to absorb residual oil or other pollutant after which recovery by
shovels is possible.
• Flat edged shovels
o To assist with recovery of residual oil or other pollutant
• Heavy duty plastic buckets
o To assist with spill recovery
• Brooms
o To assist with recovery of residual oil or other pollutant
• Non-sparking hand scoops
o To assist with small spills recovery
• Heavy duty plastic trash bags

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o For the retention of oil, oil soaked materials or any other pollutant until
proper disposal can be arranged
• Empty drums
o For the retention of oil, oil soaked materials or any other pollutant especially
any hard or solid objects until proper disposal can be arranged
• Chemical Oil Spill Dispersant
o For breaking up oil spills but only after approval is given by Port State
Authorities
With regards to pollution response equipment:
• The equipment is to be ready for immediate use when bunkering, carrying out
oil transfer operations or at any other time deemed necessary by the master or
local authorities.
• Crew are to receive regular training in the use of the equipment.
• Pollution response equipment is not to be used for daily operations but is to be
used exclusively for pollution prevention.
• An updated inventory of the equipment stocked onboard is to be maintained.
• An updated description of the location of equipment is to be maintained and
posted.
• Refer to Master MSM List 014 for minimum stock levels to be maintained
16.8 BLIND AND PRESENTATION FLANGES

Presentation flanges are to be clean and free of scale and debris prior to fitting hose/arm
connections. Once arms/hoses are fitted, they are to be properly secured with a gasket and a
complete set of bolts.
• Although terminal labour may carry out the connection service ship staff are to
monitor manifolds closely for leakage/spillage. Manifolds not in use are to be
fitted with blind flanges and properly secured with a gasket and a complete set
of bolts.
16.9 CONTAINMENT
Spill containment is a critical backup when oil has spilled on deck and the serious repercussions of a
pollution incident may be avoided by careful preparation of containment areas (e.g. scupper plugs,
drip tray plugs, etc).
The following precautions are to be complied with as well as those listed in the ISGOTT manual:
• Make sure that all scuppers are tightly plugged with any accumulated water
drained regularly. Scupper plugs are to be replaced immediately after the water
has been run off.
• Check and repair/replace any damaged scupper plugs prior arrival at the
loading or discharging port.

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• Keep inside of scupper drain pipes clean and free from rust or corrosion to
ensure that expandable scupper plugs fit tightly.
• Make sure that dump valves into slop tanks (if fitted) are fully operational and
easily opened. All officers and crew on deck are to be briefed on use of these
valves (e.g. when in an oil spill emergency they are to be opened, if slop tanks
are under positive I.G. pressure it may be necessary to depressurize before
opening dump valves, etc).
• Where dump valves are not fitted then alternative methods of draining the deck
are to be considered with instruction to the officers and crew (e.g. the use of
butterworth / tank opening covers of the slop tanks to drain spilled from the
deck).
• Oil spill clean up equipment is to be made ready.
• Dump valves from the manifold drip tray, if fitted are to be regularly checked for
easy operation in an emergency.
• A crewmember should regularly check overboard during the cargo operations to
look for escaping oil.
• Gutter bars (fishplates) to be checked for holes or cracks (e.g. from corrosion,
etc).
16.10 CRUDE OIL WASHING (C.O.W) OPERATIONS

Prior to arrival at port where Crude Oil Washing operations are to be carried out the system is to be
pressurized and tested to the normal working pressure. The company brings to the attention of those
in charge of COW operations of the importance of maintaining tank atmosphere with less than 8% O2
throughout the whole COW operation.
16.11 DRAINING HOSES

On completion of cargo transfer caution is to be exercised when draining shorelines, hoses and
loading arms to ensure there is no accidental spillage.
The following precautions are to be complied with:
• Agreement on procedure for draining is to be made between ship and terminal
prior to commencement of draining.
• When draining back to ships tanks a tank with adequate and sufficient ullage to
avoid overflow is to be used. Care is to be exercised to ensure that oil does not
overflow through sighting ports and vent heads or into the I.G. system.
• In general draining should be done without the use of pressurization.
• However if blowing of lines is to be carried out this must be done under a
controlled procedure with full co-operation of ship & terminal personnel.
• The cargo tank ventilation systems must be arranged as for ‘closed loading’
during draining and the opening of ullage ports or tank hatches to facilitate
draining is not allowed.

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• On completion of hose connection or disconnection, ensure that unused

manifolds on both sides of the ship are secured and blanked tightly with bolts in
every flange hole.
• As there is normally small quantities of oil left in the hose/arm connections after
draining ensure that drums, drip trays, sawdust, etc. is available at the manifold
at the time of disconnection.
16.12 TRIM & LIST

When planning for cargo operations the vessel should be maintained at even keel or trim by the
stern. To note that:
• When loading and especially when topping tanks trim by the head may lead to
vent pipes being covered and pressurization of tanks or spraying of cargo may
occur.
• Manoeuvrability of any ship is reduced when trimmed by the head.
• For stripping tanks, a good stern trim is favourable.
o Excessive lists are to be avoided at all times
16.13 MACHINERY SPACE BILGES

The control, storage and disposal of the oil and water that accumulate in machinery space bilge’s is
considered by the company to be an area where there is a high risk of pollution if standard
procedures are not followed and crew are not properly instructed.
At all times the storage onboard and the disposal overboard must be in compliance with Annex 1 of
MARPOL 73/78.
16.14 15 PPM BILGE EQUIPMENT

Lloyd’s Register has recently been alerted, by the United States Coast Guard, to a number of
instances where ships’ staffs have been unaware of how to retrieve, review and record data from
15ppm bilge alarms approved in accordance with IMO Resolution MEPC.107 (49).
Resolution MEPC.107 (49) paragraph 4.2.9 requires that the 15ppm bilge alarm is capable of
recording the date and time, and the operating status of the 15ppm bilge separator. The recording
device should also store data for at least 18 months and should be able to display or print a record
for official inspections as required. If the 15ppm bilge alarm is replaced, means should be provided to
ensure the data recorded remains available on board for 18 months.
Furthermore, Resolution MEPC.107 (49) requires that all routine and repair maintenance on the
15ppm bilge separator and alarm are recorded and that ship staff training should include
familiarisation with the operation and maintenance of the equipment. IMO Circular MEPC.1/Circ 677
requires that all oily water separator (OWS) operations including diagnostics should be logged in the
Oil Record Book (ORB).
Owners and operators are urged to ensure that ships’ engineering staffs are:
• Familiar with the contents of MEPC.1/Circ 677 and competent in the use of any
OWS on board as required

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• Aware of the recording function provided on 15ppm bilge alarms approved in

accordance with IMO Resolution MEPC.107(49) and able to retrieve and review
this data, and that the data is consistent with that recorded in the ORB
• Recording all routine and repair maintenance and OWS operations in the ORB.
Lloyd’s Register’s surveyors will be paying particular attention to these items at
the next attendance on board.
16.15 OWS VALVES AND PIPING SYSTEMS

The Chief Engineer is responsible to the Master to ensure the security of the bilge overboard valve,
the proper operation of the oily water separator and the proper keeping of logs and records.
• Only the engine room oily water separator overboard valve is to be locked
o Double Locking system for the overboard valve.
o One key with C/E and one key with Master
• Chief Engineers are to personally ensure that emergency bilge suctions, both
anti-flooding and Marpol valves, are not locked by methods that would prevent
emergency operation; breakaway numbered "security seal type" tags should be
fitted
• All flanges on the outboard side of the oily water separator overboard piping is
to be fitted with numbered environmental tags/security seals to prove the
system is not disconnected for bypass and illegal discharge of machinery space
bilges
o Numbered "security seal type" tags should be fitted through the bolt holes of
each pipe flange (security type requires breaking the seal to remove)
16.16 ENVIRONMENTAL TAGS

The Environmental tag should have a unique ID #, self locking and could only be removed by
damaging the TAG.
Once the TAG is in place, it is monitored and controlled by written entries in the TAG system log, with
periodic reports forwarded back to the office.
Each Vessel would be provided 50 Environmental Tag Seals as a part of HSSEQ Standard supply. In
case, Vessel requires extra Environmental Tag Seals, Vessel should request through TSM Form 166.
All Environmental Tag Seals are to be maintained in the custody of Chief Engineer.
• An "Environmental Tag Log" is to be kept to record the number and date of each
seal when fitted
• Whenever maintenance procedures or Port State authorities require
disassembly, the purpose of disassembly is to be logged in the engine log, and
a digital photo-graph record maintained to document the type of work
performed.
• Every end of the month, TSM Form 160 would be updated &filed in File 20.7.2
Record of Environmental Tag Seals

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• Whenever any changes are made in the log i.e. when a Tag is removed or when
new Tags are fitted in place
• On Ch Engineer signing-off, together with Chief Engineer's Hand over form
• File 20.7.2 Record of Environmental Tag Seals would contain
o Identification & Agreement of Location Plan, as described in ‘First Step’
below
o TSM Form 160 as updated and submitted to Office
First Step - Identification and Agreement of Location

Pumps, Pipe work and Valves
Inspect the bilge pump and sludge pump discharge pipes, overboard discharge valves and
associated pipe-work, with special attention to be paid to sections of pipe, flanges, or elbows for ease
of access and possibility to connect a flexible hose..
Globe valves, under 125 mm diameter, are considered the most vulnerable locations for connecting
flexible hoses. Butterfly valves, sanitary overboard valves, steam valves, all valves over 125 mm
diameter and valves with large awkward sections of pipe connections are considered difficult &
unlikely for flexible connections.
Oily water separator (OWS)
There are a number of locations of the OWS which should be considered for TAG installation:
1. Oily water inlet pipe.
2. Treated water outlet pipe.
3. PPM meter fresh water flushing pipe.
4. PPM meter sample inlet pipe.
Items 1 and 2 are normally flanged connections; items 3 and 4 are normally compression fittings.
After identifying the location of the Environmental tags, Chief Engineer must submit a plan to the
Technical Superintendent for approval. (Fig. 16.16-1).

