Hand Over Notes AGLAIA 05/2015

HAND OVER REPORT

3RD OFFICER

WELCOME ONBOARD M/V AGLAIA

DATE 14.05.2015

Table of Contents
General Information
Sea watch
Port watch
LSA and FFE Maintenance
Crew change
Port Documents and Papers

Hand Over Notes AGLAIA 05/2015

General Information
The vessel is chartered by COSCO and is employed between East Port of Asia, Australia, New Zeland, Japan
and South Korea . Aglaia is in long charter hired by COSCO for next 3-4 months at this the moment.
According to the companys ISM Manual, the Third Officer is responsible to the Master for proficient
performance as a watch keeper and navigator. During cargo and ballasting operations, he is responsible to the
Chief Officer. The Third Officer is handling all the safety items on board and will be supervised by the Chief
Officer.
In particular, his duties and responsibilities include, but are not limited to:
- Keeping a navigational watch
- Keeping a watch in port
- The care and maintenance of life saving and fire fighting equipment and the keeping of associated records as
directed by the Chief Officer and Company's safety manuals.
- Learning and becoming competent in the handling, securing and carriage of cargoes and performing cargo
calculations
- Preparing and testing the bridge equipment prior to departure and reporting deficiencies to the Master
- Securing the bridge after berthing
- Transmission of radio traffic, checks and tests of the radio installation, completion of the GMDSS Radio
Logbook as required by the Master
SPECIAL NOTES:

For using ships computers:

Codie Isman:

3O

3O

SkyFile:

30

30

OrderShip:
VOD

log in as Chief Mate, no password

Administrator

Administrator

Your working hours during sea passage are from 08:00 to 12:00 and from 20:00 to 24:00; during port stay
from 06:00 to12:00 and from 18:00 to 24:00. During sea passage you have daily 2 hours of overtime from
13:00 to 15:00, except Sundays. Relieve Chief Officer for dinner (if nessesery) 1730 1800 when at sea,
daily alternately with 2nd Officer. In this company you have fixed overtime, but still you have to update your
overtime sheet every end of the month, print and signed then give to the Chief Officer (this file you can find in the
every computer witch is connected to our server name of file REST AND WORK - May 2015 version 2.5 for
CODie normally prepared by CH/Off

Masters standing orders you will find on the bridge read, remember
and follow it all the time!

Sea watch

Hand Over Notes AGLAIA 05/2015

Sea watch: 0800 1200 & 2000 2400

Always reset the GPS distance Trip 1 and Trip - 2 in the chart room when BOSP, EOSP, at the end of your watch
Trip-1 and enter the DMG Deck Log Book and in Bell Book for BOSP and EOSP .A good advice, after Port State
Control (Brisbane 24.06.2014) we must plot position on paper chart when approaching ports and for costal
navigation at least every 15 minute and also on ECDIS using LOP (line of positioning).
Engineers need daily DMG for reported time period (noon-noon or BOSP-noon), thats why ~15 min before noon
calculate what will be distance made good for the time from last report till 1200 (noon), fill up the figures into
T:\All\__CHARTERER\06. COSCO-2\Reports\Noon and EOSP Report.xls" (shortcut is on the desk Noon on
bridge).

On the bridge you have 3 check lists:

1. Handing over of watch is Check List Form 3.2.3
2. Pre-Arrival Departure Check List Form 3.2.2
3. Embarkation/Disembarkation of Pilot Check List Form 3.2.13
Entries about fulfilling those Check Lists have to be in Deck Log Book and Bell Book. Wherever it is possible take
gyro error (entries should be done in Compass Observation Book which is located in the chart room).
Fire Patrol and safety check to be carried out by the duty watchman or you before watch at night usually 2200 hrs and to
be noted in Deck Log Book.

During pilotage navigation make sure that proper flags are hoisted, control vsls position, make sure that
Pilot Card with actual ships data is accessible for Pilot, make entries in the Bell Book (especially on events like
BOSP, EOSP, POB, etc).

