VTS Supervisor Emergency Response Training

VTS Supervisor Training Course
Responding to Emergency
Situations
Contingency Plans
Course Name Ver 2.0 Apr 09

Contingency Plans
Subject outline:
• Description & purpose of contingency plans

• Implementation of & participating in contingency plans
• Incident response
• Special circumstances
• Delegation of responsibilities

Contingency Plans
Learning Objectives:
Description & purpose of Contingency Plans:

• International
• National
• Regional
• Local
• In-centre
• Command & control structure
• Training exercises

Contingency Plans
Description & Purpose of Contingency Plan:
A contingency plan enables decision makers to take

expeditious and predictable actions to prevent or mitigate potentially
disastrous conditions.

Contingency Plans
The purpose of a Contingency plan is to ensure that there is a

timely, measured and effective response to incidents

Contingency Plans
Contingency planning does not replace good judgment and

experience in an emergency; however, it augments those qualities
significantly.

Contingency Plans
It allows the efficient use of all readily available resources and

authorities to counter or avoid potentially severe threats to the
safety and security of maritime operations.

Contingency Plans
Such plans should contain valuable information or procedures that
may not be immediately apparent, such as:
• Agencies and organizations to notify or to provide assistance

during an incident (e.g., assistance from pilot associations would
be critical in situations requiring vessel movements);
• Background information on waterfront facilities and vulnerable

resources (maps showing facility characteristics, listings of 24-
hour phone numbers, key personnel); and
• Contacts in other states, local authorities & media.

Contingency Plans
Regional
Oil Pollution Emergency Procedure -EUROPE –UK
CLICK
Tiered response
• Tier 1 Local (minor)
• Tier 2 Regional (medium)
• Tier 3 National (major)

Contingency Plans
Regional
Tiered response
Tier 1 Local (minor)

• within the capability of one local authority or harbour authority
• MCA advice available
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Contingency Plans
Regional
Tiered response
• Tier 2 Regional (medium)

• beyond the capability of one local authority
• Contractors mobilised
• MCA advice and resources available if requested

Contingency Plans
Regional
Tiered response
• Tier 3 National (major)

• National resources required
• MCA will be actively involved
• Activation of National Contingency Plan (NCP)

Contingency Plans
Regional
SOSREP *
• Acting at the earliest point during a shipping or offshore incident

to assess the risk to safety, to prompt the end of any such
incident and to ensure that increasing risk is evaluated and
appropriate measures taken to prevent or respond to escalation;
• Monitoring all response measures to significant incidents

involving shipping and the offshore industry;

Contingency Plans
Regional
SOSREP *
• If necessary, exercising ultimate control by implementing the

powers of intervention, acting in the overriding interests of the
UK and its environment;
• Participating in major national and international exercises;
• Reviewing all activities after significant incidents and exercises
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Contingency Plans
Regional

Contingency Plans
Emergency; Category 1
• Category 1 Responders are those main organisations involved in

most emergencies at a local level.
• These include the emergency services (Police, Fire, Ambulance

and Coastguard), the Council, the local Primary Care Trust, other
health agencies and the Environment Agency.

Contingency Plans
Emergency; Category 2
• Category 2 Responders are those others likely to be heavily

involved in some emergencies.
• These include, utility companies, transport companies, port

operators, Health and Safety Executive, etc.

Contingency Plans
Emergency Response Plan
International
• Shipboard Oil Pollution Emergency Plan (SOPEP).

• Shipboard Marine Pollution Emergency Plan (SMPEP)
Regional
• Europe
• Thailand ,Singapore ,Cambodia etc.
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Contingency Plans
Emergency Response Plan
Handling Contingencies
• Who is in-charge?
• Who Co-ordinates?
• Which Plans to use?

Contingency Plans
Contingency Plans (Ship + Region)
• ISM code requires a Ship Manager or Vessel operator to have

documented procedures for contingencies
• Similarly regions or port states will have its corresponding

contingency plan.
• The plan is primarily required to protect its water , Port and

Infrastructure due to vessel incident.
The Shipping company’s and the Region’s plans should be in

synergy and work together to mitigate the consequences.

Contingency Plans
• Command & Control structure
(a) Allows each agency to tailor its plans to interface with the plans
of others.
(b) Ensures all parties involved understand their role in the

combined response.
(c) Explains how management arrangements relate to each other.
(d) Retains flexibility of option to suit local circumstances.
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Contingency Plans
• The command and control centre is located either at the port’s

own operations room or at the nearest MRCC or MRSC.
• Some ports can cope with large salvage operations. In these

ports, SOSREP may view it as an advantage to exercise control
using port facilities.
• The harbour master is a member of the SCU and it may be

beneficial to maintain his presence at the port so that he can
keep control of other activities within the port.

Contingency Plans
• The decision whether to use the port or Coastguard facilities for

the control centre should be predetermined in the local plan
taking account of many factors, including:
• The availability and range of communications equipment (radio

link with the casualty, salvors, and emergency units on scene,
spare telephone lines, faxes etc.)
• The need for ancillary equipment such as radar equipment for

the control of port traffic

Contingency Plans
• The availability of local knowledge of environmentally sensitive

areas, bathymetry, port resources to supplement rescue,
salvage and counter pollution efforts
• Size of building and number of rooms available (large rooms for

press briefings and communications, quiet rooms for decision
making by the SCU)
• The availability of support staff.

