AS-06-03

ALLSEA DMCC Date: 15/08/2018

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PROCEDURE FOR CREW CHANGE

1. PURPOSE
To ensure on-signing Crew and Crew assigned to new position (hereinafter called
newly assigned Crew) have adequate ability, are certified and fit, to meet the
national and international requirements and are familiarized to his new tasks.

2. SCOPE
To be applied aboard.

3. REFERENCES
- STCW 2010.
- International Conventions and relevant Codes.
- Vietnam Maritime Code, 2005.
- Decision No. 20/2008/QĐ-BYT, dated 09/06/2008, of Ministry of Health.
- IMO’s STCW.7/Circ.19, “Guidelines on the Medical Examination of Crews”.
- Circular No. 07/2012/TT-BGTVT, dated 21/03/2012 of MOT.
- Circular No. 11/2012/TT-BGTVT, dated 12/04/2012 of MOT.
- “Procedure for Recruitment and Training” AS-06-02.

4. PROCEDURE
4.1 Manning level
The Company shall ensure that each ship carries a certificate of minimum safe
manning, a copy of which is maintained at office.

The Admin- HR-Crew Deparment shall ensure to arrange minimum manning for
safe operation of vessels.

The Admin- HR-Crew Deparment shall ensure that competency requirements for
each Crew position are defined. Positions are filled with Crew who meets the
defined competency requirements as set out in MOT’s circular no. 11/2012/TT-
BGTVT and 37/2016/TT-BGTVT. The Crew’s Competency Requirement Matrix is
used for quick reference.

4.2 Medical certificate

The Admin-HR-Crew Deparment shall ensure that every Crew has a valid medical
certificate which shall be valid no more than two (02) years. The medical
certificate shall be issued by duly qualified Flag approved medical practitioner
before the Crew begins working on board a ship.

Medical fitness of Crew is ascertained by use of the ILO/WHO Guidelines for

Conducting Pre-sea and Periodic Medical Fitness Examinations for Crews, IMO’s
guidelines - STCW.7/Circ.19 and with flag State requirements.

The Admin-HR-Crew Deparment shall monitor validity dates of medical certificates

before a Crew is assigned to a ship.
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PROCEDURE FOR CREW CHANGE

Provisions have been made so that a Crew with an expired medical certificate
while in the service of the ship can obtain a new medical certificate from a
qualified practitioner as soon as possible within a period not exceeding three
months.

Medical certificates shall have qualifications for hearing and eyesight for the job to
be carried out on board. Medical certificates are printed in English and Vietnamese
language.

Blood accumulations checks are carried out upon sign-off of Crew from Chemical
tanker carrying toxic chemicals.

4.3 Qualifications of Crew

Only certificated Crew in accordance with national and international requirements
will be employed on board, and all relevant certificates have a Vietnamese
Endorsement.

The Admin - HR - Crew Manager is responsible for ensuring that Crew have the
correct certificates before joining the ship. Expiration dates of Crew’s certificates
are monitored ashore and on board the ship.

Crew’s certificates are monitored by using their validity dates and the Crew’s
Competency Requirement Matrix. All Crew are required to carry their original
certificates with them.

4.4 Requirements for newly assigned Crew

Admin-HR-Crew Deparment must ensure that the newly assigned Crew has
adequate ability, appropriate certificates and are fit, to meet the national and
international requirements, and has enough time to get familiar to his new tasks,
the ship and its equipment. Admin- HR-Crew Deparment is responsible for
ensuring that onboard Personal Safety Training is provided to all Crews before
joining onboard the ship.

Before signing on, the Master, Chief Engineer and senior Officers must be trained
by Departments ashore about Company’s management system. This train is
recorded on form “Briefing checklist” AS-06-03-01.

Before departure, Crew must be familiar with basic safety onboard as muster
station, emergency escape, alarm locations and emergency responses. In the first
week, Crew must be trained about communication system, manuals, plans and
Master/Chief Engineer’s orders. Within two (2) weeks of joining the ship, the
Officer appointed by the Master must instruct the newly assigned Crew to
familiarize himself to the vessel and records to the “Ship familiarization checklist”
AS-06-03-02. Master keeps onboard.

The Master must check the passport and certificates of the newly assigned Crew
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PROCEDURE FOR CREW CHANGE

immediately when he first boards the vessel and make record to the “Report for
newly assigned Crew” AS-06-03-03.

After new Crew was assigned onboard, the Master must appoint the Officer in
charge or signing-off Crew to instruct the newly assigned Crew and make records
to the “Report for newly assigned Crew” AS-06-03-03. The essential instructions
shall include the followings:
- Location of cabin
- Know how to recognize muster station and emergency exits
- Location and instruction of personal life buoy
- Location of life boat and seat on the boat
- Know how to contact other person on board about basic safety matters and
understand signals, symbols, safety information and alarm signal
- Know what to do when there is man overboard, fire, smoke, fire alarm, first
aid.

Within two (2) weeks of joining the ship, the Officer appointed by the Master
must instruct the newly assigned Crew to familiarize himself to the vessel and the
tasks to be performed by the Crew and make records to the “Job familiarization
checklist for each rank”, as follows:
- Relevant procedures in the SMM.
- Procedure for operations, technical parts of the machines and equipment.
- Duties, which are typical for the type of vessel.
- Know the pending breakdowns.
- Get familiar to the engines, appliances and systems.
- Get familiar to the conditions of the machines, appliances and systems.

