EMERGENCY RESPONSE MANUAL

SN017

EMERGENCY RESPONSE MANUAL

SN017

EMERGENCY RESPONSE MANUAL

SN017

EMERGENCY RESPONSE MANUAL

SN017

Sealion Shipping Ltd

Emergency Response
Manual

SN017

Safety Management System

SN017 Emergency Response Manual

Individual Review Record

All appropriate personnel should sign below to indicate that they have
read and understood the appropriate section relating to their responsibilities

Date

Name

Rank

Section

Signature

To be inserted at the front of the manual

Revision Number 1

Page

of

th

Revision Date 14 March 2011

Safety M
Manage
ement S
System
SN0
017 Emerrgency Response
R
Manual

x
Index
1 Emergency R
Respon
nse Man
nual In
ntroduc
ction
A
Appen
dix A: Office Contac
cts List
2 Shipbo
S
oard Em
mergen
ncy Res
sponse
e and
Preparredness
s Proce
edures
s
3 Office
O
Emerg
gency R
Respon
nse and
d Prepa
aredne
ess
dures
Proced
Contin
4 Office
O
ngency Plans
5 Emergency R
Respon
nse Pro
o Forma
a Docu
uments
s

R
Revision Sta
atus
Sec
ction
Conttents
Ind
dex
1
1 Ap
pp A
2
3
4
5

Revision Number: 3

Com
mments

D
Date

Rev

Updated Se
ection 1 App A
First Issue
Updated C
Contacts Listt
Revised 2.5.5, 2.5.6
Re
evised 3.2.2, 3.2.6.7, Inse
erted 3.3, 3.4
4.8, 3.4.11, 3.4.12
First Issue
As pe
er index.

09.0
01.2012
30.0
06.2010
09.0
01.2012
23.0
09.2011
23.0
09.2011
30.0
06.2010
23.0
09.2011

3
0
9
1
2
0
2

Page 1 of 1

th

Revision Date: 09 Ja
anuary 2012

Safety Management System

SN017 Emergency Response Manual

1 Emergency Response Manual Introduction

1

Emergency Response Manual Introduction ........................................................... 1-1

1.1

Introduction .................................................................................................... 1-2

1.2

Background .................................................................................................... 1-2

1.3

Purpose ......................................................................................................... 1-2

1.4

Structure ........................................................................................................ 1-3

1.5

Priorities ......................................................................................................... 1-3

1.6

Shipboard Responsibility................................................................................ 1-3

1.7

Shipboard Emergency Response Capabilities ............................................... 1-3

1.8

Company Responsibility................................................................................. 1-4

1.9

Company Emergency Response Capabilities ................................................ 1-4

1.10

Emergency Communications ......................................................................... 1-4

1.11

Shipboard Plans............................................................................................. 1-4

1.12

Emergency Response Flowchart ................................................................... 1-5

30.06.2010

First Issue

C. Maggs

D. Laird

S. R. Marshall

Rev

Date

Introduction

Prepared By

Reviewed By

Approved By

Revision Number 0

Page 1-1 of 5

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Revision Date 30 June 2010

Safety Management System

SN017 Emergency Response Manual
1.1 Introduction
This document defines the emergency response plan and preparedness requirements
that the UK Head Office and the Toisa Fleet have in place to respond and prepare for
any emergency.
This manual defines, in general terms, the planned response by Sealion when they are
notified of an emergency situation.
1.2 Background
Sealion Shipping Ltd manage and operate the Toisa fleet for and on behalf of the
owners.
The UK head office is based in Farnham, Surrey with 3 subsidiary global offices which
assist in the local operation of certain vessels. The locations of all offices are as follows:
UK Head Office
Sealion Shipping Ltd
Gostrey House
Union Road
Farnham
Surrey GU9 7PT
Tel: +44 (0) 1252 737 773
Fax: +44 (0) 1252 737 770

Singapore Office
Toisa PTE ltd
150 Beach Road
#25-02 Gateway West
Singapore 189720
Tel: +65 6222 4606

Brasil Office
Sealion do Brazil
Navegacao
Estrada de Imboassica
853-parte
Cep 27.937
Imboassica Macae
Rio De Janeiro
Brazil
+55 (0) 2106 1601

Aberdeen Office
Sealion Shipping Ltd
Steadfast House
Greenwell Road
Aberdeen
AB12 3AX
+44 (0) 1224 870 045

1.3 Purpose
This manual is intended to be used by Sealion managed assets and offices to plan,
prepare and respond to any emergency situation which may affect the Toisa fleet.

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Safety Management System

SN017 Emergency Response Manual
1.4 Structure
Manual SN017 Emergency Response Manual is divided into 4 main Parts:
Part 1 General
This Part contains general information concerning the Sealion emergency response set
up.
Part 2 Ship Emergency Response and Emergency Preparedness
This Part contains instructions and actions for the vessel to follow in the event of an
emergency.
Part 3 Office Emergency Response and Emergency Preparedness
This Part defines the fundamental principles of emergency response within Sealion and
gives guidance and instruction for Office Emergency Response.
Part 4 Office Contingency Plans
Contained within this section are the Office Contingency Plans which details guidance
for management to assist in a structured response to a number of scenarios.
Part 5 Emergency Response Pro Forma Documents
This Part contains descriptions and templates of the Emergency Response Pro Forma
Documents used by the Emergency Response Team to assist in carrying out an
effective response.
1.5 Priorities
Sealion take the following priorities in any emergency situation:
1. The safety of personnel.
2. Protection of the environment.
3. Protection of assets.
1.6 Shipboard Responsibility
It is the responsibility of every seafarer and 3rd Party involved to be aware of the ship's
emergency procedures. In particular, all applicable personnel should be familiar with
their own and other persons muster station(s) and emergency duties.
1.7 Shipboard Emergency Response Capabilities
The Toisa fleet as required by applicable legislation and the Sealion Safety
Management System are fully trained in emergency response procedures.