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Figure 16.16-1: Bilge Tag Layout Diagram
Second Step – Installation of Environmental Tags

TAGS at these agreed locations can be fitted very easily
Installation at Flanged locations (Figure 16.16-2)
• One bolt and nut is removed for modification
• Allow 10 mm of exposed thread after the nut for a cross-hole to be drilled in this
threaded section
• The bolt is then refitted, with the TAG hole showing after the nut
• A TAG can now be fitted through the hole. The only way to remove the nut is by
breaking this TAG

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• Caution! The tail of the TAG should not be cut. Leave it as original to easily
identify any tampering
Installation at Compression locations (Figure 16.16-2)
• Disconnect and remove the compression fitting and pipe for modification
• Braze a small copper ring or washer to both nuts of the compression fitting to
allow for the TAG
• Install the compression fitting and fit the TAG through both the rings of the
compression nuts so that the nuts are tied together by a single TAG
Figure 16.16-2: Details for installing “Tag Seals” on flanged & compression locations
Third Step – Documentation

Engine room TAG Report Log
Once all the TAG’s have been installed the Engine Room TSM Form 160 - TAG log report must be
completed and signed by the Chief Engineer.
Frequency of submission
• Every Month-end along with the Monthly Safety Meeting Records
• Whenever any changes are made in the log i.e. when a Tag is removed or when
new Tags are fitted in place
• On Ch Engineer signing-off, together with Chief Engineer's Hand over form
Acceptable reasons for removal of environment tags:
• Pipe or valve repair during normal vessel operations
• Onboard emergency
• Dry-Docking requirements
TAG Removal (Normal Operations or Emergency)
Email to Thome Marine Department as follows:
• Clearly state the TAG Number, Equipment and Tag location

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• Clearly state the reason for the removal of the TAG

• Attach the revised TAG log report.
• Chief Engineer must retain on board the removed TAG for future verification.
TAG Removal during Dry-docking
Removal of TAGs during dry-docking for overhaul, repair or legal transfers must be co-ordinated as
follows:
• Advise the TSM Marine Department prior to arrival at the shipyard regarding the
TAGs that require removal
• TAG removal to be co-ordinated with attending Superintendent and must not be
carried out prior his arrival
• Prior departure from the shipyard, all removed TAGs are to be replaced with
new TAGs and confirmed by the attending Superintendent
• The TAG log report is to be completed to include all the new TAG ID Nos. and
forwarded to TSM / Marine Department
Apart from above, in case any Tag Seals is damaged, similar reporting to be followed as per TAG
Removal (Normal Operations or Emergency) as detailed above.
16.17 STORAGE OF MACHINERY SPACE RESIDUES

Any oil residues that cannot be disposed of properly (e.g. incinerating onboard or discharge through
the oily water separator) is to be retained onboard until disposal to a port reception facility can be
arranged.
• Oil residues (sludge resulting from purifying fuel & lube oils and other residues
resulting from drainage’s, leakage’s, exhausted oil) from the machinery spaces
may only be stored in those tank nominated in Table 3.1 of the IOPP Certificate.
• Oily bilge water may only be stored in those tanks nominated in Table 3.3 of the
IOPP Certificate.
• Storage of oil residues and oily bilge water in tanks other than those nominated
in the IOPP certificate is illegal and the ship may be fined or detained for
contravening the MARPOL 73/78 regulations.
16.18 DISPOSAL - OVERBOARD

Machinery space bilge water may be discharged overboard if each of the following conditions is
complied with:
The ship is not within the special areas listed in annex 1 of MARPOL 73/78 and below:
• The Mediterranean Sea
• The Baltic Sea
• The Black Sea
• The Red Sea

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• The Gulfs
• The Gulf of Aden
• The Antarctic
• North-West European Waters
While not designated as a “Special Area” the Australian Great Barrier Reef allows no discharge of oil
or effluent shoreward of a line running along the outer side of the reef.
• The ship is proceeding en route.
• The oil content of the effluent does not exceed 15 PPM.
• The oil-water separating equipment is operating fully and functioning properly so
that any effluent detected to have more than 15 PPM is automatically retained
onboard.
• The effluent has not been mixed with cargo residues.
• The effluent does not contain chemicals or other substances in hazardous
quantities.
• The ship is not within port limits.
Although no longer an international requirement Thome recommends that the discharge of bilge
water from machinery spaces be carried out more than 12 miles from the nearest land to further limit
any damage that may be caused by accidental discharge of oil.
Note that discharge overboard should only be carried out if the oily-water separator is operating in
the fully automatic mode.
• All engine staff are to note that bypassing the oily water separator is illegal and
will not be tolerated on Thome managed vessels.
• The company does not recommend or encourage disposal of bilge water
overboard in the non-automatic discharge mode. If non-automatic discharge
overboard is being carried out an engineer familiar with the operation of the oily-
water separator must be on standby at the equipment for shut down if an alarm
occurs. The company would only advise this operation be carried out if the
vessel is more than 12 miles from the nearest land and there is no other
alternative available.
• In the case of accidental discharge or the possibility of such discharge the
Master shall send a report giving all relevant details by the fastest possible
means to the authorities of the nearest coastal state without delay. The
Protocol 1 of MARPOL 73/78 (Provisions Concerning Reports on Incidents
Involving Harmful Substances) gives information needed in first and following
reports in such circumstances.
Only green label detergents are to be used when cleaning engine room bilges where wash water is
discharged through the oily water separator.
16.19 TRANSFER – ONBOARD

The Engine room bilge sludge and residual oil may be transferred to Slop tanks provided that:

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• The Bilge - slop transfer is class approved and IOPP certificate is suitably
endorsed. (Section 3.2.3)
• Office Concurrence has been confirmed.
o (During loaded passage transfer of sludge is to be avoided as far as
practicable and if required then office to be informed and concurrence to be
obtained. Office will contact owners for the necessary permission before
permitting the transfer.)
Other operational steps are:
• No other filling to, or discharge from, the slop tank is to take place while sludge
is being transferred;
• Release overpressure in the slop tank;
• Check that all relevant valves are closed;
• Remove blank flanges and connect the spool piece between the sludge
discharge line and the slop tank branch line;
• On completion close all relevant valves, remove the spool piece and refit the
blank flanges.
16.20 DISPOSAL - ONBOARD

Where sludge and residual oil is to be processed (burned) onboard:
• This operation is to be carried in strict compliance with the incinerator
Manufacturers Instructions. The instructions are to be readily available near the
operating station of the incinerator and the ship crew operating the incinerator
must be properly instructed and protected.
• Care is to be taken to avoid dangerous situations that may result in injury to the
crew or damage to the machinery (e.g. burning pressurized containers and
aerosol cans, burning items that give off toxic gases).
• Residual clinker and ash is to be stored onboard for disposal at a convenient
port facility.
• No incineration is to take place while in port limits.
16.21 RECORDS
An Oil Record Book Part 1 for machinery space bilge’s and draining and as prescribed by law shall
be kept.
• The oil record book must be kept readily available for inspection by Port State
Control or other authorized persons for inspection at any time.
• The entries into the oil record book shall be as per the Flag Authority
requirements and the Chief Engineer is to be responsible for the correct keeping
of this book.
• With regards to entries into the oil record book, it is highlighted that great
attention must be given to making correct and proper entries.

