ECM Manual

Quality Assurance into the
21st Century and beyond

Emergency & Contingency
Manual
THOME 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
ECM Docs 000-003, 008, 013
ECM Matrix 001-031
Change No.2 01 Apr

2005
ECM Docs 004-007, 009-012, 014
Change No. 3 01 Sep

2005
ECM Doc 005
Added 01 Jan
2006
ECM Matrix 032-033
Change No. 4
ECM TOC
ECM Doc 002 – Pg 5 “Documentation and Filing”
Change No. 5 01 Oct

2006
ECM Doc 001 – 002
ECM Matrix – 003
Replaced 01 Jun
2007
ECM Matrix 002 – Fire
Change No. 6
Release of 3rd generation HSSEQ System to
include OHSAS 18001 Management Standard
ECM Doc 001, 003 – 004, 006 – 014
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
CONTROLLED Revision: 01 Jan 2015

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Revision Page
THOME Emergency & Contingency Manual
SHIP MANAGEMENT PTE LTD Revision Record

Change Update
Change No. 7 01 Mar

2008
ECM Doc 005
ECM Matrix 001 – 006, 009 – 013, 016 – 018, 022,
024 – 025, 033
Global changes:
Group HSSEQ Manager  Director of Marine &
HSSEQ
Change No. 8 01 Jun

2008
ECM TOC
ECM Doc 003 – 004
ECM Matrix 014 – 015
Added 01 Sep
2008
ECM Matrix 034
Change No. 9
ECM Matrix 002 – 004
Change No. 10 01 Jan

2009
ECM Doc 003
Change No. 11 01 Jun

2009
ECM Doc 003
Global Changes:
Crewing Manager  Director of Group Crewing and
HR
“SAFIR” removed

2009
ECM Doc 021
Change No. 13 01 Sep

2009
ECM Doc 006
Change No. 14 01 Jan

2010
ECM Doc 003
ECM Matrix 018, 032
Global Changes:
Finance Director  Director of Finance

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THOME Emergency & Contingency Manual
SHIP MANAGEMENT PTE LTD Revision Record

Change Update
Senior Manager, Technical  Director of Technical
Senior Manager, Group Crewing and HR  Director
of Crewing and HR
Senior Manager, Marine and HSSEQ  Director of
Marine and HSSEQ
Marine Personnel Department  Crewing
Department

2010
ECM 015 Salvage and General Average
Change No. 16 01 July

2010
ECM 006 Handling Media Enquiries
Change No. 17 30 Sep

2010
ECM Matrix 018, 021 – 023, 026, 028 – 029, 031
Change No. 18 01 Apr

2012
ECM 005, 007
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

2012
ECM 003
Change No. 20 01 Jul

2012
ECM 015
Change No. 21 21 Nov

2013
ECM 003
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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Manual ECM Document
THOME
SHIP MANAGEMENT PTE LTD No. 000
0. TABLE OF CONTENTS
PART A EMERGENCY AND CONTINGENCY DOCUMENTS
001 Introduction to Contingency Plans 1st Jun 2007
002 Shipboard Emergency Organisation 1st Oct 2006
003 Office Emergency Organisation 21st Nov 2013
004 Emergency Notifications 1st Jun 2008
005 Shipboard Emergency Drills and Training 1st Apr 2012
006 Handling Media Enquiries 1st Jul 2010
007 Ice or Extremely Cold Conditions 1st Apr 2012
008 Personnel Accidents / Injuries 1st Jun 2007
009 Rescue Actions from Tanks and Holds 1st Jun 2007
010 Crew Death 1st Jun 2007
011 Missing Crew Members 1st Jun 2007
012 Rescue of Survivors 1st Jun 2007
013 Abandon Ship 1st Jun 2007
014 Reporting 1st Jun 2007
015 Salvage and General Average 1st Jul 2012
PART B EMERGENCY RESPONSE MATRIX
001 Break Away during Cargo Operations 1st Mar 2008
002 Fire 29th Sep 2011
003 Grounding 1st Sep 2008
004 Collision 1st Sep 2008

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THOME ECM Document No. 000
SHIP MANAGEMENT PTE LTD Table of Contents
005 Containment Failure 1st Mar 2008
006 Critical Equipment Failure 1st Mar 2008
007 Decontamination of Personnel 1st Jan 2005
008 Disposal of Clean-up Materials 1st Jan 2005
009 Emergency Cargo Transfer 1st Mar 2008
010 Emergency Towing 1st Mar 2008
011 Excessive List 1st Mar 2008
012 Fire or Explosion 1st Mar 2008
013 Hazardous Vapour Release 1st Mar 2008
014 Hose Burst 1st Jun 2008
015 Overflow 1st Jun 2008
016 Hull Failure 1st Mar 2008
017 Hull Leak 1st Mar 2008
018 Flooding 30th Sep 2010
019 Security Incident / Piracy 1st Jan 2005
020 Transfer System Discharge 30th Sep 2010
021 Oil Spill Record Keeping and Sampling 30th Sep 2010
022 Excessive Stress or Instability 30th Sep 2010
023 Sinking 30th Sep 2010
024 Main Engine Failure 1st Mar 2008
025 Steering Failure 1st Mar 2008
026 Gyro Failure 30th Sep 2010
027 Bridge Control Telegraph Failure 1st Jan 2005

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SHIP MANAGEMENT PTE LTD Table of Contents
028 Man Overboard 30th Sep 2010
029 Search and Rescue 30th Sep 2010
030 Electrical Power Failure 1st Jan 2005
031 Toxic Liquid Release 30th Sep 2010
032 Liquefied Natural Gas Release 1st Jan 2010
033 Liquefied Natural Gas Fire 1st Mar 2008
034 Tank Leakage in DB Tanks, Side spaces, voids etc 1st Sep 2008

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Manual ECM Document
THOME
1. INTRODUCTION TO CONTINGENCY PLANS

 Purpose
To promote emergency preparedness on ship and shore
 Application
Singapore Office
Fully Managed Vessels
 Responsibility
Office Emergency Team
Shipboard Management Team
1.1 CONTINGENCY PLANNING

Contingency plans allow ship and shore personnel to deal with emergency situations by pre-planning
responses to possible outcomes. Emergency preparedness includes technical arrangements and
equipment as well as practical abilities and leadership and emergency preparedness depends upon
both physical and mental preparations for combating or limiting the consequences of an emergency
incident. Contingency plans provide a useful template for training and for reference in emergency
situations where contingency check-lists can facilitate a structured response.
For vessels, onboard contingency plans are designed to be relatively simple and easy to review. It is
meant to be an aid for the ship management in their preparations to meet critical situations, and a
support for decisions when such situations arise. Onboard contingency plans are designed to work in
harmony with office contingency plans so that assistance can be rendered should any contingency
situations occur.
• The Master should ensure that all officers onboard have read and are familiar
with the shipboard contingency plans
• The Marine Manager is responsible for ensuring members of the Office
Emergency Team read and become familiar with office contingency plans and
procedures
• In emergency situations it is important to know what actions will be taken
onboard the ship and what actions will be taken by the Office Emergency Team
so that effort is not duplicated or wasted
1.2 TYPES OF CONTINGENCY PLANS

Due to the wide variety of national and international regulations for various types of contingency
plans, merchant vessels will have specific plans for specific emergency situations. It is important the
crew understand what types of contingency plans are required and how such plans inter-relate with
the ship and shore emergency organization. Required contingency plans that are incorporated into
the HSSEQ Management System by reference:
• OPA 90 Vessel Response Plan
• MARPOL SOPEP
CONTROLLED Revision: 01 Jun 2007

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SHIP MANAGEMENT PTE LTD Introduction to Contingency Plans
• MARPOL SMPEP
• Panama Canal SOPEP
• U.S. Individual State Vessel Response Plans
• Ship Security Plan
• Fire Safety Operations Manual
• Emergency Plan - Muster List
• Emergency Station Bill
• ICS Booklet "Guide to Helicopter/Ship Operations"
• MARSAR - Search and Rescue Manual
Contingency plans do not provide a standard recipe that may be followed to the letter, because real
situations will always have specific circumstances that differ from the planned cases. Contingency
plans are primarily meant to be a guide for preparing for the handling of unexpected situations. By
studying the plan in advance, it is possible to evaluate and prepare for special circumstances in a real
situation.
• Contingency plans provide a foundation for training so that staff can understand
what will be demanded of them in various situations
• By training in accordance with contingency plans, it is possible to see if the
actions specified are suitable or if methods or equipment are adequate, etc.
• Such observations are used to revise contingency plans so that emergency
preparedness can be enhanced
 Documentation and filing

TSM Poster 010 - Emergency Plan / Muster List
o Posted on Every Deck
TSM Poster 001 - Emergency Station Bill
o Posted on each Cabin Door
 Distribution
HSSEQ System Emergency & Contingency Manual
o General Library - All Vessels
o Singapore Office - Crisis Room
OPA 90 Vessel Response Plan
o Masters Library - U.S. Trading Tankers
o Singapore Office - Marine Department
MARPOL SOPEP
o Masters Library - All Vessels except Chemical Tankers
o Singapore Office - Copy Marine Department

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SHIP MANAGEMENT PTE LTD Introduction to Contingency Plans
MARPOL SMPEP
o Masters Library - Chemical Tankers
Panama Canal SOPEP
o Masters Library - Vessels Transiting Panama Canal
U.S. Individual State Vessel Response Plans
o Masters Library - Vessels Trading to California or Alaska
Ship Security Plans
o Locked in Masters Desk
Fire Safety Operations Manual
o Each Mess Room / Day Room / Smoke Room
 References
S&H Matrix 001 - "Standard Ship Safety Signs Inventory"
ISM Code
ISO 14001
OHSAS 18001
ISMA Code
U. S. Code of Federal Regulations
MARPOL
SOLAS
Panama Canal Regulations
ISPS Code
California Department of Fish & Game Regulations
Alaska Department of Environmental Quality Regulations

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Manual ECM Document
THOME
2. SHIPBOARD EMERGENCY ORGANISATION

 Purpose
 Application
Singapore Office
 Responsibility
2.1 EMERGENCY ALARMS

General Alarm
• Seven (7) Short Blasts followed by one (1) long blast and bells
o Crew muster point is at lifeboat muster stations
o Specific instructions for response to different types of emergencies are
passed verbally
o The order to abandon ship may only to be made by the Master (or in his
absence, the next senior person in charge of the vessel) verbally, by public
address system if possible
Fire Alarm
• A ship specific Fire Alarm
o To be specified on the Emergency Muster Plan
Other Alarms
The use of different alarms for different emergencies is to be minimized to ensure all crew are totally
familiar with a minimum number of alarm signals.
• CO2 release
o Only in E/R
• Freezer lock-in
o Local alarm on bridge/gully
• Engine room call
o On bridge/cabins
• High level alarms
o Tankers only
CONTROLLED Revision: 01 Oct 2006

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SHIP MANAGEMENT PTE LTD Shipboard Emergency Organisation
• Inert Gas System alarms

o Normally in ECR, CCR, part of UMS/EO
o All alarms should be specified either on the Emergency Muster Plan or in
the familiarization booklet
Sounding the Alarm

Emergency Alarms may be initiated at any time by any crewmember who is confronted by an
emergency situation:
• By pressing any of the manual fire alarm switches
• Shouting repeatedly until the alarm is sounded
The chances of a successful response will be greatly increased by taking the correct initial action in
the early stages. Critical information which should be passed on should include:
• Location of the emergency
• Type of emergency
• Details of any casualties
• Details of any damage
• Details of action taken
o Crew are to raise the alarm first and take mitigating action afterwards
2.2 GENERAL EMERGENCIES

Once the General Alarm has sounded, crews are to:
• Collect their lifejacket, suitable clothing and shoes
• Muster at lifeboat muster point
• Receive announcement regarding the type of emergency
• Commence duties as listed in the emergency muster plan and/or as directed by
the Officer in charge
2.3 FIRE EMERGENCIES

If the fire alarm signal is sounded (normally intermittent or continuous ringing of the ships bells in
imitation of the auto alarm system) crew should:
• Dress in suitable clothing, helmet and shoes
o Boiler suit tucked into socks
o Boiler suit fully zipped and buttoned at the neck
o Sleeves rolled down and buttoned at the cuff
• Muster at fire emergency muster point
• Commence preparations of emergency equipment

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o Close all ventilation

o Connect and deploy at least two hoses
o Quick closing valves
o Don fireman outfits
o Don SCBA sets but do not breath air until enter command given
o Confirm fire pump on line
o Confirm electricity to fire area secure
• Await instruction from the Master and officer in charge prior to entering and
commencement of fire fighting
2.4 EMERGENCY ORGANISATION

The Emergency Muster Plan TSM Poster 010 must be posted on every deck. This muster list will
identify the lifeboat assignments and fire fighting duties assigned to each person onboard.
The basic arrangement is as follows:
• Bridge Team
o Master in Command
o Third Officer - Navigation
o Communication GMDSS
o AB - Helm
• Technical Team
o Chief Engineer in Charge - Fire Investigator
o Electrician - Isolate circuits
o Engineer - Start and stop machinery
• Emergency Squad
o Chief Officer in Charge
o Assigned Team Members form response
o Support Squad - Back-up emergency squad
o First Aid & Provisions Squad
From the Emergency Headquarters the Emergency Squad will muster, make preparations and
commence contingency and mitigating actions. The First Aid and Provisions Squad will carry out
First aid, relocation of injured and preparations of escape equipment as directed (e.g. water,
blankets, provisions, stretchers, transport casualties to the lifeboats if abandoning ship, etc.). All
other crew not assigned specific duties will muster at the emergency headquarters and form the
Support Squad, providing additional equipment, boundary cooling, additional hose parties,
preparation of LS & FFA appliances. Deck and engine watch keepers (officers & ratings) are to
remain at their watch stations if they are not in immediate danger until the Master assumes full overall
control and orders them to their emergency stations. Supernumeraries, wives & other visitors
onboard will report to the Bridge or as instructed. Muster lists should ensure at least four officers

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muster at the Emergency Headquarters; The Emergency Headquarters and all muster points are ship
specific and to be set by onboard management if not already designated by Flag/Class approved fire
plans.
2.5 EMERGENCY PREPAREDNESS IN PORT

The Master is to ensure that sufficient crewmembers remain onboard to deal with emergencies.
Generally port fire and emergency services will assume control when called to assist. For
emergencies in port, the vessels crew will:
• Initially respond to contain and attempt to limit the casualty
• Cease all cargo operations
• Coordinate and assist the port fire and emergency services when they arrive on
scene
• When the emergency alarms sound in port all crew are to muster at the
Emergency Headquarters where an Emergency Squad will be formed from the
crew remaining onboard except:
o The Master, duty deck officer and radio officer (if carried) are to muster on
the bridge
o The duty engineer will muster at the engine control room or at the
Emergency Headquarters if the emergency is in the engine room. Watch
keepers in the engine room will remain on watch
o Supernumeraries, visitors and shore labour are to leave the vessel or
muster on the bridge if it is not safe to disembark
2.6 PERSONNEL CHANGES