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Safety Management System

SN017 Emergency Response Manual
1.8 Company Responsibility
Sealion will manage emergency situations and response in conjunction with the
appropriate 3rd parties. Sealion will respond to emergency situations 24 hours a day,
365 days of the year. There are dedicated duty responsibilities and procedures which
are detailed within this manual to ensure a full and effective response to the emergency.
1.9 Company Emergency Response Capabilities
Sealion have proven facilities to respond to any emergency situation to which the Toisa
fleet could be exposed.
1.10 Emergency Communications
Duty Lists are published on a weekly basis and distributed to the appropriate persons in
a controlled manner. If for any reason the Duty List is not received, appended to this
section is a list of Office Contact Details with an order of priority of contact column.
Contact details for the fleet are appended to this section and can be used when
necessary. However it is requested that communications are directed through the office
to ensure that the appropriate information can be given without unnecessarily
inconveniencing the applicable vessel.
Sealion website: www.sealionshipping.co.uk
1.11 Shipboard Plans
General vessel information leaflets are posted on the Sealion website and are available
for download.
All necessary plans are available onboard each of the vessels and within the Office.
Plans can be emailed to third parties in Portable Document Format (.pdf) or Autocad
(.dwg) format.

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Safety Management System

SN017 Emergency Response Manual
1.12 Emergency Response Flowchart
This flowchart gives a high level summary of how the Office(s), Vessel(s) and Third
Parties interlink within the overall management of emergency response.

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Title

SM
MS Section: SN
N017/1/Appendix
xA

Prepareed By: CM

Rev No. 9

Office
e Contacts List

Da
ate: 09.01.2012
2

Approveed by: DT

Page 1 of 1

Offic
ce Contacts
s List
Contact

Location

Position

Ho
ome Numbeer

Mobile
e Number

Ali Jenkins

UK

+44 7775 665 998

Andy Lenn

UK

4 239 252 81665

+44

+44 779
95 668 315

Andrew
w Louch

UK

Angeles Aguado

UK

Ann F
Falls
Anna Sam
mborska

UK
UK

Perso
onnel Superv
visor
Seniorr Superintend
dent
Engineer
Marine
e Superintendent
Charttering Assistant
(Legal)
Perso
onnel Superv
visor
Charttering Assistant

Chris M
Moncur

SINGAPORE

Regiona
al Manager, S.E.A.
S

Christopher Maggs
David T
Thomas
Ewan Po
orthouse
Garry T
Tasker

UK
UK
UK
UK

Ged M
Murray

UK

Ian Maccdonald
John Th
homson
Jon Ge
ershon
Jon Go
olding
Jonathan
n Bower
Ken Th
homas
Kim L
Locke
Kyle N
Nevey
Marcuss Cave

UK
UK
UK
UK
UK
UK
UK
UK
UK

HS
SEQ Manage
er
Marine
e Superintendent
Marine
e Superintendent
Superin
ntendent Eng
gineer
Seniorr Superintend
dent
Engineer
Superin
ntendent Eng
gineer
Perso
onnel Manag
ger
Assista
ant I.T. Mana
ager
Comm
mercial Direc
ctor
Marine
e Superintendent
Fina
ance Manage
er
Charttering Assistant
HSE
EQ Coordinattor
Na
aval Architectt

Mike H
Heffer

BRASIL

Marine
e Superintendent

Oliver Stock
Perso
onnel
Assisstants
Ray C
Crosby
Roberrt Mills
Robin L
Lanigan
Simon Hayes
Sri
Steve D
Drysdale
Steve M
Marshall

UK

Superin
ntendent Eng
gineer

UK

Perso
onnel Assista
ants

+44 7771 888 429

UK
UK
UK
UK
SINGAPORE
UK
UK

+44
4 1252 713 3660
+44
4 1494 874 6 10

+44 788
87 945 128
+44 788
80 701 177
+44 792
20 499 367
+44 7973 745 328
+65 917 135 76
+44 778
86 540 310
+44 778
85 390 954

Stewartt Bland

UK

4 1314 541 7774

+44

+44 776
65 981 298

Viniciuss Costa
Wallace Andrew

BRASIL
UK

New B
Building Mana
ager
Superin
ntendent Eng
gineer
Tech
hnical Manag
ger
I.T
T. Manager
Marine
e Superintendent
Charttering Assistant
Fl eet Director
Cate
ering Service
es
Manager
SBN G
General Mana
ager
Na
aval Architectt

+55 229
99 833 039
+44 778
86 853 526

+44 792
20 499 365
4 203 202 10550
+44

+44 782
24 415 546

+6
65 6222 46 066
(Office)
+44
4 1189 561 9552
+44
4 1674 674 0555

+44 7775 870 164

+44 774
47 474 977

4 1962 735 2335

+44

+44 788
87 942 392

+44
4 2380 730 2775
+44
4 1428 713 7553
+44
4 1256 381 0440

+44 7717 691 655

+44 7771 547 410
+44 776
66 727 571
+44 7771 888 392
+44 7775 923 088
+44 776
69 947 033
+44 779
95 604 680
+44 779
95 668 316
+44 792
20 499 366

+44
4 7795 614 3009
(UK Blackberryy)

+65 8127 49 84
+44 778
86 517 485
+44 782
25 090 854
+44 7810 353 498
+44 750
00 933 492

+55 229
9 9841 866
+44 774
47 567 992

EMAIL A
ADDRESSES: First initial and surname @ sealionshippiing.co.uk; e.g.. jsmith@sealiionshipping.co
o.uk

Safety Management System

SN0017 Emergency Response Manual

2 Shipboard Emergency Response and Preparedness Procedures

Contents
2

Shipboard Emergency Response and Preparedness Procedures ............................ 1

2.1

Introduction ........................................................................................................ 3

2.2

Scope ................................................................................................................. 3

2.3

Awareness ......................................................................................................... 3

2.4

Responsibility ..................................................................................................... 3

2.5

Emergency Response ........................................................................................ 4

2.5.1

Priorities....................................................................................................... 4

2.5.2

Initial Actions ............................................................................................... 4

2.5.3

Emergency Response Flowcharts ............................................................... 4

2.5.4

Communications .......................................................................................... 7

2.5.5

Media Response .......................................................................................... 7

2.5.6

Contacting next of kin .................................................................................. 7

2.6

Emergency Preparedness .................................................................................. 8

2.6.1

Contingency Plans ....................................................................................... 8

2.6.2

Drills............................................................................................................. 8

2.6.3

Table Top Exercises .................................................................................... 9

