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Table of contents

Gard Guidance to Masters
Foreword
Acknowledgement
Preface
Introduction
Part 1 General
1.1 Purpose of the Gard Guidance to Masters
1.2 Structure of the Gard Guidance to Masters
1.3 Scope of insurance cover
1.4 Contacting Gard or the correspondent
1.5 Gard publications
1.6 Loss Prevention in Gard
1.7 Gards website
1.8 The difference between P&I and Hull and Machinery insurance
Part 2 Loss Prevention
2.1 General
2.1.1 Seaworthiness - Safety - Security
2.1.1.1 Seaworthiness - Safety
2.1.2 Instructions from the Company
2.1.1.2 Security
2.1.3 Instructions from charterers
Reader rating
Reader rating
Reader rating
2.2 Documentation
2.2.1 Certificates and documents
2.2.2 Logbooks
2.2.3 Reporting
2.3 Crew manning,documents, competency and fitness
2.3.1 Crew manning
2.3.2 Crew documents
2.3.3 Crew identity
2.3.4 Crew competency
2.3.5 Crew fitness
2.4 Familiarisation with the vessel
2.5 Management and communication
2.5.1 Teamwork - communication
2.5.2 Routine is dangerous
2.5.3 Discipline is essential
2.5.4 Orders
2.5.5 Procedures and reporting
2.5.6 Crew information
2.6 Health
2.6.1 Living quarters - galleys - provision stores - water systems - swimming pools
2.6.2 Vessels hospital and medicine
2.6.3 Medical care
2.6.4 Drugs and alcohol
2.6.4.1 Drugs and alcohol policy
2.6.4.2 Drugs
2.6.4.3 Alcohol
2.7 Training and drills
2.7.1 The importance of training
2.7.2 Safe training
2.7.3 Navigational training
2.8 Safety
2.8.1 General
2.8.2 Safety signs - muster lists - safety plans - emergency exits
2.8.3 Safe working environment
2.8.3.1 General
2.8.3.2 Working areas
2.8.3.3 Lighting
2.8.3.4 Cargo holds
2.8.3.5 Engine and pump rooms
2.8.4 Safe working equipment
2.8.4.1 Safe working clothes - Personal Protective Equipment (PPE)
2.8.4.2 Safe working tools
2.8.5 Safe working practices
2.8.5.1 Safe working practices at all times
2.8.5.2 Safe access to the vessel
2.8.5.3 On deck - mooring and unmooring
2.8.5.4 Overside and underwater works - divers work
2.8.5.5 Working aloft
2.8.5.6 Working in the engine room and machinery spaces
2.8.5.7 Entry into enclosed spaces
2.8.5.8 Hot work
2.8.5.9 Work in accommodation, galleys and pantries
2.8.6 Safe passenger environment
2.8.6.1 General
2.8.6.2 Accident prone areas and circumstances
2.8.6.3 Accident prevention
2.8.7 Safe environment for persons other than crew or passengers
2.8.7.1 Pilots
2.8.7.2 Supercargoes
2.8.7.3 Surveyors
2.8.7.4 Relatives on board
2.8.7.5 Stevedores
2.8.7.6 Ships visitors, agents, contracts etc.
2.9 Security
2.9.1 General access to the vessel
2.9.2 Refugees
2.9.3 Stowaways
2.9.3.1 General
2.9.3.2 Problems caused by stowaways
2.9.3.3 Access to the vessel
2.9.3.4 Measures prior to and upon departure
2.9.4 Violent attacks and piracy
2.9.4.1 Circumstances surrounding violent attacks
2.9.4.2 Action to prevent attacks
2.9.5 Drug smuggling
2.9.5.1 General
2.9.5.2 Motivate the crew to co-operate
2.9.5.3 National legal requirements
2.9.5.4 Measures to prevent drug smuggling
2.10 Inspection, Maintenance and Repair
2.10.1 General
2.10.2 Vessels seaworthiness
2.10.3 Lifesaving equipment and firefighting appliances
2.10.3.1 Lifesaving equipment
2.10.3.2 Fire fighting documents and appliances
2.10.4 Safety and environmental protection equipment
2.10.5 Navigational aids and equipment - sea charts and publications
