LUNDQVIST REDERIERNAGuide To Vetting Inspections

Foreword
It is important to distinguish between inspection and vetting. Inspections of
vessels are carried out by accredited inspectors who make factual observations
regarding the condition of a ship, certification and documentation, crew management,
etc. Vetting is the process by which all the information, including inspection reports, is
assessed and a decision made regarding the suitability of a ship.
Types of Inspections
SIRE Inspection:
One of the most significant safety initiatives to be introduced by OCIMF, the SIRE Programme
is a unique tanker risk assessment tool of value to charterers, ship operators, terminal
operators and government bodies concerned with ship safety. The primary objectives of
OCIMF are the promotion of safety and prevention of pollution from tankers and at oil
terminals. SIRE Inspections are conducted by individual oil companies, and the reports are
then submitted into the common OCIMF SIRE database. SIRE access is available, at a
nominal cost, to OCIMF members, bulk oil terminal operators, port authorities, canal
authorities, oil, power, industrial or oil trader companies which charter tankers/barges as a
normal part of their business. It is also available, free of charge, to Governmental bodies
which supervise safety and/or pollution prevention in respect of oil tankers/barges (e.g. port
state control authorities, MOUs, etc).
PSC Inspections:
Port State Control (PSC) is the inspection of foreign ships in national ports to verify that the
condition of the ship and its equipment comply with the requirements of international
regulations and that the ship is manned and operated in compliance with these rules. Many of
IMO's most important technical conventions contain provisions for ships to be inspected when
they visit foreign ports to ensure that they meet IMO requirements. These inspections were
originally intended to be a back up to flag State implementation, but experience has shown
that they can be extremely effective, especially if organized on a regional basis (hence the
groupings into regional MoUs).
Type of Inspection

Inspection Conducted by

Normal
Frequency

Planned by Vetting
Department

Usual notice given

SIRE Inspection

Oil Companies

Six-monthly

Yes (unless in certain

circumstances
discussed later)

1 month

Terminal Safety
Inspection

Individual Terminals /
Oil
company that operates
the terminal
Individual Port State

Unfixed

No

None

Unfixed

No

None

Port State
Control
Inspection

How is this guide structured?

Checklist 1 Planning the Inspection
Checklist 2 Preparing for the Inspection
Checklist 3 The First Impressions
Checklist 4 The Opening Meeting
Checklist 5 The Inspection
Checklist 6 The Close-out Meeting
Checklist 7 Following the Inspection
Appendix A Documentation Requirements for each inspection
Appendix B List of additional tests / checks carried out during inspection

LUNDQVIST REDERIERNAGuide To Vetting Inspections

Checklist 1 Planning the Inspection

Plan your own inspections, be prepared and regulate your own standards.

SIRE Inspections are planned at roughly six monthly intervals. Terminal Safety
Inspection and Port State Control Inspections are not planned.

To limit the workload on ship's staff, no more than one SIRE inspection will take place
at the same time.

As far as practicable SIRE inspections will not be combined with any Statutory Class or
Flag State Inspections.

Having said this, it may in some circumstances occur that a PSC Inspection gets
combined with a SIREInspection.

If there are STRONG reasons for POSTPONING the inspection, then the Safety
Department MUST be pro-actively informed in good time.
(An example could be a serious situation on board where breakdown of equipment etc
may cause an unwanted result in customer inspections.
Another example could be an upcoming dry-docking in which case the inspection could
be postponed till after the docking.)

Thoroughly review the HVPQ.

Ensure that contact details, certification, survey details, cargo & mooring details are
kept updated.

Keep the Safety Department fully aware of the vessels schedule closer to the
Inspection Date.

If the vessel has multiple discharge ports, advise which one would be most suitable in
order to arrange for the vetting inspection.

Circumstances under which a one month notice may not be given prior to a Vetting Inspection
(list not exhaustive)
1.

There are certain oil companies who need to inspect the vessel themselves prior
to accepting the vessel on charter/or at their terminal. In such cases, the request
for inspection comes in very close to the inspection date and it is inflexible to the
extent that there are geographical restrictions for where these inspections may
be carried out.

2.