Emergency Muster Plan
Whenever a member of the crew permanently disembarks the vessel, the joining replacements name
must entered on the Emergency Muster Plans to ensure continuity in fulfillment of emergency duties.
Large Crew Changes

Where more than twenty five (25%) percent of the crew who have not participated in fire and boat
drills in the previous month change then Fire and Lifeboat Musters/Drills are to be carried out as soon
practicable and in all cases within 24 hours of leaving port.
Substitutes
In the case where key personnel are incapacitated:
• The Chief Officer will substitute for the Master
• The 2nd Engineer Officer will substitute for the Chief Engineer

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2.7 EMERGENCY STATIONS

The Emergency Headquarters
• Will be located as indicated on the Fire Control Plan
• Is to be equipped as indicated on the Fire Control Plan
o All other emergency stations are to be located and equipped as indicated
on the Fire Control Plan
2.8 PATROLS
• All easily accessible parts of the vessel are to visually inspected on a regular
basis
o Both at sea and in port, deck officers and ratings are to carry out rounds
after being relieved from watch at 2000 hours, 2200 hours, 0000 hours,
0200 hours and 0400 hours. Rounds are to be logged in deck log book

Yellow Book
o Logging of Drills
TSM Form 091 – Schedule of Drills
 Distribution
All Vessels
 References
ISM Code
SOLAS

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Manual ECM Document
THOME
3. OFFICE EMERGENCY ORGANISATION

 Purpose
 Application
Singapore Office
 Responsibility
3.1 EMERGENCY TEAM

Thome Ship Management has established an Office Emergency Team to deal with vessel
emergencies and pollution incidents. The Office Emergency Team consists of:
• Managing Director
o Contact owners, arranges press and media coordination, crisis consultants,
and legal assistance
• Chief Operating Officer Tanker / Bulk
o Team Coordinator
• Group HSSEQ Manager
o Log-Keeper, Responsible for Class Societies, Flag State, Info-Board
Update, and Logistical Arrangements
• Senior Manager, Marine Standards & Vetting / Marine Manager
o Handles U.S.C.G., vessel safety, and Qualified Individual. Member of on-
site team. Provides operational advice and coordinates charter party,
charterer, cargo owner, port authority, agent, tugs, salvage, and charts
• Insurance Manager
o Handles P & I and H & M underwriters
• Crewing Manager
o Handles provision of crew list and contact with crew agent and next of kin
• Non-permanent members include the personnel that work directly with the
involved vessel:
o Fleet Group Managers - Handles contact with vessel and assesses damage
o Superintendents - Assists the Fleet Group Manager and provided vessel’s
drawings and technical data
CONTROLLED Revision: 21 Nov 2013

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SHIP MANAGEMENT PTE LTD Office Emergency Organisation
o Additional office personnel which may be needed to support the emergency

response
• In absence of personnel for any reason, permanent and non-permanent members
will be substituted by the next senior person in the department or organization
3.2 OFFICE EMERGENCY PREPAREDNESS

A 24-hour emergency mobile telephone will be manned at all times on a rotation basis by managers
and superintendents. The emergency telephone number is printed on an emergency notification
sticker which is to be posted in key locations aboard ship for ready reference.
• The Thome Emergency Telephone Number is:
o (65) 9631-6304
The duty officer's responsibilities are to take the initial verbal report from Master and forward
notifications to the Office Emergency Team as appropriate. In a serious emergency, the Emergency
Team will convene in Crisis Room to coordinate the office response. The telephone link is designed
to allow the emergency response team to be contacted and assembled in our office in the shortest
possible time.
• All Office staff members will carry a pocket contingency plan, containing
o Important telephone numbers for staff and selected emergency service
providers
o A synopsis of important questions to ask during the initial contact
It is not intended that the person carrying the phone handle the emergency. That person is only the
point of instant contact for the Master. The duty officer is required only to obtain the relevant
essential information and then contact the emergency response team.
• In the event, the emergency telephone is not contactable for any reason; Masters
may refer to the emergency flow chart provided in the SOPEP Appendix B, List of
Contacts, where individual staff contact numbers are provided
3.3 ACTIVATION OF THE OFFICE EMERGENCY TEAM

Once verbal notification of an emergency has been received, the recipient of the report will activate
the emergency team by contacting the telephone numbers listed on the TSM Form 182 Pocket
Contingency Plan. If any member is off station or cannot be contacted, the next senior person in the
department will be contacted and is required to serve as the substitute.
The Decision to Activate

Activation of the Emergency Team will be decided by the Managing Director, Directors or other
permanent members of the Emergency Team.
Activation
Once contacts have been made, the Emergency Team will assemble in the Thome Crisis Room. A
preliminary status meeting will be held as soon as possible after the Emergency Team is operational.
The object of the meeting is to:
• Review action already initiated

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• Determine further steps required

• Delegate responsibility for each item to Team members including information and
documentation required from them
• The Agenda will include the following items:
o Mobilization of on-site team
o Travel/accommodation reservations
o Additional personnel to be called in or placed on stand-by for emergency
team or on-site personnel
o Appointment of an agent
o Line of contact with H&M / P&I
o Lawyers
o Surveyors / experts
o Establishing a local base
o Line of contact with all relevant parties
o Line of contact with vessel
o Initial press release/need for Crisis Consultants
o Further information required
o Further documents required (e.g. Charts, vessel’s plans)
o Identification of main dangers
• The Emergency Team will use Form TSM 183 Crisis Management Office
Checklist to ensure all required actions are carried out
o The minutes of each Emergency team meeting will be recorded on Form
TSM 187 Minutes of Emergency Team
o All Telephone incoming and outgoing telephone calls associated with the
emergency will be recorded on Form TSM 185 Crisis Management
Telephone Log
o The details of any casualties will be recorded on Form TSM 186 Crisis
Management Casualty Log
3.4 OFFICE EMERGENCY DRILLS

The Senior Manager, Marine Standards & Vetting / Marine Manager shall plan and initiate drills for
testing office emergency response procedures and alerting of the Emergency Response Team and
other personnel. At a minimum, office emergency drills will consist of:
• One Ship-Shore Emergency drill to be conducted quarterly – Drill planning to be
made at the beginning of the Year and the vessel type and scenario to be
included in TSM 091AA - Schedule of Office Drills.
• A post evaluation of emergency drills shall be carried out by the Senior Manager,
Marine Standards & Vetting / Marine Manager with proposed recommendations
for improvements and/or amendments to the applicable contingency plans.
• Participation in office evacuation exercises as scheduled by building management

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• When practicable, inclusion of senior officers on leave to role play in such drills
is strongly recommended

Drill Evaluation - Free Form Report
o File No. 19.8
TSM Form 182 – “Pocket Contingency Plan”
o Provided to all office staff
TSM Form 183 – “Crisis Management Office Check-List”
o File No. 19.8
TSM Form 185 – “Crisis Management Office Telephone Log”
o File No. 19.8
TSM Form 186 – “Crisis Management Office Casualty Log”
o File No. 19.8
TSM Form 187 – “Crisis Management Office Minutes of Emergency Team”
o File No. 19.8
 Distribution
All HSSEQ Management System Libraries
 References
TSM 091AA - Schedule of Office Drills.
SOLAS Chapter IX - ISM Code
MARPOL Reg. 26

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Manual ECM Document
THOME
4. EMERGENCY NOTIFICATIONS
 Purpose
 Application
Singapore Office
 Responsibility
4.1 NOTIFICATION OF A SHIPBOARD EMERGENCY

The urgency and extent of notification by the vessel and subsequent action taken depend on the
situation as evaluated by the Shipboard Management Team. The senior officers must have a clear
understanding of need for prompt and thorough reporting and what corresponding actions can be
expected from the company.
Initial Report
The initial report from the vessel should be a verbal notification to the company emergency telephone
or the office contract numbers specified in the SOPEP. Verbal notification should be effected as
soon as possible once the emergency is manageable. In those situations, where an emergency is
considered out of control, the ships staff should focus on safety of life with priority notifications of
shore rescue coordination centres via the GMDSS station.
External Notifications
External organizations and bodies to be notified by the Master will depend on the situation and as
described in this Manual and other applicable contingency plans. The Master shall inform the
company of each external organization already contacted.
Notification Format
It is important that written notifications be made in a consistent and structured manner. For this
purpose, Thome has adopted standard IMO Reporting format that is required by both OPA 90 and
MARPOL regulations. The message format should be pre-programmed into the ships' computers so
that only the information specific to a particular incident will need to be entered. The standard IMO
message format provides categories alphabetized for input of information as follows:
• AA. Ship Name, Call Sign, IMO Number, Flag, Masters Name
• BB. Date and Time of Event GMT
• CC. Position - Latitude / Longitude
• DD. Position - Bearing and distance from landmark
• EE. True Course

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SHIP MANAGEMENT PTE LTD Emergency Notifications
• FF. Speed
• LL. Intended track
• MM. Radio station and frequency guarded
o Ship telephone contact numbers
• NN. Date and time of next report
• PP. Type and quantity of cargo and bunkers on board
• QQ. Brief details of damage or defects
• RR. Details of pollution if any
o Estimated Amount
o Correct Technical Name
o UN Number
o Status of any leakage
• SS. Weather and Sea Conditions
o Wind direction and speed
o Sea direction and swell height
• TT. Contact details for:
o Owner
o Operator
o Agent
• UU. Ship size and type
o LOA
o Breadth
o Draught
o Type of ship
• XX. Additional Information
o Details of incident and actions taken
o Total crew onboard and number of injuries or fatalities
4.2 EMERGENCY RESPONSE FLOWCHART

Effective and efficient flow of communication and information is critical during a shipboard emergency
situation. Communication shall be done through various means of communication tools on the vessel
to transmit clear and concise information among the parties so that timely decisions and arrangement
can be made to render the best possible means of assistance to the ship:
Situational update
o Satellite phone

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o Mobile phone
• Diagram, Documents and Drawing
o Fax
• Photographs / colored materials and diagrams
o Email
Figure 4.2-1
Vessel Master
24 Hr Technical Hotline
Mobile Phone : +65-96316304
TSM Crisis Management Team

Crisis Room Tel No. : +65-63294893
Fax No. : +65-62246281
incident@thome.com.sg
Commercial
Ship Owners
Operators
Fleet Group Manager
Technical Superintendent
Oil Spill Removal Class Society

P & I Club Media Local Authorities
& Salvage Emergency
H & M Club Consultant & Flag State
Company Services
Figure 4.2-1 above provides all parties involved with a clear and concise chain of communication.

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Standard IMO Report
o File No. 19.8
Official Log
o Name of persons contacted
o Time of each notification
SOPEP Appendix B
o Masters Library
 Distribution
All HSSEQ Management System Libraries
 References
MARPOL Reg. 26

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Manual ECM Document
THOME
5. SHIPBOARD EMERGENCY DRILLS AND TRAINING

 Purpose
To promote emergency preparedness on ship
To establish individual training needs during drills and safety training
 Application
 Responsibility
5.1 BASIC REQUIREMENTS

It is the responsibility of the Shipboard Management Team to ensure that the crew are properly
trained to respond and be familiar with:
• Emergency stations when the emergency alarms are sounded
• Individual assigned duties
• The procedures for raising the alarm
• The action to be taken upon discovery of a fire or other emergency
• The function of the emergency organization
• Pollution prevention/mitigation equipment
• The use of safety equipment (e.g. preparation and lowering of lifeboats, use of
emergency fire pump and generator, etc.)
• Closing down procedures (e.g. ventilation, fuel, etc.)
• Rescue procedures (e.g. from enclosed spaces)
• Ensure that officers are familiar with and can operate:
o The emergency generator
o Emergency steering
o The emergency fire pump
o The lifeboat engines
o Emergency Communications
o Line throwing apparatus
o Emergency towing arrangements
CONTROLLED Revision: 01 Apr 2012

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ECM Document No. 005
THOME Shipboard Emergency Drills and
SHIP MANAGEMENT PTE LTD Training
5.2 REGULAR TRAINING

Regular emergency training and drills are designed to ensure that:
• The crew is ready to react to contingencies and emergencies should they occur,
to preserve their own lives and the safety of the vessel, environment and cargo
• Emergency or contingency equipment that is ineffective or faulty is identified
• The crew are able to demonstrate to PSC, Flag or company inspectors:
o That all statutory training has been undertaken
o Satisfactory response to emergency situations
Requirements and Schedules

A training and drill schedule for each full calendar year is to be prepared by the Safety Officer. The
annual schedule must include all monthly and weekly drill requirements including any additional Flag
or contingency plan requirements.
• Form TSM 91 - Planned Drills should be used for planning purposes
• Drills must be recorded in:
o TSM "Yellow Book"
o Official Log Book - Norwegian type
o TSM Form 091A – Drill Record
• It is the responsibility of the Safety Officer to ensure that the vessel is in
compliance and conducts all required drills.
• The planning and conduct of emergency drills and training should be a topic of
each monthly safety committee meeting.
Acceptable Types of Training and Drills

As long as specific drills fulfil statutory requirements, training and drills may include or be limited to:
• Video training followed by discussion
• Table Top Discussion with review of contingency plans and procedures
• Demonstration of emergency equipment operation
• Physical deployment of equipment
• Full scale drills with simulated response
o Equipment should be activated as far as possible
o Crew should respond as if the emergency were real
Planning
When planning drills and exercises the senior onboard management are to ensure the requirements
of the following are always considered and incorporated where needed:
• Flag State requirements
• SOLAS Training Manual

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• SOPEP / SMPEP
• Fire Training Manual
• Security Manual
• OPA 90 Vessel Response Plan
• Individual U.S. State Vessel Response Plans
Drills are to alternate between exercising the emergency organization procedures in simulated
emergency conditions and training in the use and operation of systems and equipment. Training is to
be comprehensive, for those who carry out key contingency tasks and the use of substitutes and
reserves.
• Any equipment or machinery used during drills shall immediately be brought
back to a fully operational condition with any faults and defects discovered
rectified as soon as possible
• After the completion of each training session or drill, a de-brief review should be
conducted with all participating officers and crew to evaluate the effectiveness
of the training and assess if crew are properly trained
o Any resulting suggestions should be forwarded to the company on Form
TSM 097 and marked as a Suggestion for Improvement
• Every training session is to be recorded with all participants listed by name on
Form TSM 162 Training Record
o The form should be signed by the Safety Officer or Instructor
Life Boat Drill Requirements

