SMALL
VESSEL SAFETY MANAGEMENT
“M.V. RESCUER” (View
editable Word doc version)
The Organization, Policies and Procedures
described are fictitious, not complete and are as example only for small
vessels.
Implementation date_______________
Review date___________________
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This Safety Management Systems Manual and
supporting documents reflect a commitment to providing a safe and healthy
workplace and encouraging pollution-free practices, in compliance with current legislation.
All
subsequent reference to the Company in this manual applies to the management
organisation of the ship named above.
1. Information
2. Safety and environmental protection policy.
Safety of personnel (WH&S Policy)
3. Responsibilities
and authorities
4. Designated safety
persons
Safety Officer (designated person ashore)
5. The
Masters responsibility and authority
Master’s Duties
6. Resources
and personnel
Staff induction
7 Safe
Operations
8.
Emergencies
9. Reports
and analysis of non conformities accidents and hazardous occurrences
10. Maintenance
11. Documentation
12. Verification
review and evaluation
1. Information
Summary of Ship and Company information:
Company
name __________________ Area of
operation __________________ Fleet
details
_______________________________________________________ Address
_________________________________________________________ Phone/fax ______________________ Email ___________________________ Manager_________________________ Phone __________________________ Designated
person __________________ Phone
__________________________
COMPANY
OPERATIONS:
All
subsequent reference to the Company in this manual applies to the management
organisation of the ship named above.
2. Safety and environmental protection policy.
The Safety Management objectives of the Company
are to:
- provide for safe
practices in vessel operation and a safe working environment.
- establish
safeguards against all identified risks.
- continuously improve
the safety management skills of its personnel.
This will be achieved by:
- ensuring that SMS/WHS procedure is followed
and performance is documented.
- establishing workgroup consultative
arrangements to identify potential hazards.
- promoting safety motivation by training
that addresses regulations and guidelines.
Safety of personnel (WH&S Policy)
The Company provides
equal opportunities for its employees regardless of gender, race or disability.
The health and safety of all persons
employed and visiting the company are of the utmost importance. The promotion
and maintenance of systems to maintain a safe and pollution-free
operating practices
is primarily the
responsibility of management in consultation with the designated person (safety
officer). The Operational and Emergency procedures
in the SMS are developed using risk management strategies and are continually reviewed
for currency to ensure safety in the workplace.
The employer has a duty of care to
ensure that:
- The workplace is safe and
adequately signed
- Equipment is in a safe condition.
- Protective clothing is available.
- The workforce is properly
trained.
- A risk analysis and monitoring is
taking place.
The employee has a duty of care to
ensure that:
- Fellow workers are not placed at
risk.
- Safety equipment is used as
required.
- Safety equipment and strategies
are not abused.
Drug & Alcohol Policy
It is not acceptable for any staff member to be under
the influence of alcohol, or non medication drugs during any working shift
day or night. Any staff member found under the influence of either alcohol
or non medication drugs would not be fit or permitted to work and will be
placed on a warning by the Manager. If a second warning has to be placed counselling
would be offered for their problem. If this behaviour continued the Manager
has the right under the WHS Act to dismiss the employee to stop any endangerment
to passengers or other staff members. In the case of suspected drug/alcohol
use the Company will operate random testing with the cooperation and
consent of the workforce. Any medication
that is prescribed by a doctor is acceptable, but if the medication states
that it causes drowsiness or do not drive, it is required that
the employee has time off from transport safety work
(as described by the act- internet link) whilst on the
medication. It is prohibited to supply passengers with Panadol, Aspirin or
any other painkiller related drug at any time.
Protection of the
environment
The Operational and Emergency procedures
in the SMS are developed using risk management strategies and are continually reviewed
for currency to ensure environmental protection.
3. Responsibilities an authorities
Manpower structure:
Contractors and Sub‑Contractors engaged to perform work on the organisation's premises or locations are required, as part of their contract, to comply with the OHS policies of the Company.