2.6.4

Records ....................................................................................................... 9

2.6.5

Available Information and Contingency Plans ............................................. 9

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Revision Date 23 September 2011

Safety Management System

SN0017 Emergency Response Manual

23.09.2011

Revised 2.5.5, 2.5.6

C. Maggs

D. Thomas

S. R. Marshall

30.06.2010

First Issue

C. Maggs

D. Laird

S. R. Marshall

Date

SN017-2
Shipboard Emergency
Response & Preparedness
Procedures

Prepared By

Reviewed By

Approved By

Rev

Revision Number 1

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Safety Management System

SN0017 Emergency Response Manual
2.1 Introduction
This document defines the plans that a ship should have in place to prepare for any
emergency.
It also defines the drills that should be undertaken to test contingency plans and to
train/reinforce understanding and preparedness to respond to the emergency.
The shipboard response to emergencies is linked to the Offices which is represented in
a flow diagram and is located within this section.
2.2 Scope
Masters, Officers, Crew and Third Parties involved.
2.3 Awareness
The Master and crew should have an appropriate level of understanding for emergency
measures contained within SMS manuals, checklists and other appropriate
documentation. This awareness will be developed and reinforced through drills and
training.
2.4 Responsibility
It is the responsibility of every seafarer and 3rd Parties involved to be aware of the ship's
emergency procedures. In particular, all applicable personnel should be familiar with
theirs and others muster station(s) and emergency duties.

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Safety Management System

SN0017 Emergency Response Manual
2.5

Emergency Response

2.5.1 Priorities
Priorities in any response to an emergency are as follows:
1. The safety of the personnel.
2. Protection of the environment.
3. Protection of assets.
2.5.2 Initial Actions
The Master or his delegate must consider the safety of the crew, the prevention of
pollution and the protection of company assets prior to calling for back up from the ERT.
At the first opportunity the ship should contact the applicable Sealion Office/Duty
Person. Details of out of hours contact numbers for appropriate Office Personnel are
given in this Section.
The Weekly Duty List (which encompasses all duty personnel for that week) is
distributed to all vessels at an appropriate time in the working week.
If the Office/Duty Person is unobtainable then subsequent personnel on the duty list
should be contacted. If unable to contact either of these any other responsible person
on this list should be contacted.
Once the Duty Person has been contacted he will contact other applicable personnel,
who can then contact other relevant parties as part of a cascade response.
2.5.3 Emergency Response Flowcharts
The following 2 Flowcharts show the intended flow of information procedure in managing
emergency response within the Sealion UK, Brazil and Singapore Offices.

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Safety Management System

SN0017 Emergency Response Manual

Sealion Shipping Emergency Response Flowchart

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Safety Management System

SN0017 Emergency Response Manual

Sealion Shipping Emergency Response Flowchart

Brasil/Singapore

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Safety Management System

SN0017 Emergency Response Manual
2.5.4 Communications
All communications equipment must be suitably maintained and certified as appropriate.
Sealion has 4 Offices, the UK Head Office, SBN in Brazil, the Sealion Singapore Office
and an Office in Aberdeen. Each vessel has Technical and Marine Superintendents and
Personnel Assistants in one of the 3 Offices. Every vessel is aware of the location of
Superintendents/Assistants this will define the Emergency Reporting procedure that
each vessel will follow.
All relevant personnel have sufficient information to enable them to respond
immediately to the event, alert third parties and mobilise resources for the ship. The
ship's initial report should preferably be in a standard format as per SN002/1/ 7.5.2
Reporting of Accidents & Incidents to Sealion.
When Sealion has been alerted to an emergency, the Sealion Emergency Response
Team (ERT) will if required - assemble to support the ship. This depends on location,
i.e. whether the vessel Superintendents operate from the UK, Singapore or Brazil
Offices. Depending on the severity of the event, the Singapore or Brazil Office may
contact the UK Head Office for further support. Please note that this procedure is for
emergency purposes only and not for routine communications.
Even if ships are operating in Brasil or South East Asia (Singapore) they may, if
necessary, contact the UK Office directly for support.
2.5.5 Media Response
The media have the ability to extract information from many resources and with
information gained are able to manipulate facts to what they perceive the situation to be.
It is important to control the information being passed to third parties, both during and
after an event. All statements, descriptions of events etc. must be passed to Sealion
who may forward all or part of the information to third parties.
Under no circumstances is anyone on board ship to discuss an event with the media
without first obtaining permission from Management.
Sealion will issue press releases to the media at appropriate times.
No information is to be given regarding casualties or personnel.
Communications on board must be controlled to preventmisinformation, interference
and confusion over the actual occurrence.
2.5.6 Contacting next of kin
Following an event the FMA will contact next of kin to inform and support those
concerned.

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Safety Management System

SN0017 Emergency Response Manual
2.6

Emergency Preparedness

2.6.1 Contingency Plans

Contingency plans are available onboard ship and the Master is responsible for
ensuring that these plans are ship specific and any other contingency plans required are
compiled. Drills will form the basis of testing these plans, refining them, and ensuring all
personnel on board are aware of these plans and their role within the plans.
The contingency plans will detail the ship response to an event, which will normally
include:

A muster followed by action by the emergency team(s).

Communications to include a Mayday, Pan Pan or security message as

appropriate and communication to Sealion and with third parties including
Emergency Services, Charterers etc.

2.6.2 Drills
Every ship shall carry out a series of drills and exercises to train crews so that they are
prepared for emergencies.
Each ship must use the Record of Drills and Training matrix (SN100-035) to ensure that
all types of drills are covered on a routine basis. Different Flag States have varying
frequencies on some types of drills. The Master should ensure that these are carried out
accordingly.
Drills should be as realistic as possible and varied, to keep them interesting and to
eliminate repetition and complacency. Trained crew will respond better and faster in an
emergency and any potential problems will have been identified and resolved at the
training stage.
At each drill session, it should be possible to complete a topic from each of the
headings given below. Each ship should produce an additional drill matrix to cover the
range of emergencies that might occur, depending on the ship type, area of operation
and work being undertaken, if considered necessary.
If possible, or if deemed to be necessary, drills should be held more frequently.
When carrying out a drill the ship should refer to the Contingency Plans drawn up
onboard and any other emergency plans available. For example, an oil pollution drill
should involve use of the SOPEP/SMPEP Manual.
Although dealing with the event has the highest priority, the sooner others are made
aware of the event, the sooner support services can be activated.