Hand Over Notes AGLAIA 05/2015

Port watch
Prior and immediately after arrival

Call Duty Engineer (arr. 3/E or 4/E) for 30 min Notice or as per Masters indications;
Call Bosun for anchors, bow thruster flaps and pilot ladder arrangements;
Prepare Pilot card, Arrival/Departure Checklist(3.2.2.), Pilot Embarkation/Disembarkation
Checklist(3.2.13.);
Prepare/hoist flags if necessary;
Make relevant entries in the Bell Book (for entries in Bell Book Master have requirements see
resent entries) and if possible in Log Book (if not possible at the moment youll fill up Log Book
later on).
Go to aft maneuvering station as required.
If on duty as soon as the gangway is rigged go check and report to C/O FRW, MID, AFT draughts (if
necessary).
After arrival stand by with relevant Port papers ready.
Flags should be hoisted generally before arrival at pilot station or anchorage and during stay in port
from sunrise to sunset. Basic flags are Liberian on the main mast (STBD), usually we hoist Liberian
flag aft station; and national flag of the country on the main mast (PS). For arrival also Quebec
should be hoisted on the main mast PORT SIDE and Bravo Flag on STBD side (during night time
red light on the mast) when we have dangerous cargo on board or engine is transferring any kind of
oil from bunker barge or truck ashore. All flags related to the vessel on STBD (Liberia, Bravo), all
related to the port (Country, Quebec, Hotel) on PORT.
Your mooring station is aft. Your team: AB1, O/S 1, Deck cadet, Engine Cadet. Duty watchman is
the HELMSMAN. Make sure that all personnel in aft station during maneuvering wear their proper
safety gears at all times (helmets, safety shoes, high visibility vest, gloves and overalls).

Port watch: 06.00 12.00 & 18.00 24.00

Confirm with D/CDT if LIFEBOATS ARE LOCKED & FIRE BOXES ARE SEALED (In China)
in port and UNLOCKED after departure. (D/C is dealing with this).
Usually we are mooring with 4 + 2 lines and aft tug to be made fast on port/starboard quarter or centre
lead.
During cargo operations you have one watchman on deck. The discharging/loading plans you will
receive from the C/O.
All mooring ropes and gangway has to be checked frequently. After preparing the gangway sent your
watchmen to open the cleats of all hatch covers that have to be opened for discharging.
In case of discharging/loading reefers, unplug/plug them according information/instructions from C/O.
All reefers on deck and under Deck to be loaded with motor to the aft, check the set temperature,
receive temperature, position, container number, alarms in case of alarm, notify Chief Officer and
Electrician to request for technician in that corresponding port.
During your watch you are responsible for the cargo operations on deck. Be all the time informed where
and what cargo is discharged and what is already loaded.
For loading 20 container in the hold stacking cones must be placed by stevedores on the middle of
container only (two stacking cones on the middle only).
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Hand Over Notes AGLAIA 05/2015

Make sure that lashing is done by the stevedore according to the securing manual of the vessel.
Gear box position should be noted and written on the white board in the ships office or inform
C/O for the position when all on board.

Always keep your eyes open for damages to the ship, for lashing material and for container damages. In
case of any damage or other misunderstanding with stevedores inform Foreman on deck and C/O. When
containers are loaded on deck, check that stevedores close all bottom twist locks between hatch and first
container (left side is locked position), all semiautomatic twist locks ( middle position of pin is locked
position) and that they set lashing in proper way.
Record all events in the CARGO LOGBOOK: stevedores on board, commenced/completed cargo
operations, commenced/completed loading/discharging on each bay, stevedores breaks, barges alongside
and whatever you think is important. (see Port Log Instructions)
If possible try to be present during OPENING/CLOSING HATCH COVERS, during loading/
discharging DG and refer containers.
You will have one gangway watchman on deck, Visitor card to be issued for each person whos going
inside of the accommodation, also stevedores names must be written in Visitors Log.
Be updated with completion/departure time and Pilot boarding time and inform C/O.
On arrival at each port pass the tide table sheet to the gangway watchman
If arrival or departure on your watch read the draft if C/O require this task.
The safety/security rounds are to be carried out regularly.
After departure berth make sure that all mooring lines, heaving lines, rat guards, winches etc. are well
secured ready for sea passage
During bunkering, note the name of the barge, time of alongside, commence and completion of bunkering, and
bunker barge departure. At night time switch on dangerous cargo light and day time hoist the flag bravo.
Port departure ( if not your watch always coordinate with your teammate - 2nd Officer)

Prepare the Bridge as Arrival/Departure Checklist(3.2.2.) requires;

Prepare Pilot card, Arrival/Departure Checklist(3.2.2.), Pilot Embarkation/Disembarkation
Checklist(3.2.13.);
Go to aft maneuvering station as required;
SINGLE UP is one spring + one stern line.
After maneuvers secure everything aft station. All rat guards, heaving lines, as well as the sign
boards and ISPS box have to be secured, mooring lines in drums.
Remember to open Fire station, Life boat and Rescue boat, change the DG and/or Crew Lists in the
fire plans next to accommodation (usually D/CDT takes care about it).
After Departure you should collect Port Clearance and other port documents (Master will give you
instructions) and put them in a pocket (you create it BLUE one) Documents From Port Authorities