Persons
must not:
- Interfere
with or misuse WHS equipment or signage.
- Obstruct
attempts to prevent risk to the health and safety of a person at work.
- Refuse
a reasonable request to assist in giving aid.
- Disrupt
a workplace by creating health or safety fears.
List of Job descriptions:
The size of
the Company is such that some employees are required to perform several
duties. In this case the employees have been given multiple job descriptions as
is appropriate to their multiple duties.
Job description Bookkeeper
Job description Cleaner
Job description Committee
Job description Contractors
Job description
Designated person
Job description Engineer
Job description Legal officer
Job
description Manager/Commander
Job
description Master/Skipper
Job
description Publicity/Media officer
Job
description Radio Operator
Job
description Safety officer
Job description Secretary
Job description Security officer
Job description Ships Carpenter
Job description Trainee
Job
description Training Officer
4. Designated person (Safety Officer)
The Company
has appointed a Designated Person/s ashore with the responsibility for
monitoring the safe operation of the vessel. He/she has direct access to the top
management of the Company and sufficient resources and authority to
carry out his/her duties.
Designated Person/s ashore name ___________________________________________
Designated Person/s ashore contact detail ___________________________________________
Duties:
Safety Officer (Designated
Person Ashore)
The position is the company’s Designated Person.
He or she reports to the highest person in the organization on matters which
require the attention of the highest level of management.
- monitoring the SMS and reporting when
remediation or change is needed.
- monitoring the safety and pollution prevention aspects of each
vessel in the fleet;
- ensuring that adequate resources
applied when required;
- training and appointing internal
auditors;
- liaising with external auditors to
schedule annual audits;
- taking into consideration all mandatory
regulations, codes and guidelines.
5. Master’s responsibility and authority.
The master has complete
authority and responsibility for taking all necessary actions in the interests
of safety, pollution prevention and the efficient operation of the vessel.
He/she may
deviate from documented procedures if human life, property or the environments
are at risk. He/she may ask the Company for help if he/she deems it necessary.
In all matters, which affect or may affect safety of life, property or the
environment, the Master shall report directly to the Designated Person.
Duties:
The Master is responsible for:
- implementing
the safety and environmental-policy;
- motivating
the crew in carrying out the Company’s safety and
environmental-protection policy;
- reviewing
safety and pollution prevention activities and reporting defects to the
Company;
- issuing
orders in a clear and concise manner;
- ensuring
that matters relating to safe operations and pollution prevention risk are
carried out as required;
- reporting
non-conformities, accidents and hazardous occurrences to the office;
- assigning
SMS related duties and responsibilities to all onboard personnel;
- liaising
with the Designated Person in relation to onboard audits;
- evaluating and reviewing the SMS on
board the vessel and reporting any deficiencies to the office.
- ensuring
that data and records relevant to the SMS are available
6. Resources and personnel
Staff Qualifications
The designated person will maintain a staff
matrix ensure that the qualification and experience of its employees will meet
the current legal requirements and are adequate for the safe operations of the
company. See the staff qualifications
matrix.
Staff induction
The Company gives a new master reasonable opportunity
to familiarize with the vessel and SMS, and gives them support to enable
them to perform their duties safely. Each vessel will be manned, as a minimum,
in accordance with survey requirements. The masters and crew will be adequately
experienced and qualified. The Company ensures through the policy,
checklists and job descriptions that personnel are aware of their individual
responsibility for safe vessel operation and overall protection of the environment.
Essential instructions described in the Staff induction plan
of the SMS are prerequisites for new crew members on work commencement
and are are provided to joining crew before sailing.
The Company continually identifies training requirements for shore
and seagoing personnel in support of the SMS. If a gap in training
relating to safety and/or environmental-protection is detected in an employee,
he/she will not be assigned any task where the gap in training will put life,
property or the marine environment at risk until he/she has received appropriate
training.
Training
In the
implementation of an effective control plan, the motivation and cooperation of
the staff is essential. The Company recognises that while the necessity to
monitor and document places a burden on staff, the encouragement of safe
attitudes is the foundation of safe practice.
