You will need to include:

Responsibility and authority statement

In your safety management system, you must clearly document the responsibilities of: 

• the owner 
• the master 
• a person who has authority to act on the owner or master’s behalf.

The owner

Write a statement confirming the name and responsibilities of the owner or a person who has authority to act on their behalf. Describe the relationship and lines of formal communication between the master, the vessel’s crew and company onshore staff who are responsible for the operation. 

This may take the form of: 

• an organisational chart 
• a clear statement within the safety management system 
• position descriptions

Key questions to consider

• Describe here who is in charge of the operation of the vessel. Who makes the decisions for the operation and for the vessel when it is at sea?
• Who decides if the vessel goes out today?
• Who gives briefings?
• Who conducts training?
• Who is responsible for conducting reviews of the operation plan, maintenance plan, survey plan and risk register?
• Has the owner given full authority for the operation of the vessel to the master?
• Can the engineer order spares without the owner’s approval?

The master

Write a statement confirming the name of the masters and their responsibilities for the vessel and its operations. This could be a position description or duty statement. 

This may include such responsibilities for: 

• investigating risks and implementing controls 
• implementing and complying with the safety management system
• maintenance of the vessel, its safety equipment and machinery 
• commercial operations 
• delivery of crew training, familiarisation and inductions 
• maintaining the vessel’s documentation 
• command of the vessel and its safe operation 
• compliance to regulations. 

The designated person 

Is the designated person:

• Responsible for monitoring the safety of the vessel and operations?
• Responsible for making sure that appropriate resources and shore support is provided?
• Acting as the owner or master or another person?

If they are another person, document a statement that confirms who they are, who is responsible for the safety management system and its support, and whether it is the owner, master or a separate position.

Download Guidelines for a safety management system. Appendix D and E provide an example of a master duty statement.

Resources and personnel—applies only to Class 1, 2 and 3 vessels

Your crew 

You must make sure that you have the appropriate crew to safely operate your vessel. The owner must take into consideration: 

• tasks or activities of the vessel and any particular demands these place on the master and crew, in addition to the safe navigation of the vessel 
• number of people to be carried on the vessel 
• design characteristics of the vessel, including its general arrangements, machinery and equipment 
• competency required for the use of technological aids to safety and navigation fitted in addition to the mandatory requirements 
• area of operation of the vessel and expected conditions (for example weather, climate and water temperatures) 
• duration of the voyage 
• risk of fatigue of the master and crew—refer to fatigue guidance
• vessel’s emergency preparedness, including the vessel’s emergency plan and evacuation arrangements 
• maintenance requirements of the vessel, its machinery and its equipment 
• risks to the environment and all persons who will be on or near the vessel 
• qualifications and competencies of the master and crew, including circumstances where only the master holds mandated engineering qualifications (dual certification) 
• external support available to the vessel 
• requirements of key on board operations. 

The owner must record that they have completed this evaluation in the safety management system including reasons why it was conducted that way. You must determine and record the final appropriate crewing for each kind of operation of the vessel.

Read Crewing guidance for domestic commercial vessels.

Read Managing crew fatigue.

Crew qualifications 

In your safety management system, you must keep a record of each crew member’s qualifications, induction, training, attended drills and duties. Document the records of any training for the master and crew, including the signed acknowledgement by the person who undertook the training, covering: 

• induction and familiarisation safety training as soon as possible when joining a vessel 
• competence and safety training in key on board operations 
• training in emergency procedures, including using the vessel's life-saving equipment. 

The owner must make sure that appropriately skilled people deliver training to all crew, so they are fully aware and competent to safely perform their duties in relation to key on board operations and emergency plans.

Download Training and staff qualifications record.