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Safety Management System

SN0017 Emergency Response Manual
It is important that the ship should produce an emergency contact list, utilising the
Sealion Controlled Office Contacts list, and any additional ship or project specific
contacts as necessary.
The ship should assist any Charterer to produce a joint project emergency plan when
required, however this is sometimes covered in a Bridging Document. Vessel produced
plans should be supplied to the Office.
The ship should have partially completed messages containing core details about the
ship ready to transmit.
When project personnel are on board, the Senior Project Representative should be
included in the Emergency Management Team.
The ship should prepare and maintain Emergency Muster Lists/Station Bills to ensure
that everyone on board is aware of action to be taken following alarms being sounded.
2.6.3 Table Top Exercises
Occasionally, a ship may be involved in more complex drills involving Sealion and/or
Charterers and their clients. Each event will be pre-planned and the ship involvement
arranged with the Master.
Note that whenever a ship carries out "live" drills of this nature, involving
communications with Sealion or others, then each oral or written message must be
prefixed "This is a drill".
2.6.4 Records
All drills should be recorded in the Deck Log/Official Log Books and on the Record of
Drills and Training matrix (SN100-035) which should be submitted to the Office on a
monthly basis.
2.6.5 Available Information and Contingency Plans
Each ship will have information necessary for dealing with emergency situations.
Including the following documents:

Copies of the fire/emergency plan (including a copy available to the fire services).

The SOPEP/SMPEP Manual SN004.

The Safety Training Manual SN005.

Fire Training Manual SN005 (A).

Contingency Plans Manual SN007 Part 7.

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Safety M
Manage
ement S
System
SN0
017 Emerrgency Response
R
Manual

3 Offfice Eme
ergency P
Prepared
dness an
nd Respo
onse Proc
cedures
3

Offfice Emergency Preparedness a

and Respo
onse Proce
edures ................................... 1
3.1

Introductiion ......................................................................................................... 3

3.2

Emergen
ncy Respon
nse ......................................................................................... 4

3.2
2.1

Emerrgency Ressponse Priiorities ................................................................... 4

3.2
2.2

Initial Actions ................................................................................................ 4

3.2
2.3

ERT Notification ............................................................................................ 5

3.2
2.4

Emerrgency Ressponse Ro
oom ........................................................................ 5

3.2
2.5

ERT Management Processs........................................................................... 6

3.2
2.6

Criticcal Activitie
es ........................................................................................... 7

3.3

Media Re
esponse Pllan ......................................................................................... 9

3.4

Emergen
ncy Respon
nse Team S
Set up ................................................................. 10

3.4
4.1

ERT Leader ................................................................................................ 10

3.4
4.2

ERT Facilitator ............................................................................................ 10

3.4
4.3

ERT Technical ............................................................................................ 10

3.4
4.4

ERT Operationss .......................................................................................... 11

3.4
4.5

ERT Crew ................................................................................................... 11

3.4
4.6

ERT Media.................................................................................................. 11

3.4
4.7

ERT Call Handling ...................................................................................... 12

3.4
4.8

Board
d Keeping ............................................................................................ 12

3.4
4.9

Nava
al Architectts .......................................................................................... 12

3.4
4.10 Subsstitution of Roles ................................................................................... 12
3.4
4.11 ERT Organisatiion Chart ............................................................................. 13
3.4
4.12 Addittional Roles .......................................................................................... 13
3.5

Emergen
ncy Prepare
edness ................................................................................. 14

3.5
5.1

Train
ning....................................................................................................... 14

3.5
5.2

Contingency Plans ...................................................................................... 14

3.5
5.3

Drillss and Exerccises .................................................................................... 14

3.5
5.4

Communication
ns Tests ............................................................................... 14

3.5
5.5

Third
d Parties on
n board Se
ealion Ships ........................................................ 14

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Safety M
Manage
ement S
System
SN0
017 Emerrgency Response
R
Manual
3.5
5.6

Emerrgency Ressponse Ro
oom ...................................................................... 14

3.5
5.7

IT Asssistance .............................................................................................. 14

3.5
5.8

Mana
agers Inforrmation Pack ........................................................................ 14

3.6

ERT Profforma ................................................................................................... 14

3.7

Emergen
ncy Respon
nse Server ........................................................................... 15

23.09.20
011

Revise
ed 3.2.2, 3.2.6.7
7,Inserted 3.3, 3.4.8,
3.4.11, 3.4.12
3

C. M
Maggs

D
D. Thomas

S. R.
Marshall

30.09.20
010

Amended 3.2.1, 3.2.6.4, 3.2.6.5, 3.2

2.7,
8.3, 3.2.8.4, 3.2.8.5,
3.2.8.1, 3.2.8.2, 3.2.8
2.8.6, 3.2.8.7, 3.3.4, inserted 3.5
5
3.2

C. M
Maggs

D Stonehill
D.

G. Coles

30.06.20
010

First Isssue

C. M
Maggs

D. Laird

S. R.
Marshall

Rev

Date

SN01
17-3
Offic
ce Emergenc
cy Response
e&
Prreparedness
s Procedures
s

Pre
epared
By

R
Reviewed
By

Approved
d
By

Revision
n Number 2

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ge 2 of 15

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ember 2011

Safety M
Manage
ement S
System
SN0
017 Emerrgency Response
R
Manual
3.1 In
ntroduction
This se
ection conta
ains the Em
mergency Response
R
Procedure
es for the office
o
when
n a vessel
is involvved in an e
emergencyy situation and requirres Office back
b
up. Contained w
within this
section
n is guidancce and insttruction to Office
O
Perssonnel in th
he event off an emerg
gency.
All Com
mpany perssonnel invo
olved in ressponding to
o a ship inccident are reminded tthat:

The Maste
T
er has an
n overriding authorityy to take whateverr action he
e deems
n
necessary,
, and use any of the
e resourcess available
e to him, fo
or the safe
ety of life,
of the enviironment and protectiion of asse
p
protection
ets.
A of the sship's comp
All
plement ha
as a primary responssibility to sa
ave life and
d limb as
t highestt priority un
the
nder the au
uthority of tthe Masterr.
T Comp
The
pany Emerg
gency Ressponse Tea
am (ERT) w
will provide
e support, guidance
a resourrces to asssist the Masster.
and

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3.2

Emergency
y Respons
se

3.2.1 Emergenc
E
cy Respon
nse Prioritiies
The following are considered prioritiess in any em
mergency re
esponse situation:
1.
2.
3.
4.