Contingency Plans
• Command & control structure : Can be explained by the following
Example :
• The SOLFIRE Plan is divided into three command areas:

- SOLFIRE East
- SOLFIRE West
- SOLFIRE South
• The response to an emergency in any of these areas will have
one or more levels of management, dependent on the
classification of the emergency and the nature of the incident.

Contingency Plans
• Command & control structure :
• Normally, the need will be determined by starting at the

operational (BRONZE) level and then only moving on to the
tactical (SILVER) and finally strategic (GOLD).
• For any incident, the individual agency SILVER Commanders will

gather at the Marine Response Centre (MRC) and be
co-ordinated by the SILVER Commander of the Initiating
Authority for Class A and B incidents.

Contingency Plans
Where a SOLFIRE Class C or D is

• declared responsibility for co-ordinating the multi agency
response will be transferred to
• the Police Silver Commander.
• All BRONZE Commanders located onboard a vessel in distress
will, whenever possible,
• come together and be co-ordinated by the Forward Control
Coordinator (FCC). This
• group is known as the Forward Control Team (FCT).

Contingency Plans

Contingency Plans

Contingency Plans
Implementation of & participation in contingency plans for

Emergency situations like Collisions, Groundings, SAR, Fire,
Marine pollution, Toxic spill, Piracy, Terrorism, Medevac etc.
• Immediate response according to contingency plans
• Use of checklists.
• Coordination, evaluation & dissemination of information
• Liason with other services as required
• Importance of maintaining communications

Contingency Plans
Immediate response according to contingency plans
Ref : IALA Recommendation V-127
In case of : Collision, Capsize, Sinking, Grounding, Fire On
Vessel, Man Overboard
• Alert rescue co-ordination centre
• Inform relevant regulatory authority/ies
• Inform relevant emergency services
• Act on local call-out procedures

Contingency Plans
In case of : Collision, Capsize, Sinking, Grounding, Fire On
Vessel, Man Overboard
• Consider back-up VTS personnel
• Promulgate information concerning incident to vessels in VTS area
• Restrict traffic in the area
• Activate tugs and other support units
• Ensure all recording equipment is operating correctly.

Contingency Plans
In case of : Pollution
Pollution incident procedures should be established. The following

actions may be included:
• Inform relevant regulatory authority/ies
• Alert relevant environmental authority
• Assess scale of incident and call in specialist support as appropriate

Contingency Plans
In case of : Pollution
• Promulgate information concerning incident to vessels in VTS area
• Restrict traffic in the area.

Contingency Plans
In case of : Medical Emergency
Procedures for medical emergencies should be established.

Actions may include:
• Inform MRCC rescue co-ordination centre
• Inform coastal radio station
• Consider special manoeuvring requirements

Contingency Plans
In case of : Vessel Not Under Command (NUC)
• Procedures in the event of a “vessel not under command” should be

established. Actions may include:
• Promulgate information concerning incident to vessels in the VTS

area
• Obtain detailed information about on board situation

Contingency Plans
In case of : Vessel Not Under Command (NUC)
• Maintain communication with vessel
• Assess vessel’s proximity to danger (danger to vessel itself and

other traffic)
• Activate tugs and other support units if appropriate.

Contingency Plans
In case of : Security incident
• Procedures in the event of a security incident should be established.

Procedures should reflect any involvement of the VTS with the
PFSP (Port Facility Security Plan) as per the International Ship and
Port facility Security Code (ISPS).

Contingency Plans
In case of : Protest Action
Procedures should be established to respond to protest action

against a vessel transiting the VTS area.
Actions may include:
• Alert responsible authority
• Act on local call-out procedures, including VTS manager

Contingency Plans
In case of : Protest Action
• Promulgate information concerning incident to vessels in the VTS

area
• Throughout any protest action, the safety of ships and protestors is

paramount

Contingency Plans
In case of : Natural Disaster
• Natural disaster procedures should be established to deal with
situations such as earthquake, tidal wave, fire, exceptional weather
conditions. Actions may include:
• Promulgate information to vessels in the VTS area
• Act on local call-out procedures
• Inform rescue co-ordination centre.

Contingency Plans
Use of checklists.
• A checklist is a type of an informational job aid used to reduce

failure by compensating for potential limits of human memory &
attention.
• It helps to ensure consistency & completeness in carrying out a

critical task under extreme conditions especially during an
emergency.

Contingency Plans
Use of checklists.
A checklist could be a:
• Listing of predetermined objects essential for surviving a given

emergency situation.
• Listing of items to check for proper functioning before performing

a critical task.
• Listing of tasks to be performed in a specific sequence in given

situation.

Contingency Plans
Use of checklists.
A checklist could be in the form of :
• Specific questions, in given circumstances, whose answers

would determine the nature of response.
• Boxes to be ticked, against parameters/ actions to ensure that

relevant precautions under the circumstances have been taken.
• List of actions in the form of a flow-chart that follows a logical

format.
• List of actions in a placard format where in specific tasks have

been delegated to individuals to be performed in an emergency.
Contingency Plans
Use of checklists.
Authority to prepare, implement, issue & update checklists
• A checklist is generally prepared in consultation with experts in

the field or situation it would be used.
• If a checklist forms a part of a contingency plan for an

emergency response then it should meet the criteria laid down
by the concerned statutory bodies.
• Its implementation is enforced by the person authorised by the

regulations.