Hand Over Notes AGLAIA 05/2015

LSA and FFE Maintenance

All maintenance jobs are up to date. Schedule for maintenance is based on Codie-Isman.
Codie-Isman is the basic ISM program on board.
To enter the program click on the icon you will find on the desktop of every computer on board. To enter
you have to choose user 3.Officer (password 3O).
These notes should provide you sufficient information on using Codie-Isman:
1. Updating maintenance.
Double click codie-isman icon > Select user 3rd Officer (password 3O)> Select Maintenance schedule
overview >
A list of all items for the whole month and future will be displayed. Your items are firefighting equipment
and safety equipment.
Double click on any item to display the info screen > Click Edit >
You can now fill in the maintenance date and any remarks that you like to enter.
Click Save to save this job. It can be reopened and edited as many times you like.
Another source of information about the maintenance is INVENTORY.xls file in 3rd Mate\INSPECTIONS
AND MAINTENANCE. My advice is to get familiar with this file.
FINISHED TASKS:
o All Fire hydrants on deck are overhauled (painted, greased, repaired)
o Fire Hoses (High pressure Test) Yearly inspection 10.12.2014 see certificate in Inspections and
Maintenance Folder on Bridge
o Lifeboats are lunched and maneuvered 22.04.2015(Life Boat) in Napier Port and
20.04.2015(Rescue Boat) in Lyttelton Port.
o All drills are carried out according Yearly Training and Drill Plan 2015.
o All maintenance folder are updated
o Some Restricted area labels and CO2 labels are replaced by new one, already exist an order for
new ones.
o Lights from life jackets will expire on Sept. 2015
o Last inspection of immersion suit was in April, all immersion suits in good condition, no any
damages
o All life buoys inspected/painted , one light replaced (Lifebuoy P/S B Deck)
2. ISM Forms and checklists
Double click codie-isman icon > Select user 3rd officer > Select Procedures/ISM > Select ISM
The following screen is the vessels ISM manual and various forms and checklists. The following forms
and checklists will be used by you:
CODIE On board familiarization
Update and carry out familiarization as per checklist, for new joiners.
File the familiarization form with signatures in the bridge folder.
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Hand Over Notes AGLAIA 05/2015

CODIE Training and Drill report
Prepare the Emergency Drills. Drills will be coordinated by Chief Mate and you. Drills are done every
Saturday after morning coffee time. Refer to Yearly drill plan in Codie ISMan under ISM point 5.1, you can
find it also printed on the Bridge (Training and Drill Report File) together with Liberia required trainings.
After each Drill you have to prepare Drill Report in Codie ISMan under ISM point 5.2 and make print out
and place it to Drills file in the Bridge after it has been signed.
Before a drill make the necessarily pre-arrangements, as like change cylinders of BA. When the drills
are completed put all equipment back in operational condition and clean the face masks of the breathing
apparatus. Refill air cylinders if necessary. Air compressor is located inside the fire control station.
All Safety Inventories including Expiring Dates for all LSA & FFE equipment you will find in the computer
T:\Officers\3rd Mate \SAFETY\ INSPECTIONS AND MAINTENANCE. Remember to keep updated this file
at all time so you can keep track of your equipment!!!
Logbook entries Make sure you make all necessary entries in the logbook, see previous entries and follow.
Ex. Weekly, monthly inspections, drills, crew change (time, rank, name) etc..
Requisitions - you have to prepare all requisitions regarding safety and fire fighting equipment and service
for this equipment - consult with Chief Officer.
The last maneuvering of the Life Boats was:
- 22 April 2015 LifeBoat Port/side
- 20 April 2014 Rescue Boat Stbd/side
Orders and inspections of LSA/FFE items done:
-

On Jan-2015 we had annual shore inspection for Fire Extinguishers

On Feb-2015 we had annual shore inspection for Inflatable Life Vests 6 pcs and
Seasickness Pills from lifeboats already been replaced with new ones.
After last fire fighting inspection on April 2015 we change 2 fire hoses with new ones, so you must
receive 5 new + 3 Nozzles (See order R1941500068 SAFETY from 19.04.2015), also we used 1 fire
hose from Water Monitor Equipment, in Bay 32 P/S.