Safe attitudes
are encouraged within the Company by both the informal participation in safety
meetings and briefings, formal participation in musters and drills, review
of operational & emergency plans (control) checklists and currency
in training. The examples from case studies and safety
talks are discussed to promote safety awareness.
7. Safe Operational Procedures
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Operational Procedures |
Task
analysis |
The plan |
Review due |
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Initial entry |
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Anchoring |
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Bar crossing |
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Bar and food service
hygiene |
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Bilge pumping |
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Boarding /disembarkation |
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Boom netting |
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Bridge management |
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Cargo loading & stowage |
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Cleaning |
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Confined spaces |
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Contractor provided services |
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Crew briefing |
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Diving operations |
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Engineering management |
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Garbage |
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Maintenance |
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Manual handling |
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Oils |
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Passenger briefing |
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Refuelling |
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Sullage (Sewerage) |
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Slipping |
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Shut down |
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Staff induction |
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Survey |
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Towing |
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Print out a
blank Risk Assessment Matrix Document |
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8. Emergency Procedures
Musters and drills:
Drills will be as realistic as possible and include
both testing and operation of emergency equipment. Vessels with
more than four crew will perform musters and drills schedules:
Emergency
Drills at monthly
intervals - includes
emergency steering.
Abandon ship at two monthly intervals - includes use of lifeboats.
Fire
drills at two/three monthly intervals - includes use of fire hoses.
Collision
drills at two/three monthly intervals - includes inflooding
controls.
Masters of vessels of less than four
crew are not required to perform scheduled drills, but will ensure that
their crews are practiced in the emergency procedures. Drills are recorded in
the log.
List of emergency procedures
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Emergency
Procedure |
Task analysis |
The Plan |
Review due |
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Abandon ship |
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Casualty |
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Collision |
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Excessive list |
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Fire |
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Fixed fire fighting |
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Founder |
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Grounding |
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Incident |
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Incident office |
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Injury/illness |
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Machinery failure |
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Man overboard |
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Rigging failure |
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Robbery/armed hold up |
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Spillage |
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Steering failure |
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Structural failure |
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Towing |
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Welding
(emerg. repair) |
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Print out a
blank Risk Assessment Matrix Document |
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9. Reports and analysis of non conformities accidents and hazardous occurrences.
All non-conformities, accidents
and hazardous occurrences on board are reported through the Master to the Designated person (Safety officer). The Designated person reviews
the reports and causes them to be investigated and analyzed with the objective
of improving safety and pollution prevention. The Designated person agrees with
the Master or appropriate supervisor on the appropriate corrective action and
time frame for rectifying the defect. When the agreed time limit has been
reached or corrective action taken, whichever occurs earlier, the Designated person checks the corrective action for
effectiveness. If the corrective action is satisfactory and further action is
not required, the Designated person closes the
investigation. If the corrective action is not satisfactory, or if preventive
action is required, the investigation is maintained until such time as no further
action is required. The results of analyses may be used to:
- initiate
general corrective action to other vessels
- initiate
amendments to the SMS to prevent recurrence
The
Master is responsible for reviewing the vessel’s SMS and notifying the Designated person of any discrepancies or deficiencies
which may affect safety or anti-pollution capability
First aid Immediate response - exposure to
hazardous substances:
Eyes - Hold eyes open and flood with cold
water for 15 minutes. Seek Medical Attention immediately.
Skin Contact-Remove contaminated clothing and wash
affected area thoroughly under cold running water.
Inhalation-Remove to fresh air, if person is not
breathing, ensure airways are clear and commence
cardiopulmonary resuscitation. Seek Medical Attention immediately.
Ingestion and Corrosives-Consult the label and Material Safety
Data Sheet; follow health hazard and first aid directions. Seek Medical Attention immediately.
DO NOT induce vomiting. Give a glass of water and Seek Medical Attention
Immediately.