Contingency Plans
Use of checklists.
Authority to prepare, implement, issue & update checklists
• Its viability is tested during exercise & drills replicating various

emergency response scenarios.
• After an exercise or an actual emergency response any

shortcomings attributable to the checklist are analysed.
• Since the consequence of amending a checklist could seriously

affect an emergency response, any modifications can be carried
out only by a person explicitly authorised to do so.

Contingency Plans
Use of checklists.
CHECKLIST ON CONDITION OF A SHIP/CASUALTY
1. Number of tanks (cargo and bunkers)

a. Damaged
b. Undamaged
2. Contents of the tanks
3. Extent of tank damage
4. Is the ship afloat or aground?
5. If afloat, is condition of the ship stable?
6. Is there main engine power on board and also power to operate
pumps and steering gear?

Contingency Plans
Use of checklists.
CHECKLIST ON CONDITION OF A SHIP/CASUALTY
7. Have the master and crew abandoned the ship?

8. If abandoned, has anyone got a line on board?
9. Likelihood of further damage
10. Possibility of moving the ship under its own power or under tow
11. Possibility of cargo transfer
12. Ability to anchor, condition of anchors, length of anchor cable
available
13. Does the shipowner or the ship’s managers participate with
Lloyds Register of Shipping's "Ship Emergency Response
Service" (SERS) or similar service provided by another body?
Contingency Plans
Form for gathering information and reporting a marine incident
involving a ship:
1. INCIDENT DETAILS
a. Time
b. Position :Latitude & longitude, Bearing and distance from land
c. Cause
d. Other ship in the vicinity : Tugs, Commercial, Naval
e. Other ship en route: Tugs, Commercial, Naval
f. SAR situation: Life Boat, Air Sea rescue, Naval
g. Risk: Fire, Explosion, Toxic Release, Gas
h. Crew: Number, Nationality, Casualties
i. Master: Name, Nationality
Contingency Plans
involving a ship:
2. WEATHER
a. Present weather
b. Weather forecast
c. Sea water temperature
3. TIDE
a. Present state of tide
b. Time of high water
c. Time of low water
d. Consideration given to accessing local knowledge of tides?
e. Tidal stream atlas consulted?
Contingency Plans
involving a ship:
4. SHIPOWNER
a. Name,
b. Address, c. Telephone, d. Telex , e. Fax , f. E-mail
5. SHIPOWNER’S AGENT
a. Name
b. Address, c. Telephone , d. Telex , e. Fax, f. E-mail
6. HULL INSURERS
a. Name
b. Address, c. Telephone, d. Telex, e. Fax, f. E-mail

Contingency Plans
involving a ship:
7. CARGO
Bulk in cargo tanks,
In tank containers
In drums
Type(s)/Grade(s)
Viscosity at 100F
Pour point (Oil)
Is cargo heated?
Specific gravity/density
Hazard
Contingency Plans
involving a ship:
8. CARGO OWNERS
a. Name
9. CARGO OWNERS' AGENTS
a. Name
b. Address , c. Telephone, d. Telex, e. Fax, f. E-mail
10. THIRD PARTY LIABILITY INSURERS (P&I CLUB)
a. Name

Contingency Plans
involving a ship:
11. CONTRACTED SPILL RESPONDER

a. Name
b. Address
c. Telephone
d. Telex
e. Fax
f. E-mail

Contingency Plans
Examples of Incident Checklists/ Forms:
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• FORM A Incident Information – Initial Call Sheet
• FORM B Bomb Threat Checklist
• FORM C Sample Message Form
• FORM D Sample Extract from MI/Decision Log
• FORM E Emergency Response Checklist
• FORM F Debrief Form and continuation sheets

Contingency Plans
Liason with other services as required
Media Liason Officer :
• The media team establishes and maintains a line of

communication with the Press Office to keep it informed of the
progress of an operational response.
• In addition, appropriate officials must stand ready during the

course of the response to provide any advice or draft statements
requested by Ministers or Press Office.

Contingency Plans
• In the case of an incident occurring in an area covered by a

devolved administration or within a port, the media team
establishes and maintains a line of communication with the press
office of the devolved administration or harbour authority to keep
it informed of progress.

Contingency Plans
Port Security Officer ( Tasks)
• To dispatch security officers to link up with the Incident Controller

• To perform duties as instructed by the Main/Incident Controller.
• Co-operate with police re control of access to incident area by
persons and vehicles.
• Ensure that dock entrance(s) or other access and egress points
are staffed and managed for the duration of the emergency.
• Call out extra security staff as needed.
• Maintain radio and phone communications at dock entrance(s)
with those operating at the scene
Contingency Plans
Coast Guard , whose primary responsibilities are as follows:
• To control and co-ordinate the response to maritime emergency

until resolved or has become a mainly land based operation.
• To mobilise, task & co-ordinate Search & Rescue facilities (SAR)
• To alert other emergency services, local authorities and agencies
• To arrange the recovery of survivors, casualties and deceased

Contingency Plans
Coast Guard , whose primary responsibilities are as follows:
• To provide a Maritime Rescue Co-ordination Centre/Sub Centre
• To provide an early warning system for oil, chemical and other

forms of sea and coastal pollution, including the alerting of the
Marine Pollution Control Unit and local authorities, and to assist
with counter-pollution and clean up by providing co-ordinating
facilities and communications.