2.10.6 Vessels computers - integrated bridge systems - engine automation systems
2.10.6.1 General
2.10.6.2 Basic bridge configuration
2.10.6.3 Voyage management system
2.10.6.4 Engine room automation system
2.10.6.5 Purpose of electronic systems
2.10.6.6 Causes of incidents
2.10.6.7 Sufficient training required
2.10.7 Vessels openings
2.10.8 Cargo holds and tanks, bulkheads and platings, structure and fittings
2.10.9 Cargo gear and lashings
2.10.10 Machinery - inspection, maintenance and repair
2.11 Cargo Ships and Cargo Operations
2.11.1 Cargo - general advice
2.11.2 The vessel and cargo holds
2.11.2.1 Clean holds, dry and free from smell
2.11.2.2 Fumigation
2.11.2.3 Hatchcovers and other openings
2.11.2.4 Pipes and manhole covers
2.11.2.5 Cargo gear
2.11.2.6 Cargo tackle
2.11.2.7 Stowage and securing
2.11.2.8 Ventilation
2.11.3 Cargo precautions under charterparty provisions
2.11.3.1 General
2.11.3.2 Typed amendments
2.11.3.3 Dunnage and shifting boards provided by charterers
2.11.3.4 Tallies, stowage, lashing and securing of cargo
2.11.3.5 Ventilation of cargo - monitoring of cargo temperatures
2.11.4 Signing bills of lading - letters of indemnity
2.11.4.1 General
2.11.4.2 Description, condition and quantity of the cargo
2.11.4.3 Date of issue
2.11.4.4 Authority on behalf of the Master to sign bills of lading
2.11.4.5 Letters of indemnity
Reader rating
2.12 Selected cargoes
2.12.1 General
2.12.2 Bulk cargoes - dry
2.12.2.1 General
2.12.2.2 Condition of holds and portable bulkheads
2.12.2.3 Loading and unloading dry bulk cargoes
2.12.2.4 Shifting of moist bulk cargoes
2.12.2.5 Cargoes emitting gas
2.12.2.6 Concentrates
2.12.2.7 Heating of cargo
2.12.2.8 Draft survey
2.12.2.9 Cargo sampling dry bulk cargoes
2.12.3 Liquid bulk cargoes
2.12.3.1 General
2.12.3.2 Preparations prior to loading
2.12.3.3 Tank inspection prior to loading
2.12.3.4 The loading of liquid cargo
2.12.3.5 Cargo samples
2.12.3.6 Cargo quantity and signing bills of lading
2.12.3.7 The discharge of liquid cargo
2.12.4 Containers
2.12.4.1 General
2.12.4.2 Condition of containers
2.12.4.3 Seals and doors
2.12.4.4 IMDG labels
2.12.4.5 Flat racks
2.12.4.6 Container weight and stability
2.12.4.7 Lashing and securing of deck containers
2.12.4.8 Unrestricted bridge visibility
2.12.4.9 Special stowage instructions
2.12.5 General cargoes
2.12.5.1 General
2.12.5.2 Condition prior to shipment
2.12.5.3 Damaged cargo
2.12.5.4 Damage caused by stevedores
2.12.5.5 Photographic and video evidence
2.12.5.6 No loading during rain or snow
2.12.5.7 Separation - marking of cargo
2.12.5.8 Dunnage, lashing and separation material
2.12.6 Heavy lift cargoes
2.12.6.1 General
2.12.6.2 Loading, stowage and lashing plans
2.12.6.3 Loading gear and tackle
2.12.6.4 Co-operation during cargo operations
2.12.6.5 Completion of loading -lashing survey
2.12.7 On-deck cargoes
2.12.7.1 General
2.12.7.2 Clausing bills of lading
2.12.7.3 Lashing and securing
2.12.7.4 Timber deck cargoes
2.12.8 Reefer cargo and reefer containers
2.12.8.1 General
2.12.8.2 Reefer instructions from shippers
2.12.8.3 Refrigeration machinery and reefer compartments
2.12.8.4 Reefer containers
2.12.9 Ro-ro cargo
2.12.9.1 General
2.12.9.2 Negligent declaration of dangerous cargo
2.12.9.3 Checking of cargo to be loaded
2.12.9.4 Trailers
2.12.9.5 Uneven distribution of weights - negligent lashing of cargo