When a ship is held unacceptable by a certain Charterer due to a previous

Vetting Inspection, the only way to get the vessel cleared may be to invite the
Charterer to inspect the ship themselves. Due to the circumstances, it is not
always possible to give adequate notice.
In case of an incident on board the vessel (e.g. grounding, collision, fatality, etc),
it may be likely that the vessel is held unacceptable by certain Charterers.
Vetting Inspection at a short notice may be necessary in such circumstances.

3.

LUNDQVIST REDERIERNAGuide To Vetting Inspections

4.

In case of a new building vessel, where immediate approvals are a requirement

from charterers.
There are certain terminal inspections that follow the SIRE checklist during
terminal inspection.
Unfortunately, we get little notice if at all, prior to such Terminal Inspections. Our
recommendation is that vessel keeps an overview of such ports and prepares
accordingly.

5.

Checklist 2 Preparing for the Inspection

The onboard inspection can only be successful,
if your vessel is prepared for the inspection.
The inspector will generally contact the agency however it is also prudent for the Master to coordinate with the agents so that inspector is aware of the vessels ETA and likewise vessel is
aware of inspectors details and intentions.
All officers participating in the vetting inspection to review the vetting checklist and self-inspect
based on their area of responsibility.
The inspection will take approximately 9 hours (minimum 6 hours), although this should be
taken as only a very rough guide. The preferred sequence of the inspection is as follows:
Opening meeting
Certification and documentation
The bridge and navigation
External areas including main deck and pump-room/compressor room
Cargo operations in the cargo control room
Engine room
Internal accommodation
Discuss and agree the findings

hour
3 hours
1 hour
2 hours
hour
hour
hour
hour

Please remember to inform Safety Department in case inspection is completed in less

than 6 hours time.
Designated senior Officer(s) should be appointed to escort the inspector / auditor
during the inspection.
With the inspector must at all times be at least 2 persons from the vessels side.
The port activities must be planned accordingly.
Shore leave should be planned so as to ensure that sufficient staff is on board to
conduct a proper inspection.
Certification and Documentation will be needed to be in order prior to the inspection.
Documentation requirements are listed in Appendix 1.
There are some, additional tests/checks required to be performed by the inspector.
A list of these, additional tests/checks (list not exhaustive) is mentioned in Appendix 2.

LUNDQVIST REDERIERNAGuide To Vetting Inspections

Checklist 3 The First Impressions

First Impressions COUNT . And influence the outcome of rest of the inspection!!!

The inspector who is to carry out the inspection will start to collect impressions from
even before the time he takes his first step onto the gangway and will continue to do so
until he takes the last step off the gangway.

The first thing he sees is the GANGWAY.

1. How is the gangway safety net?
2. Is the gangway adjusted to the pier?
3. Is the gangway railing intact?
4. Is there any wire hanging across the gangway?
5. Is the railing dirty / greasy?

Every human likes to be acknowledged for his job, position and responsibility. It is
recommended that the designated senior officer meet the inspector/auditor at the
gangway if possible. Of course, there may be constraints like other port / terminal
personnel on board the vessel at the time when inspector boards.

In such a case, the duty officer must escort the inspector / auditor to the Masters
office. It is a good idea to be dressed appropriately i.e. wear a clean boiler suit and
safety gear.

If Master and officers are busy then the inspector should be made to feel
COMFORTABLE and explained that somebody can only tend to him once free.

A designated room should preferably be offered to the inspector/auditor if possible.

The atmosphere during the inspection can be spiced-up with refreshments offered to
the inspector/auditor.

SECURITY (ISPS).
ISPS related checks MUST be carried out at the gangway.
The notice boards at the gangway and within the accommodation give the inspector a
good feeling of the ATTITUDE on board towards safety, etc.
Ensure proper and current policies/notices/news are posted.
SAFETY.
On arrival, the inspector/auditor must be familiarised with the vessels emergency
procedures and signals, e.g. in case of fire.
This information could be on the Visitor Card but must be expressly stated.
Ensure that the inspector/auditor has all the safety equipment required for the
inspection.
If not, offer him the missing equipment.
The Master is requested to inform the Vetting Inspector regarding the cargo hazards
(e.g. quantity of H2S, toxicity or other hazards) and any special measures to be taken
during the vessel round.