Contingency Plans
Importance of maintaining communications
• The VTS supervisor shall have the instructions and process

descriptions for the VTS operators on communication with ships
in the VTS area, considering the guidelines developed by the
IMO and the IALA
• This shall include all conditions of importance to maintain

efficient and safe communication with the ships on the basis of
the declared service(s).

Contingency Plans
Importance of maintaining communications : shall include but
not limited to the following :
• General standards for calls and the receipt of calls from ships
• Procedures in cases where ships request navigational

assistance according to the level for which the VTS unit is
approved, cf. the guidelines from the IMO and the IALA
• Procedures for calls when ships may, through their behaviour,

present an imminent danger to other ships, grounding, collision
with bridges or other structures or damages to the marine
environment

Contingency Plans
Importance of maintaining communications : shall include but not
limited to the following :
• Procedures for communication with, for example, pilots.
• Conditions of and access to fairways, channels, etc. and status on

aids to navigation available.
• A danger threatening a Life , Environment & Property/Ship/

Bouys etc..
• Language of communication.

Contingency Plans
• The VTS Supervisor shall record and store video data of the traffic
picture in the VTS area with all the relevant information necessary to
identify and document incidents.
• The VTS authority shall record and store the VHF communication.
The information shall be stored for the days as decided by the VTS
authority.
• Same can be used during the time of any incident investigation.

Contingency Plans
• The VTS Supervisor shall, through the establishment of procedures

and maintenance of equipment, ensure that the equipment
necessary to maintain communication with and monitoring of the
ship traffic is reliable 24 hours a day.
• The VTS authority shall, in this connection, lay down procedures

ensuring that technical defects in the equipment are rectified as
soon as possible within the framework laid down in the safety
management system of the VTS authority

Contingency Plans
• If technical defects in the equipment partly or wholly prevents the

VTS authority from carrying out services, this shall immediately be
reported to the shipping through the transmission of navigational
warnings according to the procedures of the safety management
system.
• The VTS authority shall ensure that the ship traffic is constantly
monitored from one or more work stations for each sector and that
all the services published are available when the ship reporting
system or the vessel traffic service is in operation.

Contingency Plans
Importance of maintaining communications :
Furthermore
• A continuous listening watch shall be maintained on the designated

VHF radio frequencies used as well as watch at other means of
communication than VHF if they form part of the service declared.

Contingency Plans
Incident response (eg close quarters, loss of power)

• Management of traffic
• Importance of maintaining VTS services during an incident

Contingency Plans
To unerstand INCIDENT RESPONSE we need to understand the
following:

Contingency Plans
LEVELS OF RESPONSE
• Minor Incidents
• Marine Emergency
• Major Incident

Contingency Plans
• Minor Incidents are dealt with as part of the day to day operation
of the port, utilising resources available at the time. No dedicated
response procedures are initiated, although the emergency
services may be involved.

Contingency Plans
• Marine Emergencies are incidents of increasing severity which

demand increased levels of response, management and
deployment of resources and require specific emergency
procedures to be activated by the VTS and the emergency
services.

Contingency Plans
• Major Incidents are incidents resulting from serious disruption to

port operations, and may include fatalities, environmental
damage, or port closure. Numerous agencies are likely to be
involved in the response and substantial resources will be
committed. VTS operator shall broadcast details and, where
necessary, instructions relevant to shipping.

Contingency Plans

• Management of traffic :
• The VTS at the Port Control Centre will normally co-ordinate the
response to all navigational incidents.
• The VTS will co-ordinate the response to all other emergency

incidents in the port.
• The primary VHF port working frequencies will initially be used

for co-ordination following an incident. Vessels not involved in
the incident should minimise VHF traffic.

Contingency Plans

• Management of traffic :
• The circumstances of the incident may require the establishment

of an Incident Exclusion Zone.
• All other vessels should remain clear of the Zone, unless

otherwise directed.
• Traffic management will continue to be undertaken by VTS

assisted if requested by Port Service Launches and where
necessary by other agencies such as the Coast Guards.

Contingency Plans
• Importance of maintaining VTS services during an incident
• Prevents the development of any other dangerous maritime

situations and provides for the safe and efficient navigation of
traffic within the VTS area by managing vessel movements.
• To maintain a continuous watch for Maritime Security

Contingency Plans
Special circumstances:
• ‘Special Circumstance’ in the context of this section will include

but not be limited to: incidents, accidents, emergencies, special
operations, diving operations, military or security exercises,
reduced visibility, hazards or obstructions to navigation or any
other activity or condition that is of a non-routine nature or
requires distinct procedures.

Contingency Plans
• Determine complete details of the situation by obtaining

information from as many sources as possible.
• Notify vessels of information that may impact safety.
• If necessary, issue a VHF broadcast.

Contingency Plans
• Inform designated authorities and offices.
• Log the details of the circumstances.
• Ensure that the proper reports are completed.

Contingency Plans
• Shifting of dangerous cargoes/materials

• Incidents not fully covered by contingency plans
• Incidents at the VTS centre (eg fire, flooding, security, terror etc)

Contingency Plans
Shifting of dangerous cargoes/materials
Except in the most severe incident, a ship is likely to retain some

of its cargo, bunkers and other pollutants.
It may be desirable to carry out a cargo and bunker transfer

operation from the stricken ship to prevent or minimise further
spills.
It may help to move the ship to a more sheltered area, such as a

port or oil terminal.

