Annex 3 Communications while loading and discharging

3.2 Terminal-to-ship communications while loading
Communications procedure
Each communication between the shore terminal and the ship must begin with the identification of the station being called and the identity of the calling station, just as if it were a marine traffic call on bridge-to-bridge VHF. Consistent application of this radio discipline will ensure that there is no confusion between ships and different berths in the same terminal or same port area.

Communication objective
The objective of good terminal-ship communications is a steady flow of exchange which focuses the operators on the status of the ship and the next event likely to occur.

Communication difficulties – Phrase sheet
When there are language difficulties between the terminal and the ship, the cargo watch officer on the ship must be provided with a phrase sheet of the terms and orders to be used in the shore’s language and corresponding translations in his own language. This arrangement is a poor substitute for adequate language fluency between shore and ship and it should only be used as a last resort. A crew member should be stationed at the ship’s manifold to watch the shore operator. He should confirm the operator’s actions in response to request by the ship’s cargo officer.

Communication amount
This amount of communications from the shore will be provided if the chief officer makes clear during the pre-loading conference that is both expected and essential, and if during the loading operation the ship provides a corresponding amount of information as indicated in Annex 3 “Ship to terminal communications while loading”

Chief Officer’s loading orders
Following the pre-loading conference, the chief officer may amend his loading plan, will prepare supplementary loading/night orders and complete any directions necessary to ensure full control of the start of the loading operations.

Communication contents
The shore terminal should provide to the ship the following

3.3 Ship-to-terminal communications while discharging
Communications procedure
Each communication between the ship and the shore terminal must begin with the identification of the station being called and the identity of the calling station, just as if it were a marine traffic call on bridge-to-bridge VHF. Consistent application of this radio discipline will ensure that there is no confusion between ships and different berths in the same terminal or same port area.

Communication objective
The objective of good ship-terminal communications is a steady flow of exchange which focuses the operators on the status of the ship and the next event likely to occur.

Communication difficulties – Phrase sheet
When there are language difficulties between the ship and the terminal, the cargo watch officer on the ship must be provided with a phrase sheet of the terms and orders to be used in the shore’s language and corresponding translations in his own language. This arrangement is a poor substitute for adequate language fluency between ship and shore and it should only be used as a last resort. A crew member should be stationed at the ship’s manifold to watch the shore operator. He should confirm the operator’s actions in response to request by the ship’s cargo officer.

Communication contents
The ship should communicate at least the following to the terminal

3.4 Terminal-to-ship communications while discharging
Communications procedure
Each communication between the shore terminal and the ship must begin with the identification of the station being called and the identity of the calling station, just as if it were a marine traffic call on bridge-to-bridge VHF. Consistent application of this radio discipline will ensure that there is no confusion between ships and different berths in the same terminal or same port area.

Communication objective
The objective of good terminal-ship communications is a steady flow of exchange which focuses the operators on the status of the ship and the next event likely to occur.

Communication difficulties – Phrase sheet
When there are language difficulties between the terminal and the ship, the cargo watch officer on the ship must be provided with a phrase sheet of the terms and orders to be used in the shore’s language and corresponding translations in his own language. This arrangement is a poor substitute for adequate language fluency between shore and ship and it should only be used as a last resort. A crew member should be stationed at the ship’s manifold to watch the shore operator. He should confirm the operator’s actions in response to request by the ship’s cargo officer.

Communication amount
The amount of communication from the shore will be provided if the chief officer makes clear during the pre-transfer conference that it is both expected and essential and if during the transfer operation the ship provides a corresponding amount of information as indicated below.

Communication contents
The shore terminal should provide to the ship the following
• Advice of when they will be ready to connect hoses
• Advice when the shore valve is open and they are ready to receive cargo (grade)
• Advice that cargo (grade) is being received on hose/manifold No
• Acknowledgement of all communications received from the ship
• Advice regarding the condition of the moorings and/or gangway
• Hourly readings of the transfer rate, total quantity delivered by ship and ship’s draft readings forward and aft (if they can be conveniently observed)
• Advice if cargo transfer must be stopped for any reason
• Advice of a fire in the terminal
• Advice of any communications or parcels received for delivery to the vessel
• Weather advice received
• Advice of the arrival of visitors, or of returning crew members who appear to be intoxicated.