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16.22 OIL RECORD BOOK ENTRY

If non-oil-cargo related oily residues are transferred to slop tanks of oil tankers, the discharge of such
residues should be in compliance with Regulation 34. (UI 22.1.1 for Regulation 15). If sludge or bilge
water is transferred from multiple tanks in engine-room a separate entry must be made in ORB Parts
I & II for each transfer.
Oil Record Book I

Case 1
Transfer of sludge from engine-room oil residue (sludge) tank to deck/cargo slop tank
Date Code Item No. Record of operations/signature of officer in charge
dd-MONTH-yyyy C 12.4 xx m3 sludge from [Name of sec 3.1 Tank &
Designation], xx m3 retained,
Transferred to Deck Slop Tank [designation]
signed: (Officer-in-charge, Name & Rank) dd-MONTHyyyy
Case 2
Transfer of bilge water from tank listed in item 3.3 in the Supplement to the IOPPC to deck/cargo slop
tank
Date Code Item No. Record of operations/signature of officer in charge

dd-MONTH-yyyy D 13 xx m3 bilge water from [Name of sec 3.3 Tank &
Designation]
Capacity xx m3, xx m3 retained
14 Start: hh:mm, stop: hh:mm
15.3 15.3 Transferred to Deck Slop Tank [designation]
signed: (Officer-in-charge, Name & Rank) dd-MONTHyyy
Requires an entry in the Oil Record Book – Part II using code (J).
16.23 DISCHARGE UNDER EMERGENCY CONDITIONS

For all types of vessel whether inside or outside of any special areas the regulations for pollution
prevention do not apply:
• To discharges for securing the safety of the ship or saving life at sea.
• To discharges resulting from damages provided that all reasonable precautions
have been taken and that the Owner or Master has not acted intentionally or
recklessly.
• Where the vessel has been directed by a Port or Government Authority to carry
out such a discharge.

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16.24 NOTICES
US Federal regulations require the following text to be displayed clearly at the bilge and ballast
pumping stations:
• Discharge of oil prohibited TSM Poster 003
o The federal water pollution control act prohibits the discharge of oil or oily
waste into or upon the navigable water s of the united states or the waters
of the contiguous zone or which may affect natural resources belonging to
appertaining to or under the exclusive management authority of the united
states if such discharge causes a film or discoloration of the surface of the
water or causes a sludge or emulsion beneath the surface of the water.
Violators are subject to substantial civil penalties and/or criminal sanctions
including fines and imprisonment.’
16.25 SEWAGE
The control and disposal of sewage is considered by the company to be an operation where there is
a risk of pollution if standard procedures are not followed and crew are not properly instructed.
The Chief Engineer is designated as the officer with responsibility to the Master for all operations
involving the operation and maintenance of the sewage system equipment.
The MARPOL 73/78 Annex IV regulations are to be followed and discharge of sewage is prohibited:
• Unless the vessel is more than 12 miles from the nearest land or
• Unless the vessel has in operation a fully operational and approved sewage
treatment plant that produces no visible floating effluent or discoloration of the
area around the vessel or
• Unless the vessel is more than 4 miles from the nearest land and has a fully
operational and approved system capable of disinfecting and comminuting
sewage.
• From a holding tank unless the ship is proceeding on voyage, at a speed of
more than 4 knots & releases the effluent gradually (not an instantaneous
discharge).
• Discharge of untreated sewage is prohibited:
o In port
o At a distance of less than 12 miles from the nearest land
Some port and coastal authorities have regulations that are more stringent and Masters are advised
to seek guidance from their port agents in these matters and strictly adhere to the regulations in
force. The sewage treatment plant onboard is to be maintained and operated as per the
manufacturers’ recommendations. It is recommended that the PMS system be utilized for
maintenance and record keeping.
 Document and Filing

TSM Poster 003
TSM Poster 007

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Oil Record Book

Garbage Record Book
TSM Form 160
File 20.7.2
 Distribution
N/A
 References
Marpol 73/78

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Environmental
THOME
17. GREEN PURCHASING

 Purpose
The purpose of this procedure is to provide a system whereby all the products and
services procured by the company will be environmentally friendly when possible
 Application
Singapore Office
All vessels under full technical management
 Responsibility
HR and Administration Manager
Masters
Technical Superintendents
Purchasers
17.1 PREFERENCE
Suppliers will be considered interested parties and as such will be notified of Thome's EMS
requirements. When economically viable alternatives are available, preference will be given to
recycled or otherwise environmentally friendly product, including:
• Soaps
• Cleaners
• Pressurised spays
• Refrigeration systems and gases
• Chemicals
• Fire extinguishing media
• Refer units
• Computers and electronics
• Machinery
• Recycled supplies
• Doing business with companies that actively promote the environment
Purchasers making queries to vendors must include a standard statement on the purchasing inquiry
to indicate that a least one quote should be for products meeting following standards if available:
• Products that are Green Label
o For Stores
• Products that are EnergyStar Compliant
o Computers & Electronics
o Machinery

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SHIP MANAGEMENT PTE LTD Green Purchasing
17.2 USE OF DETERGENTS IN THE ENGINE ROOM

Detergents may sometimes be utilized to facilitate cleaning of engine room bilges, if undertaken:
• Product should be green label
• MSOS safety precaution must be adhered to
• Emulsified oil and water residues must be retained in authorized tanks and only
disposed via means complying with MARPOL requirements

Purchasing Inquiry
o AMOS
o Correspondence with Interested Parties
o File No. 20
 Distribution
o As per Master-List
 References

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Environmental
THOME
18. GARBAGE HANDLING

 Purpose
To provide guidelines on handling ship generated waste
 Application
 Responsibility
Chief Officer
Chief Cook
18.1 GARBAGE MANAGEMENT

Garbage generated by the vessel is to be collected, separated and disposed of periodically but at all
times in compliance with MARPOL 73/78 regulations, Port State Regulations and the procedures
listed in this section. However, the company advises that wherever possible the ship’s generated
garbage is to be discharged to proper port facilities in an effort to minimise the amount of garbage
being discharged into the ocean.
• Garbage is defined as all kinds of victual, domestic and operational waste
excluding fresh fish.
• The company has produced a standardised Garbage Management Plan, Form
TSM 154, that will ensure the crew comply with International regulations and
company policy. The Shipboard Management Team is responsible to ensure
that plan is followed.
• The Chief Officer is in charge of Garbage Management and completion of the
Garbage Record Book
• As part of the onboard familiarisation tour, joining crew are to be given proper
instruction concerning the Garbage Management Plan and procedures onboard.
• Any fitted garbage processing equipment is to be maintained as per the
manufacturer’s recommendations which should be included in the planned
maintenance system
18.2 COLLECTION, SEPARATION AND STOWAGE

An area outside of the accommodation is to be designated as the Garbage Storage Area. The Chief
Officer is to ensure that the allocated garbage storage area is of an appropriate size, adequate to
accommodate the receptacles required for storage of ship generated garbage and that the area can
be easily accessed for maintenance and cleaning. Garbage generated by the vessel is to be
separated, collected and stowed at the Garbage Storage Area in the following categories:
• Plastics (including synthetic ropes, fishing nets, plastic garbage bags, plastics
mixed with non-plastics, etc.)
• Food waste (either comminuted (ground up) or not comminuted)

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SHIP MANAGEMENT PTE LTD Garbage Handling
• Other Garbage (Paper, rags, glass, metal, bottles, crockery and similar refuse
either comminuted or not comminuted, etc.).
• Floating dunnage, lining and packing materials.
This garbage storage area is to be arranged with covered garbage storage drums marked as
indicated in the Garbage Management Plan. The table contained in Form TSM 154A “Garbage
Management Plan” (with notations) is to be displayed in the galley and pantries, on the bridge, in the
engine control room, in the accommodation near the mess rooms and in any other place deemed
necessary by the Master. The designated garbage management personnel are:
• To arrange collection of the garbage from all the receptacles placed aboard the
ship as and when necessary but generally weekly, however, galley waste is to
be collected daily.
• To ensure the garbage is properly separated.
• To ensure all processed and unprocessed garbage is stowed in tight, securely
covered containers.
• To ensure that there is no build up of gas from the waste in the storage area.
• To ensure that non compatible waste is stowed separate from each other.
• To ensure the area is kept properly cleaned and disinfected to prevent
infestation by flies, insects, etc.
Crew members must assist in garbage management by properly separating and placing garbage in
the relevant receptacles provided onboard. To assist with separation, extra receptacles are to be
placed in the following areas where feasible:
• Galley & Pantries - 3 in total – 1 marked for Plastics & Plastics mixed with non-
plastics, 1 marked for Food Waste and 1 marked for Other Garbage (Paper,
rags, glass, metal, bottles, crockery, etc.)
• Common rooms – Bridge, Engine Control room, Cargo Control Room, Mess and
TV rooms - 2 in total – 1 marked for Plastics & Plastics mixed with non-plastics
and 1 marked for Other Garbage (Paper, rags, glass, metal, bottles, crockery,
etc.)
• At all other places a single receptacle is acceptable (cabins, etc).
• All garbage containers within the accommodation and machinery spaces are to
be constructed of non-flammable material.
• The garbage storage area outside of the accommodation and engine area may
use plastic containers.
18.3 PROCESSING AND DISPOSAL

To keep the crew properly informed the companies garbage processing requirements Form TSM
154, Waste Management Plan, shall be displayed in the galley and pantries, on the bridge, in the
engine control room, in the accommodation near the mess rooms and additionally at any other place
deemed necessary by the Master. Once garbage has been collected, separated and stowed it must
then be disposed of periodically.
• Wherever possible the ships garbage is to be discharged to proper port facilities
in an effort to minimise the amount of garbage being discharged into the ocean