Contingency Plans
It may help to move the ship to a more sheltered area, such as a

port or oil terminal or a place of refuge..

Contingency Plans
A place of refuge means a place where a ship in need of

assistance can take action to enable it to stabilise its condition
and reduce the hazards to navigation, and to protect human life
and the environment.
IMO Resolution A.949(23) Guidelines on Places of Refuge for

Ships in Need of Assistance provides further information and
guidance.

Contingency Plans
It is unwise pre-emptively to rule anywhere in, or out, as a

potential place of refuge.
The choice of a location as a place of refuge is driven by the

circumstances of the incident, including such event-specific data
as the weather, the geographical whereabouts of the incident
and the type of threat posed by the vessel and its cargo

Contingency Plans
MCA has a substantial holding of emergency transfer equipment

for use in off-loading oil or hazardous substances from a
damaged or disabled ship.
This ensures that there is suitable equipment available in the UK

for emergency cargo and bunker transfer operations.
These resources are used in conjunction with commercial STS

cargo transfer operators.

Contingency Plans
The equipment includes pumps, power packs, hoses, fenders ,

communications equipment, protective clothing, breathing
apparatus, and inert gas generators.
Contractors maintain the equipment in a state of readiness.
They stow first reaction packages for transfer operations and

dispatch them by road within two hours of call out.

Contingency Plans
MCA may need to lift equipment by air to the deck of a damaged

ship, using either commercial companies or an MOD search and
rescue helicopter on repayment terms (operational commitments
permitting).
When MCA uses military assets, it consults the Ministry of

Defence (MOD).
MCA provides details of the equipment to lift: weights and

dimensions of the equipment, especially of the heaviest item; the
position of the casualty; and the estimated time of arrival of the
equipment by road.
Contingency Plans
Incidents not fully covered by contingency plans
Adverse Weather :
When visibility drops below 1 nautical mile activate the foghorns

in the area of low visibility and record this action in the Port
Control Log.

Contingency Plans
Adverse Weather :
If visibility falls or is expected to fall below 0.5 nautical mile

contact the duty Deputy Harbour Master to obtain authorisation
to implement a one-way traffic movement system within the
entire channel. Record this action in the Port Control Log.

Contingency Plans
Adverse Weather :
Implement the one-way system with a Securité Broadcast, inform

affected vessels and organise traffic accordingly.
Pilot boats and tugs are exempt from complying with one way
system whilst in force.

Contingency Plans
Adverse Weather :
Other adverse conditions are considered on a case-by-case

basis and the appropriate measures are implemented based on
the instruction of the Harbour Master.

Contingency Plans
Vessel impeding navigation :
• Identify the vessel impeding navigation
• Determine its location and intentions
• Issue a Warning to other vessels

Contingency Plans
Malfunction of Aids to Navigation :
• Identify the malfunctioning aid to navigation (boy, light, etc.).
• Verify the characteristics to determine if the aid is damaged, not

functioning, on backup power, or is off charted position.
• Determine direction of drift if applicable.
• Record the position and time of first report.

Contingency Plans
Malfunction of Aids to Navigation :
• Issue a warning to other vessels.
• Inform both Deputy Harbour Masters and the Works Engineer by

e-mail.

Contingency Plans
Tidal Restricted Vessels :
• Tidal restricted vessels must be provided sufficient time to safely

complete their intended passage giving due consideration to
environmental factors and relevant traffic.

Contingency Plans
Tidal Restricted Vessels :
• All safety parameters, including under keel clearances for the

entire transit must be assessed for the entire passage before
issuing any traffic clearance.
• 1 metre under keel clearance must be maintained for all

movements.

Contingency Plans
Tidal Restricted Vessels in transit :
• Ensure radars and environmental monitoring facilities are

working
• Check that the time of high water will be as predicted
• Check tugs and watermen ordered
• Check weather forecasts

Contingency Plans
Engine shutdown :
• The Harbour Master‟s permission is required for a vessel to

disable main propulsion machinery for repair while within the port
limits either in transit or at the berth.

Contingency Plans
Engine shutdown :
If permission is granted and a vessel contacts Port Control:
• Determine the duration and nature of repairs
• Inform the vessel of predicted wind and weather and any known
hazards
• If possible, ensure that the position of the vessel is clear of traffic

routes & other hazard & is located in good radar coverage area
Contingency Plans
Deviation from expected track and/or speed :
• When aware of any deviation of anticipated or usual activity:
• Inform the vessel of your observation
• Ask if a problem exists
• Determine the full extent of the problem

Contingency Plans
Deviation from expected track and/or speed :
• Determine the intentions of the bridge team
• Determine if assistance is required
• Ensure that other vessels are informed
• Continue monitoring situation

Contingency Plans
Shipboard Communication Equipment Malfunction :
• If communications with a participating vessel cannot be

established:
• Attempt to call on VHF 16 and any other possible frequency that

the vessel may be monitoring.

Contingency Plans
Shipboard Communication Equipment Malfunction :
• Closely monitor the vessel‟s movements.
• Inform other vessels if appropriate.
• File a non-compliance report via an IRIMS Report.