• Each abandon ship / lifeboat drill is to include:
o Summoning of passengers and crew to muster stations with the ships
alarms and by drill announcement on the public address or other
communication system
o Reporting to stations and preparing for the duties described in the muster
list
o Checking that passengers and crew are suitably dressed and that lifejackets
are correctly donned
o Lowering of at least one lifeboat after any necessary preparation for
launching
o Different lifeboats are to be lowered at successive drills if practicable
o For the purpose of drills, the vessel must be stopped in water, anchored,
moored, etc. before lifeboats and rescue boats are swung out over the
water
o Starting and operating the lifeboat engine
o Operation of davits used for launching life rafts (if fitted)
o Instruction and the use of radio life-saving appliances
o Testing of the emergency lighting used for mustering and abandonment
• Each rescue boat and lifeboat is to be lowered empty and launched with master
and its assigned operating crew and manoeuvred in the water at least once
every three months in conjunction with an abandon ship drill

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o In case of a lifeboat arranged for free-fall launching, at least once every

three months during an abandon ship drill, the crew shall board the lifeboat,
properly secure themselves in their seats and commence launch
procedures up to, but not including, the actual release of the lifeboat (i.e. the
release hook shall not be released). The lifeboat shall then either be free-
fall launched with only the required operating crew onboard, or lowered into
the water by means of the secondary means of launching with or without the
operating crew onboard. In both cases, the lifeboat shall thereafter be
manoeuvred in the water by the operating crew
At intervals on not more than six months, the lifeboat shall either be
launched by free fall with only the operating crew onboard, or simulated
launching shall be carried out
Guidelines for simulated launching as per MSC Circular 1206 included in
Form TSM 088
• Rescue boat crews must train to be able to prepare, launch and operate the
rescue craft in an efficient and timely manner to effect retrieval of survivors
• No dedicated seating positions are to be allocated onboard a lifeboat
• During an operational life boat drill:
o The Master must personally supervise boat dills to ensure safe conduct
o The life boat must first be swung-out and lowered without any crew onboard
o The lifeboat is then to be raised to the embarkation deck for boarding by a
minimum operating crew and lowered to the water to demonstrate engine
and sprinkler operation
o In the interest of safety, manning during swing out should be avoided by all
possible means
o If the ship design is such that it is not possible to embark crew from other
than the cradled position, the safety committee must devise alternate
methods and procedures that allow the crew to embark the boat at a point
where minimum stresses on lifting tackle will be incurred
o If the embarkation deck is at a level where the boat will swing out and place
maximum stress on the rigging, the operating crew should attempt to board
either while waterborne via the embarkation ladder or if the curvature of the
hull is too great, a boarding platform or other arrangement should be made
to allow the crew to board from the davit deck after swing-out
o The ‘assigned operating crew’ are to use suitable safety harnesses secured
to a safe external location on the lifeboat (if practicable)
Suggested Procedure for Boat Drill

• Step 1
o Boat is prepared with locks and harbour pins removed, gripes removed,
painter run, etc.
• Step 2
o Boat is lowered full speed (brake “wide” open) from stowed position until
waterborne – NO CREW ONBOARD
• Step 3

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o Boat is heaved back to stowed position (or until limit switch is engaged)
• Step 4
o Boat is lowered again full speed (brake “wide” open) from stowed position
until about 3 metres above the water and brake closed “fast” to place as
much force on the equipment as is possible – THIS IS A “CRASH” STOP
TEST WITH NO CREW ONBOARD
• Step 5
o Boat is heaved to boat deck where crew board
• Step 6
o Boat is lowered from inside the boat using the lowering wire until
waterborne
• Step 7
o Once the boat is waterborne with crew inside then “weight” is taken on the
falls and the boat heaved approximately 150mm (6 inches) so it is “just”
suspended from the falls and not completely floating
• Step 8
o On-load quick release is activated
o If only one end lets go then the boat will come to rest floating at one end
and suspended at the other and no crew will be injured
• Step 9
o Boat is then tested waterborne
o All officers, engineers and petty officers are aware if the cam setting for the
quick release and one who is experienced is given the task of resetting the
cam
• Step 10
o Boat is re-attached to falls and lifted 1 metre where cam setting is re-
checked and boat with crew are then lifted back onboard
Life Boat Maintenance

For safety reasons, the following recommendations for lifeboat maintenance and drills are to be
complied with:
• The maintenance of lifeboat systems is to be carried out by documented
qualified personnel at dry-docks (or more frequently as prescribed by flag
authorities)
• During maintenance, the lifeboat is to be secured (e.g. hanging pendants, chain
blocks, etc.)
• Painting of moving parts on LSA systems should never be done
• Corroding parts should be replaced as necessary and, or at specified lifetime
intervals
• Limit switches to be verified to be operating properly
• Fuel tanks to be kept in a topped up condition

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• After any maintenance, life boat rigging must be tested

• Testing or launching of the lifeboat should be performed always without
personnel
• The difference between mustering (no embarkation) and launching of lifeboat
must be recognized and adhered to
• To prevent parting of lifeboat falls or tackle, Chief Officers are instructed to
personally verify the operation of all limit switches and to add checking to the
weekly routine. Crews must be constantly reminded to use care when painting
so as not to seize the roller or other moving parts
Fire Drill Requirements

Fire drills are to be planned in such a way that due consideration is given to practice in various
emergencies that may occur depending on the type of ships and the cargo. Each fire drill is to
include:
• Reporting to stations and preparing for the duties described in the muster list
• Starting of a fire pump and using at least the two required jets of water to show
that the system is in proper working order
o Different fire pumps are to be exercised at successive drills
• Checking of fireman's outfit and other personal rescue equipment
• Checking of relevant communication equipment
• Checking the operation of watertight doors, fire doors, fire dampers and main
inlets and outlets of the ventilation systems in the drill area
o Chief Engineers are to personally inspect all fire dampers and confirm
proper operation, the results of which, is to be recorded in the engine log
o Junior Engineers are to be closely monitored in the weekly testing of fire
dampers which should always be supervised
• Checking the necessary arrangements for subsequent abandoning of the ship
5.3 CALIFORNIA UNANNOUNCED DRILLS

All vessels trading in to California, whether tanker or bulk carrier could be selected by State of
California authorities for participation in an unannounced drill. Such drills will require full notification
and call out of the contracted Oil Spill Response Organisation (OSRO) to deploy boom and
skimmers. The call out is a compulsory part of California regulations and should be clearly
understood by all our Masters. All vessels should have onboard a document titled “STATE OF
CALIFORNIA VESSEL RESPONSE MANUAL” (for the first 24 hours of an oil spill response). This
document should be reviewed prior to arrival in California to familiarise senior officers with
emergency contact procedures.
The Objective of the California unannounced drills is to evaluate a plan-holders ability to respond to
an incident in accordance with their California Oil Spill contingency Plan.
What to expect:
An OSPR representative will actually board the vessel and provide a scenario for drill. The plan-
holder must make all the required notifications within the 30-minute time frame. Response resources

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for a 50 barrel containment should be immediately deployed (state recommendation of 2000 ft). If a
boom is deployed immediately, the plan holder will have three hours rather than two hours to deploy
skimming equipment capable of recovering 2500 bbls/day. No simulations will be accepted. All
equipment must be deployed and properly operating. The cost for equipment deployment will be the
responsibility of the plan-holder.
In a three-hour time frame the following drill objectives should be met:
• Notification procedures understood and carried out
• The ability of the OSRO to respond and deploy equipment within the specific
time frame
The OSPR representative will ensure that all personnel arriving on the scene are properly trained.

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 Experience Feedback
HSSEQ Circular 08 - 2007 – Safety Alert – Grinding wheel / Lifeboat
HSSEQ Circular 13 – 2013 – Failure of lifeboat wire fall due to corrosion
HSSEQ Circular 44 – 2013 – Accidental release of free fall lifeboat
HSSEQ Circular 72 – 2013 – Incident during rescue boat launching
HSSEQ Circular 73 – 2013 – Incident regarding auxiliary engine interlock starting device
failure

TSM Form 162 – “Training Record”
o File No. 17.4.2
TSM Form 91 – “Schedule of Drills”
o 3rd mate to maintain
Yellow Book
o Logging of Drills
 Distribution
All Vessels
 References
ISM Code
SOLAS

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Manual ECM Document
THOME
6. HANDLING MEDIA ENQUIRIES

 Purpose
To outline the outline for Handling Media Enquiries
 Application
Thome Office
All Fully Managed Vessels
 Responsibility
Managers
6.1 HANDLING MEDIA ENQUIRIES

General Guidelines for Masters and Senior Officers
In the event of an oil spill or accident, Masters and other senior ship's Officers should anticipate - and
be prepared for - handling questions from journalists.
It is preferable not to have contact with the press. However, sometimes it is unavoidable because
aggressive journalists will find a way to confront the crew in their efforts to obtain information about
what happened.
It is not the intention of this guide to instruct ships' officers how to hold a press conference. If a press
conference is held, it will be arranged and conducted by the shore-side crisis management team.
With this background, this document provides some guidance on how to deal with the press if you are
confronted. Remember anything you say might be quoted and can end up in the newspapers and on
television. Also, remember that nothing is "off the record".
While it may be uncomfortable and seem like an intrusion, in today's world the general public will
have an interest in oil spills and other events that affect the environment.
Therefore, if you are approached by, or receive a call from a journalist, you may use the following as
a ‘holding statement’-
“Thanks for your call and I appreciate your interest in this situation. However I am unable to answer
your questions at the moment or give you any further information as my priority now is ensuring the
safety of the crew and the vessel.”
“The company is communicating to the media on this incident and if you give me your name, news
organisation and telephone number, I will get one of our media liaison spokespersons to call you
back.”
If pressed further, add –
“As I said, I am not the spokesperson for Thome Ship Management and I will get our spokesperson
to call you back as soon as we finish this conversation. He will be able to answer all your questions
and provide you with an update on the situation... “
CONTROLLED Revision: 01 Jul 2010

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SHIP MANAGEMENT PTE LTD Handling Media Enquiries
Do not under any circumstances be hostile - and never say "No Comment."

HSSEQ Management System
 Distribution
Singapore Office
 References
ISM Code
ISO 9001
ISO 14001

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Manual ECM Document
THOME
7. ICE OR EXTREMELY COLD CONDITIONS

 Purpose
To outline clearly the procedure for Ice or Extremely Cold Conditions
 Application
 Responsibility
Master
7.1 COLD WEATHER PRECAUTIONS

Definitions
Any one of the following conditions is to be considered as extreme:
•
o o
Air temperatures below 2 C (35 F)
•
o o
Water temperatures below 0 C (32 F)
• Floating Ice sighted visually
• Reports received from vessels in the same area advising sighting ice
• Winds of any speed causing any ice accumulation on the vessel
• Reports received from vessels in the same area advising winds causing ice
accumulation
• Snow, sleet (freezing rain) or blizzards
When the above conditions are encountered or expected to be encountered, Masters are instructed
to carry out the instructions and procedures contained within.
Masters are advised that all messages, logbook entries, bell book entries and any other received
information is to be carefully compiled for any future claims, investigations of conduct or any other
matters that may arise while the vessel is in ice or extreme cold conditions.
7.2 NOTIFICATION – ICE OR EXTREMELY COLD CONDITIONS

Reporting of conditions are required by SOLAS Ch.V (danger messages) when encountering any ice,
gale force weather and ice accumulation
Thome Ship Management and vessel Owners are to be notified immediately:
• When Voyage Orders are received instructing the vessel to proceed to areas
where ice or extreme cold conditions may be encountered or expected
• When any of the ice or extreme cold conditions listed above are encountered
When reporting:

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SHIP MANAGEMENT PTE LTD Ice or Extremely Cold Conditions
• Master is to advise Thome Ship Management of the exact status of equipment

or stores on board to deal with ice or extreme cold conditions
• Master is to advise Thome Ship Management regularly of the conditions being
encountered and any reports made on injuries, damages received or delays
experienced are to be made promptly on the appropriate Thome forms with
logbook entries, bellbook entries photo’s, etc attached
• Master is to request owners to advise if vessel is suitably covered by insurance
for the intended voyage
• Advise expected extra bunker consumption due to cold weather operations
7.3 READINESS – ICE OR EXTREMELY COLD CONDITIONS

The following are to be considered minimum requirements for vessels to carry out should they be
proceeding into ice or extreme cold conditions:
• Vessel shall store and equip with antifreeze agents (methanol , ethanol , glycol ,
engine cooling antifreeze, de-icing salt), heating lamps (with associated
electrical wiring), non slip for deck (sand), temporary repair material (plastic
steel, devcon, cordo-bond, epoxy glues, etc) and fuel oil additives (non-
solidifying)
• The engineers must be advised well before expected temperature reductions
and then kept advised of the actual temperatures
• While alongside a berth both engine room and bridge are to be continuously
manned and the vessel (engines, steering, etc) is to remain on constant
readiness in areas where ice concentrations are considered dangerous.
Consideration is to be given to keeping a pilot on board and having a standby
tug or ice breaker at all times even after berthing and while carrying out cargo
operations if ice conditions are considered dangerous
• Deck pipelines are to be drained immediately if not in use or after any use. This
will include but not be limited to the pipes and pipeline systems listed below:
o Main steam pipelines
o Steam condensate return pipelines
o Water wash for bridge windows
o In circumstances where fire and foam lines are required to be pressurised
ensure there is a sufficient flow of water to prevent freezing by bleeding
water off through suitable connections (hawse pipe washing connection and
end hydrants)
o Compressed air lines
o Deck fresh water lines. (check with terminal to ensure that eyewash
facilities can be turned off and drained and make contingency plans for
such)
o Deck inert gas lines & Deck Seals (seals to be constantly circulated and
liquid p/v to have antifreeze added)
o Cargo oil lines