The safetyy of personn

T
nel.
P
Protection
of the environment.
of assets.
P
Protection
of reputation.
P
Protection

3.2.2 Initial
I
Actiions
In the e
event of an
n emergen
ncy occurrin
ng, the perrson receivving the initial call will take all
necesssary detailss and give tthe approp
priate back up to the M
Master as necessary.
n
.
If deem
med necessary the Emergen
ncy Respo
onse Room
m should be set up by an
appointted person
n.
It shou
uld also b
be conside
ered to co
ontact MT
TI as our contracted
d media rresponse
compan
ny. Their ccontact deta
ails are helld within th
he Managers Informattion Pack.

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3.2.3 ERT
E
Notifiication
3.2.3.1 During O
Office Hours
Upon re
eception of an emerg
gency notiffication the
e person re
eceiving the
e call shou
uld advise
the mo
ost senior member of
o staff to
o decide w
whether the
e ERT sh
hould be sset up or
otherwiise.
3.2.3.2 Out of Offfice Hourrs
Upon rreception o
of an eme
ergency no
otification ccall, the re
ecipient sh
hould conssider who
should be advise
ed immedia
ately to deccide the ne
ext steps and
a whether to asse
emble the
ERT orr not.
3.2.4 Emergenc
E
cy Respon
nse Room
The Em
mergency R
Response Room (ER
RR) allocatted is in th
he Farnham
m Head Offfice. The
ERR h
has been designed to be con
nverted into the de
edicated ERR containing the
appropriate facilities and ressources to enable a full
f and effe
ective resp
ponse.
Section
n 5 Appen
ndix 01 contains
c
th
he Emerge
ency Resp
ponse Roo
om (ERR)) Set up
Proced
dure.
As a pa
art of settin
ng up the ERR
E
the ER
RT Respon
nse Prioritie
es poster A
Appendix 0
02 should
be postted on the wall in a co
onspicuouss location.

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3.2.5 ERT
E
Mana
agement P
Process
The folllowing dia
agram assists in identifying an
nd impleme
enting the ERT Man
nagement
processs.

1. Focus Brieffing

2. Gatherr,
collate & cap
pture
known faccts

7. Identify
e
emergent factss

3. Consider
C
co
ontextual
envvironment

6. Sh
hare
inform
mation

5. Source
Information

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4. Establish what
is unknown
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3.2.6 Critical
C
Ac
ctivities
The fo
ollowing se
ection desscribes criitical activvities within the em
mergency response
r
organissation proccess:
3.2.6.1 Information Sourcing and m
management
The sourcing of suitable
s
info
ormation fo
or use in an
n emergen
ncy situatio
on should b
be carried
out in a clear an
nd concise
e manner. The information recceived will be posted on the
applica
able board to ensure all relevan
nt personne
el have the
e most up to date infformation
availab
ble.
3.2.6.2 Issue ide
entification
n and prio
oritising
Identifyying issuess and priorritising keyy issues to be dealt w
with is an important factor of
emerge
ency respo
onse. The ERT Lead
der will ma
ake such d
decisions with
w the ap
ppropriate
back up
p from the other ERT
T members.
Key isssues should
d be identiffied and wrritten up on
n Appendixx 03 Key Isssues Boarrd.
3.2.6.3 Strategy developm
ment and d
decision m
making
As the response progresse
es the stra
ategies and
d decisionss made wiill affect th
he overall
operatio
on. Contingencies sh
hould be ussed to assist in this p
process. W
Whereby ke
ey actions
should be identifie
ed and reccorded.
Append
dix 04 Keyy Actions B
Board shou
uld be used to record
d actions a
and who sshould be
carrying
g out the re
equirements within an
n allotted time frame..
3.2.6.4 Stakehollder identiification an
nd manag
gement
Stakeholders sho
ould be iden
ntified at an early stage and prio
oritised in order
o
of im
mportance
to the rresponse.
Stakeholders with
hin the em
mergency should be p
prioritised u
upon the S
Stakeholde
er Priority
Matrix; Appendix 05.
An eng
gagement plan
p
should be deve
eloped and recorded on Appen
ndix 06 Sta
akeholder
Engage
ement Plan
n.
3.2.6.5 Internal a
and extern
nal commu
unications
s
Commu
unications made musst be record
ded on one
e of two ca
all monitorin
ng log shee
ets.
The Ca
all Handling
g Team sh
hould recorrd Message
es and Tellephone ca
alls on App
pendix 07
Messag
ge / Teleph
hone Calls Received Record Sh
heet.
All oth
her ERT m
members should record telep
phone callls and evvents on A
Appendix
08Indivvidual Log.

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3.2.6.6 Worst Ca
ase Scena
ario
At an e
early stage thought sh
hould be giiven to the worst case
e scenario which can
n be used
through
hout the em
mergency response
r
a
as an aid to
o contingen
ncy plannin
ng.
This sh
hould be recorded on Appendix 09 Worst C
Case Scen
nario Matrixx.
3.2.6.7 Timeouts
s
Timeou
uts should be held at regular inttervals, or w
when criticcal information is rece
eived into
the team such as reporting of
o casualtie
es or fatalitties.
Notice should be
e given to
o the ERT
T to allow them to prepare fo
or the time
eout and
termina
ate telepho
one converssations.
The tim
meout proce
ess should
d be disciplined and structured.
s
There sshould be n
no distractions; i.e. te
elephones off hooks (except
(
forr one to the
e incident
site) an
nd all listen
ning to the timeout
t
lea
ader and on
nly one person talking.
The ER
RT Leader or his nom
minated deputy should carry out the timeo
outs assiste
ed by the
lead Fa
acilitator.
The strructure of tiimeouts sh
houldfollow
w an agenda through tthe followin
ng structurre:

Update from Incidentt.