Spillages-Avoid secondary accidents, if product
is flammable extinguish all fire sources.
Consult Material
Safety Data Sheets (MSDS) for procedure.
View Queensland Health
(Internet links) View NSW Health
(Internet links)
Workers Compensation
Employers Responsibilities
Employers have a wide range of responsibilities under
the occupational health and safety and workers compensation legislation. Some
of the main obligations include:
- Provide
a safe and healthy workplace for employees and others at the workplace
- Establish
a consultative mechanism to enable employees to contribute to the making
of decisions affecting their health, safety and welfare at work
- Notify
WorkCover within 7 days if an injury at your workplace has resulted in a
significant injury or fatality.
- Have
a workers compensation insurance policy covering all employees.
- Display
a summary of the Workplace Injury Management and Workers Compensation Act
in the workplace
- Have
a return to work program consistent with their insurer's Injury Management
Program
- Provide
suitable duties, where reasonably practicable to do so
- Comply
with an Injury Management Plan written for a worker
- Not
to dismiss a person wholly or mainly because of work related injury within
6 months after the worker becomes unfit for employment
After terminating an injured worker due to inability
to perform their duties employers must notify the replacement worker of the
injured worker's right to apply for reinstatement within 2 years if they become
fit for employment within that time.
Employees Responsibilities
- Notify
the employer of injury as soon as possible
- Provide
specified information to the insurer in relation to the claim
- Authorise
the nominated treating doctor to provide information to develop an Injury
Management Plan
- Make
all reasonable efforts to return to work
- Comply
with the provisions of the insurer's Injury Management Plan
- Notify
the employer of any change in their employment status or earnings
- Attend
medical appointments as directed by the employer
- Not
to make a statement in a notice of injury, in a claim or in a medical
certificate or other document that relate to a claim or when furnishing
information in relation to a claim.
Employees
Rights
- Their
right of choice of a nominated treating doctor and rehabilitation provider
- Access
to interpreter services where appropriate
- Their
right not to be dismissed with 6 months of an injury, solely or
principally due to that injury
- Their
participation in a return to work program, which will not of itself,
prejudice an employee in either job security, promotion or workers
compensation benefits
- Their
non‑participation in an injury management plan or return to work
program which may result in suspension or reduction of weekly benefits.
- Their
nomination of a treating doctor who is willing to participate in the
development of, and in the arrangements under an Injury Management Plan.
Rehabilitation Policy
Employers Responsibilities
The Company has a wide
range of responsibilities under the Occupational Health and Safety and Workers Compensation legislation. Part
of those responsibilities is to have a rehabilitation program for injured
staff. These following points are all related to the rehabilitation process.
Injury Management Program
- Determine
who is to be involved in the process.
- Completing
the employer report of injury form.
- Submitting
the insurer the workers claim form, WorkCover medical certificate, witness
report and wage details.
- Contacting
the treating doctor to discuss return to work.
- Identifying
suitable duties.
- Writing
up the Return to Work Plan and negotiating with the worker and doctor.
- Monitoring
the return to work and up‑grading duties as required.
- Engaging
or liaising with the Rehabilitation Provider.
- Maintaining
contact with the Insurer and following up payments.
- Reviewing
the progress of the claim to a successful conclusion.
Determine the
Procedures and Document
- An
injury reporting procedure (to include notification of significant
injuries to insurer within 48 hours and to WorkCover within 7 days and
links workers compensation claims forms to the procedure where necessary).
- A
return to work program (specify your commitment to injury management and
is used to explain the program to all workers).
- An
Injury Management Plan (will be developed by the insurer).
- A
Return to Work Plan (employers are to develop for individual injured
workers to help you plan and manage the early return to work of workers on
suitable duties.
Return to Work Procedures
The following general procedures have been established
by the Company to ensure the safe and speedy return to work of injured
employees.
1. When
an Injury Occurs:
- All
injuries must be notified and reported on immediately in accordance with
the company's Workers Compensation Procedures.
