Government of the Isle of Man Department of Economic Development. Notice to Surveyors, Shipowners, Managers and Classification Societies

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Charity Newton
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1 Industry Circular No. 15 January 2011 Government of the Isle of Man Department of Economic Development Notice to Surveyors, Shipowners, Managers and Classification Societies Isle of Man Ship Registry deficiency and non-conformance close out procedure Introduction This circular gives information on the procedure for closing out deficiencies and nonconformances raised by Isle of Man Ship registry (IOMSR) surveyors when visiting vessels for ISM/ISPS/ILO audits and Flag State Implementation surveys. Whilst it is generally found that all deficiencies/ncns are addressed by the Company in a timely fashion, this information sometimes does not filter back t IOMSR. The IOMSR has in the past chased up overdue items but will no longer do so. The IOMSR will verify compliance at Company ISM Audits. Survey Deficiencies Survey deficiencies are recorded by our surveyors using our Form S10 (Annex I) and fall into 3 Categories. Category 1 To be rectified prior to departure and Ship Registry advised. This is the most serious category and would prevent the vessel from departure. Category 2 To be rectified and Ship Registry advised before full time certificates can be issued. This is typically used for new builds where for instance the Stability Information is Preliminarily approved and Final approval is required for the issuance fofull term certificates. 1

2 Category 3 To be rectified within specified period and Ship Registry advised. This is the most common category used for minor deficiencies raised. Close out Verification It is our standard procedure to record all deficiencies found, even if they are rectified prior to our surveyor leaving the vessel. If the deficiency cannot be rectified prior to our surveyor leaving the vessel the Master or the Company must confirm close out of the deficiencies to us. This should be done by to marine.survey@gov.im and if appropriate supported by photographic evidence. If the deficiencies cannot be rectified within the time frames allotted then an application for extension should be made to the same address. There is no excuse for Companies not rectifying deficiencies within agreed time frames or applying for a suitable extension. The IOMSR will not chase Companies to get this done. The IOMSR will verify that it is being done at Company DOC audits. If it is found that it is not being done then a Non Conformance will be issued against the Company. ISM Non Conformances & ISPS Observations ISM Non-conformances and ISPS Observations found are recorded on the relevant notes as per Annex II & III. Close out Verification From date of issuance the Company has 15 days to propose suitable corrective actions. As per the latest Code amendments the proposed corrective actions should include measures to prevent re-occurrence, not just correction of the problem found. The proposed corrective actions should be written or typed on the note and then ed to marine.survey@gov.im for agreement. Once proposed corrective actions have been agreed the Non Conformance Note will be signed by IOMSR and returned to the Company. The Non Conformity is closed out in our system. There is no excuse for Companies not being able to propose Corrective Actions within 15 days. The IOMSR will not chase Companies to get this done. The IOMSR will verify that it is being done at Company DOC audits. If it is found that it is not being done then a Non Conformance will be issued against the Company. It is the responsibility of the Company to ensure that the Corrective Action agreed is successfully implemented. The IOMSR will verify this at Company 2

3 DOC audits. If it is found that it is not being done then a Non Conformance will be issued against the Company. Isle of Man Ship Registry January 2011 Please note - The Isle of Man Ship Registry cannot give Legal Advice. Where this document provides guidance on the law it should not be regarded as definitive. The way the law applies to any particular case can vary according to circumstances - for example, from vessel to vessel. You should consider seeking independent legal advice if you are unsure of your own legal position. 3

4 Annex I 4

5 Annex II 5

6 Annex III 6

Procedural Requirements for ISM Code Certification

(Rev.0 July 2009) (Rev.1 Jan 2010) (Corr.1 Mar 2010) (Rev.2 Sep 2012) (Rev.3 Apr 2018) Procedural Requirements for ISM Code Certification INTRODUCTION The IACS "Procedural Requirements for ISM Code Certification"