U
U
Update
from ERT me
embers.
R
Review
of actions.
E
ERT
Leade
ers prioritie
es.
C
Close
out.

Any disscussions rrequired sh

hould be ca
arried out u
upon comp
pletion of th
he timeout.
Both th
he ERT Le
eader and ERT Facilitator boarrds have A
Appendix 2
20 Timeoutt Agenda
attache
ed to assistt in managing Timeou
uts.

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3.3 M
Media Resp
ponse Plan
n
1. All sstaff should be awarre that in th
he event o
of a seriouss incident involving a Sealion
vesssel the Media will soo
on be callin
ng Sealion for comme
ent and infformation a
about any
such emergen
ncy situatio
on. It is im
mportant th
hat the Me
edia conta
act and the
e flow of
information to them shou
uld be man
naged in su
uch a way as to prevvent misinfo
ormation,
interference and confusion over the
e actual occcurrence.
2. Whe
en and if ccalls from the Media are receivved, they sshould be immediate
ely routed
thro
ough to the
e ERT Med
dia team who will dea
al with their calls. The
e ERT Med
dia team,
afte
er consultattion with MTI
M will isssue approp
priate holdiing statements. The following
poin
nts should nonethelesss be conssidered:
a Anyone
a.
e could recceive such a call the
e Media ma
ay have acccess to a vvariety of
direct d
dial numbe
ers. Make a note of whom it iss that is ca
alling Sealiion, what
publication they re
epresent and their co
ontact number.
b Whilst sspeaking w
b.
with the me
edia, be ve
ery wary co
oncerning information
n that you
may ina
advertentlyy be induce
ed to releasse. You ma
ay well be asked you who you
are, wh
hat role yo
ou have wiithin the co
ompany an
nd other q
questions about
a
the
emerge
ency as we
ell as seemingly inn
nocent que
eries which
h may not seem to
have a direct lin
nk to the emergenccy. You sh
hould therrefore resttrict your
responsse to direccting any caller to the
e ERT Med
dia team. IIf you subssequently
believe you may have said more than
n you inten
nded, plea
ase inform the ERT
Media tteam as so
oon as posssible, toge
ether with a note of your recollection of
what was said.
c If the E
c.
ERT Media
a team are busy, the following sstatement can be ussed by all
staff:
Sealion
n Shipping
g Ltd conffirms that they are a
aware of an alleged incident involving
an offs
shore sup
pport vess
sel from th
he Toisa ffleet. We are investigating d
details of
the inc
cident and will comm
ment furth
her after re
eceipt and verificatio
on of the ffacts.
3. Oncce MTI have appointted a Med
dia Respon
nse numbe
er, ERT Media
M
will iissue the
telephone num
mber to all relevant personnel
p
w
whereby th
he followin
ng response can be
issu
ued when the Media ccall:
A ded
dicated me
edia resp
ponse cen
ntre has been mo
obilised an
nd the te
elephone
numbe
er is XXXX
XX, please
e call that number and
a
they w
will be ple
eased to d
deal with
your query.

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3.4 Emergency
y Respons
se Team Se
et up
The Em
mergency R
Response Team
T
will b
be set up w
with the folllowingteam
ms:
3.4.1 ERT
E
Leade
er
The ER
RT Leade
er is the Fleet
F
Direcctor or de
esignated d
deputy an
nd is assig
gned the
followin
ng responssibilities:

Will take ovverall control of office

W
e response
e to the eve
ent.
e marine support.
W provide
Will
s
E
Ensure
contact is made with o
other respo
onse team
ms at an appropriate stage to
e
establish
p
primacy and
d roles and
d responsib
bilities.
W mainta
Will
ain logs of calls and e
events on A
Appendix 0
08Individua
al Log.
W lead tim
Will
me outs asssisted by the
t Facilita
ator.

3.4.2 ERT
E
Faciliitator
A numb
ber of Faciilitatorssho
ould be ma
ade availab
ble, whereb
by the mosst senior member of
staff sh
hould take the
t lead ro
ole and allo
ocate the fo
ollowing ressponsibilitie
es:

Maintaining
M
g Informatiion Boardss.
E
Events
log
gging upon Appendix 10 Key Evvents Log.. Key even
nts recorde
ed on this
l should only list those even
log
nts which a
are key to the overall response
e and are
greed by th
n
normally
ag
he whole te
eam during
g or at the end of a tim
meout.
T
Transcribin
ng informa
ation on isssues, actio
ons and log keeping onto a ce
entralised
d
digital
log.
C
Complete
the list o
of Critical Stakehollders with priorities and methods of
c
communica
ation should be estab
blished at a
an early sta
age.
F
Facilitating
g timeouts and
a when tthey are ca
alled.
M
Managing
noise and stress leve
els within th
he ERT Ro
oom.
the welfare
M
Managing
e of ERT m
members.
A
Arranging
reliefs.
and collating docume
G
Gathering
ents and lo
ogs for post incident storing.
s

3.4.3 ERT
E
Technical
The ER
RT Techniccal represe
entative is the Engineering Sup
perintendent for the vessel in
distresss or his nom
minated de
eputy and iis assigned
d the follow
wing respon
nsibilities:

Will provide
W
e technical support.
W mainta
Will
ain logs of calls and e
eventson A
Appendix 08
8Individuall Log.
W be ressponsible fo
Will
or sourcing
g equipmen
nt, materia
al, stores, sspares app
plicable to
t
their
role e
etc.
W arrang
Will
ge resource
es and facilities appliccable to the
eir role.
W ensure
Will
e that the C
Company ssystem for ordering se
ervices and
d consuma
ables etc.
i followed.
is

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3.4.4 ERT
E
Opera
ations
The ER
RT Operattions repre
esentative is the Ma
arine Supe
erintendent for the vessel
v
in
distresss or his nom
minated de
eputy and iis assigned
d the follow
wing respon
nsibilities:

Will provide
W
e operation
nal supportt.
W mainta
Will
ain logs of calls and e
events on A
Appendix 0
08Individua
al Log.
W be ressponsible fo
Will
or sourcing
g equipmen
nt, materia
al, stores, sspares app
plicable to
t
their
role e
etc.
W be the primary co
Will
ontact betw
ween the M
Master and the ERT.
W mainta
Will
ain contact with servicces local to
o the ship e
e.g. agentss.
W arrang
Will
ge resource
es and facilities appliccable to the
eir role.