Contingency Plans
Evacuation of Operations Room :
• Ensure safety of self and others. Do not place yourself at risk.

• The decision to evacuate any premises must be carefully
considered.
• It should be borne in mind that in some cases e.g. release of
toxic fumes
• It may be preferable for persons to remain indoors and close all
doors and windows and await further advice.
• Unless it is obvious that immediate evacuation is necessary
TAKE ADVICE!

Contingency Plans
• Searching of private premises in response to threats is usually

undertaken by the occupiers with advice available from the
Emergency Services
• In certain situations the police may advise, or have the power to

“cordon” an area and require persons/vehicles etc to leave the
area within the cordon.

Contingency Plans
• Consider where those evacuated will be asked to go. Should

they go home, or is there an identified assembly point or
gathering point they should go to.(Cruise Terminal etc)
• If more suitable accommodation is required, because large

numbers of persons are involved, consider seeking assistance of
the City Council in respect of evacuee rest centre buildings
• Arrange transport to convey evacuees to the designated

evacuation location.
Contingency Plans
Incidents at the VTS centre (eg fire, flooding, security, terror etc)
The procedures for dealing with internal / external emergencies

affecting normal operations of a VTS centre
• A VTS authority should have documented contingency plans to

ensure the safety of VTS personnel and for the continuity of
operations in the event of an emergency.

Contingency Plans
Procedures for individual emergencies
• Checklists

Contingency Plans
System Failure:
- Loss of external communications;

- Loss of internal communications;
- Loss of functionality of sensor equipment;
- Loss of port information management system.

Contingency Plans
System Failure:
The possibility of a breakdown in any of the mentioned components

of the VTS in a modern set-up would have already been factored in
at the planning & design stage.
In modern systems, mission critical components are provided with

self test mechanisms that trigger an alarm in the event of failure &
back-up units are activated automatically or may require manual
activation.

Contingency Plans
System Failure:
In any case a documented procedure consisting of checklists for

each envisaged system failure should be maintained & most
importantly tested at regular intervals.
This checklist may contain list of persons to be called, precautions

to take, any warnings to promulgate , any checks to test whether the
back-up unit is functioning satisfactorily etc.

Contingency Plans
System Failure:
If the back-up also malfunctions, a warning should be promulgated

to ensure that users are aware of the situation & take adequate
precautions.
Every effort should be made to ensure that the normal vessel traffic
is not interrupted, however due above if the risk becomes
unacceptable, traffic flow should be curtailed & in extreme cases
suspended after promulgating appropriate warnings.

Contingency Plans
System Failure:
For internal & external communication failure, in addition there

should be an alternate portable system of communication (eg.
Wallkie-talkies) completely independent of the main system & its
back-up.

Contingency Plans
Emergencies, for example fire and flood
Plans for emergencies like fire & floods should dovetail with the
local disaster management plans and checklists may contain list of
persons to call, immediate actions to take, mustering points etc.
Regular drills should be performed to ensure that all personnel are

adequately trained to deal with above emergencies.

Contingency Plans
Occurrence of such emergencies would also have been factored in

at planning & design stage to ensure that the building location,
architecture, material used, fire sensors etc would ensure that the
system would not be seriously affected.

Contingency Plans
For internal & external communication failure, in addition there

should be an alternate portable system of communication (eg.
Wallkie-talkies) completely independent of the main system & its
back-up.

Contingency Plans
Forced evacuation of VTS centre
Procedures should be laid down for forced evacuation of the centre

due to any emergency.
This may include, if possible, handing over of operations to another

VTS centre located at a different geographical position.
Checklist to include persons to inform, systems to shutdown ,

warnings to issue etc.
Regular drills to be carried out.
Contingency Plans
Personnel medical emergencies
VTS centres are often located at remote places and function round
the clock.
The centre should have an appropriately equipped first-aid box &

the personnel should also be adequately trained.
Checklist to include ambulance phone number, nearest hospital

phone number, list of persons to call etc.
Regular drills to be performed.
Contingency Plans
Security incidents
Remote location & strategic value of a VTS centre, unfortunately

make it a prime target for terror attacks.
This has also to be factored in at the design stage & appropriate

physical & electronic barriers (surveilance sensors, alarms etc), put
in place to thwart a potential threat.

Contingency Plans
Security incidents
The communications network should be appropriately fire-walled to

withstand cyber space attacks as well.
Smart cards, biometric sensing & other modern technologies should

be in place to prevent unauthorised access to the centre & the
systems.
Drills to be performed regularly to test the efficacy of the security

system
Contingency Plans
Delegation of responsibilities:
• Prioritization
• Lines of authority
• Standard operating procedures
• Organization of duties of subordinates
• Resource management

Contingency Plans
Time is your most precious commodity.
No matter how hard you try, you can’t do everything by yourself.

Contingency Plans
Many supervisors avoid delegating responsibilities and the

reasons for this vary.
Those who have moved up through the ranks of a company may

be uncomfortable or simply not used to delegating.

Contingency Plans
Others live by the words “If you want something done right, do it
yourself.”

Contingency Plans
And then there are some who fear delegating may mean being
outshined by their employee.

Contingency Plans
Whatever your feelings, as a supervisor you need to realize that

you are not a regular employee, you are a coach.

Contingency Plans
Coaches must understand the importance of teaching,

motivating, and taking pride in the performance of their charges.

