1.

Fist time as Chief Mate Taking Over

1) Before joining the vessel

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

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

2) Before boarding the Ship

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

3) After boarding the ship

 Self-introduction to gangway watchman and check if gangway
personnel are wearing proper PPE, and attending visitors in proper
manner by checking identity, giving visitors card, inform bridge,
signing the visitors log etc.
 Ensure the gangway personnel sends an escort with us who leads us
to the master’s office.
 While going towards accommodation general view of Deck, air
pipes, hatch coamings, if any sound from cargo gears.
4) Report to the Master
 Meet the master, introduce, hand over appointment letter, CoC,
Medical certificate and other certificates, and sign the article of
agreement. Ask Master, regarding present voyage, any instructions
from the charterer, and any instructions from him.
5) Meet the Outgoing Chief Officer
 Go Through Handing over notes again with the relieving chief
officer, also go through company’s checklist for handing over taking
over.

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

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

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

9. Loadicator

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

10. Stability on Departure

1. Expected Departure Draught, GM, Stresses condition

2. Draught, Trim, Air Draught restrictions at load/Discharge port and any
transit restrictions

11. Itinerary of the ship

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

3) Documents, Certificates and Files

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

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

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

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

10. Hospital

1. Medical Chest
2. First aid Equipment
3. Condition and expiry of Oxygen cylinders
4. Certificate of Inspection by registered Pharmacist and its expiry
11. Chief officer’s Cabin
1. Life jacket condition, light, whistle
2. Immersion Suit
3. Emergency Duties Card
4. Nearest emergency exit
5. Nearest Muster List
6. Nearest Fire Extinguisher
7. Any Dead End corridor

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

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

8) In case if the vessel is in dry dock

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

10. Sign & take over

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

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

2. TWA & TLV

Threshold Limit Values (TLVs®) refer to airborne concentrations of
chemical substances and represent conditions under which it is
believed that nearly all workers may be repeatedly exposed, day after
day, over a working lifetime, without adverse effects.
Time-weighted average (TWA) is a method of calculating a worker’s
daily exposure to hazardous substances such as dust, fumes,
chemicals, gases, or vapors. It is averaged to an 8-hour workday or
40-hour week, along with the average levels of exposure to the
hazardous substance and the time spent in that area.

3. Maintenance of Deck seal, PV valves, Mast riser frequency? How you

do maintenance on deck seal step by step?
Isolate IG System
Stop Deck seal pump, drain deck seal
RA
toolbox talk with personnel involved in job,
Ventilate space m in 15 min,
Stop ventilation
After 10 min check atmosf again
Issue Enclosed space entry permit
Enter deck seal check for any pittings, cracks, NRV free of movement,

Deck seal, PV breaker & Mast riser maintenance every 6 months

PV Valves maintenance every 12 months.

4. Settings of PV and secondary means (independent pressure sensor in

each cargo tank).
PV - +1400 / -350mmwg
Sensor each tank – 10 % of lowest press of PV / 140+1400=1540mmwg
-350 negative pressure
Breaker +1890/- 630 mmwg
13.8 Pressure Vacuum (PV) Valves
Pressure/Vacuum valves provide protection to all cargo tanks from over and under pressurization. They
also allow breathing of tanks atmosphere during temperature variations in the cargo tank(s).
You shall:
• • Inspect all PV valves manually by operating frequently
• • Overhaul as per maker’s instructions once every year or more frequently, if specified by the
manufacturer’s instructions

• 13.11 Flame Arresters

Chief officer shall maintain all Inspection Intervals
flame arresters and screens in
good condition and follow PMS.
Chief officer shall inspect all
flame screens as below
intervals. Flame screens fitted
on
PV Valves 3 months
Hi-Jet type valves 3 months
Vapour lines 3 months
Mast risers 3 months
Purge pipes 3 months
ballast tank 6 months
bunker tank 6 months

13.13.5 Inert Gas Mast Risers

The sump attached to mast risers may contain condensed oil vapour and water. High vapour flow rates
in the mast riser can suck the sump up in Mast riser. This would then spray out on the main deck leading
to pollution claims.
To avoid above, Chief officer shall do below procedure and record:
• • Check and clean the Mast riser drains and sumps prior arrival port
• • Check Mast riser drains on any other occasion of tank pressure venting
• • Clean sump every 6 months or more frequently, if necessary
• • Inspect flame screens (30 x 30 wire mesh or double layer of at least 20 by 20 mesh) on top of
risers and clean prior arrival load ports

Note: We require you to maintain a spare flame screen ready for use during the loading operations.
Chief officer shall periodically check the firefighting system for mast riser and keep operation.