3.4.5 ERT
E
Crew
w
The ER
RT Crew rrepresentattive is the Personnel Managerr and Perssonnel Asssistant for
the ve
essel in distress or their nom
minated d
deputy and
d is assig
gned the following
responssibilities:

Will be ressponsible fo
W
or providin
ng lists of th
he ships complemen
nt and nextt of kin or
e
emergency
y contact d
details.
W mainta
Will
ain logs of calls and e
events on A
Appendix 0
08 Individua
al Log.
W mainta
Will
ain the Crew Status L
Log Append
dix 11.
W mainta
Will
ain theNexxt of Kin / Emergenccy Contactt Informatio
on Sheet A
Appendix
12.
W be responsible fo
Will
or advising Next of kin
n or Emerg
gency Contact, if app
propriate.
W mainta
Will
ain Append
dix 18 Casu
ualty List.
W be responsible fo
Will
or dealing w
with enquirries regarding crew m
members.
W make a
Will
arrangeme
ents for add
ditional/rep
placement crew members.

3.4.6 ERT
E
Media
a
The ER
RT Media representat
r
tive is the Commercial Directorr or his nom
minated de
eputy and
is assig
gned the fo
ollowing ressponsibilitie
es:

Establish kkey facts.

E
C
Contact
Ch
harterers a
and clients of the affeccted ships,, i.e. the ke
ey stakeholders.
M
Maintaining
g logs of ca
alls and evvents on Ap
ppendix 08
8 Individuall Log.
R
Release
of Press ho
olding state
ements ass per figure
e 1 in the event of rreceipt of
p
press
callss before MT
TI have bee
en consulte
ed.
C
Contacting
g MTI with respect
r
to managing release off informatio
on to press.
N
Notification
n to P & I Club
C
and Hull and Ma
achinery inssurers etc.
A
Arranging
contracts//charters for suppo
ort service
es in co-o
operation with the
T
Technical
M
Manager,
a
as maybe required.
r
I
Inform
Toissa Limited and subse
equent upd
dates when
never key e
events occu
ur.

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Figure 1:
Holding
g Statemen
nt for Presss release:
Sealion
n Shipping
g Ltd conffirms that they are a
aware of an alleged incident involving
an offs
shore sup
pport vess
sel from th
he Toisa ffleet. We are investigating d
details of
the inc
cident and will comm
ment furth
her after re
eceipt and verificatio
on of the ffacts.

3.4.7 ERT
E
Call Handling
H
The ER
RT Call Handling reprresentative
e is the Recceptionist o
or their nom
minated de
eputy and
is assig
gned the fo
ollowing ressponsibilitie
es:

The Call Handling

T
H
te
eam will be
e set up att reception
n, however all person
ns should
b aware of the te
be
elephone cascade system
s
an
nd the po
ossibility of
o certain
e
extensions
s receiving calls.
W mainta
Will
ain logs of calls on Ap
ppendix 07
7.
W direct ccalls to the
Will
e appropria
ate personss within the
e ERT.
I the call h
If
handler cannot succe
essfully tra
ansfer the iincoming ccall, the Te
elephone
C
Calls
Rece
eived Log Sheet sho
ould be passsed on to
o the appliccable ERT
T member
f action.
for
T
The
Call Handling Team should be aware th
hat all ap
pplicable proforma
d
documenta
ation and in
nstruction iis containe
ed on the E
ERT Serverr.

3.4.8 Board
B
Kee
eping
Dedicated Board Keepers should be
e utilised a
and trained
d as per th
he requirements of
Append
dix 13 Staff
ff Training M
Matrix.
3.4.9 Naval
N
Architects
Naval A
Architects will assist in damage
e stability calculation
c
ns and othe
er associatted tasks
as requ
uested by the
t ERT Le
eader or hiss nominate
ed deputy.
3.4.10 Substitutio
S
on of Role
es
Certain
n persons m
may not be
e available
e and there
e should be
b flexibilityy within the
e ERT to
substitu
ute membe
ers with otther persons not asssigned to a particular vessel. The
T
roles
and ressponsibilitie
es of substtituted perssons will be
e the same
e.
It mayy be necessary to substitutte roles w
within the ERT un
nder the following
circumsstances:

Arranging reliefs.
A
M
Marine
Sup
perintende
ent for a pa
articular vesssel is not available.
E
Engineerin
ng Superinttendent forr a particula
ar vessel iss not availa
able.

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Personnel Assistant for

P
f a particcular vesse
el is not ava
ailable.
O
Other
simillar circumsstances.

Substitution of roles is not fforeseen to

o be a parrticular prob
blem as th
he principle
es of ship
operatio
on is simila
ar througho
out the com
mpany.
Welfare
e facilities should be
e considerred, where
eby the folllowing sha
all be arra
anged as
necesssary throughout the re
esponse:

Hotel / acccomodation
H
n
F
Food
and D
Drink
T
Travel
arra
angements

3.4.11 ERT
E
Organisation C
Chart
Append
dix 21 ERT
T Organisa
ation Charrt should b
be posted in the Em
mergency Response
R
and updatted when n
Room a
as per the
e set up prrocedure, completed
c
necessary. It is the
responssibility of th
he Facilitattor to ensure that thiss is maintained.
3.4.12 Additiona
A
l Roles
More staff may be
e required to fill adm
ministrative roles to su
upport the main ERT. Support
staff will be superrvised by th
he Facilitattor and carrry out activvities such as:
a. C
Collecting Log Sheetts for filing.
b. Typing
T
rep
ports and otther docum
ments for E
ERT Leader and other ERT mem
mbers.
c. Assisting
A
th
he board kkeepers.