LUNDQVIST REDERIERNAGuide To Vetting Inspections

The following items are also of VITAL importance in providing an overall impression of the
vessel:
All vessel / crew certification in order
Safety and pollution notices
Evidence of regular checks as per ShipShoreSafetyCheck List.
Scuppers in good condition with safety, fire fighting and spill equipment in good order.
Relevant cargo information available and understanding of same by officers
Navigation: Demonstration of compliance with procedures.
Emergency Equipment condition and operation.
Moorings: In good order and as per OCIMF recommendations.
Accommodation: All doors closed, good hose keeping.
Engine room: good house keeping, procedures for critical equipment.
Electrical or electronic equipment of non-approved type, whether mains or battery
powered,should not be active, switched on or used within gas-hazardous areas. This
includes torches,radios, mobile telephones, radio pagers, calculators, computers,
photographic equipment and any other portable equipment that is electrically powered
but not approved for operation in a gas-hazardous area.
Lighters are NOT allowed on board the vessel. Safety matches are provided in the
designated smoking rooms.
All visitors / auditors / contractors must be advised of this prior to boarding the vessel.
This could be done by placing a board at the bottom of the gangway.

Checklist 4 The Opening Meeting

The purpose of the opening meeting is to establish a common understanding of the
inspection/audit as a tool for improvement and to create
a secure and confident atmosphere.

The Inspection should be planned and carried out in a manner which will not conflict
with the safe operation of the ship.

Suggested Opening Meeting agenda:

Introduction.
Confirm purpose and scope of inspection.
Review the scope of the inspection, the interview schedule and agenda.
Discuss summary of inspection procedures as stated in SIRE/CDI VIQ.
Agree tentative time for closing meeting.
The Master should:
Make the inspector feel welcome on board.
Communicate that vessel management fully understands purpose of his visit and that
cooperation will be afforded to him (as far as reasonable.)
Introduce oneself and other participating members in the opening meeting (e.g. C/E,
C/Off as applicable)
Show the inspector that you understand SIRE VIQ requirements.
Advise the inspector of the vessels plan in port and about specific constraints /
limitations in carrying out the inspection, if any.

LUNDQVIST REDERIERNAGuide To Vetting Inspections

The Inspector / Auditor should:

Present oneself
Determine the purpose of the inspection (scheduled, unscheduled, follow-up, etc.).
Determine the scope of the inspection.
Identify requirements for the inspection.
Present his preliminary plan.

Unless authorised by the OCIMF Inspecting Member and agreed by the vessels
operator, inspections should not take place at night. Inspectors must take into account
statutory requirements relating to hours of rest at all times.

Proper planning at the Opening Meeting will enable the inspection to be carried out
efficiently and with the minimum of disruption to the normal working of the ship.

Checklist 5 The Inspection

Remember the inspector CANNOT Pass or Fail the vessel in an Inspection The
decision CAN only be made later by the oil company vetting department!!!

It should be recognised that the overall objective of the inspection is to provide the
user of a SIRE Report with a factual record of the vessels condition and standard of
operation at the time of the inspection and, in turn, allow an assessment of the risk that
use of the vessel might pose.

It is important that any Observations that the inspector intends to record in the VIQ are
pointed out and discussed on site at the time with the master or the officer assigned to
accompany the inspector.
This ensures that the nature of the Observations is fully understood and can also avoid
extended discussion at the end of the inspection.

With the exception of "familiarity" type questions which by their nature are subjective;
answers, observations and remarks must be based on objective evidence. Objective
evidence is defined as qualitative or quantitative information, records or statements of
fact which is based on observation, measurement or test and which can be verified.

Remember to wear the required safety equipment during the inspection.

This goes for the inspector/auditor too.

The officer responsible for the inspected area should always escort the
inspector/auditor.

This way it is possible for the responsible officer to answer any questions from the
inspector/auditor on the spot or rectify any deficiencies/observations or nonconformances, should any be noted by the inspector/auditor.

A proactive crew will leave a good impression with the Inspector / Auditor.

LUNDQVIST REDERIERNAGuide To Vetting Inspections

If it takes too much time on site to discuss an observation by the inspector, leave it for
the closing meeting.