5. VEF – Vessel Experience Factor

This ratio, called a Vessel Experience Factor (VEF) is a historical compilation of shore-
to-vessel or vessel-to-shore cargo quantity differences and is used as a loss control tool
to assess the validity of quantities derived from shore measurements.
Following factors must be taken into account when calculating VEF:

 VEF is not applicable to individual tank volumes

 Quantities shall be expressed in either barrels or cubic meters at
standard temperatures, but shall not be combined. DO NOT USE
QUANTITIES IN MT OR LONG TONS.
 VEF used to calculate Ship’s quantity at load port MUST be the
VEF which is used to calculate the vessel’s quantity at Discharge
port. A different VEF must not be calculated for the same voyage.
 A minimum of five qualifying voyages are needed to calculate
VEF, however, a larger number is always desirable. DSM Form for
VEF uses last 20 qualifying voyages which is usually the
accepted industry standard.
 A ‘Qualifying Voyage’ is a voyage that is within + or – 0.0030 of
the average ratio of all voyages (Pls refer to Charter Party
Terms) listed. as an example, if the average of all voyages listed
is 1.00105, all voyages within the range from 0.99805 through
1.00405 would qualify).
6. What you do if press in tank is high? Are you going to realease?
How& how much?
I will release after loading through mast riser and as much as possible try to reduce releasing due to
cargo loss.

La ultima intrebare Capt. Pushan: You

6.

have oil spill at manifold, what are your

actions as Chief mate?

Oil Leakage/Overflow During Discharging

Should an oil spill occur during cargo handling, the following

actions should be followed:

a) Stop/trip the cargo pumps immediately. Cease all cargo and

ballast operations.

b) Inform the terminal about the nature and extent of the leak.

c) Sound the General Emergency Alarm with a PA broadcast

and muster the oil spill emergency response team.

d) The manifold valves may be closed.

e) Identify and isolate the leaking section of the line if possible.

f) Open the drop valves to drain the top lines and consider
reducing the IG pressure in the tanks.
g) Check/stop the air intake to the accommodation. Stop
nonessential air intakes to the engine room.

h) Close all non-essential sea suctions.

i) Re-check that all scuppers are shut.

j) Contain the spill on board by opening the main deck drain

valve leading directly to either the port or starboard slop tank,
or by using the a Wilden pump to discharge into the port or
starboard slop tank.

k) Deck cleanup is to be started and firefighting equipment to

be kept ready for use.

l) Oil spill dispersants/emulsifiers should never be used overside

except for small spills where written approval is received from
the appropriate authorities.

m) Reporting procedures to be followed as per the SOPEP/VRP

depending on the location of the ship.

n) Discharging may be resumed after the fault has been

rectified.

Oil Leakage/Overflow During Loading

a) Contact the terminal and request to stop loading

immediately. Cease all cargo and ballast operations.
b) Follow the individual terminal emergency stop procedures
and signals.

c) Manifold valves may be closed only after permission is

received from the terminal.

d) In case of overflow, open valves to any empty/slack tanks to

reduce the level of the overflowing tank.

e) Sound the General Emergency Alarm with a PA broadcast

and muster the oil spill emergency response team.

f) Check/stop the air intake to accommodation, stop non-

essential air intakes to the engine room.

g) Close all non-essential sea suctions.

h) Re-check that all scuppers are shut.

i) Contain the spill on board by opening the main deck drain

valve leading directly to either the port or starboard slop tank,
or by using a Wilden pump which can discharge into either the
port or starboard slop tank.

j) Deck cleanup is to be started and firefighting equipment to

be kept ready for use.

Deflection- Defined as the bending and distortion of a vessel's hull by induced strains, hull
deflection is most affected by loading and off-loading of significant weight (Cargo, fuel, water,
equipment, etc.). This phenomenon is more apparent in larger vessels like superyachts with
larger equipment, fuel, and water capacities.

VOC- VOLATILE ORGANIC COMPOUND

Volatile organic compounds are compounds that have a high vapor pressure and low water
solubility.

COC- CERTIFICAT OF CLASSIFICATION

What is a Certificate of
Classification?
A Certificate of Classification is a document issued by a classification society
or an authorized organization that certifies a vessel’s compliance with
specific standards, rules, and regulations related to its design, construction,
and safety. The classification society evaluates the vessel’s structural
integrity, stability, equipment, and systems to ensure that it meets the
required safety and quality standards. The Certificate of Classification is
essential for demonstrating the seaworthiness and compliance of the vessel,
and it is often required by port authorities, charterers, and insurers before a
vessel can operate commercially.