Contingency Plans
To do this, you must learn how to delegate efficiently and

responsibly.

Contingency Plans
• Prioritization
• Assign Duties to the Individual Best Suited for the Project
• Make Your Instructions as Clear as Possible
• Measure and Control Projects
• Train your operators.
• Allow Staff to Work

Contingency Plans
Lines of authority
• Port Director
• Authorised Officer
• Main Controller
• Press Liaison Officer
• Incident Controller
• Port Security Officers
• Ships Master
• Health & Safety advice for staff attending site

Contingency Plans
Lines of authority

Contingency Plans
Same can be categorised into following :
Internal VTS Procedures

External VTS Procedures
Emergency Procedures

Contingency Plans
Internal VTS Procedures :
• Internal Procedures – procedures that cover the day-to-day

running of a VTS centre or sub-centre, including the operation of
systems and sensors, interactions among the staff and the
internal management of data.

Contingency Plans
External VTS Procedures :
• External Procedures – procedures that govern the interaction

with participating vessels and allied services (defined as services
actively involved in the safe and efficient passage of the vessel
through the VTS area).

Contingency Plans
Emergency Procedures:
• A VTS authority should have documented contingency plans to

ensure the safety of VTS personnel and for the continuity of
operations in the event of an emergency. The authority should
have plans to address such events.

Contingency Plans
Emergency Procedures:
These Events include :
• Loss of port information management system.

• Internal emergencies, for example fire and flood.
• Forced evacuation of VTS centre.
• Personnel medical emergencies and
• Security incidents.

Contingency Plans
The following may be included in these plans:
• Remedial action
• Callout procedures
• Fall-back options
• Recording
• Post-emergency evaluation
• System Failure
• Loss of external communications
• Loss of internal communications
• Loss of functionality of sensor equipment

Contingency Plans
Following Slides will present an overviev of some of the

Standard operating procedures listed below :
• Internal VTS Procedures
• External VTS Procedures
• Emergency Procedures

Contingency Plans
Standard operating procedures

1. Operate communications equipment
1.1 Monitor the serviceability of the equipment

1.2 Use radiotelephone equipment
1.3 Use telephone equipment
1.4 Use facsimile, telex and electronic mail equipment
1.5 Use approved phrases and procedures
1.6 Use visual signalling equipment
1.7 Use data devices

Contingency Plans

2. Maintain and update vessel traffic image
2.1 Make a full appraisal of all significant vessel traffic in the VTS
area
2.2 Correctly identify all significant vessel traffic in the VTS area
2.3 Correctly identify all significant vessel traffic entering the VTS
area
2.4 Promptly contact all significant unidentified vessel traffic
entering the VTS area

Contingency Plans

3. Monitor the present and forecast meteorological and
hydrological conditions
3.1 Determine the present and forecast meteorological and

hydrological conditions
3.2 Receive, monitor and respond to meteorological and
hydrological information

Contingency Plans

4. Application of nautical knowledge
4.1 Chartwork
4.2 Appreciation of Collision Regulations
4.3 Appreciation of Marine Aids to Navigation
4.4 Appreciation of Marine Navigational Aids
4.5 Appreciation of shipboard knowledge
4.6 Appreciation of port operations

Contingency Plans

5. Communicate with stakeholders
5.1 General communication skills

5.2 Effective communications
5.3 Log and record keeping

Contingency Plans

6. Application of number & information technology
6.1 Application of number

6.2 Application of information technology

Contingency Plans

7. Personal attributes
7.1 Working with others

7.2 Personal interaction and human relations
7.3 Responsibility
7.4 Respond to the needs of team members
7.5 Ensure workload is within individual capabilities
7.6 Improving own lea

Contingency Plans

8. Respond to emergency situations
8.1 Comply with local, national and international regulations

8.2 Prioritise and respond to incidents
8.3 Use contingency plans
8.4 Co-ordinate with and support allied services
8.5 Maintain a safe waterway throughout emergency situations
8.6 Respond effectively to internal emergencies within the VTS
Centre

Contingency Plans

9. Use radar and tracking systems safely
9.1 Monitor the serviceability of the equipment

9.2 Use marine radar safely
9.3 Use automatic tracking systems safely
9.4 Use VTS radar and tracking systems safely

Contingency Plans

10. Provide Vessel Traffic Service
10.1 Provide an Information Service

10.2 Provide Navigational Assistance Service
10.3 Provide Traffic Organisation Service

Contingency Plans
Organisation of duties of subordinates
• Organising Is “ the process of identifying and grouping of the

work to be performed, defining and delegating responsibility and
authority and establishing relationships for the purpose of
enabling people to work most effectively together in
accomplishing their objectives.”

Contingency Plans
• Organising is the task of mobilizing resources
• A structure involving a large number of people engaging

themselves in multiplicity of tasks, a systematic and rational
relationship with authority and responsibility between individuals
and groups.

Contingency Plans

• Process of organising
- The supervisor differentiates and integrates the activities of his

Organisation
- Differentiation - the process of departmentalization or

segmentation of activities on the basis of some similarity
- Integration – Process of achieving unity of effort among the

various departments

Contingency Plans
Organisation of duties of subordinates :
• During an emergency additional demands would be placed on

VTS operators thus requiring extra support to ensure smooth
functioning of the normal VTS center and simultaneously
responding effectively to the emergency situation as its enfolds.
• This would require prior planning and following the VTS Centre
Emergency Manual for procedures in defining the duties of each
individual/ VTS operator.

