Release to Third Parties by Special Authorisation of Management only
Familiarisation of Newly Assigned Crewmembers
1.	Purpose
1.1	As a rule Schiffahrtskontor tom Wörden GmbH & Co. KG employs long-standing permanent staff. Within the personnel planning framework, taking account of holiday periods, personnel are obviously assigned to various vessels within the Company.
1.2	Since it has been proven that one of the main causes of error is that personnel not introduced to the job act wrongly, Schiffahrtskontor tom Wörden GmbH & Co. KG places great value on specialist familiarisation of newly employed crew members.
2.	Application
2.1	This Documented Procedure applies on all ships managed / operated by Schiffahrtskontor tom Wörden GmbH & Co. KG.
2.2	The procedure for the familiarisation of newly assigned staff is to be applied by analogy to the shorebased organisation.
3.	Definitions and Abbreviations
3.1	Definitions
	Safety means the safe operation of vessels according to the ISM Code. Environmental Protection means the protection of the maritime environment according to the ISM Code. Safety and Environmental Protection System (SE System) means the System according to ISM Code and STCW 95 of Schiffahrtskontor tom Wörden GmbH & Co. KG. Safety and Environmental Protection Manual (SE Manual) means the documentation of Schiffahrtskontor tom Wörden GmbH & Co. KG's SE System.
3.2	Abbreviations
	ISM Code		International Management Code for the Safe Operation of Ships and for Pollution Prevention (International Safety Management Code), adopted 04.11.1993
	STCW 95		International Convention on Standards of Training, Certification and Watchkeeping for Seafarers, 1978, as amended in 1995 (STCW Convention)
	STCW Code		Seafarers' Training, Certification and Watchkeeping Code (STCW Code)
	VA		Procedure

4.	Responsibilities
4.1	The senior management in the shorebased organisation, as well as the Master and department heads on board are responsible for the proper familiarisation of staff, i.e. training on the job.
4.2	The Master is responsible for the safety familiarisation of staff on board, which must be carried out before sailing. He can delegate this task to a ship's officer, but not the responsibility for it.
5.	Description of Routines
5.1	Selection and Appointment
	When selecting and appointing, preference will be given to experienced staff . It will be ensured that newly appointed staff are in possession of necessary knowledge (including: Knowledge of Languages), certificates and experience.
5.2	Familiarisation
5.2.1	Newly engaged staff will first be familiarised with their place of work, including having all relevant instructions, function descriptions and the Safety Management Manual pointed out.
5.2.2	The superior ( on board: Master) has it confirmed to him in writing after one week in the company, that Schiffahrtskontor tom Wörden GmbH & Co. KG's system documentation has been read and understood. This is carried out shorebased, without use of forms, by a statement for the personnel file, and shipboard by signature on the "Familiarisation of Newly Assigned Crewmembers" checklist.
5.2.3	The new member of staff depending on level of knowledge, for the time being, works after appropriate familiarisation and under supervision (training on the job). With advanced knowledge work can be carried out more and more independently. In the case of watchkeepers, the successful completion of familiarisation and the beginning of independent working (Watch), are documented by an appropriate deck log-book entry.
5.3	Familiarisation Booklet
	Every new crew member including the master receive a suitably bound set of documents to keep after coming on board, containing copies of:
	Function Description of the relevant position Schiffahrtskontor tom Wörden GmbH & Co. KG's Policy on Safety and Maritime Environmental Protection. Declaration on Drug and Alcohol Abuse Garbage Management Plan Placard "Garbage Disposal" Placard "Control of Discharge of Oil and Oily Mixtures from Machinery Spaces of all Ships"
	as well as Station Card Important information regarding unusual features of the ship or region of voyage as appropriate. Further information which the ship's management considers necessary

5.4	Safety Familiarisation before Sailing
5.4.1	Every new crew member including the master receives the "Familiarisation of Newly Assigned Crew Members" checklist after coming on board. In this connection it makes no difference whether it is a case of someone newly-appointed, returning after an absence of more than 3 months (leave, sickness, etc.) or transfer from another ship.
5.4.2	Where the new crew member has not previously worked on the ship in question, first of all he is given a tour of the ship by a thoroughly familiarised crew member to explain everything in detail.
5.4.3	The CL-001 "Familiarisation of Newly Assigned Crewmembers" checklist will be worked through by the new crew member. All other crew members are required to be available to provide ans­wers to any necessary questions arising. The new crew member hands over the completed checklist to the officer responsible and discusses it with him.
5.4.4	The completed checklist is to be handed over before sailing, or exceptionally by the evening of sailing day. The signed checklist remains in the shipboard file.
5.4.5	Manoeuvres to be carried out on crew changes in accordance with SOLAS remain unaffected by this.
5.5	Checking of Proof of Qualifications and Knowledge
	Every new crew member including the master works through the Fo-001 "Qualification and Familiarisation" form together with the master or a ship's officer authorised by him. This form serves to check the qualification of the crew member by means of the original certificates presented, further (language) knowledge by means of the discussion and the carrying out of the familiarisation on board. It is no longer necessary to send a copy of Fo-001 to the company or DP as the company has access to the database of the crewing agency at all times.
	The master and crew members , by signing this form, confirm that the required level of qualification is present, and that the familiarisation necessary before sailing has been carried out.
	Fo-001 "Qualification and Familiarisation" form stays in the shipboard file only.
6.	References and Remarks
6.1	Reference Documents
	SD-007 Declaration of Company Policy on Drug and Alcohol Abuse
	HB-002 Safety and Environmental Protection Policy
	HB-006 Resources and Personnel
	VA-003 Change of Command
	VA-038 Training
	Training Manual
6.2	Bibliography
	International Safety Management Code (ISM Code)
	Seafarers' Training, Certification and Watchkeeping Code (STCW Code) Code of Safe Working Practice for Merchant Seamen (CSWP)
6.3	Remarks
	Instructions and manuals for particular types of ship will be taken into account.

7.	Documentation
7.1	Knowledge of the Schiffahrtskontor tom Wörden GmbH & Co. KG's system documentation in accordance with 5.2.2 is documented in the shorebased organisation by a statement for the personnel file, without use of forms shipboard, by signing the "Familiarisation of Newly Assigned Crew Members" checklist.
7.2	The guided tour in accordance with 5.4.2 and completion of the checklist in accordance with 5.4.3 is documented on the checklist itself.
7.3	The successful completion of the familiarisation of watchkeepers in accordance with 5.2.3 is documented by an appropriate entry in the deck log-book.
7.4	As evidence CL-001 “Familiarisation of newly assigned Crewmembers” has to be filed on board.
8.	Revision of Documents
	Party responsible for the editorial revision of this procedure:
	Designated Person
9.	Distribution
	All Safety Management Manuals
	Additional Copies: none
10.	Attachments
	none

Procedure

Schiffahrtskontor tom Wörden GmbH & Co. KG Wilhelm-Schröder-Str. 3 D-21726 Oldendorf

VA-039

Revision 4

07.10.2003

Page 4 of 4

Procedure

Reederei Heinz Corleis Kampweg 4a D-21706 Drochtersen

prepared: 20.09.02	approved: 20.09.02	released: 20.09.02	Revision 1
			Procedure No.: VA-039
M. Blohm	H.Corleis	M. Blohm	Page 1 of 4

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