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3.5

Emergency
y Prepared
dness

3.5.1 Training
T
All stafff that could be a parrt of the ERT or ERT
T back up shall be trrained in th
heir roles
and ressponsibilitie
es.
All stafff shall rece
eive training
g as per th
he Appendix 13 Staff Training M
Matrix.
Record
ds of trainin
ng shall be maintained on Appendix 14 Sta
aff Training
g Records.
3.5.2 Contingen
C
ncy Plans
Conting
gency Plan
ns which a
are contain
ned within Part 4 off this man
nual and should be
drilled a
and amend
ded when d
deemed ne
ecessary.
3.5.3 Drills
D
and Exercises
s
Conting
gency Plan
ns should b
be drilled to
o ensure efffectivenesss.
An exercise schedule has b
been compiiled and is contained with Appendix 15.
3.5.4 Communi
cations Te
C
ests
Commu
unications tests shou
uld be carrried out ass per the te
est schedu
ule contained under
Append
dix 16. Te
ests can be carried
d out by Marine Superintend
S
dents, Eng
gineering
Superin
ntendents and
a the HS
SEQ Deparrtment.
Record
ds of tests sshould be maintained
m
d as indicatted on App
pendix 16.
3.5.5 Third
T
Partties on boa
ard Sealio
on Ships
Roles and respo
onsibilities between Sealion and Third Parties on
n board sh
hould be
establisshed at an early stage to decide
e primacy.
3.5.6 Emergenc
E
cy Respon
nse Room
Room will be maintained in the
The Em
mergency Response
R
e appropria
ate conditio
on with all
equipm
ment checkked and tessted on a monthly b
basis as pe
er Appendiix 17 ERR
R Monthly
Condition Checkliist.
3.5.7 IT
I Assista
ance
Suitable
e back up arrange
ements are
e made to
o ensure that adeq
quate facilities are
maintaiined in the appropriatte manner..
3.5.8 Managers
M
Information Pack
The Managers Information
n Pack willl be main
ntained an
nd issued to the ap
ppropriate
personss when revvisions are made.
3.6 ERT Proforrma
Section
n 5 of thiss manual contains
c
te
emplates o
of the eme
ergency re
esponse pro
p forma
docume
ents used by the E
Emergencyy Responsse Team to
t assist in carrying
g out an
effectivve response
e.

Revision
n Number 2

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Revision Date 23 Septe

ember 2011

Safety M
Manage
ement S
System
SN0
017 Emerrgency Response
R
Manual
3.7 Emergency
y Respons
se Server
An Em
mergency Response
e Server has been set up and contains the following
informa
ation:

SN017 Em
S
mergency R
Response M
Manual
E
ERT
Depa
artments Each se
ection has applicable
e checklissts and infformation
c
contained
w
within for the followin
ng sectionss of the ERT:
o ERT
T Leader.
o ERT
T Operation
ns.
o ERT
T Technica
al.
o ERT
T Crew.
o ERT
T Media.
E
ERT
Call H
Handling This has a
all required informatio
on for all Ca
all Handlerrs.
S
Ship
Speciific Informa
ation Gen
neral Arran
ngement Pllans / Fire and Safetyy Plans.
E
Emergency
y Responsse Docume
entation Information
n applicable
e to the Em
mergency
R
Response.
.
I
Initial
Press Releasess As neccessary.
O
Online
Log
g An onlin
ne log of events whicch is complleted by the Facilitato
or or their
d
designated
d deputy.
T
Training
All applica
able informa
ation dediccated to Sta
aff Training
g.
C
Communic
cations Tesst Schedule
e All inforrmation pe
ertaining to the schedule.

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Revision Date 23 Septe

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Safety M
Manage
ement S
System
SN0
017 Emerrgency Response
R
Manual

4 Offfice Contingency
y Plans
4

Offfice Conting
gency Plan
ns ....................................................................................... 4-1
4.1

UNDER R
REVIEW ................................................................................................ 2

30.06.2010

First Issue

C. Maggs

D. La
aird

S. R
R. Marshall

Rev

Date

SN017-4
Office Contingenc
cy Plans

Prepared By
B

Review
wed By

App
proved By

Revission Number 0

P
Page
4-1 of 2

th

Revisiion Date 30 June 2010

Safety Manag ement System

S
m
SN
N017 Eme
ergency R
Response
e Manuall

4.1 UN
NDER REV
VIEW
Office C
Contingenccy Plans exist,
e
howe
ever in light of the revision too this document the
e
continge
ency plans are being revised an
nd will be is
ssued in due course..

Revisiion Number 0

P
Page 2 of 2

th

Revission Date 30 Ju
une 2010

Safety M
Manage
ement S
System
SN0
017 Emerrgency Response
R
Manual

SN
N017/5//Appen
ndix Ind
dex
Appe
endix
Num
mber

SN
N017-5
Appen
ndix Index

Date

R
Revision
Number

Appen
ndix 01

Emergenccy Response
e Room Set Up
U Procedure
e

23.09
9.2011

Appen
ndix 02

Prioritiies Poster

30.06
6.2010

Appen
ndix 03

Key Isssues Board

30.06
6.2010

Appen
ndix 04

Key Acttions Board

23.09
9.2011

Appen
ndix 05

Stakeholder Priority Mattrix

30.09
9.2010

Appen
ndix 06

S
Stakeholder
E
Engagement Plan

30.09
9.2010

Appen
ndix 07

Messages T
Telephone Ca
alls Received
d Record She
eet

30.09
9.2010

Appen
ndix 08

Individual Log

23.09
9.2011

Appen
ndix 09

Worst Case Scenario Ma

atrix

30.09
9.2010

Appen
ndix 10

Key Evvents Log

30.09
9.2010

Appen
ndix 11

Crew S
Status Log

30.06
6.2010

Appen
ndix 12

Next of Kin / Emergencyy Contact Info

ormation She
eet

30.09
9.2010

Appen
ndix 13

Staff Tra
aining Matrix

23.09
9.2011

Appen
ndix 14

Staff Train
ning Recordss

23.09
9.2011

Appen
ndix 15

Exercise
e Schedule

Appen
ndix 16

Co
ommunicatio
ons Test Sche
edule

30.09
9.2010

Appen
ndix 17

ER
RR Monthly C
Condition Che
ecklist

23.09
9.2011

Appen
ndix 18

Casu
ualty List

30.09
9.2010

Appen
ndix 19

Incident Details
D
Board
d

30.09
9.2010

Appen
ndix 20

Timeou
ut Agenda

23.09
9.2011

Appen
ndix 21

ERT Organisation Cha

art

23.09
9.2011

Revision
n Number 2

Pag
ge 1 of 1

To be inserrted

rd

Revision Date 23 Septe

ember 2011