Before officially take the duty, the newly assigned Crew must submit “Ship
familiarization checklist” AS-06-03-02, “Report for newly assigned Crew” AS-06-03-
03 and “Job familiarization checklist for each rank” to the Master for approval.

The Chief Officer, Chief Engineer is responsible to the Master for the
familiarization to the new tasks of the newly assigned Crew in his department.

In case there is a doubt about the familiarization of the newly assigned Crew with
regards to the equipment, procedures and the arrangement of the vessel, and this
is necessary for the newly assigned Crew to perform his duty appropriately, there
must be a check on that.

The newly assigned Crew who cannot get familiar to his new tasks must report to
the signing-off Crew or the person in charge.

The Master may refuse to receive the newly assigned Crew if he has a proper
reason. In this case, the Master must immediately notify the Admin- HR-Crew
Deparment .
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PROCEDURE FOR CREW CHANGE

The Company’s policy of Crew management does not allow to replace 02

Senior Officers in the same department at once (Master – Chief Officer,
Chief Engineer – Second Engineer). The replacement is only permitted if
newly assigned Crews also have at least 03-months on board on the
training duty for the title mentioned-above.

The Company’s policy of Crew management allows maximum period of

service onboard for Crew is 12 months. The annual leave with pay
entitlement shall be calculated on the basis of a minimum of 2.5
calendar days per month of employment.

4.5 Requirements for newly assigned Master

The Master must also follow the requirements in 4.3 above.
The newly assigned Master must:
- Have adequate ability to operate the vessel.
- Thoroughly understand the SLMS.

When changing Master, the signing-off Master must ensure that all relevant
documents, certificates, log books, records have been updated and complete, all
cash, duty free store have been checked and record in the inventory. The newly
assigned Master must check all the documents. The handover must be recorded in
the deck logbook and “Master’s handing over report” AS-06-03-04, both Masters
must sign.

Before handing over, the signing-off Master must complete “Master’s review of
SLMS report” AS-05-01-01. After handing-over, within at least 01 month, the
signing-on Master must complete AS-05-01-01 and send to Company.

4.6 Requirements for newly assigned Chief Engineer

The Chief Engineer must also follow the requirements in 4.3 above.

When changing Chief Engineer, the signing-off Chief Engineer must ensure that all
the relevant documents, certificates, log books, diagrams and remaining
bunkers... handed over to the newly assigned Chief Engineer must be sufficient
and updated. The handover must be recorded in the engine logbooks and the
“Chief Engineer's handing over report” AS-06-03-05, both Chief Engineers must
sign.

4.7 Requirements for newly assigned Officers and other ranks

The deck and engine officers, other ranks must also follow the requirements in 4.3
above.

When changing, the signing-off Officer, Crew must ensure that all the relevant
documents, certificates, log books, diagrams and remaining bunkers... handed
over to the newly assigned officer/Crew. The Officers’ handover must be recorded
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PROCEDURE FOR CREW CHANGE

in “Officer's handing over report” AS-06-03-06, Crew’s handover must be recorded

in “Crew’s handling over report” AS-06-03-07 and verified by their managers.

4.8 Familliarization for newly assigned

All newly assigned Officers, Crews must be familiarized with the ship, followings:
- Deck Officers: “Job familiarisation checklist for Deck Officer” AS-06-03-08.
- Engine Officers: “Job familiarisation checklist for Engineer” AS-06-03-09.
- Bosun: “Job familiarisation checklist for Bosun” AS-06-03-10.
- Oiler 1: “Job familiarisation checklist for Oiler 1” AS-06-03-11.
- AB: “Job familiarisation checklist for Sailor” AS-06-03-12.
- Oiler: “Job familiarisation checklist for Oiler” AS-06-03-13.
- Catering: “Job familiarisation checklist for the Catering” AS-06-03-14.
- Electrician: “Job familiarisation checklist for Electrician” AS-06-03-15
- Pump man: “Job familiarisation checklist for Pump man” AS-06-03-16

5. FORMS/RECORDS
- “Briefing checklist” AS-06-03-01.
- “Ship familiarisation checklist” AS-06-03-02.
- “Report for newly assigned Crew” AS-06-03-03.
- “Master's handling over report” AS-06-03-04.
- “Chief Engineer's handling over report” AS-06-03-05.
- “Officer’s handling over Report” AS-06-03-06.
- “Crew’s handling over report” AS-06-03-07.
- “Job familiarisation checklist for Deck Officer” AS-06-03-08.
- “Job familiarisation checklist for Engine Officer” AS-06-03-09.
- “Job familiarisation checklist for Bosun” AS-06-03-10.
- “Job familiarisation checklist for Oiler 1” AS-06-03-11.
- “Job familiarisation checklist for Sailor” AS-06-03-12.
- “Job familiarisation checklist for Oiler” AS-06-03-13.
- “Job familiarisation checklist for the Catering” AS-06-03-14.
- “Job familiarisation checklist for Electrician” AS-06-03-15.
- “Job familiarisation checklist for Pump man” AS-06-03-16.
- Minimum Safe Manning Certificate.
- Deck logbook
- Engine logbook.