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• The Chief Officer shall verify the permit or licence of the waste disposal
subcontractor at port
• Only garbage that meets the international and company requirements may be
disposed of into the ocean.
o A Garbage Storage & Disposal Table is detailed in Form TSM 154.
o Special attention and care is to be taken when the ship is in the designated
special areas to ensure compliance with applicable regulations. Special
Areas are detailed in Form TSM 154.
• When garbage is to be processed (burned) onboard:
o This operation is to be carried in strict compliance with the incinerator
manufacturer’s instructions. The instructions are to be readily available
near the operating station of the incinerator and the ship crew operating the
incinerator must be properly instructed and protected.
o Care is to be taken to avoid dangerous situations that may result in injury to
the crew or damage to the machinery (e.g. burning pressurised containers
and aerosol cans, burning items that give off toxic gases).
o Residual clinker and ash is to be stored onboard for disposal at a
convenient port facility.
o No incineration of garbage is to take place while in port limits
o No materials prohibited by MARPOL Annex VI may be incinerated
18.4 GARBAGE RECORDS

A Garbage Record Book is to be maintained onboard. The TSM Garbage Record Book is pre-printed
and includes MARPOL 73/78 regulations and the prescribed method of documentation. Entries are
to be made for :
• Each garbage discharge.
• Each incineration operation.
• Every accidental discharge
• Where garbage is disposed of to port facilities a receipt should be kept for this
operation and attached to the garbage record book.
• Entries of quantity should be made in cubic capacity (e.g. 5 x 200 litre drums = 1
cubic meter (1m3), 1 x 200 litre drum = 0.2 cubic meter (0.2m3), 1 x 20 litre pail
= 0.02 cubic meter (0.02m3), etc)
18.5 MINIMISATION
Masters and department heads are advised that the amount of garbage generated onboard is to be
kept to a minimum. To reduce the garbage generated the following is to be considered:-
• Return packaging from stores and provisions to the suppliers if the packaging
has no special use or purpose onboard.
• Recycle packaging for onboard use (e.g. 20 litre paint drums for use as garbage
bins or as buckets, 200 litre drums for use as garbage storage or pollution clean
up equipment, rope and wire rope to be used for securing, small amount of
dunnage or packaging to be retained for future packaging, etc.).

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• Ordering items in bulk rather than ordering individually packed items.

• Stocking reusable items instead of disposable items (e.g. cups, utensils, towels,
etc.).
• Cleaning items for re-use (rags, etc.).
18.6 SPECIAL CARE ITEMS

Asbestos
• Any asbestos that has to be discarded is to be stored, sealed in plastic and the
quantity advised to Thome who will arrange disposal at an hazardous waste
facility.
Batteries
• Used batteries are to be stored in plastic containers for disposal at approved
facilities.
o Batteries are explosive and must never be burned.
Plastics
• Plastics should never be burnt onboard. Use of compactor if provided to be
made to compact plastic to minimise the storing space.
Used Chemicals
• Used and contaminated cleaning chemicals are to be stored in sealed drums for
disposal to port facilities or preferable, returned to the manufacturer
• Chemicals must never be mixed
• Drums must be well marked and inventoried
• Used chemicals must never be burned.
• Where there are rags or material contaminated with these chemicals:
o Washed dry and recycle if possible
o Burn if not recyclable
o Store for disposal at port facilities if unsafe to burn
Scale and Paint

Scale may be disposed of into the ocean, when the vessel is more than 25 miles from the nearest
land and not in any special areas.
• Paint should be used for the purpose purchased and wastage kept minimal
• Used paint is to be stored onboard for disposal to port facilities.
o Due to flammability and toxicity concerns, used paint must not be burned

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Hazardous and Dangerous Items

• Items such as used aerosol cans, toner cartridges, etc are to be stored for
disposal to port facilities.
Medicines and Medicine Containers

The medicine itself may be disposed of into the ocean, only when the vessel is more than 25 miles
from the nearest land and not in any special areas. The medicine must be ground up to ensure it will
not float or be retrievable
• Any plastic or flammable packaging may be burnt.
• All other packaging is to be stored separately for disposal to port facilities.
• Any narcotic drug disposal must be logged in the Official Deck Logbook.
Oil Impregnated Waste

• Any oil impregnated must be stored carefully and only for short periods as the
waste can be self heating and self igniting.
• Oil impregnated waste (e.g. rags, lining, etc) capable of being burnt in the
incinerator is to be burnt.
• Oil impregnated waste (e.g. scale, etc) is to be stored for disposal at port facility
or until the vessel is more than 25 miles from the nearest land where it may be
disposed of into the ocean.

TSM Form 154 – “Garbage Management Plan”
o Posted in Galley and Mess Rooms
o Red Book
Garbage Record Book
o File No. 20.4
TSM Poster 015 – “Waste Management Placard”
o Posted in Galley and Mess Rooms
 Reference
Experience Feedback: Safety Alert – Fire on Poop Deck. HSSEQ Circular 03-2007
MARPOL 73/78
Port State Regulations
ISO 14001

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Environmental
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19. CARGO VAPOUR EMISSIONS

 Purpose
 Application
 Responsibility
HSSEQ Department
19.1 CARGO VAPOUR EMISSIONS

During loading of volatile or toxic cargoes, venting must take place through approved systems that
expel vapour clear of the tank deck area in accordance with Chapter 16 of ISGOTT.
U.S.C.G. vapour emission control system regulations shall be followed where and when applicable.
All ships should conduct and log details of training in operation of VECS prior to arrival at any
terminal that will be using the VECS equipment. Ships fitted with VECS have an approved operation
and training manual onboard. Ships staff should be acquainted with this manual which forms the
basis of all training. As a general guide, training should include discussion as outlined below
followed by familiarization of the system:
USCG Vapour Control System Regulations

• Review 46 CFR Part 39 - Vapour Control Systems

TSM Form 162 – “Training Record”
o File No. 17.4
VECS Certificate
o Masters File
 Distribution
File Onboard
 References
46 CFR Part 39

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Environmental
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20. MITIGATION OF AIR POLLUTION

 Purpose
The purpose of this procedure is to provide a system whereby smoke stack emissions
from the exhaust of ships machinery and equipment are minimised concerning
environmentally hazardous output
 Application
 Responsibility
20.1 SHIP GENERATED AIR POLLUTION

The list of atmospheric pollutants is long. Of course, there are many different sources of pollutants in
the atmosphere and every sector of human activity is involved (the domestic sector, industry,
agriculture, transport, etc.) as well as nature. It will be seen that the proportion of emissions which
can be attributed to each sector varies considerably according to the constituents. There are several
gases in the air, collectively called greenhouse gases that trap the infrared radiation emitted from the
Earth. Although these gases make up a small percentage of our atmosphere, they significantly affect
the amount of infrared light energy leaving the earth. Therefore, they disrupt the heat budget and are
a cause of global warming. Thome's EMS will focus on mitigation of the well know higher
proportional marine generated air pollutants.
Nitrogen Oxides
Nitrogen dioxide (NO2) is a reddish brown, highly reactive gas that is formed in the ambient air
through the oxidation of nitric oxide (NO). Nitrogen oxides (NOx), the term used to describe the sum
of NO, NO2 and other oxides of nitrogen, play a major role in the formation of ozone. The major
sources of man-made NOx emissions are high-temperature combustion processes, such as those
occurring in automobiles and marine power plants.
Sulphur Oxides
Emissions of SO2 are largely due to the use of fossil fuels containing sulphur (coal, lignite, petroleum
coke, heavy fuel oil, domestic heating oil, diesel oil). All users of these fuels are involved. Certain
industrial processes emit oxides of sulphur but the biggest emitters are generally power stations,
refineries, and large combustion plants such as Marine Diesel Engines. SO2 is a key contributor to
smog and acid rain.
Under MARPOL ANNEX VI, The sulphur content of any fuel oil used on board ships shall not exceed
4.5% m/m. While ships are within SOx Emission Control Areas, such as the Baltic Sea, the sulphur
content of fuel oil used on board ships must not exceed 1.5% m/m.
Solid Particles
For both physiological and psychological reasons, pollution by dust was felt by populations in early
times, and gave rise to regulations long ago, though the toxicity of dust is often less than many
gaseous constituents. Aboard ship, the principal sources are combustion plants. Solid particles act
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SHIP MANAGEMENT PTE LTD Mitigation of Air Pollution
as vectors of different toxic or even carcinogenic or mutagenic substances (heavy metals) and for this
reason remain a major issue of concern.
Carbon Dioxide
The importance attributed to CO2 comes from the rapid increase in the concentration of this gas in
the atmosphere as a result of increased consumption of fossil energy in the world and a major
reduction in the area covered by forests (a tropical forest absorbs from 1 to 2 kg of CO2 per m2 each
year, whereas a European forest or a cultivated field absorbs only 0.2 to 0.5 kg of CO2 per m2 each
year). In addition, the oceans play an essential role in maintaining the general carbon balance. The
increase of CO2 in the atmosphere, in the proportions that we observe, would probably not pose any
problem to mankind for a very long time if it were not for the phenomenon of the enhanced
greenhouse effect and its potential socio-economic consequences, which could prove dramatic
according to the experts.
Carbon Monoxide
Carbon monoxide is produced by incomplete combustion, generally due to badly-adjusted equipment
(especially in the smallest installations). It is also present in the by-products of certain industrial
processes (agglomeration of minerals, steel works, incineration of waste) but also and especially in
exhaust fumes of internal combustion engines.
CFCs - Chlorofluorocarbons
CFC emissions used to be due to the use of products in everyday consumer goods (aerosol
propellants, foams, fire extinguishers, refrigerants, etc.). Under an international agreement, the
production of these substances, which contribute to the greenhouse effect, is now greatly reduced
and in fact largely banned, but given their atmospheric lifetime (about 60 to 110 years depending on
the substances), the quantities present in the atmosphere will continue to have an effect for some
time.
Aboard ship, refrigerating systems are already regulated in relation use of R12 and R-22 gases for
refrigeration plants and Halon gas for fire extinguishing systems is being phased out.
Volatile Organic Compounds