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o COW lines
o Ballast piping
Care must be taken to avoid damage and associated danger to personnel caused by freezing water
in deck, pipe tunnels and void space pipelines and fittings. Particular attention is to be paid to
reducing damages. Keep water systems circulating if they can not be stopped and drained. All
unused piping should be blown dry after draining. Prepare steam hoses and or hot water hoses for
defrosting.
• For cargo tanks consideration shall be given to:
o Cargoes liable to solidify or approaching a liquids pour point then a
stoppage of cargo operations may be required and all lines (including wash
lines) should be drained to a tank with a large ullage. Failure to carry this
out leads to cargo oil solidifying in the lines on the discharge side of the
pumps with eventual damage on resuming discharge
• For ballast tanks consideration shall be given to:
o Removing the forward most vent head to stop freezing over. No ballasting
is to be carried out without first checking the venting system is operational.
Pressure, vacuum and high velocity relief valves should be checked
frequently during cold weather conditions to ensure that frozen condensate
(freezing over) is not affecting the correct functioning of the valves. All tank
venting arrangements are to be cleared to ensure continuous venting of
tanks
o Keeping ballast tanks slack to avoid upper tank pipes from freezing over.
Consideration should be given to keeping topside tanks at 75% of capacity
if this is possible
o Pumping small amounts of ballast (in and out) to avoid ballast tanks starting
to ice over and to break up any ice formations
o Adding anti freeze to sounding pipes to stop them freezing over
• Vessel should maintain deepest drafts possible by loading cargo prior to
discharging ballast
• All information from ice reporting services (ice charts and routeing charts),
agents, owners, charterers, shippers, metrological offices, Thome Ship
Management, BIMCO, pilot books, guide to port entry and the Mariners
Handbook is to be gathered to assist with proper situation appraisal and proper
route planning. Ensure the vessels navtex has the ice report receiving function
activated
• Routeing should as far as practicable avoid or minimise time in ice or extremely
cold conditions. The use of weather routing services is to be considered
• Bridge Procedure Guide Check List 12 is to be completed
• Vessels are not to force ice. Forcing ice is to be considered breaking close ice
and, or having the ships normal speeds reduced by half (50%) due to trying to
pass through ice. If owners require, the employment of icebreaker or other
suitable tugs/assisting craft should be considered
• Prior to and during navigation in ice or extreme cold conditions reference to
Mariners Handbook Section 8 on ice procedures is to be made and Masters are

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instructed to use the information to the best of their advantage. Particular

guidance is to be sought to help ensure that the hull and propeller are not
damaged
• The following should be taken into account if in ice:
o Try to avoid sailing after dark through ice packed zones. Keep a searchlight
on standby
o Extra watches are to be set when encountering ice and consideration made
to putting a lookout forward
o Engine room is to be manned continuously by engineers. Bridge is to be
advised if blockage of sea cooling water strainers by ice is suspected. A
close watch is to be kept on service pump suction (vacuum) gauges to
monitor for blockage
o Try to be in contact with Weather and Ice Control Stations, pilot stations,
agents, etc.
o Constant monitoring of radar screen to observe in advance ice formations
such as paths, icebergs, etc.
o Reduce speed to minimum (main engine on diesel fuel if necessary).
Generally try to navigate through packed ice at speeds of less than 5 knots.
If vessel becomes ice bound or when underway but restricted in heavy ice
then any main engine operations should be minimal especially astern
movements. If possible use minimum power ahead to keep steerage way.
Inspect the propeller for possible damage in this situation if possible. Hard
over rudder should be used only in emergency. If you are forced to stop
then the rudder should be put amidships and the engine kept turning slowly
ahead
o Be aware of the drifting effect of ice when passing through narrow channels
especially when combined with the effect of wind and currents
o If in a channel made by an ice-breaker follow strictly pilot/ice-breaker advice
and commands
o Check speeds and courses frequently remembering that the magnetic
compass is of little value near the poles. Check frequently the gyro
compass by azimuth bearings
o Avoid anchoring in ice conditions
o In heavy ice flow the ship should be preferably docked with the bow
stemming the ice
o Consideration given to keeping a pilot on board at all times even after
berthing and while carrying out cargo operations
o To prepare for any flooding all watertight doors as appropriate are to be
shut
o Checks for any hull plating damage that may have occurred after transit
through heavy ice by careful inspections of all empty spaces should be
carried out
o Inspections should be made in very cold weather after hard impacts with
docks, pilings or fenders

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• At the end of sea watches regular checking of the preparations and measures
taken are to be carried out. Those checks carried out are to be logged in
bellbooks or logbooks after completion of rounds
• Ballast condition to maximise propeller immersion, sea chest intake immersion
and forward draft is to be considered and reported to Thome and Owners with
details of any operations carried out on board or expected to be carried out on
board to counteract ice and/or heavy weather. This information is to be
forwarded to Thome for our guidance to efforts being carried out onboard.
Vessels should have less than three feet of trim to keep ice sliding under the
vessel from reaching the sea suctions and whenever possible, keep sea suction
and propeller below the ice level. As a guide the USCG “Winter Rules”
requirement is for a minimum draft forward of 10 feet and the top of the
propeller to be minimum 8 feet underwater
• Masters written instructions are to be made at least daily with reference to the
climatic conditions and the precautions to be carried out
• Chief Engineer’s written instructions are to be made at least daily, with
reference to the climatic conditions and the precautions to be carried out.
Under certain circumstances, rapid changes of temperature may be
experienced and it is the responsibility of the Master and Duty Deck Officers to
advise the Chief Engineer when this occurs so that proper precautions may be
taken to prevent freezing and damage to Machinery
• The Master must take all necessary precautions to prepare ship and crew for
operation in unduly cold weather conditions. All departments must be
familiarised with the precautions to be taken to avoid damage, illness and
injuries from expected cold conditions
• Masters are advised that all personnel on board must be protected from the
elements and therefore all personnel required to work on deck during cold
weather must be adequately clothed and protected against the elements.
Protection against frost bite, wind-chill and cold injuries must be recognised by
all personnel but in particular, those required to perform duties such as lookout,
mooring and un-mooring, loading and unloading operations, etc. Taking into
account that all hands may be required on deck the vessel shall store and equip
with warm clothing for all crew
• First Aid Carers on board are be familiarised with the hypothermia and frost bite
sections of the Ship Captains Medical Advice Book and the Mariners Handbook.
All ship staffs are to be well prepared to carry out first aid
• Crew accommodation heating is to be tested and checked for operational
readiness
• Build up of ice and snow to be cleared from exterior passages to essential
emergency equipment (lifeboats, life rafts, emergency generator room, CO2
room, etc). A path on one side of the vessel is to be kept clear to the forward
end with a rigged lifeline for safe movement if possible
Pipelines, Fittings and Machinery

Care must be taken to avoid damage and associated danger to personnel caused by freezing water
in pipelines and fittings, both on deck and in pipe tunnels and void spaces. Particular attention is to
be paid to the cargo steam heating and condensate lines, fire and foam main deck lines, and IG deck

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seal supply lines. All cargo and ballast lines containing water should also be drained and valves
securely closed.
If a vessel is discharging heavy black oil in a low ambient temperature, and a stoppage is required, all
lines including COW lines should be dropped to a tank with a large ullage. Failure to comply may
lead to oil solidifying in the lines on the discharge side of the pumps, which could result in damage on
resuming discharge.
Pressure Vacuum High Velocity Relief Valves should be checked frequently during cold weather
conditions to ensure that frozen condensate is not affecting the correct functioning of the valves.
 Documentation and Filing

 Distribution
Ship Security Plans
o Each Mess Room
 References
HSSEQ Management System Manuals:
For crew safety
o Safety Manual ch.12
For navigation
o Bridge Procedures Guide ch. 2.30 and
o BPG Checklist No. 12
For hull, deck and cargo operation
o Operation Manual ch. 6.4
For engine/machinery
o Engine Procedures Guide ch. 5.1
o EPG Checklist No 2

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Others:
Captains Medical Advice Book
Mariners Handbook Section 8
SOLAS Ch V
BIMCO
Pilot Books
Guide to Port Entry

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Manual ECM Document
THOME
8. PERSONNEL ACCIDENTS / INJURIES

 Purpose
To outline the guidelines for Personal Accidents / Injuries Incidents
 Application
 Responsibility
Master
8.1 PERSONNEL ACCIDENTS / INJURIES

General
In case of injuries or illness which requires more extensive treatment than it is possible to give on
board, contact with shore for professional guidance must be made as soon as possible.
Ensure that the following information is available:
• Age and sex of the patient
• Breathing frequency
• Pulse and blood pressure
• Temperature
• A description of the injury or illness symptoms
• Information about earlier illness of the patient
• Description of the treatment that has been given on board
• If the patient can walk
• Position, course and speed of the ship
• ETA first port
• ETA nearest port (port of refuge)
• Weather conditions in the area
• (Wind direction, force, visibility, estimated cloud level, wave height)
Do not delay making contact even if all information is not available. This may be collected while the
contact is being established.
Doctor’s Advice by Radio

At sea, it is possible to receive advice through the radio service, Medico. Admiralty List of Radio
Signals, Vol. 1(A.L.R.S. Vol. I) has a list of stations which are associated with such service.
Alternately, the services of Gleneagles Maritime Medical Centre for emergency maritime medical
needs may be utilized. The centre’s communication details are as follows:

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SHIP MANAGEMENT PTE LTD Personnel Accidents / Injuries
Gleneagles Maritime Medical Centre

Maritime House, 120 Cantonment Road, Singapore 089760
Tel: 65-62236066 - 24 hours Hotline
Fax: 65-62236055
Disembarkation of Injured / Sick Person in Harbour of Refuge

Medico will advise regarding possible action. Accurate position, ETA first ordinary port and closest
possible port of refuge must be calculated.
Helicopter Assistance
If the decision is made to disembark the patient by helicopter, the closest Rescue Centre must be
alerted and requested to coordinate the assistance.
Assistance from Ships in the Vicinity

A message to the closest coastal radio station that medical aid is desired from possible ships in the
vicinity may be forwarded through a general call to all ships in the area from the coastal radio station
requesting such assistance.
Larger passenger ships and naval vessels have doctors and facilities for treatment.
AMVER
On request from a Rescue Centre AMVER will provide information and render assistance in cases of
serious illness or injuries on board a ship at sea.
The Rescue Centre will receive information about which ship with doctor that participates in AMVER
is the closest. The Rescue Centre closest to the ship will coordinate attempts to establish contact
between the ship in need and the ship that can offer medical assistance.
MRC
The Main Rescue Centre may by means of its communication system be able to assist in activating
corresponding organizations aboard, where such are established.
Paramedics
In open sea areas, paramedics may be used. This is a special unit of the U.S. Military rescue
service with training in advanced first aid. They work in pairs and are put on board by helicopters or
dropped by parachute to the ship that needs help. They will then follow the ship to the port of
destination.
If paramedics are used, the procedure is as follows:
• Establish connection with airplane/helicopter and prepare to have the same
information ready as under item 1. In addition, a list of the medicines available
on board must be ready
• If the paramedics are to use parachutes, the ship must be stopped with the bow
against the wind when ready to receive. Launch a lifeboat ready to recover the
parachutes from the sea

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Acute First Aid

In the case of injuries on board, for instance:
• Drowning
• Electric shock
• Poisoning due to gas
• Suffocation
It is necessary immediately to give first aid without loss of valuable time. The treatment should start
as soon as the injured person has been brought to safety. Every second counts! Do not waste time
on transportation to sickbay, start first aid at the spot.
Immediate action must be taken in case of:
• unconsciousness
• loss of respiration
• loss of heart beat
Make sure the air tract is open
• Lay the injured down on a solid surface
• Put one hand under the neck and the other on the brow
• Bend the head far backward
• Keep the oral cavity clean, remove possible dentures
• Lay the injured in a suitable side position when he is breathing
Stable side position:
• Push the nearest foot up against the seat, so that the knee forms an acute angle
• Push the nearest hand in under the seat
• Draw the other hand against you, so that the injured rolls over on the side.
Steady up with a hand on the knee
• Bend the head backwards and leave the head low, with a hand as support
under the chin. Draw the other hand a little away from the back
Start artificial respiration
• If the injured does not breathe, blow twice, strongly, according to the mouth-to-
mouth method (MTM). Feel the pulse in the throat. If the pulse can be felt,
continue blowing at a rate of 12 blows a minute
• Regain the heart
• Immediately start heart compression if the heart function is not recovered
Heart compression
• If a sick person is found and his pulse cannot be felt:
o Start external heart compression 90/min

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o Depress breastbone 4-5 cm. The pressure should be exerted with straight
arms and increasing force. The movement must be rhythmic and forceful.
The patient must lie on a hard surface
• Heart compression and artificial respiration (MTM) must be carried out
simultaneously
o 2 air blows and 15 heart compressions
It is too late to learn procedures when the accident has happened. First aid for revival should be
included in the training program and practiced by everybody on board.
Many persons have been saved due to taking the correct action according to the methods which
have been described here. Possibilities for saving lives given by modern revival methods are by far
sufficiently used. The survival percentage could increase considerably if everybody on board can
master the technique for the mouth-to-mouth method and heart compression.

 Distribution
MARPOL SOPEP
MARPOL SMPEP
o Masters Library - Chemical Tankers
Panama Canal SOPEP
o Masters Library - Vessels Transiting Panama Canal
U.S. Individual State Vessel Response Plans
o Masters Library - Vessels Trading to California or Alaska

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Ship Security Plans

o Each Mess Room
 References
ISM Code
ISO 14001
ISMA Code
MARPOL
SOLAS
ISPS Code
Alaska Department of Environmental Quality Regulations

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Manual ECM Document
THOME
9. RESCUE ACTIONS FROM TANKS AND HOLDS

 Purpose
To outline the Guidelines for Rescue Actions from Tanks and Holds
 Application
 Responsibility
Master
9.1 RESCUE ACTIONS FROM TANKS AND HOLDS

Precautions by Entering Of Enclosed/Semi-Enclosed Spaces
• Do not enter a tank or a hold which has been closed for a period of time, even if
it has not contained hazardous materials. Ventilate first, and check by
measurement that there are no poisonous or flammable gases, and that there is
sufficient oxygen
• Take frequent measurements during the execution of the work
• The atmospheres in tanks and enclosed spaces must be considered hazardous
until measurements have shown that it is safe to enter. No such areas may be
entered unless by order from a responsible officer. If it is not certain that the
atmosphere is harmless, protective equipment must be used
• Arrange to have two assistants outside the tank/hold for surveillance and
rescue. Signals must be agreed in advance
• Use approved safety harness, safety line and signal line
• Ensure that the Officer of the Watch is informed, and keep contact with him
during the operation. Keep smoke diver equipment ready for use
• If an accident should occur, one of the assistants must immediately sound the
alarm and the other puts on the smoke diving equipment and starts the rescue
action. The immediate task is to bring air to the injured or to get him out into
fresh air
• Accidents in tanks or holds with harmful atmosphere, require quick and
organized action every second counts
• Please refer to HSSEQ System Safety and Health Manual
Rescue Action
• Sound the fire alarm to alert the whole crew, and announce on the loudspeaker
that a rescue action is taking place
• The fire fighting teams collect their equipment and turn out. The smoke divers
must exert themselves as little as possible before arrival at location

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THOME Rescue Actions from Tanks and
SHIP MANAGEMENT PTE LTD Holds
• The technical team provides lightning and attempts to ventilate the area of the
accident with available equipment. The safety team brings stretcher, first aid
equipment and oxygen apparatuses to the area
• Two smoke divers done their equipment and check their apparatuses. Auxiliary
equipment is made ready. The smoke divers are secured by lines, and the
leaders check the bottle pressure and calculate the action time
• The two smoke divers with safety line enter the area, with one assistant to each
line which is kept suitably slack and secured. Auxiliary equipment is lowered
down by a line as soon as the smoke divers have reached the bottom. Other
smoke divers are on stand-by ready for action. Hoisting equipment with a hoist
harness is rigged and manned
• When the injured person has been located, consider if treatment must be given
on the spot or if he must be brought out of the tank. Neglect smaller body
injuries. Do not waste time with stretcher, haul the injured to the hoisting place
and put on the hoisting harness. If more than one person is injured, first take
care of the person closest to the hoisting place. Put on lines to steady the
injured during the hoisting operation. If the effort of hauling is great, send more
smoke divers down to relieve
• A signal man on deck directs the others during the hoisting. If more persons are
injured, more smoke divers should go down and support the hoisting
• A stretcher is made ready for further transportation after the first treatment.
Remember the first aid rules: Open Air-Tract-Respiration-Pulse-and procedures
for revival
Equipment
For a rescue action, the following equipment may be required:
• Breathing protection with pressurized air apparatus. Filter masks must only be
used in cases where accurate measurements were shown that there is sufficient
oxygen
• Gas protection suits if it is expected that substances are present which may be
harmful to the skin
• Helmet with chin strap, gloves with rifled surface for good grip
• Boots with non-slippery soles
• Safety lines, at least 2", shock resistant, with carabine hook, for protection of
those who climb down
• Portable fans for ventilation of the danger area
• Dinghy with blocks and tackle for hoisting, at least 2", with carabine hook
• Hoisting harness with shoulder and crutch strap, or safety harness
• Flashlights, (explosion proof, tankers)
• Oxygen apparatus for revival
• First aid equipment for the first treatment of injuries after revival
• Stretcher for further transportation after the first treatment

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THOME Rescue Actions from Tanks and
SHIP MANAGEMENT PTE LTD Holds
Only through practical drills is it possible to decide what kind of equipment that is required for each
ship.

