Académique Documents
Professionnel Documents
Culture Documents
Date : 01.01.2003
Guideline to Doc.- N : 8.0
Prepared : Personal
Masters Approved : Personal
Rev.- N : 02/03
CONTENTS
8.2 Documentation
8.3 Appraisals
8.4 Promotions
8.8 Illness
8.1.1 Policy
The Companys planning policy is to assign
The Right People to the Right Ship at All Times
In order to ensure that this policy is successful, the following procedures will be
adhered to.
8.1.2 Information
All vessels will send on a three month basis a vacation plan like Form- N 8.1.2
Vacation & Relief Planning or a similar message by e-mail to the office and the
office at Kaliningrad.
Kaliningrad and PHOENIX Reederei will check with the crewmembers on leave and
available to re-join.
8.1.3 Procedures
Following procedures should be followed when crew changes to be carried out :
a) The Master will inform Kaliningrad and PHOENIX about vessels rotation with
ETAs and agent details.
b) Kaliningrad will inform PHOENIX and the vessel in which port the crew
change will be carried out.
c) Kaliningrad will inform vessels agent about travel arrangements and details of
ON- and OFF-Signer and to be advised to arrange the o.k. to board and
transport of crewmembers.
d) The Master will keep Kaliningrad and PHOENIX closely informed about any
changes in vessels schedule and / or ETA.
e) If a transit visa or visa is required for ON-Signer, same to be arranged by
PHOENIX well in advance.
f) After the relief took place, the Master should send an up-dated crew list to
Kaliningrad and PHOENIX.
If any un-foreseen problems arising which can have affect to the smooth operation of
crew change the Master has to inform Kaliningrad and PHOENIX immediately.
Page : 3 of 17
Date : 01.01.2003
Guideline to Doc.- N : 8.0
Prepared : Personal
Masters Approved : Personal
Rev.- N : 02/03
Kaliningrad / PHOENIX
a) records the crew change in the data base by updating the personal record of the
joined and relieved crewmember
8.2 Documentation
8.2.1 Documents
Scanned in copies of all documents of all sea going personal to be kept under
Companys data base in order to be checked and printed out at any time if necessary
by Kaliningrad or PHOENIX.
1. Passport all relevant pages giving identification, expiry, visas if any
2. Seamans Bookall relevant pages with endorsements and sea going records
3. S.T.C.W. copies of ALL certificates
4. Licenses ALL certificates of competency with endorsements
5. Flag State copies of ALL flag state documents (endorsement, seamans
book etc.)
6. Medical copy of medical certificate, Drug & Alcohol Test
7. Vaccination copy of all relevant pages
8. Application one copy with passport picture
8.3 Appraisals
Appraisals of Seafarers to be prepared by head of the relevant department and to be
forwarded to Kaliningrad in order to be entered into the data base, whenever the
seafarer signs off, and/or whenever the Master, Ch. Officer or Ch. Engineer signs off.
Companys form (Form- N 8.3.1) to be used.
Appraisals of masters senior officers will be made by superintendents during their
visits to the vessel.
NO copy of the report to be kept on board.
Appraisals are important as they play a valuable role in the Companys promotion
and planning policies.
8.4 Promotions
Promotions will be made strictly on the basis of merit and good reports received
from the Master and/or Superintendents. Proposals for promotion will be given by
the Master and/or Superintendents on the basis of appraisal reports and actual
performance.
Proposed candidates for promotion to Master or Ch. Engineer will be reviewed by
PHOENIX Reederei and if the proposal is accepted, the candidates will be put on the
promotion list.
Page : 5 of 17
Date : 01.01.2003
Guideline to Doc.- N : 8.0
Prepared : Personal
Masters Approved : Personal
Rev.- N : 02/03
8.5.1 Dismissal
It is Companys policy to ensure that all Employees are given sufficient opportunity
to amend their shortfalls and improve upon their shortcomings, before any action
which may result in the termination of the employment of the Employee. The only
exception to this policy is if in the opinion of the Master, the seafarer becomes a
threat to the safety to others, the vessel, its cargo or where any of his actions could
lead to incidents of pollution.
Masters are advised to keep a proper record of all un-seamanlike acts of a
crewmember. It is only after a crewmember has been given sufficient written
warnings and opportunities and still shows no signs of improvement, a legal
termination of his employment or dismissal is possible.
Masters are to be specifically cautioned about the consequences that are
involved in cases where seafarers may be dismissed without proper and
reasonable cause or where the dismissal may be improper.
Unauthorized Persons
The ship rules and/or port authority rules on bringing unauthorized persons on board
must strictly be observed.
Offensive Weapons
These are not allowed to be brought or carried on board.