.
Outstanding to order (always with advance 1-1.5month coordinate this with C/O):
- SCBA+ Compressor Annual Service 19.07.2015 + Hydrostatic Test of BA bottles
- Lifeboat Water Expire: Jul. 2015
- Life jacket lights Expire: Sept. 2015
Dont forget to check monthly all fire extinguishers and to make remarks on the monthly inspection card
attached to them and check and change inventory in both lifeboats and fire stations.

Hand Over Notes AGLAIA 05/2015

Crew change
There is a Crew Change Checklist T:\Officers\3rd Mate\04 Crew change (Check crew list check list) Updates,
advisable- every time you have a crew change fallow this:
-

Conduct safety familiarization onboard.

Update safety familiarization in codie isman. (CODIE-ISMAN-Vessel\Log ON User List: 3O,
Password: 3O\Procedures ISM\ISM\Vessel Manual\3.1 General\3. 1.1 On board familiarization), for
creating new form click NEW.
Update crew list in the Log Book, fire plans port and starboard side of upper deck and inside the life
boats.
Update the muster list.
Update Videotel Crew List
Update Arr-Dep Port Documents[Aglaia]

Hand Over Notes AGLAIA 05/2015

Port Documents and Papers

You are responsible for all arrival port documents and papers. Before arrival to each port you should
prepare printed port documents and keep them in the ships office blue folder.
Pre-arrival documents should be prepared in advance ( if is possible) and normally you should inform Master
when to send prepared the pre-arrival doc.
We use 2 Excel files preparing port documents. Files are located on computer to which we do not have access,
but access is done via shortcuts:
T:\All\__ Port Documents\ Arrival_Departure_Forms.xls this is the work file you should
keep there up to date Ships Store Declaration, Maritime Decl.Of Health (TO port and last
ports of call), Vaccination list (the dates yellow fever expires), POC list (ports of call and dates
only till 10 ports).
T:\All\__ Port Documents\CrewList\Data.xls this is a source from which the above file is
taking crew data. In this file you fill up data 2 times 1st when you have a row e-mail info
about the newcomers and 2nd after the crew change takes place check the already filled up
data and fill up the new information available. After you filled up the relevant information in
Data Master is making the update of Arrival_Departure_Forms by scoring Xes in front
of the names in Data and pushing Create new Crew List button in
Arrival_Departure_Forms.xls.
WHEN FILLING UP THESE FORMS PAY SPECIAL ATTENTION NOT TO BREAK ANY
FORMULA!
The agent informs Master about required PRE and ON ARRIVAL papers it by E-mail and you will be informed
what Master requires from you.
Actually all Port Docs which Im used are in (T:\All\__ Port Documents\COSCO_2.) there you will find
docs for all port to be prepared. In this folder you can find also Check List which I prepared regarding when
and what papers should be sent .
I personally keep the Old Port docs form (T:\All\__ Port Documents\ OLD Arr-Dep Port documents [Aglaia])
updated, as soon Ive worked with it and find it comfortable in some situations, but you can move it in Archive.
In documents for New Zeeland are new changes. On arrival in New Zeeland in Auckland additional you
will received 2 envelopes (1 for mobile phone with agent address, and one with authorities address for
document witch usually we must give to authorities in Tauranga) . The authorities in Tauranga will not
come anymore so in this case the documents will be send by currier. Envelops we should give to planner
in Tauranga he will send. But very important before to be send by currier 3/o or master must make scan
this documents and send by e-mail to agent. Port clearance will be send by agent trough e-mail.
PROVISION
You are in charge with provisions and inventory of the food and stores. So every end of the month you must
give to C. Cook list with all items (you will find everything in T:\All\__ Officers_3rd Mate_04. Provisions) and
he must make inventory, after that you must update the file in computer and give to captain. When you must
make order speak with C. Cook and make this together and then give to Master final order!

Hand Over Notes AGLAIA 05/2015

Videotel:
At the end of each month you should export training records to the Head Office, the file from the Vodstick
should be sent to owner.aglaia or you can give the updates on a stick directly to Master.
Hand Over items:
-

1 UHF with charger and spare batery

Keys (Spare cabin, ships office, bridge, safety locker, ships office and boats padlock).
2 USB Stick both of them 512mb one for your usage one is VIDEOTel Stick to service Video Tel.
CD/Radio Hi-Fi

I, Tarziman Alexandru 3rd Officer of M/V AGLAIA hand-over my responsibilities to the new
incoming Third Officer.

TARZIMAN ALEXANDRU
Sign Off

MACOVEI CRISTIAN
Sign On

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