Volatile Organic Compounds contribute to global warming and include vapours produced from the
loading of petrochemical cargoes. Use of Vapour Emission Control Systems (VECS) during the
loading of VOC cargoes will eliminate, most ship generated emissions.
Ozone
This is an important intermediate element in the formation and development of photochemical
oxidants. The ozone layer (stratospheric or 'good ozone') protects us from UV rays from the sun,
whereas tropospheric ozone ('bad ozone') is a very toxic pollutant because it is in direct contact with
humans and other ecosystems. The combination of solar radiation, NOx and Volatile Organic
Compounds encourages the formation of tropospheric ozone.
Shipboard Incineration
Shipboard incinerators also contribute significantly to air pollution generated by vessels. Under
MARPOL Annex VI, substances prohibited from being incinerated include cargo residues from Annex
I (oil), II (Chemicals) and III (packaged dangerous goods) or related contaminated packing materials;

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polychlorinated biphenyls (PCBs) as found in electrical transformer oil; garbage containing more than
traces of heavy metals; and refined petroleum products containing halogen compounds.
20.2 MITIGATION PROCEDURES

Fuel Oil
As SO2 emissions are directly related to the sulphur content of the fuel used, the first solution is,
where possible, to use fuel with a lower sulphur content. For example, it is now possible to find
heavy fuel oils with less than 0.5% sulphur content. The effectiveness of such a measure is a direct
result of a lower sulphur content of the fuel.
Sulphur content of marine fuels (according to MARPOL Annex VI , regulation

14)
Global:
The sulphur content of marine fuels must not exceed:
• 4.50% until 1 January 2012.
• 3.50% from 1 January 2012.
• 0.50% from 1 January 2020 (possible postponement until 2025).
Prior confirmation of Bunkering operations, the minimum sulphur content should be confirmed in
compliance with MARPOL Annex VI ( as noted above)
SECA/ECA:
• 1.50% until 1 July 2010.
• 1.00% from 1 July 2010.
• 0.10% from 1 January 2015
Vessels trading to the SECA Area ( Baltic seas area) should be aware that of the restrictions for
sulphur content allowed in Special Areas under MARPOL Annex VI. Any switch over must be
carefully coordinated with the vessels technical superintendent prior to action. All efforts in this
regard must be logged in the engine log book, including time, date and places of change-over.
Every bunker loading includes a sampling of the fuel oil for analysis by a certified laboratory or
service, such as provided by Det Norske Veritas; the analysis will reveal the sulphur content
The Marine Department is responsible for ensuring that the owners and principals are made aware of
MARPOL Annex VI requirements in order that charter parties may take fuel oil quality requirements
into consideration
Smoke Stack Emissions

The type and colour of smoke from the ship's smoke stack should be monitored on a daily basis in
order to ensure that engines and machinery are operated efficiently and thereby prevent excess
pollutants from entering the atmosphere. To mitigate excess smoke, the following procedure is to be
implemented:
• When vessels noon position is taken, funnel smoke will be observed by the officer
of the watch and compared to the smoke pollution comparison chart provided

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TSM Poster 007. Any constant observation, lasting longer than 30 Minutes, of
level 5 or greater, will be reported to the Chief Engineer.
• Noon smoke observations including the level observed and any actions taken, are
to be logged in the ships log book
• Smoke stack emissions in excess of level five are to be investigated by the engine
department to determine if the air fuel ratio or other factors require adjustment.
The engine department is to adjust machinery settings or induce procedures (such
as a soot bomb) as needed to maintain an efficient burn.
Refrigerants, Halon, and other CFCs

Ships should not emit CFCs into the atmosphere except where installed refrigerant or fire
extinguishing system leakages occur. Only approved gases are used when systems are pumped
down and gases replaced. Crew members should be encouraged to discontinue use of products
such as under arm deodorants and shaving foam which use CFC aerosol propellants.
Cargo Vapours
Tankers which are subject to vapour emission control requirements should be fitted with a Vapour
Emission Control System (VECS) approved by the flag administration. VECS systems should be
utilised in accordance with local requirements.
Incinerators
Substances prohibited under MARPOL Annex VI are not to be burned in the ships incinerator. This
includes:
• Cargo residues
• Refined Petroleum
• Transformer oil
• Used paint or chemical containers
• Batteries or other lead containing materials
A placard listing prohibited materials should be posted in the incinerator room.

TSM Poster 007 – “Smoke Chart”
o Posted on Bridge
o Daily Observation Entered in Ships Log Book
TSM Poster 019 – “Materials Prohibited for Incineration”
o Posted in Incinerator Room
TSM Form 082 – “Storing Reports marked "Environmental Concern"
o File No.20
o Identified Vendor Posted on Web Site
TSM Form 029 – “Refrigeration / Halon Log”

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 Distribution
o As per Distribution Chart
 References
o Thome Ship Management HSSEQ System
o ISO 14001 Sections 4.3.1

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Environmental
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21. WASTE REDUCTION

 Purpose
The purpose of this procedure is to provide guidance on measures which should be used
to minimise waste
 Application
Singapore Office
 Responsibility
Section Heads in each office department
21.1 ENERGY CONSERVATION

Energy Consumption
Staff will be encouraged to reduce energy consumption through practical means wherever possible.
This will include:
• Turning off electrical appliances, computers, and lights when not if use.
• Procurement of new equipment that is EnergyStar, or other similar efficiency
system, rated. Example: Replacement of a 1970s refrigerator with a new
EnergyStar refrigerator can save over 2,000 kWh per year and several hundred
dollars in electricity costs every year while reducing carbon dioxide emissions by
over 2,000 pounds every year.
• Increase Air Conditioner thermostats by 1-3 degrees. Example: An average
home can save over 900 kWh per year, over $100 annually and eliminate 900
pounds of carbon dioxide each year. Depending on the size, units can save 3%
on cooling costs for every degree the thermostat is raised.
• A reduction in the number of light bulbs in use where possible. Replace the five
most frequently used incandescent light bulbs with compact fluorescent bulbs.
Example: This will save over 500 kWh per year, $75 annually and eliminate 500
pounds of CO2.
• On vessels, generators and other auxiliary machinery not necessary for normal at
sea demands, should be taken off line when ever possible
• On vessels, pipes, fitting and duct work associated with heating and cooling
systems should be well insulated and sealed
21.2 RECYCLING AND WASTE MINIMISATION

To reduce the amount of waste generated, the following procedures should be followed:

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SHIP MANAGEMENT PTE LTD Waste Reduction
• Waste copy paper onboard will be separated and re-used for printing of draft
documents so that both sides are used
• Waste copy paper in the office is to be shredded and sent for recycling
• Printing of non-essential e-mail will be discouraged. Section Heads will monitor
department staff and secretaries will monitor paper consumption.
Garbage should be segregated for proper disposal and recycling where possible. Areas should be
established, if adequate space if available, to allow recycling and/or proper disposal of the following
items:
• Clear plastic bottles of grade No.1 & No.2 (drinking water)
• Steel or tin cans with lids
• Scrap Aluminium (beer and drink cans, lathe and press turnings)
• Unbroken glass jars and bottles
• Cardboard boxes
• Broken or antiquated spare parts
• Phone books
• News Papers
• Hazardous waste - for return to supplier or manufacturer
o Batteries
o Toner Cartridges
o Expired Medicine
o Other hazardous items
When storage becomes full, the quantity of material should be weighed or weight estimated and
entered on the Recycling Record Form TSM 165. The materials' destination, whether recycled or
disposed of, is to be recorded. Recycling and waste minimisation measures are voluntary and
subject to space available, availability of facilities, and trade considerations.