Smoking
Smoking is not permitted in prohibited areas, particularly on vessels carrying
explosive or inflammable materials. Ships rules controlling smoking and use of
naked lights or unapproved electric torches must be scrupulously obeyed. All
Vessels carrying dangerous/flammable cargoes are to have designated smoking
areas. These are to be marked and explained to the staff.
Duties
Every crewmember must carry out his duties efficiently exercising due diligence to
the best of his ability and to be informed clearly about his duties.
Property
Whilst the Seafarer is on board, he is responsible for the maintenance and upkeep of
all gear and facilities in the accommodation provided for him by PHOENIX
Reederei. The seafarer is expected to take care of and make proper use of tools
provided on board and used within the scope of his duties.
Relationship
The seafarer is expected to be aware of the needs of his colleagues, especially the
fact that some people need to sleep whilst others are awake, thus causing excessive
noise is not permitted, nor is any anti-social behaviour, such as the use of abrasive
language, aggressive attitudes and offensive personal habits, permitted.
Page : 7 of 17
Date : 01.01.2003
Guideline to Doc.- N : 8.0
Prepared : Personal
Masters Approved : Personal
Rev.- N : 02/03
Constructive Dismissal
Have you reduced the seafarers wage by reducing his opportunities
for overtime, without his agreement ? Yes
No
Have you reduced the seafarers rank without his agreement ? Yes
No
Have you taken steps to replace the seafarer without informing him ? Yes
No
Have you treated the seafarer in a discriminatory manner, i.e.
concerning his race, colour or sex ? Yes
No
Have you demanded a higher performance from the seafarer than
from others for similar jobs ? Yes
No
Have you consistently undermined the seafarers authority ? Yes
No
The employee /
Have you denied the seafarers rights under his contract of seafarer may complain
employment or the Crew Agreement ? Yes
that he been unfairly
No or constructively
dismissed and if he can
Have you been deliberately unfair to the seafarer in any way ? Yes prove to have been so,
the Tribunal or the
No Unions may treat the
Have you wronged the seafarer inadvertently without subsequently case as being one of
apology ? Yes unfair dismissal.
No
Have you unreasonably required the seafarer to do work other than
his own without his agreement ? Yes
No
Have you publicly treated the seafarer with marked discourtesy ? Yes
No
Have you denigrated the seafarer to others ? Yes
No
Have you tried to bring the seafarer into contempt or ridicule ? Yes
No
Have you in any way tried to force the seafarer to sign off ? Yes
No
You will probably not held liable to have dismissed the seafarer ? Yes
Page : 10 of 17
Date : 01.01.2003
Guideline to Doc.- N : 8.0
Prepared : Personal
Masters Approved : Personal
Rev.- N : 02/03
Disciplinary Action
Yes
Despite that, is the seafarer still continuing to jeopardise the safety or Do not consider the
operation of the vessel ? No dismissal. Should be
allowed to continue on
Yes board.
In the presence of the head of the department and at least 2/3 other
witness, has the seafarer been warned in writing ? No
Yes
Has a copy, a warning signed by the seafarer and others been given
to him ? No
Yes
Have you informed the company and ask them to inform the crewing
agents ? No
Yes
On the confirmation of the company you may make another log entry
and dismiss the seafarer. No
Page : 11 of 17
Date : 01.01.2003
Guideline to Doc.- N : 8.0
Prepared : Personal
Masters Approved : Personal
Rev.- N : 02/03
8.6.1 Drugs
Any crewmember found in contravention of companys drug policy and its
procedures, will be instantly dismissed.
All crewmembers are herewith reminded that in certain countries possession of, or
dealing in illegal drugs can result in a death penalty.
8.6.2 Alcohol
Excessive consumption of alcohol can have serious adverse effects on an individuals
health and his ability to act alert. Any person found to have an alcohol problem will
not be employed on board a PHOENIX Reederei managed vessel.
Beware : Using alcohol together with medicines can produce hazardous effects.
The Officers & Ratings have the responsibility to make sure that :
a) they comply with the Drug & Alcohol Policy including this procedure
Page : 14 of 17
Date : 01.01.2003
Guideline to Doc.- N : 8.0
Prepared : Personal
Masters Approved : Personal
Rev.- N : 02/03
8.8 Illness
During all time you are requested to stay in close contact with the Company.
Page : 17 of 17
Date : 01.01.2003
Guideline to Doc.- N : 8.0
Prepared : Personal
Masters Approved : Personal
Rev.- N : 02/03
8.9.1 General
The Company is supplying general working clothes for each crewmember.
To keep a stock of all sizes on all kind of working clothes on board the ship is not
economical and not the intention of the company. Therefore, the Company expects a
crewmember signs on a ship to have his own working clothes in order to commence
his duties until he will be supplied with Company working clothes.