- The
importance of the legal requirements to notify company's workers
compensation insurers of the injury within the stated time frames.
- The
Manager will be responsible for coordinating all efforts aimed at
assisting the injured worker recover and return to work as quickly and as
safely as possible.
- For
all lost time injuries, office Administrator will contact the injured
employee within 24 hours of the injured being reported to ensure: that
appropriate medical attention is received, that the process of lodging a
workers compensation claim is explained and to prepare the injured
employee for a safe and timely return to work consistent with medical
advice.
2. Nominating
a Treating Doctor:
- Injured
employee MUST nominate a treating doctor
3. Involving
a Rehabilitation Provider:
- When
it becomes evident that an
injured employee is not likely to resume their pre-injury duties or cannot
do so with out changes to the workplace or the work practices, the Manager
will consult their Company's workers compensation insurers, and the
workers treating doctor to discuss the need to involve an accredited
Rehabilitation Provider to assist develop and monitor the Return to Work
Plan.
4. Finding
and Providing Suitable Duties:
- The
Manager in consultation with the treating doctor will ensure that
individual return to work strategies is developed for each injured worker.
- This
will include the provision of suitable duties for those workers who are
partially incapacitated and therefore need to be offered suitable duties
as part of their rehabilitation program.
- The
company undertakes to ensure that the duties offered to injured employees
as part of their Return to Work program will always be meaningful,
productive, a safe match with the client's physical and psychological
capabilities and consistent with medical advice
5. Consultation:
- The
Office Administrator will consult with injured worker, doctor, insurer and
co-worker regarding the implementation of any arrangements for the return
to work of injured employees of the company.
6. Disputes:
- The
Office Administrator will attempt to resolve any disputes by consulting
with employees, the Rehabilitation Provider and the treating doctor. If
the dispute cannot be resolved the insurer will be contacted for advice.
Endorsement:
These policies and procedures are effective as of the
Signed: Signed:
Employer's Representative Employee's
Representative
Date: ..................................................... Date: .................................................
View the Return
to work plan documentation.
View the Return
to work plan progress review documentation.
10. Maintenance
The company maintains
procedures and instructions to ensure that each vessel and all machinery and
equipment on board are maintained in accordance with relevant rules and
regulations, company’s requirements and manufacturer’s instructions Systems
identified for programmed testing include:
Schedules:
Daily:
Cleaning
Deck rounds
Engineering pre-departures
Navigational, lights and fire watch
View pre-departure checklist
Weekly:
Inspection of
galley and bar hygiene
Inspection of
rope and wire
View maintenance checklist
Monthly:
Inspection of emergency steering, survival equipment,
fire fighting equipment
Engine
service
Three monthly:
Survey of emergency steering, survival equipment, fire
fighting equipment and pumps
Confined spaces, cofferdams, stores
LPG safety
Vermin inspection and
control
Watertight alarms
Six monthly:
Bilge system
Certification of wire rope and
chain
Electrical safety
Portable fire extinguishers /Fixed
fire fighting system
Steering
Annual:
For full list see:
View record of
survey schedule
The list is
not exhaustive and vessel’s personnel are encouraged to suggest to the
Designated Person items that they feel should be included in the list.
11. Documentation
Changes of currency and review
are dated in each document. All SMS plans (control checklists) are kept
onboard the vessel and ashore. All records are kept for five years.
Ashore in the
office, the Designated Person is responsible for issuing and audit of
controlled documents of vessels. Obsolete documents are promptly removed to
file. The Designated Person reviews all amendments to the SMS prior to issue.
Onboard vessel, the Master is responsible for the issue of
controlled documents available at each relevant work station. He/She is also
responsible for ensuring that obsolete records are removed to avoid inadvertent
use.
12. Verification review and evaluation
The Designated person/Safety Officer has the
responsibility for monitoring the safe operations by:
- monitoring the SMS
and reporting the position if remedial action or changes are needed.