TSM Form 165 – “Recycling Record”
o File No. 20
 Distribution
 References

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Environmental
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22. ICE AND WEATHER ENVIRONMENT

 Purpose
The purpose of this procedure is to provide an overview of environmental conditions
which can be expected in areas where navigation in ice occurs. The chapter has four
main sections: a summary of important meteorological and oceanographic features of
the marine environment, a description of basic ice properties, a review of ice conditions
which may be encountered in different regions, and information on icebergs.
 Application
Singapore Office
 Responsibility
Section Heads in each office department
22.1 CLIMATOLOGY AND ENVIRONMENT

Climate: A composite or generalization of day-to-day weather conditions (such as temperature,
humidity, and wind) for a region.
Glacier: A slowly moving river or mass of ice formed on land by the accumulation of snow on higher
ground, sometimes extending to the coastline.
Iceberg: A floating mass of ice which has detached from a glacier and has been carried out to sea.
Icebergs can vary in size and shape.
Sea Ice: Ice which forms on the ocean surface as a result of sea water freezing.
Climate is the long-term product of variability in weather and ocean conditions. In the following
subsections some of the key climatological elements that can be expected in marine areas are
described. Recently, concern for the influence of human activity on the environment has grown. For
this reason, some important aspects of the marine environment which relate to navigation are also
reviewed in this section.
The climatology of ice-covered waters varies widely, as the weather and ocean conditions influencing
climate differ, from the Great Lakes and St. Lawrence River in the south to the waterways between
the Arctic Islands in the north. Environmental considerations are also diverse. It is only possible to
highlight key aspects here. Detailed information on weather, ocean, and environmental conditions
may be obtained through other sources.
Air Temperature Patterns

Formation and growth of sea ice depends on the air temperature falling below freezing (0°C) and
subsequent lowering of sea surface temperatures. The length of time when air temperatures are
below freezing varies considerably over waters affected by ice.
The occurrence of air temperatures lower than 0°C is an important sign of approaching winter.
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SHIP MANAGEMENT PTE LTD Ice and Weather Environment
Sea-ice growth usually starts sometime after freezing air temperatures are achieved because the
freezing point for sea water, which contains salts, is between -1.6° and -1.7°C. Also warmer water
from within the ocean may reduce the effect of freezing air temperatures on the surface water, further
delaying ice growth.
Major Storm Tracks and Wind Conditions

Weather systems tend to move along preferred paths. Major storm tracks during the summer months
pass through the St. Lawrence Lowlands, with storms developing and moving out to sea in a
northeasterly direction over the Grand Banks of Newfoundland and the Labrador Sea. Storm systems
tracking toward the southern tip of Greenland may move entirely into Davis Strait or may split with a
portion continuing toward Iceland. The storms which move completely into Davis Strait tend to
produce the most severe weather conditions in the Arctic.
Storms in the Arctic also tend to follow preferred routes, particularly south of Parry Channel; storms
follow a general west to east track, with a tendency to spiral northward. Over the Beaufort Sea and
Western Arctic Islands, there are several principal storm tracks. During the summer months, there is
an important west to east storm track along 75°N and a storm track following the mainland coast into
northern Hudson Bay. In the fall, these patterns break down and by winter the most common storm
track is through the Bering Sea eastward to Banks Island.
The important weather features affecting the North Atlantic during winter are a low pressure area, the
Icelandic Low, centred southeast of Greenland; and a continental high pressure system which
develops west of Hudson Bay.
Individual storms may behave quite differently. For instance, it is not uncommon to encounter severe
weather conditions resulting from low pressure systems which move northwestward across the
Labrador Sea into the Arctic, or northward along the United States eastern seaboard into the Gulf of
St. Lawrence and onto the Grand Banks. These variations in normal weather patterns can result in
large departures from typical seasonal weather conditions, affecting wind speed and direction, air
temperature, precipitation, and visibility, and can produce unseasonal ice conditions for a given
region.
Polar Lows
Arctic instability lows or polar lows are small, intense low-pressure events that may not be detected
or predicted by meteorologists. However polar low systems may be forecast before they form when
conditions are favourable to support their development. Fortunately, polar lows can be seen on
satellite images; and once the polar low has been flagged, the meteorologists can alert the marine
community to their existence. Unfortunately, there are periods when a given area is not covered by
satellites; so the first indication of a polar low may be a sudden change in pressure, rapid increase in
wind, or heavy snow flurries at a ship or land station.
Polar lows are known to occur in the North Atlantic, North Pacific, Hudson Bay, Hudson Strait, Davis
Strait, Baffin Bay, Labrador Sea, and Chukchi Sea. Small versions of polar lows can also exist on the
Great Lakes. Polar lows form near the ice edge or coast where very cold air flows from ice or land
surfaces over open water, which is warm relative to the air temperature. The cold air warms, rises,
the pressure falls, a circulation evolves and, depending on other supportive factors such as cooling
aloft, the polar low deepens or weakens. Polar lows usually occur during the fall, winter, and early
spring. They are low-level features, generally steered by the winds at 1200 - 2500 m. Polar lows,
which get their support from upper troughs or cold upper lows, tend to move in the direction of that
upper feature.
Polar lows are often accompanied by strong winds and areas of moderate to heavy precipitation. A
polar low can form in as few as 12 hours and seldom lasts more than a day. However, under

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stagnant weather systems, polar lows or a family of polar lows can persist for several days. Table 3
demonstrates the rapid development of a polar low. In this case the low was documented by the
Canadian Coast Guard Ship Norman McLeod Rogers on October 3, 1987 while in Hudson Strait. A
polar low developed rapidly and gave the vessel winds of gale strength within hours of the winds
being light.
Precipitation Patterns
Precipitation patterns vary considerably between the Great Lakes in southern Canada and the Arctic
islands provides an indication of rainfall patterns by showing information for selected coastal stations.
Rain and snow may be of concern to shipboard activities in spring and fall when rain, combined with
low temperatures, can result in vessel icing.
An important factor in determining precipitation amounts is the availability of moisture sources. In the
high Arctic, water available for precipitation is generally low. However, areas of relatively high
amounts of available water are found around southern Baffin Island in Davis Strait and in the
Amundsen Gulf-Victoria Island area. The northern and central parts of the Arctic have lower moisture
availability which is reflected in lower rain and snowfall in these areas.
Fog and Visibility

Sea Fog or Advection Fog: Fog which forms when relatively warm, moist air moves over colder
water.
Sea Smoke or Evaporation Fog: Fog resulting when the air is very much colder than the sea.
Marine visibility is affected by a number of factors including daylight hours, precipitation, blowing
snow, and fog. The number of daylight hours available for navigation becomes a particular concern
the further north one travels. In the Arctic, extended daylight conditions occur through the summer,
whereas the converse is true during the winter months.
Fog is a major cause of low visibility at sea. It is particularly common in Baffin Bay in the spring and
summer and on the Grand Banks at all times of the year. Sea fog, or advection fog, forms when
warm, moist air moves over colder sea-water. As the air cools below its saturation point, excess
moisture condenses to form fog. This type of fog may cover large areas and may persist for long
periods, even under windy conditions, provided a continuous supply of warm moist air is available.
A second type of fog, sea smoke, or evaporation fog, forms when cold air moves over warmer sea-
water. In this case moisture evaporates from the sea surface and saturates the air. As the air is cold,
excess moisture condenses to form fog.
During the summer, fog often will develop over an ice pack or ice-covered waters. It is believed that
this type of fog forms when melt-water on the ice surface warms, saturates the air, and condenses to
produce fog.
Blowing snow is an important contributor to reduced visibility during winter months. In addition to wind
strength, the time since the last snowfall affects the amount and duration of the blowing snow. Snow
compacts over time and, as a result, the longer the interval between snowfall and a strong wind
event, the less likelihood there will be of significant amounts of blowing snow.
Freezing Spray and Superstructure Icing Conditions

Accretion: The building up of ice on a ship from freezing spray, fog, freezing precipitation, or wet
snow.