 Distribution
MARPOL SOPEP
 References
ISM Code
ISO 14001
ISMA Code
MARPOL
SOLAS
ISPS Code

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Manual ECM Document
THOME
10. DEATH
 Purpose
To outline the guidelines in the events of Death
 Application
 Responsibility
Master
10.1 DEATH
Deaths Caused By Criminal Offence
In case where it is suspected that a death has been caused by a criminal offence, the guidelines
issued in this plan must be followed.
Death Certificate
If the death occurs in port, a death certificate must be obtained from a doctor. If the death occurs at
sea, a doctor must be summoned in the first port and requested to issue a death certificate based on
logbook notations, possible telegram copies, witnesses and examination of the corpse. Health
authorities (The Port Medical Officer) or Agent/Consul will be of assistance in this connection.
Caretaking of the Dead

Burial at sea should only take place as an exception, and only after consultation with the company.
The body should be kept cold, possibly in a refrigerated room until arrival in port, in order that
relatives may be consulted regarding funeral and cremation and may possibly be present. Special
consideration should be shown with regard to foreign members of the complement belonging to other
religions. It may be necessary to contact an official representative (Consul) from the country of the
deceased in order to obtain information.
Notification about the Death to Next of Kin

If a seaman dies on board, the master shall notify his relatives. The notification of relatives should be
carried out through Thome which will take the necessary contacts at the seaman's domicile. It is
important that the notification reaches the family as soon as possible through the right channels in
order to avoid other persons contacting the relatives first.
Court of Inquiry
If a seaman dies on board a vessel, the Master shall submit a maritime declaration in the first port
where this is possible. The duty to submit such a declaration is independent of the cause of death.

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SHIP MANAGEMENT PTE LTD Death
Funeral
In harbours with a foreign representation, this will assist the Master with regard to funeral, cremation
and repatriation of coffin/urn. If there is no Consul, the agent will assist in contacting authorities and
undertakers, and take care of repatriation of coffin/urn.
If cremation is possible, and relatives agree, the Master/Consul may arrange for cremation instead of
burial. Such agreement is unnecessary if cremation is demanded by the local authorities. Make sure
to get a written documentation of such a demand. The agent will be able to provide information about
local regulations.
Repatriation of Coffin / Urn

The Consul or agent will assist in solving the practical problems regarding repatriation of coffin/urn.
As far as possible, the repatriation should be by airplane.
Personal Effects Belonging to a Deceased Seaman

A witnessed record of personal effects, valuables and papers belonging to the deceased seaman
must be written down by the Master as soon as possible.
For safety reasons no personal papers or valuables should be sent home in a suitcase or similar.
Valuables, securities, money, etc. and seaman's papers be packed separately or put in a special
cover. Remember that relatives of the deceased will probably receive the properties, and
consideration should be given to this when packing the belongings.
It should not be necessary to pack and send “everything”. Working clothes, old clothes, magazines
and similar items should not be sent. The Master should witness the packing and prepare a packing
list. The belongings to be sent should be packed in a proper bag or suitcase.

 Distribution
o Singapore Office
o Fully Managed Vessels
 References
ISM Code
ISO 9001
ISO 14001

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Manual ECM Document
THOME
11. MISSING CREW MEMBERS

 Purpose
To outline the guidelines for Missing Crew Members
 Application
 Responsibility
Master
11.1 MISSING CREW MEMBERS

Runaway / Missing Crew Member
It must not be assumed that any crew member who fails to rejoin the vessel is a deserter. However,
local authorities, the company's agent and the Company should be notified before sailing. Personal
effects of seamen, who fail to sail, should be carefully packed up and locked in a secure place. A
crew member should be present during the packing to list the articles left onboard. The original of
this list must be attached to the appropriate page of the log book and three copies sent to the
Company's office from the next port of call. Instructions regarding the disposition of personal effects
will be given by the company.
If a seaman has disappeared from the ship under such circumstances that it is believed unlikely that
he will return, the Master is obliged, either directly or through the agent, to notify the Consul in the
area immediately. The Consul will carefully consider such notifications with regard to initiating
search. Before the Master gives such notifications, he should have undertaken the following:
• Search the ship. Cabins, common rooms, open hatches, etc. Other ships in the
harbour should be contacted
• Contact the complement to find out when and where the missing person was
last seen. His condition
• Notify the agent
• Contact local authorities, i.e. foreign police, immigration, etc. through the agent
• Has the missing person taken with him his belongings?
• Notify the Consulate. Hand in the person's passport and other documents
• Arrange signing off. In this connection, a normal hearing should be held, and
logbook extracts should be delivered to the Consulate. The Master has the right
to discharge a seaman when he has not come on board at the right time and the
ship is leaving, or another person must be hired in his place
• The company should be notified of the case with all details and personal data
for the missing person. Request the company to notify the next of kin, either
through the crewing agent or directly
• Notify the P& I. Club’s representative in the area

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SHIP MANAGEMENT PTE LTD Missing Crew Members
• If there is any reason to believe or suspect that the missing person may have
fallen into the harbour basin, arrangements should be made through the agent
and harbour authorities for frogman and dragging
• If the missing person has not been found before departure, his belongings
should be wrapped up and delivered to the Consulate. Remember a list of
specifications in signed condition.
At Time of Departure
If a person is missing, the agent must be notified.
• Passport should be delivered to the agent or may be sent ashore with the pilot
• Passport should be delivered to the Consulate
• That the ship has been searched
• That the complement has been contacted. Last seen by whom, when and
where? His condition
• If belongings have been removed from the cabin
The agent must be given clear instructions about action to be taken:
• Notification of the Consulate
• Notification of the foreign police and Immigration
• Notification of the P&I. Representative
• Notification to the missing person's Consulate, if different from that of the
vessel's flag state
• Notification of Company
• Notification of crewing agent
Miscellaneous
If there is no Consulate in the region, the agent must carry out the duties of the Consul.
• Initiation of search for the missing person
• Sending home or forwarding of the missing person if he is found. Sustenance of
the missing person. Payment of money. Keep accounts of expenses
connected with the case
• The company must be kept informed

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SHIP MANAGEMENT PTE LTD Missing Crew Members

 Distribution
Singapore Office
 References
ISM Code
ISO 9001
ISO 14001

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Manual ECM Document
THOME
12. RESCUE OF SURVIVORS

 Purpose
To outline the guidelines for the Rescue of Survivors
 Application
 Responsibility
Master
12.1 RESCUE OF SURVIVORS

Refer to IAMSAR Volume III Mobile Facilities 1st Edition, 1998
12.2 REPORTS
In addition to IAMSAR recommendation, the company must be notified of all occurrences.
12.3 EXPENSES
Account should be kept covering all direct expenses and possible off hire due to the refugees,
possible deviation, etc. Full report should be forwarded to the company.
 Distribution
MARPOL SOPEP

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SHIP MANAGEMENT PTE LTD Rescue of Survivors
 References
IAMSAR Vol III Mobile Facilities, 1st Edition, 1998
ISMA Code
MARPOL
SOLAS
ISO 14001

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Manual ECM Document
THOME
13. ABANDON SHIP

 Purpose
To outline the guidelines for Ship Abandonment
 Application
 Responsibility
Master
13.1 ABANDON SHIP

Abandonment
• Decision to abandon ship
• The decision to abandon ship must be based on an evaluation of:
o The current situation
o How the situation is expected to develop
o What are the possibilities of influencing the development in a positive
manner
o What are the consequences if one does not manage to influence the
development to a sufficient extent
o Buoyancy characteristics and damage stability
The evaluation will be a probability calculation during which all known factors that may influence the
development of the situation are taken into account. Action must be concentrated on those aspects
upon which it is possible to influence, and which are of utmost importance for the safety of lives.
When the Master makes the decision to evacuate, he must also decide in which manner it shall be
carried out. When the alarm signal or the order to abandon is given, the master must also give the
necessary orders so that the abandonment may take place in the manner that, in his opinion, is the
safest in the current situation.
Distress Message and Communication

External communication
• When it has been decided to abandon the ship, a distress situation exists
irrespective of how favourable conditions may seem. If no earlier notification
has been given about the difficulties encountered, it is necessary to send a
distress signal and a distress message.
Internal communication
• In situations where it is decided to use more survival craft, or where part of the
complement is evacuated in a first stage, it is necessary to distribute all

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SHIP MANAGEMENT PTE LTD Abandon Ship
available radio equipment so that communication may be maintained between

all units.
Abandonment with Own Craft

In an acute abandonment situation, it may only be possible to use the survival craft on one side of the
ship, due to weather conditions or other circumstances. When the signal "Abandon Ship" is given, it
must have been decided which craft are to be used, and orders must be given accordingly. If the
situation permits, other survival craft should be prepared for alternative use.
In an acute situation, it may be very difficult to organize search parties for missing persons. Those
who are missing may be dead, badly injured, fallen over board, or may be participating in casualty
abatement on their own initiative. Try to find out where missing persons were last seen, the
possibilities and time available for searching, and the probability that they may still be alive.
To supplement the survival craft with extra equipment in an acute situation will be difficult. Clothing,
personal life saving equipment and communication equipment must have priority.
Leadership will be of decisive importance for a successful evacuation. It is important that the leaders
take charge immediately, support those who show initiative, activate those who seem paralyzed and
neutralize those who show tendency to panic.
In a precarious situation where it is evident that the ship must be abandoned, but where the
development seems such that some time is available for preparation and extra precautions, it may be
better not to use the lifeboat alarm, but rather to gather the complement and inform them about the
situation and the plans for abandonment that have been made. The crew may then get an
opportunity to prepare mentally for the abandonment. If it is known that help is underway or is being
prepared, this must be emphasized as it will have a favourable effect upon the survivors.
Even if the situation is such that abandonment may be achieved by other means, the preparations for
abandonment with own survival craft must be carried out.
Decide if it is suitable to carry out abandonment in several stages. If there is a danger that the
situation suddenly may become worse, a part evacuation may be advantageous. The survival craft
that shall be used should be supplied with the equipment assumed to be needed. If more craft are to
be used, communication must be agreed and precautions made so that the craft may be kept
together after launching. If other means than the ship's survival craft may be used for abandonment,
the crew must be informed and instructed of precautions and guidelines, and necessary preparations
must be made. If you are in contact with the outside world or with a rescue unit which is underway,
they must be kept continuously informed about the situation, what precautions have been taken, and
what your intentions are if the situation should become acute.
If there is a possibility that the ship may remain afloat, it must be decided if any machinery shall be
kept running when the ship is abandoned for the purpose of pumps, light, emergency transmissions
etc. In any eventuality abandonment must be prepared for, due to the uncertainty with regards the
outcome of the actions that have been undertaken, unfavourable results may weaken the casualty
abatement.
If casualty abatement is in process, it may be a disadvantage to sound the lifeboat alarm as this will
interrupt all activities. It is better to withdraw some units from these activities to prepare and secure a
means of escape or retreat.
Part abandonment should be considered if the possibility for active casualty abatement is limited, and
the situation develops in an unsatisfactory manner. Before the decision of part abandonment is
made, the risks associated with remaining on board must be considered against the risk of
evacuation.

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If it is decided to abandon the ship and await further development from the survival craft, preparations
must be made so that re-boarding the vessel is possible, should the risk of sinking diminish.
Alternative Abandonment Methods

Rescue helicopter
Rescue helicopters are normally stationed at military bases. Private Companies may also have
helicopters suitable for rescue actions. The large rescue helicopters have an action radius of about
230 nautical miles, including time for the rescue of 20 persons by hoisting. Service speed of about
100 knots, maximum reaches 600n.m.
Smaller helicopters have an action radius of about 130 n m. and have a capacity of 7 survivors by
means of rescue hoist. Not all helicopters can be used in rescue service at sea.
Only under especially favourable conditions may some types of helicopters land on the sea. Very
favourable conditions are also required if the helicopter shall land on the vessel, or come in at an
altitude so low that survivors may enter directly.
If possible, the crew should be instructed before arrival of the helicopter and tasks allocated.
Communication with the helicopter should be established on a telephony emergency frequency.
The helicopter cannot operate in the close vicinity of smoke or flames. The helicopter is not suitable
for stand by or escorting due to limited action radius. It may take some time before the helicopter is
ready to start, up to one hour.
Rescue craft, naval vessel, coastguard vessel etc.
Naval vessels and coastguard vessel may carry small helicopters. Transfer of personnel may be
accomplished directly from the damaged ship by use of an open, inflatable raft or a rescue buoy
which may be hauled between the damaged ship and a rescue craft or by a man-overboard boat.
Rescue station
Established along coasts, mostly used for rescue from stranded vessels. A cutter or a smaller boat
may be used to leeward of the wreck, a hawser and a rescue buoy (Breeches Buoy) may be rigged,
or an inflatable raft or a rubber dinghy may be hauled between the wreck and the shore.
Precautions after Abandonment

If more craft are used for abandonment, they should be kept together with a painter. If any of the
complement is missing, a lookout should be maintained from as many places as possible.
Equipment for rescue should be made ready.
An emergency radio beacon (E.P.I.R.B.) should be kept in continuous operation. The emergency
signal and emergency message should be sent regularly on emergency frequencies until an answer
is obtained.
Use of emergency signalling equipment should be considered in relation to visibility, distance to
shore, the vicinity of ship routes, if assistance is underway or a search action is in process.