Key questions to consider

• What is the minimum certificate of competency a master needs to hold to operate your vessel?
• What qualifications do you require your crew to hold?
• Is crewing appropriate for each kind of on board operation? (see appropriate crewing guidance)
• Are crewing qualifications for key operational requirements being met?
• How will you keep track of your master and crew qualifications (Certificates of competency)?
• Where will you record those qualifications?
• How will you keep track of the Certificate of competency expiry dates?
• Is induction and familiarisation training for crew conducted in relation to duties, key operations and emergency procedures?
• Is a crew list available, as required?
• Describe what induction training and familiarisation you expect a new master or crewmember to complete before they take your vessel to sea.
• Who will conduct the training of the new master and crewmember?
• Who will assess them and complete the final sign-off once the training is completed?
• How often will your crew be required to conduct emergency drills? For example, at intervals not exceeding 6 months for each drill. These drills should test procedures and confirm the crew's competence and ability to respond rapidly and effectively in an emergency.
• How will you record your crew drills, training and refresher training?
• How will you ensure records of training are kept for 5 years?

Training and Drills

Obligations and considerations for owners

Vessel owners need to make sure qualified and competent people train all masters and crew to work safely during key onboard operations and emergency situations.

Key things to consider:

• Is induction and familiarisation training for masters and crew conducted in relation to duties, key operations and emergency procedures?
• How will you check the competency and ability of masters and crew to undertake their duties, key operations and emergency procedures?
• Who will conduct the training and sign them off as competent?
• How often will masters and crew need to conduct training and drills?

What is induction training?

Induction training is for new masters and crew who join a vessel. It covers safety training, key onboard operations and emergency procedures.

Just because someone may have many years of experience, don’t assume that they know your vessel or operations.

This training needs to occur as soon as practical. Ideally before the vessel leaves port or within the first day (where possible) of the person joining the vessel.

What about training in emergency procedures?

Training and drills in emergency procedures need to cover off all the elements of your emergency response plan. This includes mandatory requirements such as fire, collision, person overboard and master incapacitated.

This also needs to include training to use the vessel’s life-saving equipment such as life rafts, EPIRBs and lifejackets.

The owner needs to determine how often the training and drills take place.

These should happen often enough to:

• test onboard procedures
• check the competence of masters and crew to respond quickly and effectively in an emergency.

How do I record that training has been undertaken?

Within your safety management system, you must keep a record of each crew member’s induction training, familiarisation training and emergency drill participation.

This record needs to include:

• Name of any person participating
• Signature of participants (this can be an electronic signature)
• Description of the training (e.g., induction, person overboard drill, use of life raft etc.)
• Date training occurred

These records need to be kept for at least 5 years.

How do I record electronic signatures?

Participants can use a physical or electronic signature.

For electronic signatures, owners should ensure that:

• The electronic signature clearly identifies the participant and confirms that the participant agrees with the contents of the record entry (this may be achieved when the electronic signature is accompanied by a person’s name and the date).
• The method used to sign must be reliable and appropriate. The onus remains on the owner to prove that a participant has signed the record.

Electronic signatures may take various forms and some acceptable examples include: 

• Using a digital signature (a type of electronic signature that uses encryption).
• Signing an electronic document on a smartphone, tablet or laptop using a stylus or finger.
• Scanning and inserting (pasting) a physical signature into an electronic document typing a name in an electronic format.

Training and induction – what to consider

Include training and inductions in your vessel’s risk assessment and your vessel’s safety management system, then log these activities after you have done them.

• Do you provide training and inductions for new masters and crew?

→ Does this happen as soon as practical after they join the vessel?

• Do you provide familiarisation training for masters and crew on key onboard procedures like fishing, towing or cargo work?

→ How often do you ensure you do this?
→ How do you ensure they are competent to undertake their duties safely?

• Does your training include drills for all emergency procedures, including master incapacitated and collisions?
• Does your training include the use of life-saving equipment like liferafts, lifejackets, EPIRBs and flares?
• Do you log details of training activities like who participated, what training they did, when it occurred, etc?

→ Did they sign-off on this log? Either on paper or electronically?
→ Did you know this record needs to be kept for 5 years?

Important

Review your risk assessment every 12 months and following any incidents.

Download and print our Train. Drill. Log. Repeat. checklist PDF178.31 KB