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Freezing spray: Ice which forms on a ship's hull and topside facilities as sea spray comes in contact
with cold metal.
Super-structure icing: The formation of ice on a ship's hull or deck facilities, caused by freezing sea
spray, precipitation, or fog.
Vessels operating in Canadian waters in late fall and winter are likely to experience some degree of
topside icing on decks, bulwarks, rails, rigging, and spars. Icing can hinder shipboard activity and, in
extreme cases, it can seriously impair vessel operations and stability. The accumulation of ice on a
ship's superstructure can raise the centre of gravity, lower the speed and produce difficulty in
manoeuvering. Icing can also cause various problems with cargo handling equipment, hatches,
anchors, winches, and the windlass. Smaller vessels are most at risk.
Icing on vessels can result from freshwater moisture such as fog, freezing rain, drizzle, and wet
snow, or from salt-water including freezing spray and wave wash. Icing from advection and
evaporation fog can be a problem in the fall months, but occurs rarely in winter as moisture sources
are minimal once an ice cover forms. Icing arising from precipitation can occur when there is an
accompanying drop in air temperature, but its occurrence is generally limited to the spring and fall
months. In the Arctic, it is an infrequent phenomenon, with most areas experiencing less than 25
hours annually. Areas such as western Baffin Bay, Davis Strait, and Amundsen Gulf near Cape Parry
experience 25 to 50 hours of icing annually, whereas off Brevoort and Resolution Islands icing may
occur for as many as 100 hours each year.
Of the various forms of superstructure icing, freezing spray is the most common, and is the most
severe cause of ice build-up. It can occur whenever the air temperature falls below the freezing
temperature of sea-water and when sea-surface temperatures are below 6°C. To get spray icing you
need a source of spray, and enough cooling from the atmosphere so that spray freezes to an object
before it has had time to run off. Freezing spray can be experienced in almost all Canadian waters,
although it is more frequent and more severe in coastal waters off eastern Canada. Ice accretion
rates from freezing spray can exceed 2 cm/hr and ice build-up of over 25 cm is not uncommon.
In addition to air temperature and wind speed, other factors affecting freezing spray accumulation are
the particular ship characteristics including size and shape of deck fittings. Smaller vessels are
exposed to more spray, and lose stability more rapidly than larger vessels. Finally, it is important to
note that the presence of sea or lake ice will reduce wave generation and the potential for freezing
spray. As a general rule, it can be assumed that freezing spray will not be a problem once the ice
cover exceeds 6/10 concentration. Once vessels are in the ice, the potential for freezing spray is
virtually zero. The preceding paragraphs describe the general process of superstructure icing, but
variations in spraying and heat loss over the vessel can result in significant variations in ice
accumulation rates, depending on elevation and exposure of a shipboard object. For instance, ice
accumulates more rapidly on rigging and spars, increasing the potential for a vessel to capsize.
The effects of freezing spray can be minimized by slowing down in heavy seas to reduce bow
pounding, running with the sea, or seeking more sheltered sea conditions near-shore or in sea ice.
Another option may be to head to warmer waters, although this is not possible in many Canadian
marine areas.
Under severe icing conditions, manual removal of ice may be the only method of preventing a
capsize. It is important for the Master to consider the predicted duration of an icing storm and the rate
at which ice is accumulating on his vessel in determining which strategy to follow. Several tips for
minimizing icing hazards on fishing vessels are:
• Head for warmer water or a protected coastal area;
• Place all fishing gear, barrels, and deck gear below deck or fasten them to the
deck as low as possible;

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• Lower and fasten cargo booms;

• Cover deck machinery and boats;
• Fasten storm rails;
• Remove gratings from scuppers and move all objects which might prevent water
drainage from the deck;
• Make the ship as watertight as possible;
• If the freeboard is high enough, fill all empty bottom tanks containing ballast piping
with sea-water; and
• Establish reliable two-way radio communication with either a shore station or
another ship.
Freezing spray warnings are included in marine forecasts by Environment Canada. However, it is
difficult to provide accurate icing forecasts as individual vessel characteristics have a significant effect
on icing. Graphs assessing the rate of icing based on air temperature, wind speed, and seasurface
temperature can provide a guide to possible icing conditions, but should not be relied on to predict ice
accumulation rates on a vessel. Caution should be exercised whenever gale-force winds are
expected in combination with air temperatures below -2°C.
Specific regional information concerning ship icing is given below for the Gulf of St. Lawrence,
Labrador Sea and Hudson Bay, and Arctic waters including Baffin Bay and Davis Strait.
Gulf of St. Lawrence

In the Gulf of St. Lawrence, freezing spray is the most frequently reported cause of vessel icing.
Freezing spray is also responsible for the heaviest ice accumulations, which can exceed 25 cm in
thickness. Freezing precipitation and supercooled fog are less frequently reported and are typically
responsible for accretions of 1-2 cm thick.
Spray icing can be encountered in the Gulf area any time from November to April, although it is most
frequently reported from December to February. During January, potential spray icing conditions are
encountered more than 50 per cent of the time. Freezing rain is most frequently experienced from
December to April, and supercooled fog is reported from January to March.
Freezing spray conditions in the Gulf are usually produced by intense winter storms situated off the
Canadian east coast. These storms set up a strong northwesterly flow of cold arctic air over the Gulf
area which produces snow showers and squalls over open water. During spray icing events, the air
temperature is typically around -10°C with 30-knot northwesterly winds and 2 to 3-m waves. Spray
icing potential would be greater in the Gulf area were it not for short fetches and the presence of
extensive ice cover which limit wave generation.
From an investigation of icing thickness reports in the Gulf, three areas showed heavier icing
accumulations: (1) the central Gulf area west of the Magdalen Islands; (2) the Strait of Belle Isle off
Flowers Cove; and (3) north of the Gaspe Peninsula off Cap de la Madeleine. These heavier
accumulations may result from more intense local icing conditions (such as shorter, steeper waves)
or because the areas are visited by vessels more susceptible to spraying and consequently to icing.
Labrador Sea and Hudson Bay

In the Labrador Sea and Hudson Bay, the main cause of vessel icing is freezing spray. Freezing
spray is also responsible for the heaviest ice accretions which can exceed 20 cm. Icing from
supercooled fog and freezing precipitation are less frequently reported, and are generally responsible
for small amounts of accreted ice, about 1-2 cm. Arctic sea smoke can accompany spray icing if air

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temperatures are very cold: vessel icing reports from east coast waters show that combined spray
and fog icing conditions are more frequently experienced in the Labrador Sea.
The potential for spray icing exists from October to May in both areas. However, this is modified in
Hudson Bay by the heavy ice cover which restricts vessel speed and wave growth for most of the
winter. Spray icing is, therefore, most frequently encountered in October and November when
temperatures are dropping, but before the ice cover has advanced significantly. In contrast, spray
icing can be encountered throughout the winter off the Labrador coast, where conditions leading to
spray icing exist more than 30 per cent of the time in January and February.
In Hudson Strait and Hudson Bay, freezing precipitation is most likely in the spring and fall, whereas
in the Labrador Sea, freezing precipitation is experienced over the entire winter period. Supercooled
fog is most frequently reported in February and March in the Labrador Sea, and in the fall for Hudson
Bay. It should be noted that it is very difficult to obtain information about the winter marine climate of
Hudson Bay because there are very few ship reports.
Freezing spray conditions are usually produced by large, intense cyclones centred to the northeast of
each area. These storms set up strong west-northwest flows of cold arctic air, which produce snow
showers and squalls over open water. During spray events in the Labrador Sea, the air temperature
is typically -10°C with 30-knot westerly winds, and 4 to 5 m waves. Typical conditions are less severe
in Hudson Bay, with an air temperature of -6°C, 25-knot northwesterly winds, and 2 to 3 m waves.
Because icing events in the Labrador Sea are most frequently associated with westerly winds,
conditions can appear deceptively sheltered near shore. The danger here is that if small coastal
vessels venture out in these conditions, severe icing may be encountered offshore.
From an investigation of icing thickness reports in the Labrador Sea, one area showed noticeably
heavier ice accumulations: average accretion thicknesses exceed 10 cm on Hamilton Bank (54°N,
55°W), whereas they are typically 4-5 cm elsewhere. These heavier accumulations may result from
more intense local icing conditions (for example shorter, steeper waves), or because this area is
visited by vessels more susceptible to spraying and consequently to icing.
Arctic Waters
Generally, freezing spray is less of a problem in the Arctic than in the Gulf of St. Lawrence or the
southern Labrador Sea, but the likelihood of marine icing incidents is at its greatest potential (over
20% of the time) during the fall. This is the period when the air temperatures are significantly below
zero and open water is still prevalent in Baffin Bay, Davis Strait and the northern portions of the
Labrador sea. Although it occurs less frequently, incidents of freezing spray in the western Arctic and
Beaufort Sea have been reported, with extreme cases of ice accumulation exceeding 15 cm.
Tides and Currents

Bathymetry: The form of the bottom of a body of water, usually shown by contour lines of depth.
Gyre: Movement of water in a circular or spiral path.
Storm surge: Movement of the sea up and down or to and fro during a strong storm.
Tides and currents are important factors in the behaviour of sea ice and icebergs. While the
circulation patterns are relatively constant, at local or regional scales, the circulation may vary
considerably. The following paragraphs summarize key aspects of the mean surface currents,
beginning with the southern regions, continuing northward. In the Great Lakes, tidal influence on
water level is so small (only a few centimetres) as to be insignificant to navigation.