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 Distribution
MARPOL SOPEP
 References
ISM Code
ISO 14001
ISMA Code
MARPOL
SOLAS

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Manual ECM Document
THOME
14. REPORTING
 Purpose
To outline the guidelines for Reporting
 Application
 Responsibility
Master
14.1 REPORTING
Generally all casualties, by which is meant, every accident causing damage to a ship or its
complement, under technical management by Thome Ship Management Pte. Ltd. whether it is
carrying cargo or not, must be reported immediately to Thome. Such incidents include any spillage of
cargo or bunkers and damage resulting from collisions, groundings, fire onboard, personal injuries or
deaths etc.
Messages concerning casualties involving loss, damage or hazard to life, ship or cargo must be
addressed to Thome in writing, by either telex, cable or letter, depending on the urgency of the report.
The text of the message should include, whenever possible, sufficient data for the seriousness of the
casualty to be assessed.
Ships may also telephone the initial advice of any major incident by using Thome emergency/duty
telephone number. However, any such initial advice should be supplemented by telex or a written
report as soon as circumstances permit.
Time should not be lost in attempting to ascertain all details of an incident before sending the initial
message.
14.2 CASUALTY REPORTING

General
It is important when a casualty has taken place that Thome is informed as soon as possible, so that
the necessary dispositions may be made in consultation with underwriter. In the casualty report
attempts must be made to include all such information that will make it possible for the underwriter
and Thome to take the right precautions.
If in the first phase sufficient information about all conditions that should be included is not available,
supplementary reports must be sent as soon as new information is forthcoming or when the
conditions have been clarified. Note in the report what information will be supplemented as soon as it
is available. It is of no purpose to make such a report short, as valuable time will be lost if Thome
has to make requests for further information.
In case of serious accidents or considerable damages, Thome must be kept up-to-date by reports
several times every day. It is important to give information even if the situation is unchanged.
Reporting of oil spills shall be referred to the Oil Pollution Contingency Plan.

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SHIP MANAGEMENT PTE LTD Reporting
Content of Initial Reports

As a general routine, the following relevant information should be given when in the case of casualty
or accident of some magnitude contact is made with Thome by telegraphy or by telephone:
Casualty messages should indicate cause and main features of the course of events.
• Type and extent of casualty, e.g. collision, grounding, fire etc.
• Local time and date of incident
• Exact geographical position of incident
• Navigational features of the area, weather conditions and forecast
• Estimated extent of damage to own ship
• Details of any known personnel injuries or deaths
• Whether or not vessel is able to continue the voyage
• If able to continue on voyage, expected duration of delay
• Estimated amount of cargo and/or bunkers lost or damaged
• Which instances have been notified
• What precautions have been taken to remedy the situation
• The master's and possible adviser's (pilot, agent etc.) view of the situation and
the precautions that will be taken
• External assistance required (salvage tugs, helicopter etc.)
If the accident occurs in harbour where the underwriter has a local representative, he should be
called at once. He will assist in notifying all parties concerned.
Time should not be lost in attempting to ascertain all the above details of an incident before sending
the initial message.
Ships shall also telephone the initial advice of any major incident by using Thome emergency/duty
telephone number. However, any such initial advice should be supplemented by telex as soon as
circumstances permit.
Additional Information
Depending on the nature of the casualty, the following information should be included in the report:
• By grounding
o draft before and after
o the result of sounding around the vessel
o umber of tons cargo, bunker and ballast
o possibilities for trimming
o if assistance is necessary, offered, requisitioned
• By Collision
o name and nationality of other ship
o assumed damages on other ship

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• By Fire
o if there are especially flammable, toxic or explosive cargo on board
o which extinguishing methods are available
o if the fire is under control/totally extinguished
o remaining quantity of extinguishing medium for the main extinguishing
system
• By Engine Break-Down
o if the damage may be corrected on board and estimated time
o if the situation is such that repair may be made on board
o if provisions can be made for the ship to reach harbour
• By Leakages
o if own pump capacity is sufficient to keep the leakage under control
o circumstances that may make the situation worse
• By Damaged Cargo
o if the propagation of damage is stopped
o if other cargo is at risk
o If the voyage should be interrupted
o if hatch survey is required in port of discharge
• By Damage to Property of Third Party
o If the underwriter's representative is engaged in the case.
o If sanctions have been taken or claims have been forwarded against the
ship.
• By Pollution (Ref. Oil Spill Contingency Plan)
o if further pollution is stopped
o if local authorities have been notified
o if anything has been done to limit the consequences
o if underwriter's representative is working on the case
• By Influence On Seaworthiness
o if maritime authorities have been notified
o if demand for seaworthiness certificate has been given
If the classification society has been summoned.
14.3 DISTRESS REPORTING

When a vessel is in distress, or when conditions are discovered which may constitute a hazard to
others, notification must be given. Messages about such conditions have priority to all other radio
traffic and shall if possible be sent on all distress frequencies.

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There are three types of messages that may be used, and they have priority as follows:
• Distress messages
• Urgency signals and messages
• Safety signals and messages
The grading of such messages depends on the special conditions that prevail, and the Master must
decide which type of message to use in a particular situation. Distress messages are directed to all
stations, and all messages must therefore be given in English and follow procedures given in ITU
Radio Regulations.

 Distribution
Singapore Office
 References
ISM Code
ISO 14001
ISMA Code
MARPOL
SOLAS

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Quality Assurance into the 21st
Century and beyond
Manual ECM Document
THOME
15. SALVAGE AND GENERAL AVERAGE

 Purpose
To outline the guidelines on salvage and general average
 Application
 Responsibility
Master
15.1 GENERAL
Whenever the ship is in imminent danger following a casualty or catastrophic failure, it will be necessary to
make quick and positive decisions under pressure. The following should be borne in mind:
The Master is likely to be faced with a demand to sign a salvage contract when least prepared to deal with
it. The Lloyd’s Open Form (LOF) 2000 & 2011 are the salvage contract that is most widely known, and has
the advantage of being on a ‘no cure no pay’ basis. This means that the salvage award payable to a
successful salvor will be determined at a later stage, and the Master does not have to negotiate it. The LOF
contract may incorporate a SCOPIC clause, which provides a financial safety net to the salvor, and
encourages them to ‘have a go’ at difficult or environmentally sensitive cases.
A LOF contract is suitable where the dangers facing the ship are both serious and immediate.
Master has clear & unambiguous authority regarding acceptance of a salvage contract on LOF terms.
Once it has been decided that assistance is necessary, the Master should act promptly to request it from
any available source using the most expeditious means at his disposal. When one or more suitable ships
respond to the call for assistance, the master should immediately request such ship(s) to undertake
whatever action is necessary.
Assistance should never be delayed merely to negotiate a particular form of agreement or contract terms.
Generally, those rendering beneficial assistance to a ship in peril are entitled to salvage. It is not essential to
agree upon the contractual terms for assistance required, since there is a right under maritime law to
salvage, which exists independently of contract.
If the assisting ship(s) request the master to agree to a contract for the assistance, Lloyd's Standard Form
of Salvage Agreement, known as Lloyd's Open Form (see Appendix), is the form most usually offered and
should be agreed upon to avoid any delay in assistance being rendered. This Form provides protection for
both parties in the salvage agreement.
Lloyd's Open Form was last revised in 2011. LOF 2000 & 2011 can be agreed orally or by radio by sending
the following message;
"ACCEPT SALVAGE SERVICES ON BASIS LLOYD'S STANDARD FORM LOF 200 or 2011 (as
applicable). NO CURE NO PAY”
The engagement of one salvor under LOF does not preclude the master from engaging other salvors.
Similarly, the salvors may engage other salvors as subcontractors. If more than one salvor is involved,
every effort should be made to obtain the agreement of the salvors to cooperate with each other, and to
appoint one leader salvor. It is possible that the ship offering assistance may decline LOF and propose
other terms.

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SHIP MANAGEMENT PTE LTD Salvage and General Average
If the master considers that immediate assistance is essential, he should accept the terms offered, but if he
feels that the terms offered are unreasonable or extortionate he should register a protest immediately or, if
he thinks that this may delay the assistance, on completion of the service.
If the master considers that immediate assistance is not essential it may be possible, where time allows,
having the assistance arranged on contractual basis stipulating ordinary tariff fixed lumpsum or daily rate.
He should then take the assistance of the office and consult the P&I Club or hull underwriters
However, it is emphasised that where life, the ship, its cargo or the marine environment are in peril, such
negotiations should not in any way delay the engagement of salvors.
Minimizing the risk of pollution, especially from bunkers or oil cargo tanks, will be a key element of any
salvage, and the Master should ensure that, as far as practical, a record of bunkers, oils or any cargo that is
likely to pollute the area is made available to salvors.
Salvage may not always be economic for the salvors. However, if the ship is aground, sunk in shallow
waters or in an environmentally sensitive area, local authorities may issue a wreck removal order. This can
be expensive. The decision to remove a wreck will therefore be based on its location and the requirements
of local authorities. The risk of pollution can be significant and the P&I Club will need to be involved.
15.2 SALVAGE AND LLOYD’S OPEN FORM (LOF) 2000

The Master is likely to be faced with a demand to sign a salvage contract when least prepared to deal with
it. The Lloyd’s Open Form (LOF) 2000 is the salvage contract that is most widely known, and has the
advantage of being on a ‘no cure no pay’ basis. This means that the salvage award payable to a successful
salvor will be determined at a later stage, and the Master does not have to negotiate it. The LOF contract
may incorporate a SCOPIC clause, which provides a financial safety net to the salvor, and encourages
them to ‘have a go’ at difficult or environmentally sensitive cases.
15.3 GENERAL AVERAGE

The decision to declare General Average will not normally fall on the Master, but will be dealt with by your
owners or managers. However, for General Average to be declared, a collective risk must be present, both
to the ship and the cargo. Conditions that could lead to General Average being declared include grounding,
fire, engine failure, putting into a safe port to stabilise the ship, or jettisoning part of the cargo in order to
safeguard the ship and the remaining cargo.
15.4 LOF 2011

The LOF 2011 was launched on 9th May 2011
Lloyd’s announced that it has revised one of the best known documents in the maritime world – The Lloyd’s
Open Form. Designed to speed rescue and salvage operations for ships in distress, the document sets out
the rights, payments and duties of owners and salvors, and thus avoids time consuming negotiations, which
could further imperil vessels already at risk
“The new version of the form has been shortened from six pages to just two by removing most of the legal
and procedural information and placing it in a separate reference documents”, said the announcement. “The
language used has also been simplified to take account of the increasingly international nature of ships’
crews.
Lloyd’s Director of Insurance Services, Michael Taylor, characterized the document as “one of the great
common sense ideas of the shipping world;” and said that “the latest revision is much more user friendly

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than the previous incarnation – something that’s very important in a situation when time can make all the
difference between a successful salvage operation and a shipping disaster.”
Masters are guided to use LOF 2000 for any Salvage agreement, as it is most widely used Salvage
contract. Howsoever, it is recognized that with the emergence of LOF 2011, the salvage tug may offer
contract as per LOF 2011 instead of LOF 2000.
Thome ship management directs the Master to use LOF 2000 or LOF 2011 as applicable. Both the
contractual agreements are accepted by Thome as a Salvage agreement in case of Ships in peril.
15.5 LOF 2011 – THE CHANGES IN BRIEF

Following the Lloyd’s Salvage Group meetings in 2010 and March 2011, a new LOF, to be known as LOF
2011 (attached with the circular) incorporating updated Lloyd’s Standard Salvage and Arbitration (LSSA)
Clauses (attached with the circular) has been published. This amends and updates the previous version,
the LOF 2000 and the incorporated LSSA Clauses.
In brief, the changes are as follows:
1. LOF 2011
(i) Details of LOF Awards to be published on Lloyd’s web-site
(ii) LOFs must be notified to Lloyd’s
2. LSSA Clauses
(i) Security for Arbitrator’s and Appeal Arbitrator’s Fees
(ii) Details of LOF Awards on Lloyd’s web-site
(iii) Special Provisions for Salved Cargo consisting of Laden Containers
With regard to the Special Provisions for Laden Containers in 2(iii) above, the changes took into account
widespread concerns that the costs incurred in collecting salvage security from low-value cargo interests in
cases involving container (multi-bill of lading) vessels were disproportionate to their proportion of any
salvage award or settlement. The intended effect of the changes is to reduce the cost of collecting salvage
security and obtaining an Award against the unrepresented cargo by:-
• Allowing salvors to apply to the Arbitrator to excuse any cargo below an agreed value
from any liability for salvage where the cost of including it is likely to be
disproportionate to its proportion of any Award or settlement.
• Allowing salvors to apply to the Arbitrator to bind the unrepresented cargo to the terms
of the settlement agreement where the agreement has been reached with owners of at
least 75% by value of the salved cargo.
• Allowing any appropriate notices to be sent to the party (usually the cargo insurers)
that has provided the salvage security (rather than individual owners of the salved
property as required by the provisions of the Arbitration Act 1996).