2.12.9.6 Negligent lashing on board the vessel
2.12.9.7 Improper securing of doors and ramps
2.12.10 Steel cargoes
2.12.10.1 General
2.12.10.2 Steel pre-shipment and outturn surveys
2.13 Voyage preparation, planning and performance
2.13.1 Sufficient supplies - bunkers and stores
2.13.2 Bunkering operations - bunker quality
2.13.2.1 General
2.13.2.2 Qualified and experienced personnel in attendance
2.13.2.3 Equipment used
2.13.2.4 Bunker quality - proper sampling
2.13.2.5 Emergency Response Plan
2.13.2.6 Bunkering from a tanker barge
2.13.2.7 Singapore Bunker Procedure (SBP)
2.13.3 Passage Planning - departure and arrival
2.13.3.1 General
2.13.3.2 Proper passage planning from berth to berth
2.13.3.3 Review of passage plan before execution
2.13.3.4 Unsafe port - unsafe berth
2.13.3.5 Proceeding on critical revolutions over a longer period of time
2.13.3.6 Check navigational instruments, propulsion and steering elements
2.13.3.7 Adjustment of ships clocks
2.13.4 Navigation in confined waters - Bridge Resource Management
2.13.5 Pilot assistance
2.13.5.1 General
2.13.5.2 Responsibility rests with the Master
2.13.5.3 Pilot assistance and SMS
2.13.5.4 Pilots experience and competency - intervention where required
2.13.5.5 Operational information to be relayed to the pilot
2.13.5.6 Information to and close observation of the pilot
2.13.6 Sufficient tug assistance - tug operations
2.14 Watchkeeping and navigation
2.14.1 General
2.14.2 Watchkeeping underway
2.14.2.1 Watchkeeping performance
2.14.2.2 Masters orders and instructions
2.14.2.3 Handing over the watch
2.14.2.4 Taking over the watch
2.14.2.5 Proper lookout
2.14.2.6 Compliance with Collision Regulations and Traffic Separation Schemes
2.14.2.7 Weather reports
2.14.2.8 Keeping proper logs
2.14.2.9 Distractions by domestic radios and entertainment devices
2.14.2.10 Regular soundings
2.14.2.11 Vessels behaviour during passage - parametric rolling
2.14.3 Anchoring - watckeeping at anchorage
2.14.3.1 General
2.14.3.2 Anchoring as part of the passage plan
2.14.3.3 Proper selection of anchorage
2.14.3.4 Watchkeeping at anchorage
2.14.3.5 Maintenance of anchor gear
2.14.3.6 Securing of anchor gear during passage
2.14.4 Watchkeeping in port
2.14.5 Stay in shipyard or dry-dock
2.15 Ballast water operations
2.15.1 General
2.15.2 Automated cargo, ballast monitoring and control systems
2.15.3 Ballast water exchange at sea
2.15.4 Ballast water exchange in freezing conditions
2.16 Matters affecting voyage performance
2.16.1 Providing security - Letter of Undertaking
2.16.2 Fines
2.16.3 Pollution
2.16.3.1 General
2.16.3.2 Pollutants
2.16.3.3 Types and causes of pollution
2.16.3.4 Control and measures to avoid pollution
2.16.4 Collision
2.16.4.1 Causes of collision
2.16.4.2 Insurance cover
2.16.4.3 Collision at sea
2.16.4.4 Collision in confined waters
2.16.4.5 No use of GSM or other mobile telephones
2.16.4.6 Collisions may consittute a criminal offence!
2.16.4.7 Note of protest after collision
2.16.5 Damage to fixed and floating objects (FFO)
2.16.5.1 Insurance cover
2.16.5.2 Objects likely to be damaged
2.16.5.3 Damage to lock gates and walls
2.16.5.4 Damage to navigation aids
2.16.5.5 Damage to aqua farms and fishing gear
2.16.6 Damage to other property
2.16.6.1 Insurance cover
2.16.6.2 Damage caused by manoeuvring the vessel
2.16.6.3 Damage caused by the vessels anchors or mooring lines