- monitoring
the safety and pollution prevention aspects of each vessel in the fleet;
- ensuring
that adequate resources and shore- based support are applied, as required;
- appointing
internal auditors; and train internal auditors;
- drawing
up the year’s audit schedule;
- liaising with
external auditors for office and vessel audits.
- taking into consideration all mandatory
and relevant rules, regulations, codes and guidelines and standards.
Audit checklists
The Designated person/Safety Officer will monitor the
appropriateness, effectiveness and currency of the implemented control plans by
the scheduled examination of:
·
The audit of incident,
accident and other ships safety reportage documentation.
·
The audit of the vessel’s
operational & emergency checklists.
·
The audit of
staff in-service training.
·
The audit of the
staff qualifications and certification validity.
·
The audit of the Vessel’s Record book and drills and
musters.
·
The audit of an
independent surveyor. (safe workplace)
·
Audit of first
aid kit contents.
·
Audit of personnel
protective equipment.
Staff
training, inclusion in safety planning and the valuing of safe attitudes are
encouraged in order to develop safe procedures in the company’s operations.
Sample Audit documentation:
Risk management:
It is the policy of the Company to maintain
this system to ensure occupational health and safety hazards are identified,
recorded, investigated, analysed, corrected (eliminated or controlled) and
verified. A review and
evaluation process promotes hazard reduction by:
1. Identification of all
potential hazards.
2. Assessment of the risk posed by each hazard.
3. Elimination or development of a control plan
(control checklist).
4. Re-evaluation of the records in order that
the plan may be improved.
1. Hazard Identification:
Hazards to persons may be categorized as:
Gravitational
Striking hazards
Electrical hazards
Chemical
Work environment
Manual handling
Other (operationally specific
Hazards to
vessels can be Navigational, Structural or Environmental.The
identification of hazards to persons is carried out by the designated person
by methods such as listed below:
- Systematic
walk around survey.
- Task analysis
- Consultation and interview of the workforce
/staff meetings.
- Safety advice/complaints from customers.
- The compilation and review of Material safety
data sheets.
- AMSA Marine Notices and WH&S advisory
publications. (Internet links)
- The audit of incident, accident and other ships
safety reportage documentation.
- . (Internet links)
- Independent audit.
2. Risk assessment:
|
Risk Level
= Consequence X
Exposure X Probability (outcome
severity) (frequency/duration) (likelihood) |
The level of risk from a hazard will determine the scale
of control measures required.
In order to optimize the resources of the Company
in developing the most effective control plan, the identified hazards are risk
assessed either formally or informally.
To determine low risk activities, an informal assessment considers risk level
by discussion and consultation. Appropriate control measures (as described
below) are adopted and an agreed safe workplace practice is implemented. The
designated person monitors the effectiveness of the implemented plan.
To determine high risk activities, a formal assessment is only used where
considerable recourses, expense or complexity in implementing the control plan
are required. Such assessments will determine the risk level by the matrix
shown below and/or other supportive documentation researched by the designated
person.
Appropriate control measures (as described below) are
adopted and an agreed safe workplace practice is implemented. The designated
person includes the control plan on the risk assessment audit and monitors the
effectiveness of the implemented plan.
Risk assessment of complex
/inter-related hazards may require the determination of the risk level by a
global matrix, other supportive documentation (researched by the designated
person) and the negotiation with officers of the company and Government
enforcement agencies.
3. Control plan:
In developing
a control plan the Company recognises
that elimination of the hazard is the best of all results. Where this is not
possible a number of alternative actions may be considered.
Engineering
controls-
Get the design right in the first
place
Redesign
Removal at source
Substitution
Administrative
controls-
Checklists
Entry permits
Segregation / Isolation
Signage
Record
keeping
Work
practice controls-
Safe work practices
Passenger and crew briefing
Personal protective equipment and rescue equipment
Drill and musters
Training
and staff development
4. Monitor, review and evaluation
Re-evaluation
of the records in order that the plan may be improved.