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LOF 2000 and SCOPIC 2007

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 Documentation and Filing

Lloyds Open Form (LOF 2000)
Lloyds Open Form (LOF2011)
LOF 2011 Amendments
LSSA Clauses
 Distribution
Full Management Vessels
Thome Office
 Reference
Peril at Sea and salvage (OCIMF)

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Manual ECM Matrix
THOME
Break away during Cargo Operations
Action to be Taken Bridge Technical Emergency Watch Office

Team Team Squad Officer
Sound general alarm • •

Advise terminal - order
emergency release of
cargo gear
• •
Stop operations -
activate emergency
shut down
• •
Attend all mooring
winches
• • •
(st by Fwd & aft)
Start fire pumps •

Isolate all cargo tanks /
lines • • •
Isolate non essential
equipment • •
Advise engine room -
order emergency start
of main engine
• •
If dangerous cargo,
review MSDS
Assure accommodation
ventilation is in full
recirculation
•
CONTROLLED Revision: 01 Mar 2008

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THOME ECM Matrix No. 001
SHIP MANAGEMENT PTE LTD Break away during Cargo Operations

Muster crew - conduct

tally of personnel.
Ensure staff provide
emergency response
• • •
equipment
Prohibit all smoking • • • •

Advise Company by
emergency phone
followed by message •
and advise charterers
Advise shore
emergency services of
situation, dangers from
cargo, if toxic fumes
• •
expected
Consider to Alert
vessels in vicinity •
Maintain
accommodation and
engine room gas free
• •
Use thruster(s) to assist
steering - if fitted • •
Display N.U.C signals • •
Observe movement of
gas cloud • •
Do not contain cargo
liquid on deck • • •
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SHIP MANAGEMENT PTE LTD Break away during Cargo Operations

Do not direct water jet

on any liquid pool • •
If required, protect deck
steel by water spray
from possible brittle • • •
fracture
Use hose water spray to

dilute gas cloud and
direct it away from
ignition sources and
• • •
personnel
Use portable gas

detection equipment to
monitor gas cloud • •
dilution
Do not switch on radars

if gas cloud present • • •
Advise Company and
update situation •

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Manual ECM Matrix
THOME
Fire

Sound general alarm

• •
If in port - advise terminal
• •
Stop air conditioning /
ventilation system •
If at sea - consider
alteration of course or
speed to facilitate fire
fighting and dispersion of
•
any un-ignited vapor
If vessel is unable to
manoeuvre due to
exceptional
circumstances, display
‘Not under command’
signal (as per COLREGS
• •
Rule 27). Change the
navigation status on the
AIS
tally of personnel. Ensure
staff provide emergency • • •
equipment
Advise fire parties of
situation / location • • •
If at sea - advise nearest
coast state and alert
vessels in vicinity
•
Advise Company by
emergency phone
followed by message and •
advise charterers
CONTROLLED Revision: 29 Sep 2011

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SHIP MANAGEMENT PTE LTD Fire

Coordinate Fire Fighting,

Lightering, & Salvage
Services
•
Notify owners, P&I Club,
etc. as per contingency
plan
•
Preserve VDR or S-VDR
records if not
automatically protected
•
Accommodation Spaces / Galley

Refer to Accommodation
Plans for understanding
of the layout
•
Isolate Electrical Circuits •
Conduct Boundary
Cooling from all Six Sides • •
In Galley Fires, preferred
means if extinguishing
would be Fire Blanket
/CO2 / Dry powder to avoid
•
Boil over
Engine Room
Activate Emergency Fuel

trips etc. •

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Confirm Emergency
Power & Fire pump have
been started
•
Conduct Boundary
Cooling from all Six Sides •
If the Fire is too large,
Evacuate Engine room
and use fixed CO2 / Foam
• • •
Cargo Fire on Deck / Cargo Tank

Stop any Cargo

Operations. Activate
Emergency Shut down, • •
shut all Cargo valves
Refer to MSDS Sheets • •

Activate deck and bridge
and front water sprays,
foam systems, Inert Gas
system, Steam etc. as
• •
applicable
Pump Room
Activate Emergency trips

for all cargo pumps •
Confirm all Cargo System
Valves shut to isolate the
pump room
• •

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Conduct Boundary
Cooling •
If the Fire is too large,
evacuate pump room and
use fixed CO2 / Foam
• • •

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Manual ECM Matrix
THOME
Grounding

Report casualty • •
Alert vessel’s crew and
other vessels in vicinity • •
Ascertain vessel’s
position •
Display ‘Aground’
signal. Change the
navigation status on the • •
AIS
Implement VRP /
SMPEP / SOPEP as
applicable
• •
Account for and ensure
the safety of the
vessel’s crew
• •
Initiate oil spill removal
and verify containment,
if applicable
• •
Isolate pipeline valves •
Sound internal spaces
and initiate structural
damage survey
• •
Take soundings around
the vessel

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SHIP MANAGEMENT PTE LTD Grounding

Report casualty to Co.

Office •
Transfer cargo
internally and/or
consider lightering
• •
Monitor weather, sea
conditions and tidal
effects on vessel
• • •
Determine need for
commercial salvage
assistance
• •
Coordinate re-floating
with authorities • •
Ascertain cause of
casualty • • •
records if not
•

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Manual ECM Matrix
THOME
Collision

Alert vessel's crew -
account for and ensure
their safety
•
Establish
communications with
the other vessel
• •
manoeuvre due to
exceptional
signal (as per
• •
COLREGS Rule 27).
Change the navigation
status on the AIS
Implement VRP /
SOPEP as applicable • •
Initiate damage control
measures • • •
Isolates cargo and fuel
pipeline sources to
affected areas of vessel
• •
Determine vessel's
structural integrity
(damaged stability and • • • •
hull stress)

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SHIP MANAGEMENT PTE LTD Collision

Sound internal spaces

and initiate structural
damage survey
• •
Office •
Determine need for
commercial salvage
assistance
• •
Ascertain cause of
records if not
•

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Manual ECM Matrix
THOME
Containment Failure


If in port - advise
terminal • •
Stop cargo operations -
activate emergency
shut down
• • •
lines • • •
equipment • •
recirculation
• •
tally of personnel.
Ensure staff provide • • •
emergency gear

Eliminate all sources of
ignition in area • • •
Maintain
accommodation and
engine room gas free
• • •

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SHIP MANAGEMENT PTE LTD Containment Failure

Assess and monitor

extent of leakage •
Advise management
and charterers •
If at sea - advise nearest
port state and alert
vessel in vicinity
•
manoeuvre due to
exceptional
signal (as per
• •
COLREGS Rule 27).
status on the AIS
Purge space
continuously with inert
gas (if fitted) or allow • •
void space to vent
Disperse gas cloud with

water spray • • •
Consider deballasting
double bottom or
circulating ballast
water, if liable to
• •
freezing
Consider transfer of
cargo • •

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SHIP MANAGEMENT PTE LTD Containment Failure

Implement
VRP/SOPEP/SMPEP • • •

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Manual ECM Matrix
THOME
Critical Equipment Failure

Alert vessel's crew •
Implement VRP /
SOPEP / SMPEP as
applicable
•
Verity vessel's position •
Alert other vessel in the
area •
manoeuvre due to
exceptional
signal (as per
• •
COLREGS Rule 27).
status on the AIS
Establish and maintain

communications with
appropriate maritime •
government agency
Determine if ship's crew

is capable to repair
source of casualty
• •
Determine the
estimated time of repair
completion
• •
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SHIP MANAGEMENT PTE LTD Critical Equipment Failure

Determine need for

commercial salvage
assistance
• •
Prepare ship's
personnel to initiate oil
spill mitigation and
removal action as
•
warranted
Determine cause of
casualty •

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Manual ECM Matrix
THOME
Decontamination of Personnel

/ Chief
Officer
Supervise emergency
team to remove
affective crew member • •
to safe area
Commence -
decontamination
procedures as per
MSDS listing for
• • •
hazards materials
Seek medical advise

from nearest Coast
Station or land crew
member to nearest
• •
shore medical facility
Advise Company and

make required log
entries
•
Notify P&I, next of kin,
etc. as per contingency
plan
•

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Manual ECM Matrix
THOME
Disposal of Clean-up Materials

All relevant log entries

to be made concerning
the incident
• • • •
Clean and re-cycle
materials where
possible
•
Disposal in accidence
with vessel’s Garbage
Management Plan
• •
Crew handling disposal
to wear protective gear
if needed
• •
Arrange for approved
disposal facilities if
needed
• •
Document quantity of
disposal material as per
Garbage Management •
Plan

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Manual ECM Matrix
THOME
Emergency Cargo Transfer

Establish ship
compatibility •
Establish radio
communication •
Determine method of
approach, mooring /
unmooring procedures,
and which ship will
•
provide moorings
manoeuvre due to
nature of her work,
display ‘Restricted in
ability to manoeuvre’
signal (as per
• •
COLREGS Rule 27).
Change the Navigation
status on the AIS
Test the engines

steering gear and
controls
•
Prepare cargo transfer
plan • •
Plug and seal scuppers • •
Establish sufficient
deck watch •
Close and seal sea
valves •
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SHIP MANAGEMENT PTE LTD Emergency Cargo Transfer

Check firefighting and

anti-pollution
equipment
•
Refer to STS Transfer
Guide • •
Refer to Institution
Manuals if portable
pumps are used
•

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Manual ECM Matrix
THOME
Emergency Towing

Determine towing and

arrangement that will
best suit the intended •
voyage or emergency
Consider size,
horsepower and
manoeuvrability of •
assisting ship
Determine whether
distressed vessel
should be towed from •
bow or stern
Display ‘Towing’ signal

(as per COLREGS Rule
24). Change the
navigation status on the
• •
AIS
Establish early
communication to
exchange information,
decide what • •
preparations should be
made
Consider means for

transferring the towing
hawser between the two • •
ships

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SHIP MANAGEMENT PTE LTD Emergency Towing

Maintain radio
communications during
connecting up • •
operation
Refer to Peril at Sea and

Salvage Guidelines • •
Consider LOF 2000 •
Consider P&I / H&M • •

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Manual ECM Matrix
THOME
Excessive List

Alert vessel's crew
their safety
•
Implement VRP /
SMPEP / SOPEP as
applicable
• •
manoeuvre due to
exceptional
signal (as per
• •
COLREGS Rule 27).
status on the AIS
Stop movement of
cargo and fuel • •
Secure isolation valves • •
Notify transfer facility /
vessel (if applicable) •
Conduct tank / void
gauging • •
Conduct perimeter
survey • •

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SHIP MANAGEMENT PTE LTD Excessive List

Determine cause of
incident • • • •
Determine corrective
action • • • •

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Manual ECM Matrix
THOME
Fire / Explosion

Report Casualty • •
Alert vessel’s crew –
their safety
•
manoeuvre due to
exceptional
signal (as per
• •
COLREGS Rule 27).
status on the AIS
Implement VRP /
SMPEP / SOPEP as
applicable
• •
Determine location and
extend of casualty • •
and fire-fighting
measures
• •
Isolate cargo and fuel
pipeline • •
Determine vessel’s
(damage stability and • • • •
hull stress)

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SHIP MANAGEMENT PTE LTD Fire / Explosion

Report casualty to P&I,

owners, etc. • •
If fire on deck, consider
transferring cargo
internally
• •
Determine need for
commercial salvage
assistance or lightering • •
assistance
Ascertain cause of
casualty • • • •
If fire in
accommodation,
engage with fire team
•
If fire in engine room,
activate CO2 •
If fire in pump room,
activate CO2 •

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Manual ECM Matrix
THOME
Hazardous Vapour Release

Sound general alarm • • •

If in port – advise
terminal • • •
Stop any cargo
operations – and shut
tank valves
• • •
Fire pumps in readiness •
lines • • •
equipment • •
recirculation
• •
At night – switch on all
deck lighting •
Muster crew – conduct
tally of personnel
(Ensure that all staff
wear the emergency
• • •
escape sets)
Activate water sprays • • •

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SHIP MANAGEMENT PTE LTD Hazardous Vapour Release

Shut all cargo system

valves • • •
Operate deck water
spray system • •
Prohibit all smoking • •
Advise engine room
and emergency parties
of situation
•
If at sea – advise
nearest coast state and
alert vessels in vicinity
•
manoeuvre due to
nature of her work,
display ‘Restricted in
ability to manoeuvre’
signal (as per
• •
COLREGS Rule 27).
Change the Navigation
status on the AIS
Commence
notifications • •
Refer to MSDS
emergency procedures • •

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SHIP MANAGEMENT PTE LTD Hazardous Vapour Release

If at sea – consider
alteration of course of
speed to carry vapour
cloud away from • •
ignition sources of
accommodation

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Manual ECM Matrix
THOME
Hose Burst

Sound alarm - General • • •

If in port - advise
Stop cargo / bunker
operations - activate
emergency shut down
• •
recirculation
•
valves • •
Operate deck water
spray system •
tally of personnel.
Ensure crew provide • • •
emergency gear
cloud away from
ignition sources or
•
accommodation /
personnel, is gas toxic

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SHIP MANAGEMENT PTE LTD Hose Burst

Advise Company by
emergency phone
Respond as per VRP /

SOPEP / SMPEP as
applicable
• •
If at sea - have ready at
radio details of ship's
position and any other
information for a •
distress / urgency
safety message

Advise engine room
of situation
• • • •

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Manual ECM Matrix
THOME
Overflow

Sound alarm - General • • •

If in port - advise
Stop cargo / bunker
operations - activate
emergency shut down
• •
recirculation
•
valves • •
Operate deck water
spray system •
tally of personnel.
wear the emergency
• • •
escape sets)
cloud away from
ignition sources or
•
accommodation /
personnel, is gas toxic

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SHIP MANAGEMENT PTE LTD Overflow

Advise Company by
emergency phone
Respond as per VRP

SOPEP/SMPEP as
applicable
• •
If at sea - have ready at
radio details of ship's
position and any other
information for a •
distress / urgency
safety message

Advise engine room
of situation
• • • •

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Manual ECM Matrix
THOME
Hull Failure

Alert vessel's crew
their safety
•
manoeuvre due to
exceptional
signal (as per
• •
COLREGS Rule 27).
status on the AIS
Implement VRP /
SOPEP as applicable • •
extent of casualty • •
measures • •
Isolate cargo and fuel
pipeline • •
Determine vessels'
(damage stability and • •
hull stress)
Conduct tank / void

gauging •
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SHIP MANAGEMENT PTE LTD Hull Failure


Office •
Determine need for
commercial salvage
assistance
•
and verity containment • •
Coordinate shore-side
response •
Ascertain cause of

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Manual ECM Matrix
THOME
Hull Leak

Secure isolation valves •

Secure pumping (if
applicable) •
Alert crew and
commence notifications • •
manoeuvre due to
exceptional
signal (as per
• •
COLREGS Rule 27).
status on the AIS
Implement VRP/ SOPEP

as applicable • •
Implement oil spill
removal and verify
containment
•
survey extent of
casualty
•
Determine rate flow
loss, structural stability
& stress conditions
• •
Implement stability and
salvage plans • • • •

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SHIP MANAGEMENT PTE LTD Hull Leak

Report casualty to
owners, P&I etc. • •
response • •
Ascertain cause of
action • • •

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Manual ECM Matrix
THOME
Flooding

Sound general alarm • • •

Muster crew and initiate
damage control
measures
• • • •
Advise engine room of
situation, order a slow
• • •
down/stop main
engines
Determine if any
causalities suffered and
• • • •
render first aid, if
necessary
Assess the immediate

danger of sinking and
• • • •
capsizing
Check for oil /

hazardous substances
• • • •
pollution and possibility
of one
Monitor latest weather

forecast and assess
• •
impact on present
situation
Consider changes in
course and speed to
reduce level of water • • •
ingress

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SHIP MANAGEMENT PTE LTD Flooding

manoeuvre due to
exceptional
signal (as per
• •
COLREGS Rule 27).
status on the AIS
Attempt to remove
flooding effect by
pumping out affected • • •
space if feasible
Have ready at position

of radio, details of
ship's position and any
other relevant
• • •
information
Determine extent of
flooding, exercising
caution as some spaces
my be under pressure
• • •
due to flooding
Advise nearest coast

state using "standard
reporting format"
• •
Advise Company by
emergency phone

Approved by DPA/DMR
Page 2 of 3
SHIP MANAGEMENT PTE LTD Flooding

Determine possible final

trim/list and stability
due to flooding
• • •
Consider ballasting /
de-ballasting to reduce
level of flooding
• •
Advise company using
"standard format"
(updated situation
•
Notify owners, H&M,
etc. •