2.16.6.4 Damage to shore installations and property
2.16.7 General average - grounding and salvage - fire
2.16.7.1 General average
2.16.7.2 Grounding and salvage
2.16.7.3 Fire
2.16.8 Diversion - deviation
Part 3 P&I Response Advice
3.1 General response advice
3.1.1 Companys and vessels Emergency Contingency Plan
3.1.2 Purpose of Incident Response Advice
3.1.3 Be prepared!
3.1.4 The Master is the leader!
3.1.5 Do not underestimate an incident!
3.1.6 Contacts and instructions
3.1.7 Reporting the incident
3.1.8 Securing evidence
3.1.9 Access to the vessel, crew and documentation - no admission of liability
3.1.10 Correspondents - surveyors - lawyers
3.1.11 Giving statements to the representatives of the insurer
3.1.12 Issuing and receiving protests in connection with an incident
3.1.12.1 Issuing a protest
3.1.12.2 Receiving a protest
3.2 Cargo
3.2.1 Action to be taken
3.2.1.1 Cargo damage
3.2.1.2 Cargo lost overboard creating a hazard to navigation
3.2.2 Evidence to be collected
3.2.3 Documents to be retained
3.3 Collison
3.3.1 Action to be taken
3.3.1.1 Emergency Contingency Plan
3.3.1.2 General
3.3.1.3 Reporting
3.3.1.4 Personal injury
3.3.1.5 Cargo damage
3.3.1.6 Pollution
3.3.2 Evidence to be collected
3.3.2.1 General information
3.3.2.2 Navigation and communication in use at the time of collision
3.3.2.3 Persons involved
3.3.3 Documents to be retained
3.4 Damage to FFO (Fixed and Floating Objects) and other property
3.4.1 General - Reporting
3.4.2 Action to be taken
3.4.3 Evidence to be collected
3.4.3.1 General information
3.4.3.2 Navigation and communication equipment in use at the time of the incident
3.4.3.3 Personsl involved
3.4.3.4 Documents to be retained
3.5 Diversion - Deviation
3.5.1 Diversion - deviation
3.5.2 Justifiable diversions
3.5.3 Diversion to undertake repairs
3.5.4 Action to be taken (in all cases of diversion - deviation)
3.5.5 Evidence to be collected (in all cases of diversion - deviation)
3.5.6 Documents to be retained (in all cases of diversion - deviation)
3.6 Drug smuggling
3.6.1 General
3.6.2 Action to be taken
3.6.3 Criminal investigations
3.6.4 Evidence to be collected
3.6.5 Documents to be retained
3.7 Fines - Criminal investigations
3.7.1 General
3.7.2 Criminal investigations
3.7.3 Action to be taken
3.7.4 Evidence to be collected
3.7.5 Documents to be retained
3.8 Fire
3.8.1 Immediate action to be taken
3.8.1.1 Emergency Contingency Plan
3.8.1.2 Reporting
3.8.2 Evidence to be collected
3.9 Grounding and salvage - General Average
3.9.1 Grounding
3.9.1.1 Action to be taken
3.9.1.2 Evidence to be collected
3.9.2 General average
3.9.2.1 General
3.9.2.2 Action to be taken
3.9.2.3 Evidence to be collected
3.9.3 Salvage
3.9.3.1 General
3.9.3.2 Reporting
3.9.3.3 Action to be taken
3.9.3.4 Evidence to be collected
3.10 Persons overboard or missing
3.10.1 Actions to be taken
3.10.2 Evidence to be collected
3.11 Personal injury, crew illness and death
3.11.1 Personal injury
3.11.1.1 General
3.11.1.2 Action to be taken
3.11.1.3 Evidence to be collected
3.11.2 Stevedore injury
3.11.2.1 Action to be taken
3.11.2.2 Evidence to be collected in addition to section 3.11.1 Personal injury, above
3.11.3 Passenger injury
3.11.3.1 Actions to be taken
3.11.3.2 Evidence to be collected in addition to section 3.11.1 Personal injury, above
3.11.4 Illness
3.11.4.1 Actions to be taken
3.11.4.2 Evidence to be collected
