You will need to include:

Procedures for onboard operations 

Key onboard operations need to have documented procedures, including how they are reviewed when conditions change. 

Key onboard operations may include: 

• Tasks connected to the particular vessel's type and which may affect safety and pollution prevention.
• Tasks which the operator considers risky if not appropriately controlled.
• Tasks where safe practices and safe working environments have been recommended by AMSA and other relevant marine industry bodies.
• Other operations prescribed in mandatory rules and regulations.

Key onboard operations must include the controls and management process identified in the risk assessment to demonstrate they are carried out safely. These procedures must be part of the safety management system and kept on board for Class 1, 2 and 3 vessels. For Class 4 vessels, this needs to be stored in a practical location. 

The procedures can include the following: 

• passenger briefings and inductions—mandatory for Class 1, 2 and 3 only
• radio watch—mandatory for Class 1, 2 and 3 only 
• checklists 
• references to industry codes of practice 
• pre-checks 
• standard operating procedures 
• simple procedural statements.

Download Guidelines for a safety management system:

• Appendix H provides an example of the standard operating procedures. 
• Appendix I provides an example of the passenger safety briefing. 
• Appendix J provides an example of the small boat pre-departure checklist.

Key questions to consider

• Do you need to define a 'key' operation?
• What level of documentation do you need, if any?
• What do you expect from your master and crew for each procedure?
• How rough does the sea have to be before operations will be stopped?
• What will the crew be told in each procedure, for example health and safety issues, PPE to be worn, procedure steps, procedural outcomes?
• Are all visitors required to sign in?

For passengers vessels:

• Where will passengers board and disembark?
• What will be completed before passengers are permitted to embark or disembark the vessel?
• How will passengers be briefed?
• How will you brief non-English speaking passengers?
• When and where will the briefing take place, for example on the wharf or jetty before departure, on the vessel before or during departure?
• How will passengers be monitored?

Emergency preparedness 

A documented emergency plan must be developed, reviewed and maintained on board your vessel.  
Passenger vessel plans need to include passenger emergency management, including assembly  
points, lifejacket instructions, recording of numbers and briefings, as well as making safety information available to passengers. 

Read Emergency procedures flipchart.

The emergency plan may include: 

• vessel plan showing emergency details, exits and muster points 
• drawings of a fire plan or emergency plan 
• individual emergency plans 
• flow charts 
• flip charts.

The emergency plan must include the following events for all vessels—when applicable: 

• fire 
• a person overboard 
• a personal injury or other medical emergency 
• master incapacitated 
• loss of steering 
• vessel collision 
• vessel grounding 
• vessel flooding 
• adverse weather or water conditions 
• any other circumstance identified by the risk assessment that may require an emergency response.

Key questions to consider

• Are emergency plans developed and documented?
• Are assembly stations designated?
• Are passengers provided with all the relevant emergency information?
• Are the emergency plans on board known and understood by the crew?
• What are the emergency contact numbers for the authorities including harbour master and AMSA Response Centre?
• What are the radio distress procedures?
• When are drills carried out to practice the emergency plan?
• How do I record all crew and passengers are present in an emergency?

Hazardous occurrences and non-conformances 

Near misses, non-conformances and incidents must be reported and investigated. Customer complaints should also be recorded and investigated. 

Read incident reporting.

Key questions to consider

• How will marine incidents be notified to AMSA?
• What is the policy for reporting and recording any incidents where harmful substances are discharged into the marine environment?
• Do I have the necessary forms available on board for reporting marine incidents?
• Who has the responsibilities of filling out the form?
• Do all crew understand what a marine incident is?

Download Guidelines for a safety management system. Example 6 and 7 (page 30) provide samples of how to record an incident.

Documentation—applies only to Class 1, 2 and 3 vessels

The owner can:

• maintain written records about the operation of the vessel
• write a statement confirming you keep records related to the operation of the vessel in your safety management system. 

The owner must maintain an applicable log book, passenger record and crew list that is kept for a minimum of five years. The log book is an official document so it must not be damaged destroyed or deliberately withheld from a marine safety inspector and is not to include an illegible, false or fake entry. 

You should create a procedure for how you will manage log books, crew lists and passenger records.

Key questions to consider:

• Who will complete the trip reports?
• Do we enter hourly/daily/trip details into the log book?
• When will they be lodged?
• Who will be contacted?
• Where will trip reports be recorded?
• What happens if the vessel does not arrive at the expected time or misses a planned radio contact?
• Who will report the vessel overdue or missing and after what period will that call be made?
• Do I have up to date crew records, including next of kin?
• How do I accurately conduct a passenger head count?
• How often will I do a passenger head count?

Logbook 

The logbook must include all: 

• Illnesses or injuries of persons on board.
• Marine incidents, other incidents or accidents involving the vessel or its equipment.
• Assistance rendered to another vessel.
• Unusual occurrence or incident.
• Communications messages sent or received for an emergency.
• Operations of the vessel for recreational purposes.

The logbook may include any details that the master considers relevant about the vessel for its key activities including: 
•    position 
•    navigation track 
•    general summary of the weather it has experienced.

Download vessel log book.

Purchase a copy of our official logbook AMSA 361 and other log book types online or at your local AMSA office.

Passenger list 

You are required to complete a head count, and for voyages longer than 12 hours, a passenger record. 

The record must have the following: 

• name of the vessel
• identification number for the vessel
• voyage details
• medical or safety requirements of particular passengers—if required in an emergency
• name, phone number and address—local and home if a person has both—of all passengers.

Download passenger record.

Crew list 

The crew list must include the following information: 

• name of the vessel 
• identification number of the vessel 
• name, address, phone number and any email addresses of the owner of the vessel and employer of the crew
• name, home address, phone number and any email addresses of each crew member 
• name, address and phone number of each crew member’s next of kin 
• the capacity in which each crew member is employed 
• each certificate of competency or other certificate held by a crew member that is required by a standard prescribed under Marine Order 505 (Certificates of competency — national law) 2013 
• the date each crew member joined and left the vessel. 

Download crew details form. 

Review and evaluate 

You must document how you will regularly review your safety management system and record any revisions. 

You must review your safety management system at least every 12 months. You must record the results and actions from the review. 

The record must include: 

• the signature or initials of the person making the record of the change 
• a reference to the part of the document or record changed 
• document reference number 
• the date of the change.

Key questions to consider

• When will reviews be completed for example annually and/or following any accidents, incidents or notifiable events?
• Who will conduct the reviews?
• How will they be done and where will the findings from the reviews be
• Recorded, for example record sheet, diary?
• Who actions the results of the review?

A simple spreadsheet with the above-stated items may be sufficient to meet compliance.

Download Guidelines for a safety management system. Example 8 (page 40) provides a sample of a revisions and annual review ledger.