Approved by DPA/DMR
Page 3 of 3
Manual ECM Matrix
THOME
Security Incident or Piracy
Action to be Taken Bridge Emergency Watch

Team Squad Officer
Implement Ship Security Plan: • •

Control Access • •
Sound alarm •
Illuminate access points • •
Direct fire hoses at
boarding points if
applicable
•
Take evasive manoeuvres •
Alert vessel's crew •
Report incident •
If access is gained:
Avoid direct confrontation • •

Gather crew in secure area •
Cooperate if threatened • •

Approved by DPA/DMR
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Manual ECM Matrix
THOME
Transfer System Discharge

Secure cargo and, or

bunkering operations • •
Secure isolation valves •
Verity scuppers
secured • •
Notify transfer facility /
vessel if applicable •
Report incident • • •
Alert vessel's crew • • •
Implement VRP /
SOPEP as applicable •
and verify containment •
Survey extent of
incident • •
cleanup support
resources
• •
Ascertain cause of
casualty • • • •
Approved by DPA/DMR
Page 1 of 2
SHIP MANAGEMENT PTE LTD Transfer System Discharge

Send Safety Alert to

Fleet
•

Approved by DPA/DMR
Page 2 of 2
Manual ECM Matrix
THOME
Oil Spill Record Keeping and Sampling

Team Squad Officer
Log a spill or substantial threat of

spill by recording the following:
Time, location and details of

event • •
Notifications made (to
whom) • •
Action taken by crew • •
Assistance received (by
whom) • •
Time authority transferred
to Qualified Individual or
others
• •
Document spill by photos or video •
Gather oil samples:
Take duplicate samples

from multiple locations • •
If possible, take samples
from locations where oil is
observed on water
• •
Seal samples and mark with
date and locations •
Have a non-crew member
authenticate samples (e.g.
USCG, Harbour Master, etc)
•

Approved by DPA/DMR
Page 1 of 2
ECM Matrix No. 021
THOME Oil Spill Record Keeping and
SHIP MANAGEMENT PTE LTD Sampling

Team Squad Officer
Submit samples as directed by

Office •

Approved by DPA/DMR
Page 2 of 2
Manual ECM Matrix
THOME
Excessive Stress or Instability
Action to be Taken Bridge Technical Emergency

Team Team Squad
Provide initial report:
Departure loading condition

•
Provide initial damage assessment:
ERS to be contacted in case

of unexpected or emergency
•
conditions
Current loading condition -

cargo / ballast •
Current loading condition -
fuel • •
Current ship situation - Draft,
trim & list •
Damage - Location and
extend from preliminary
survey
•
Provide follow-up damage
assessment report:
Condition of the Ship: Extent

to which aground from
detailed survey (soundings •
from around the vessels)
Condition of the Ship: Draft -

Forward, amidships (P&S)
and aft, from detailed survey
•

Approved by DPA/DMR
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SHIP MANAGEMENT PTE LTD Excessive Stress or Instability
Action to be Taken Bridge Technical Emergency

Team Team Squad
Condition of the Ship: Cargo

and fuel loss or change in
amount or disposition from • •
detailed survey
Auxiliary System: From

detailed survey • •
If vessel is unable to manoeuvre
due to exceptional circumstances,
display ‘Not under command’ signal
(as per COLREGS Rule 27). Change
•
the navigation status on the AIS

Approved by DPA/DMR
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Manual ECM Matrix
THOME
Sinking

Send distress message

giving ship's position • •
Stop main engine • • •
Alert vessel's crew and
stress vessel' sin the
vicinity
• •
Prepare boats for
abandon ship • •
Stop all pumps and
auxiliary machinery • •
Close valves on all
tanks containing oil • • •
Close vent flaps and
water tight doors • • •
Ascertain cause of
Ensure all crew follow
abandon ship
procedure, as per
Emergency Plan /
• • • •
Muster List

Approved by DPA/DMR
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Manual ECM Matrix
THOME
Main Engine Failure

Master Informed •
Rudder & Bow Thruster
used to best
navigational advantage
• •
Prepare for anchoring if
in shallow water • •
manoeuvre due to
exceptional
signal (as per
• •
COLREGS Rule 27).
status on the AIS
Warning broadcast to
other ships •
Notify Office •
Ascertain cause of
casualty • •
Provide support as
needed •

Approved by DPA/DMR
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Manual ECM Matrix
THOME
Steering Failure

Master and Chief

Engineer Informed •
Alternative Steering
Engaged • • •
Sound signal made
when appropriate • •
Reduce Speed • •
manoeuvre due to
exceptional
signal (as per
• •
COLREGS Rule 27).
status on the AIS
Warning broadcast to
other ships • •
Notify Office •
Ascertain cause of
casualty • •
Provide support as
needed •

Approved by DPA/DMR
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Manual ECM Matrix
THOME
Gyro Failure

Master Informed •
Change over to manual
steering and steer by
magnetic compass.
Magnetic compass or
• •
other alternative means
used
Switch radars to ‘head

up’ display and
• •
commence manual
radar plotting.
If determining positions
by radar, use cross-
• •
point of 3 or 4 ranges
rather than bearings.
Make appropriate
entries in the log book
• •
recording actions taken.
Electrical Officer
Notified • • •
Affect on navigational
instruments considered • •
Notify Office •
Ascertain cause of
casualty • •
Approved by DPA/DMR
Page 1 of 2
SHIP MANAGEMENT PTE LTD Gyro Failure

Provide support as
needed •

Approved by DPA/DMR
Page 2 of 2
Manual ECM Matrix
THOME
Bridge Control Telegraph Failure

Master Informed •
Switch to Engine Room
Control • • •
Chief Engineer Notified • • •
Emergency
communications
established with Engine • •
Room
Notify Office •
Ascertain cause of
casualty • •
Provide support as
needed •

Approved by DPA/DMR
Page 1 of 1
Manual ECM Matrix
THOME
Man Overboard

Man overboard
released
buoy
•
Avoidance Manoeuvre • •
Record position of buoy • •
Alarm sounded • •
Engine Room advised •
Look-Outs Posted •
Williamson Turn •
Position relative to man
in water plotted • •
Man overboard warning
broadcast •
Rescue boat deployed •
Provide Support as
needed •

Approved by DPA/DMR
Page 1 of 1
Manual ECM Matrix
THOME
Search and Rescue

Position & bearing of

distress noted •
Master Advised •
Distress Message Re-
transmitted • •
Volume III, Mobile
Facilities, (IAMSAR)
consulted
• •
Communication
established between
surface unities and SAR
aircraft on 2182 KHZ
•
and / or VHF Channel 16
Position, course and

speeds of other
assisting units plotted
•
Look-Outs Posted •
Radar made available
for locating survival
craft transponder signal
•
Rescue boat deployed •

Approved by DPA/DMR
Page 1 of 2
SHIP MANAGEMENT PTE LTD Search and Rescue

Provide support as
needed •

Approved by DPA/DMR
Page 2 of 2
Manual ECM Matrix
THOME
Electrical Power Failure

Report Casualty • •
Alert vessel’s crew •
Implement VRP /
SOPEP / SMPEP as
applicable
• •
Verify vessel’s position •
Alert other vessel in the
area •
Establish and maintain
communications with
appropriate maritime •
government agency
Determine if ship’s crew

is capable to repair
source of casualty
• •
Determine the
estimated time of repair
completion
• •
Determine need for
commercial salvage
assistance
• •

Approved by DPA/DMR
Page 1 of 2
SHIP MANAGEMENT PTE LTD Electrical Power Failure

Prepare ship’s
personnel to initiate oil
spill mitigation and
removal action as
•
warranted
Determine cause of
casualty •

Approved by DPA/DMR
Page 2 of 2
Manual ECM Matrix
THOME
Toxic Liquid Release


terminal and notify local
and national authorities
• •
Initiate medical
assistance onboard and
• • •
from shore if required
Stop any cargo

operations – and shut
tank valves
• •
ventilation •
deck lighting •
tally of personnel
wear the emergency
• • •
escape sets)
Identify the chemicals

involved and determine
the degree of risk.
• • •

Approved by DPA/DMR
Page 1 of 2
SHIP MANAGEMENT PTE LTD Toxic Liquid Release

Consider the need for

all personnel to
evacuate the vessel
• • •
valves • •
Operate deck water
Advise engine room
of situation
•
•
Commence
Refer to MSDS
ignition sources of
accommodation

Approved by DPA/DMR
Page 2 of 2
THOME
Manual ECM Matrix
Liquefied Natural Gas Release


terminal • •
Activate ESD.
Stop any cargo
operations – and shut • •
tank valves
Try to stop the leak if

that is possible
(wrapping with wet • •
rugs, tightening bolts)
Fire pumps in readiness

and make the dry
powder system ready
for possible outbreak of
• •
fire

ventilation and close all
watertight doors
•
deck lighting •
tally of personnel
wear the emergency
• • •
escape sets)

Approved by DPA/DMR
Page 1 of 2
SHIP MANAGEMENT PTE LTD Liquefied Natural Gas Release

Activate water sprays

and flush water in leak
area
• • •
valves • •
Operate deck water
Prohibit all smoking
and avoid any kind of
external ignition source
• •
Advise engine room
of situation
•
•
Commence
Refer to MSDS
ignition sources of
accommodation

Approved by DPA/DMR
Page 2 of 2
Manual ECM Matrix
THOME
Liquefied Natural Gas Fire


terminal • •
Activate ESD.
Stop any cargo
operations – and shut • •
tank valves
Stop dual firing. FO

only, isolate engine
room from cargo side
•
Shut down air
conditioning /
ventilation and close all •
watertight doors

deck lighting •
tally of personnel
wear the emergency
• • •
escape sets)
Attend any injured

people • •
Approved by DPA/DMR
Page 1 of 3
SHIP MANAGEMENT PTE LTD Liquefied Natural Gas Fire

Close the relevant

isolation valves to
prevent the spread of
fire to the other cargo
• •
tanks and cargo pipes
Operate deck water

Use water fire hoses for
radiation protection in
the approach to shut off • •
valves or to leaking jet

If fire cargo is involved
in the fire, do not apply
water directly to the fire
since it will provide a
heat source for more • •
rapid vaporisation of
the liquid and therefore
increase the fire
Advise engine room

of situation
•
•

Approved by DPA/DMR
Page 2 of 3
SHIP MANAGEMENT PTE LTD Liquefied Natural Gas Fire

manoeuvre due to
exceptional
signal (as per
• •
COLREGS Rule 27).
status on the AIS
Commence
Refer to MSDS
ignition sources of
accommodation
Consider running inert

gas into void spaces •
Consider abandon
vessel •

Approved by DPA/DMR
Page 3 of 3
Manual ECM Matrix
THOME
Tank leakage in DB Tanks, Side spaces, voids etc.


Stop all deck work /
cargo transfer and
isolate the affected area
• • •
If in port - advise
terminal • •
Put fire equipment on
standby •
Adjust the vessel’s
course and speed to
ensure a crosswind
over the deck to provide •
best disbursement of
escaping gas.
Muster crew - Refer

MSDS for the cargo and
instruct the officers and
crew thoroughly as to
the job to be performed.
Emphasise safety and
the necessity of
avoiding any form of
spark generation in the
• •
area. Keep non-
essential personnel off
deck. Limit personnel to
those individuals
essential to the specific
work in hand.

Approved by DPA/DMR
Page 1 of 2
ECM Matrix No. 034
THOME Tank leakage in DB Tanks, Side
SHIP MANAGEMENT PTE LTD spaces, voids etc.

Ascertain the quantity

of cargo that has
entered the tank / space
• •
Notify Head office,
Vessel’s agents,
owners, charterers and
other parties as
• •
appropriate.
Discuss methods by
which the cargo from
the ballast tank/void
space can be removed
and it’s harmful actions
• •
mitigated for example
by dilution with water.

Approved by DPA/DMR
Page 2 of 2

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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

CONTROLLED Revision: 01 Jan 2015

Change No. And Description Date of Date of Initials Signature

Change No. 7 01 Mar

Change No. 8 01 Jun

Change No. 10 01 Jan

Change No. 11 01 Jun

Change No. 12 01 Jun

Change No. 13 01 Sep

Change No. 14 01 Jan

CONTROLLED Revision: 01 Jan 2015

Change No. And Description Date of Date of Initials Signature

Change No. 15 15 Jun

Change No. 16 01 July

Change No. 17 30 Sep

Change No. 18 01 Apr

Change No. 19 01 Jun

Change No. 20 01 Jul

Change No. 21 21 Nov

CONTROLLED Revision: 01 Jan 2015

PART A EMERGENCY AND CONTINGENCY DOCUMENTS

001 Introduction to Contingency Plans 1st Jun 2007

002 Shipboard Emergency Organisation 1st Oct 2006

003 Office Emergency Organisation 21st Nov 2013

004 Emergency Notifications 1st Jun 2008

005 Shipboard Emergency Drills and Training 1st Apr 2012

006 Handling Media Enquiries 1st Jul 2010

007 Ice or Extremely Cold Conditions 1st Apr 2012

008 Personnel Accidents / Injuries 1st Jun 2007

010 Crew Death 1st Jun 2007

011 Missing Crew Members 1st Jun 2007

012 Rescue of Survivors 1st Jun 2007

013 Abandon Ship 1st Jun 2007

014 Reporting 1st Jun 2007

015 Salvage and General Average 1st Jul 2012

PART B EMERGENCY RESPONSE MATRIX

001 Break Away during Cargo Operations 1st Mar 2008

002 Fire 29th Sep 2011

003 Grounding 1st Sep 2008

004 Collision 1st Sep 2008

CONTROLLED Revision: 01 Jan 2015

005 Containment Failure 1st Mar 2008

006 Critical Equipment Failure 1st Mar 2008

007 Decontamination of Personnel 1st Jan 2005

008 Disposal of Clean-up Materials 1st Jan 2005

009 Emergency Cargo Transfer 1st Mar 2008

010 Emergency Towing 1st Mar 2008

011 Excessive List 1st Mar 2008

012 Fire or Explosion 1st Mar 2008

013 Hazardous Vapour Release 1st Mar 2008

014 Hose Burst 1st Jun 2008

015 Overflow 1st Jun 2008

016 Hull Failure 1st Mar 2008

017 Hull Leak 1st Mar 2008

018 Flooding 30th Sep 2010

019 Security Incident / Piracy 1st Jan 2005

020 Transfer System Discharge 30th Sep 2010

022 Excessive Stress or Instability 30th Sep 2010