3.11.5 Death
3.11.5.1 Actions to be taken
3.11.5.2 Evidence to be collected
3.12 Pollution
3.12.1 General
3.12.1.1 Insurance cover
3.12.1.2 Reference and national contact points
3.12.1.3 Co-operation with authorities - no admission of liability
3.12.2 Pollution by oil
3.12.3 Pollution by noxious liquid substances in bulk - chemicals
3.12.4 Pollution by harmful substances in packaged form - dangerous cargoes
3.12.5 Pollution in non US waters - underway, alongside or at anchor
3.12.6 Pollution in US waters
3.12.6.1 Immediate notification and contacts
3.12.6.2 Criminal investigations
3.12.7 Co-operation with contractors
3.12.8 No chemicals to be used unless approved!
3.12.9 Vessels plans
3.12.10 Evidence to be collected
3.12.10.1 Description of the incident
3.12.10.2 Description of the operation during which pollution occurred
3.12.10.3 Other companies involved in the pollution - bunker and other suppliers
3.12.10.4 Property damaged by pollution
3.13 Refugees
3.13.1 General
3.13.2 Action to be taken
3.13.3 Information to be provided
3.13.4 Evidence to be collected
3.14 Stevedore damage - damage to the own vessel caused by third parties
3.14.1 General
3.14.2 Reporting
3.14.3 Actions to be taken
3.14.4 Evidence to be collected
3.15 Stowaways
3.15.1 Actions to be taken
3.15.2 Evidence to be collected
3.16 Structural failure - Loss of propulsion and/or steerage - call for assistance
3.16.1 General
3.16.2 Action to be taken - Emergency Contingency Plan
3.16.3 Reporting
3.16.4 Evidence to be collected
3.16.4.1 General information
3.16.4.2 Navigation and communication equipment in use at the time of the incident
3.16.4.3 Persons involved
3.16.4.4 Documents to be retained
3.17 Towage - Damage caused to or by a tug
3.17.1 Actions to be taken
3.17.2 Evidence to be collected
3.18 Violent Acts, Piracy, Robbery and Others
3.18.1 General advice
3.18.2 Do not risk life defending property!
3.18.3 Reporting
3.18.3.1 General
3.18.3.2 Use of radio signals by vessels under attack
3.18.3.3 Pirates detected prior to boarding the vessel
3.18.3.4 Pirates boarded unnoticed
3.18.4 Evidence to be collected
Part 4 Annexes
Annex 1 Certificates and documents required to be carried on board ships
Annex 2 List of abbreviations
Annex 3 Communications while loading and discharging
Annex 4 "Hold Harmless" visitor agreement
Annex 5 Pilot card
Annex 6 Ship to shore Master/pilot exchange (MPX)
Annex 7 Shore to ship Master/Pilot exchange (MPX)
Annex 8 Stowaways Questionnaire
Annex 9 Piracy and maritime violence incidence report

Gard Guidance Masters

3.6.5 DOCUMENTS TO BE RETAINED

Deck logbook
bridge bell book
engine logbook
engine bell book
oil record book
chart used (paper or electronic) – do not tamper with or erase any marks/data
itinerary of last ports of call with all details, such as
– date and time of arrival and departure
– tug boats in assistance on arrival and departure
– pilots in attendance on arrival and departure
– agents of the ports
– names of suppliers, repairers, visitors and other persons logged as having attended the vessel during the stay in port.

Disclosure of the vessel’s documents, statements or reports should not be made without the prior authority of the Company, the P&I insurer, correspondent or lawyer instructed on behalf of the Company. Nevertheless there must be full co-operation with the authorities.

3.6.5 Documents to be retained