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Gulf of St. Lawrence

The main flow of water through the Gulf of St. Lawrence comes from the St. Lawrence River, into the
Gulf, and then southeastward toward Cabot Strait. There are two areas of strong outflow, the Gaspé
Current, flowing at a mean speed of 0.5 to 1.0 knots, and the Cape Breton Current, with a mean
speed of 0.50 to 0.75 knots. Weaker inflowing currents can be found off the southern tip of
Newfoundland (Cape Ray) and along the south coast of Anticosti Island. Weak currents are also
found over the Magdalen Shallows and in the Gulf's northeastern arm. There is a variable tidal
stream through the Strait of Belle Isle near the surface. At greater depths there is a net inward flow.
The mean tidal range in the Gulf of St. Lawrence is 0.6 to 2.2 m. In the St. Lawrence River, tidal
ranges are higher, from 2.0 to 4.6 m.
East Coast and Labrador Sea

The Labrador Current dominates the circulation of both the Labrador Sea and Newfoundland waters.
It flows north to south, drawing water from the cold Baffin Current. A portion of the West Greenland
Current crosses Davis Strait to join the Baffin Current. Along the Labrador coast, the Baffin Island
water remains inshore and the West Greenland water flows along the outer shelf edge.
The two portions of the Labrador Current exhibit different characteristics: the Baffin Current is fresher
and colder than the West Greenland Current water. Current velocities also differ, with inshore speeds
about 6 nautical miles per day compared to 10 to 20 nautical miles per day further offshore.
As the Labrador Current reaches the Grand Banks, the continental shelf widens, the current slows,
and splits with one stream flowing between the western edge of the Banks and Newfoundland and
the other flowing along the northern edge and eventually southward through the Flemish Pass.
Currents over the Banks tend to be weak and variable in direction.
Along the east coast of Newfoundland, the mean tidal range is from 0.8 to 1.6 m and off the coast of
Labrador tides vary from about 0.4 m in Lake Melville to 4.6 m off Cape Chidley at the north tip of
Labrador.
Arctic Waters
Although there has not been a great deal of measurement of ocean currents in the Arctic, general
circulation patterns are understood.
The ocean circulation system in Baffin Bay is particularly important to Arctic navigation. The counter-
clockwise flow carries relatively warm water northward along the west Greenland coast, across Baffin
Bay at the north end, and mixes it with southward-flowing cold water from Nares Strait between
Greenland and Ellesmere Island. Combined with a smaller cold water outflow from Jones Sound and
a larger outflow from Lancaster Sound, the current carries cold water southward along the east Baffin
Island coast. The current speed along the northeast coast of Baffin Island is about 0.8 knots in the
summer. Very little is known about seasonal variability.
There are two ocean surface circulation patterns in the Arctic Ocean – the Beaufort Gyre and the
Trans-Polar Drift. It is generally believed that the outflow along east Greenland is from the Trans-
Polar Drift, whereas the outflow through the Canadian Arctic Archipelago is from the Beaufort Gyre.
However, oceanographic studies indicate that Nares Strait water also comes from the Trans-Polar
Drift, with the eastern-most outflow of the Beaufort Gyre passing through Nansen Sound. Through
other parts of the Archipelago, there tends to be southeastward drift in the Queen Elizabeth Islands
and eastward flow through Parry Channel.
Wind-generated currents are important in many of the smaller water bodies surrounding the Arctic
islands. The nature of these currents varies with wind velocity, fetch, water depth, and local
topographic relief.

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In the Western Arctic, the clockwise rotation in the Arctic Ocean results in a net east to west flow in
the Beaufort Sea. Current speeds are moderate, on the order of 1 to 2 knots. Wind-induced currents
and discharge from the MacKenzie River can affect both the speed and direction of water currents in
the Beaufort Sea.
The Eastern Arctic is affected by tides with average daily ranges of 2 to 3 m, although large ranges in
excess of 6 m are sometimes observed. Local anomalies may alter these ranges between high and
low tides and may result in strong tidal currents in some areas. Narrow channels such as Hell Gate,
Penny Strait and, to a lesser degree, Nares Strait and Byam Channel, are examples of this. Tides in
the eastern Arctic are highest in the Hudson Strait and Iqaluit areas where Atlantic tides are felt. In
the western and central Arctic, including most of the Queen Elizabeth Islands west of Resolute Bay,
Arctic tides predominate. The Arctic Ocean, due to its polar location, has the lowest tidal range of any
of the world's oceans. Here, average daily ranges are generally less than 1 m.
In addition to affecting vessel operations, tides may result in intermittent pressure within an ice cover,
affecting navigation. Table 6 illustrates the range in tides through the Canadian Arctic. Detailed tidal
information for Arctic Island waterways is available in the latest edition of the Canadian Tide and
Current Tables, available through Fisheries and Oceans Canada.
In some areas, particularly around the Beaufort Sea, storm surges affect sea levels as much as do
tides. In ice-free summers, storm induced sea-level increases of up to 1 m are common, and may
persist for several hours. In some embayments, such as Tuktoyaktuk Harbour, surge levels may
exceed 2 m. Tuktoyaktuk surge increases are associated with onshore winds, while temporary
decreases in sea level occur in response to strong offshore winds. Negative surges can hinder vessel
traffic in and out of Tuktoyaktuk Harbour because of relatively shallow water depths. Winter surges
also occur in the Beaufort Sea but less frequently. However, even moderate highwater levels can
force large pieces of ice onto beaches.
Environmental Disturbances
Environmental effects of a harmful nature are becoming an increasingly important concern in marine
navigation. This concern applies to navigation in ice-covered waters where special navigational
considerations may have a potential for environmental disturbance. While it is clear that accidents
can have a detrimental effect on the environment, even normal marine operations have the potential
to affect valued components of the environment. Valued components may include the following :
• Rare or threatened species or habitats;
• Species or habitats which are unique to a given area;
• Species or habitats which are of value for aesthetic reasons;
• Species which may be used by local populations; and
• Cultural and socio-economic practices of local populations
There are numerous potential effects which are not unique to ice environments; however, the
presence of ice, cold temperature, and remote location, may enhance the level of disturbances over
similar activities in milder environments.
Some specific environmental disturbances which are unique to ice-covered waters, include the
possible restriction of on-ice travel of local populations when a track is created in the ice, potential
disruption of the formation or break-up process for local ice edges and, in the early spring, disruption
of seal breeding on the ice.
Potential disturbances arising from normal operations are generally location-specific. In most cases,
avoiding sensitive areas and times of the year will mean that disturbances can be avoided.
Adherence to navigation practises, as outlined in this manual, will minimize the risk of environmental

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disturbances from navigation in ice. Navigators should consider how their ship might affect the
environment and take measures to minimize the disturbance.

TSM Form 165 – “Recycling Record”
o File No. 20
 Distribution
 References

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Quality Assurance into the

21st Century and beyond

Change No. And Description Date of Date of Initials Signature

Change No.1 01 Jan

Change No.2 01 Apr

Change No. 3 01 Sep

Change No. 5 01 Oct

EMS Doc 020 01 Oct

CONTROLLED Revision: 01 Aug 2012

Change No. And Description Date of Date of Initials Signature

Change No. 8 01 Jun

Change No. 8 01 Sep

CONTROLLED Revision: 01 Aug 2012

Change No. And Description Date of Date of Initials Signature

Change No. 9 01 Dec

Change No. 10 01 Jun

Change No. 11 01 Jul

Change No. 14 01 Jun

Change No. 15 01 Nov

Change No. 16 01 Jan

Change No. 17 01 Feb

Change No. 18 28 Feb

Change No. 19 01 Sep

CONTROLLED Revision: 01 Aug 2012

Change No. And Description Date of Date of Initials Signature

Change No. 20 10 Oct

Change No. 21 01 Apr

Change No. 22 01 Jul

CONTROLLED Revision: 01 Aug 2012

PART A SAFETY AND HEALTH DOCUMENTS

001 Promotion of Safety and Health 1st Apr 2012

002 Accidents, Incidents and Hazardous Occurrences 1st Jul 2012

003 Corrective and Preventive Actions 1st Apr 2012

004 Health and Hygiene 1st Apr 2012

005 Personal Safety 1st Apr 2012

006 Shipboard Safety Familiarization 1st Jun 2007

007 Hazardous Work 1st Apr 2012

008 Pump-Room and Enclosed Space Entry 1st Apr 2012

009 Hot Work Procedures 1st Apr 2010

010 Safe Working Practices 1st Sep 2011

011 Medical Safety and Preparedness 1st Jul 2007

012 Tanker Safety at Terminals 1st Dec 2008

014 Calibration of Measuring Instruments 1st Nov 2010

015 Drug and Alcohol Testing 1st Apr 2012

016 Risk Assessment Onboard 1st Apr 2012

018 Critical Equipment 1st Nov 2010

CONTROLLED Revision: 01 Aug 2012

PART B ENVIRONMENTAL MANAGEMENT SYSTEM DOCUMENTS

001 Environmental Management System 1st Jun 2007

002 Environmental Objectives and Policy 1st Sep 2011

003 Evaluation of Environmental Aspects 1st Apr 2012

004 Identification of Legislation 1st Apr 2012

005 Environmental Planning 1st Apr 2012

006 Structure and Responsibility 1st Apr 2012

007 Training, Awareness and Competence 1st Jun 2007

008 Communications 1st Jun 2007

009 Documentation 1st Jun 2007

010 Operational Control 1st Jun 2007

011 Emergency Preparedness and Response 1st Apr 2012

012 Checking and Corrective Action 1st Apr 2012

013 Records 1st Jan 2010

014 Environmental Management System Audits 1st Apr 2012

015 Management Review 1st Apr 2012

016 Pollution 1st Apr 2012