Tank entry should only be undertaken if a suitable safe opportunity exists, it is

approved by the Inspecting Member and port regulations allow.

At all times the most stringent safety procedures should be followed and an entry
permit should be issued by an appropriate ships officer.

The tests and precautions contained in ISGOTT should be observed and an entry into
an enclosed space should not be made without the full knowledge and consent of the
master.

The inspector may request that equipment be run and tested to confirm that it is in
operational order and that officers and crew are familiar with its operation, but it must
be ensured that such requests do not cause delay or interfere with the safety and
normal operation of the vessel.

Checklist 6 The Close - Out Meeting

Know your rights! Make sure you all agree Get it Right at This Stage
REMEMBER THIS IS THE LAST OPPORTUNITY FOR THE VESSEL!

The close-out meeting should be carefully planned. Wherever possible, it must be

planned well before the completion of cargo operations.

Rest hours permitting, all key personnel should attend this meeting, especially if
observations have been identified in their respective areas.

Inspector should sit down and discuss observations and comments after the inspection
is completed. The inspector gives the Master a written list of the observations found.

The inspector should be able to provide objective evidence for each observation noted.
General remarks are generally not acceptable.

Unfortunately, there are still some inspectors who do not leave behind an initial report
with the observations due to their company policy.

Masters should politely stress for such a report. If this is not supplied, the Master
should at least record the observations himself and inform the company accordingly.

Each observation should be discussed and where possible, the issue rectified prior to
inspector / auditor leaving the vessel.

If there are reasons to believe that the observations noted are not valid, this must be
stated to the inspector / auditor along with objective evidence. In such a case, the
inspector / auditor should ideally remove the observation from the initial list.

If this is not done, the Master should make his comments on the initial report presented
by the inspector.

LUNDQVIST REDERIERNAGuide To Vetting Inspections

It is worth remembering that there is no reason or benefit of going into any unpleasant
discussions / fights with the inspector.

At the same time, it is not worth accepting invalid observations.

There is a delicate balance and this situation must be handled as per the unique
circumstances.

Checklist 7 Following the Inspection

The inspection process is now complete . The VETTING process now begins!!!
THE VESSEL IS OUT OF THE PICTURE AND IN COMES THE SAFETY DEPARTMENT!

Remember, the Safety Department was not present on board during the time of
inspection.

Hence, it is up to the vessel to define the circumstances under which an observation

was given in order to give a complete picture to the vetting department.

Supporting evidence (records, photographs, etc) always help in constructing the

complete picture.

The Root Cause and the Corrective Action need to be clearly defined in order to set
the risk level, responsibility and cause of the observation. NEEDLESS TO SAY, safety
department will be forced to mark observations at a higher risk if all the correct
information is not available.

The Operators Comments usually need to be submitted within 14 days after the
inspection.

Ideally, by this time most of the issues must be closed out or be in the process of
closing out.

This gives a very good impression to the Charterers who are vetting a particular
vessel.

Some observations cannot be immediately closed out. It is equally important for vessel
to close out these observations even if at a latter date.

Oil companies can come back for information as old as 12 months.

Acceptability of a vessel for business depends on many factors that include (list not
exhaustive):

Inspection Result along with Operators Comments

Age of the vessel
Owner / Operating Rating
Classification Records
Previous experience with the same vessel (or sister vessels or vessels under same
operator)

LUNDQVIST REDERIERNAGuide To Vetting Inspections

Previous incident history of the vessel

Hull Type
TMSA Rating of Operator
Crew Experience Matrix
General Appearance
Dry-dock / Fatigue Analysis and CAP Rating for older ships
Terminal Reports
PSC records

Appendix A
Documentation Requirements for Each Inspection
The following documents need to be checked and
prepared before the inspection begins.
To facilitate this inspection, we request the Master to have the following documentation readily
available for the inspector:

In case of SIRE Inspection, OCIMF Vessel Inspection Questionnaire,

Please ensure all officers on board are familiar with contents of VIQ 4.
The corresponding Vessel Particulars Questionnaire (VPQ) is necessary for
oil companies to evaluate the vessel.
A valid Crew List
Minimum Safe Manning Certificate
Most recent Officers' Matrix from the OCIMF Vessel Inspection Questionnaire.
Summary of officers/ engineers /crew certificates of competencies, proficiencies and
DCE with evidence of Administration acceptance
Summary of officers/ engineers training certificates; BTM, GMDSS, Security, Safety,
etc.
The Certificate of Registry
The vessel's Trading Certificates, (copies to be sighted if the originals are ashore) e.g.
Safety Equipment, Loadline, Safety Radio, IOPP, Safety Construction, International
Tonnage, ISM and DoC, Certificate of Fitness / Noxious Liquids Certificate etc.
Certificate of Civil Liability for Oil Pollution
An Approved SOPEP, and OPA 90 Manual if applicable
The USA Certificate of Financial Responsibility, and the last TVEL if applicable
The last Port State Inspection Certificate (maintain for 2 years)
Oil Record Books Parts 1 and 2, Cargo Record Book if applicable
The Class Certificate, the Enhanced Survey File with Thickness Measurement Report,
Condition Assessment, if applicable, and a Class Status Report, not older than 3
months
Approved Manuals: Stability, Damage Stability, Inert Gas, COW, ODME;
Loadstar- class endorsement. Last Executive Hull Summary
Reports of audits by company and by class representatives - finding and close out
report;
File containing Accidents, near misses and safety committee minutes with evidence of
shore management response.
SOLAS Training Manual, SOLAS Maintenance Manual, LSA and FFA maintenance
records

LUNDQVIST REDERIERNAGuide To Vetting Inspections

Planning Summary and record of drills & emergency exercises - dates and
frequencies.
The Cargo Gear Register; Records of the test and thorough examination of lifting
equipment;
The Manager's Operating Instructions;
The Company Drug and Alcohol Policy and implementation documentation
(records of unannounced testing);
Garbage disposal record and Management Plan;
Class approved Ballast water management plans;

Mooring Log Book with records of the testing of mooring winch brakes,
mooring rope / wire manufacturers certificates, Synthetic tails test certificates,
Mandal (or Tonsberg) shackle certificates bow stopper certificate (one certificate per
piece);
Hot Work and Enclosed Space Entry Permits;
The Publications listed in the OCIMF Vessel Particulars Questionnaire.
Records of work and rest hours.
Record of calibration/ service of safety equipment/ monitoring appliances e.g.
gas measuring, UTI, etc
Vapour lock calibration certificates
Documentation verifying that cargo manifolds and associated valves and reducers are
fabricated of steel and that it meets OCIMF requirements
Record of testing alarms and other emergency or critical equipment.

Appendix B
List Of Additional Tests / Checks Carried Out During Inspection
The following documents need to be checked and
prepared before the inspection begins.
1.

The inspector may require checking the condition of the ballast tanks. As this
may require tank entry he will require that the forepeak and one additional ballast
tank are prepared for tank entry on arrival at the inspection port. Please follow
this demand only SUBJECT TO terminal requirements and ensuring the safety of
all on board. Such practice in a busy environment is an unnecessary risk
therefore unsatisfactory.

2.

During the inspection process the inspector might request the following
equipment to be tested / operated (Please follow this demand only SUBJECT TO
terminal requirements and vessels safe operations):

Lifeboat engine
Emergency generator
Emergency fire pump
Emergency steering
Oily water separator
ODME

LUNDQVIST REDERIERNAGuide To Vetting Inspections

3.

Oil mist detector

P/V valves
Engine room / pumproom bilge alarm
Breathing apparatus
Fire fighting system
Inert Gas System Alarms
Steering Gear
Engine Room ventilation shutdowns
Fuel Oil cut-off valves

Be prepared to calibrate and/or demonstrate the proper operation of:

4.

Combustible gas detectors or fixed gas detection system

Oxygen analyser
Toxic gas detector
Overboard discharge monitor (ODME)

Be prepared to demonstrate the proper operation of:

Cargo pump Emergency shutdown and bearing alarms

High level alarms
Overfill alarms
Quick closing valves

Disclaimer: The above information is only a guidance as to how to deal with inspections to
achieve the desired results. Not-withstanding any information contained above, the vessel
must always be in compliance with rules and regulations.