Contingency Plans
• In the midst of an emergency response it is quite easy to get too

deeply involved and put in extremely long hours that could lead
to errors in observation and decision making due to fatigue.
• Therefore a supervisor should ensure that the operators get

adequate hours of rest especially those that are working during
the night.

Contingency Plans
• It is important to rotate the people between normal & emergency

duties so that only one or few persons do not have to bear the
brunt of responding to an emergency.
• An emergency situation could also generate casualties that could

be traumatic for new operators and they should be observed
closely for any signs of psychological stress or breakdowns in
extreme cases.

Contingency Plans
• Resource management

Contingency Plans
Resource management
• Responding effectively to an emergency may require a sudden

and substantial increase of resources.

Contingency Plans
Resource management
• MCA has a substantial holding of emergency transfer equipment

for use in off-loading oil or hazardous substances from a
damaged or disabled ship.
• This ensures that there is suitable equipment available in the UK

for emergency cargo and bunker transfer operations.
• These resources are used in conjunction with commercial STS

cargo transfer operators.

Contingency Plans
Resource management
• Where there is a serious risk of harm to persons or property, or a

significant risk of pollution, it may be necessary to initiate
emergency towing arrangements.
• Such arrangements should be unambiguous, agreed by all

parties where possible, and activated as swiftly as practicable.

Contingency Plans
Resource management
• While many oil recovery systems are available, all suffer

limitations in the sea conditions often prevalent around the
shoreline.
• It may take days to move them to the scene of an incident.
• The use of dispersants is often a more effective response to oil

pollution in the turbulent seas around the coast.

Contingency Plans
Resource management
• When deploying oil recovery equipment Coast Guard considers

the following issues:
• As the equipment is shipborne, it takes time to arrive at the spill.
• Therefore, when the weather and other circumstances of a spill

indicate that recovery of oil at sea will be effective, mobilises and
deploys equipment as quickly as possible.
• This minimises the weathering and spread of the oil.
Image

Contingency Plans
Resource management
• Response to an incident involving a ship carrying radioactive

materials generally follows the same principles as its response to
any other pollution incident.
• However, if a ship operated any one of its subsidiaries, such as,

Pacific Nuclear Transport Limited in UK, the special
arrangements agreed between the MCA and those companies
apply.

Contingency Plans
Summarizing it all following is an example of Resources and
sources of advice available to MCA
• MCA uses the following resources and sources of advice to

assess and contain the risks arising from an incident involving
hazardous substances:
• Its own counter pollution staff
• Computer-based risk assessment and response models
• MCA surveyors with relevant expertise

Contingency Plans
Summarizing it all following is an example of Resources and
sources of advice available to MCA
• A contracted Hazardous and Noxious Substance Response Team

of suitably qualified people who can confidently board any ship
and whose skills allow them to stabilise and then rectify any
marine incident that involves non radioactive hazardous and
noxious substances carried by ships. This team operates the
specialist chemical response equipment owned by the MCA .

Contingency Plans
Following are the Resourses Available to MCA for responding to an
Emergency :
• the MIRG
• the National Chemical Emergency Centre
• the Environment Group
• the Laboratory of the Government Chemist
• the Health Protection Agency
• the Health and Safety Executive
• the Chemical Industries Association
• the National Poisons Information Service
• the Chamber of Shipping

Contingency Plans
Following are the Resourses Available to MCA for responding to an
Emergency :
• the Government Decontamination Service (GDS)

• the environmental regulators; (EA, SEPA and DOENI)
• fire and rescue services, including MIRG;
• local health authority for environmental health advice on potential
risks to human health;
• Radioactive Material Transport Division, Dangerous Goods
Division (DGD) in
• DfT and organisations listed in the directory of UK people
concerned with the transport of radioactive materials

Contingency Plans
Recourse Management at VTS centre :
• During an Emergency designated infrastructure (Monitors,

Speaker, VHF/Communication Equipments,Work stations ) should
be available for immediate use.

Contingency Plans
Thank You !

Contingency Plans

Back
Contingency Plans
Course Name Ver 2.0 Apr 09 Back

Contingency Plans
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Contingency Plans
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Contingency Plans
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Contingency Plans
Next
Contingency Plans
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Contingency Plans
Regional Challenges:
• Exxon Valdez Prince William
Sound, Alaska, March 24,
1989
• 38 Million Gallons
• Cost Exxon $3.4 Billion
• 11,000 personnel, 1,400
vessels and 85 aircraft
involved in clean-up.
• Major logistical problems
Next
Contingency Plans
Regional Challenges:
• Shoreline cleanup April 1989
to September of 1989.
Continued in 1990 and 1991 in
the summer months
• Media –images of heavily oiled
shorelines, dead and dying
wildlife, and thousands of
workers mobilized to clean
beaches
Next
Contingency Plans
Regional Challenges
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Contingency Plans
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Contingency Plans
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VTS Supervisor Emergency Response Training

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VTS Supervisor Training Course

Course Name Ver 2.0 Apr 09

• Description & purpose of contingency plans

Course Name Ver 2.0 Apr 09

Description & purpose of Contingency Plans:

Course Name Ver 2.0 Apr 09

A contingency plan enables decision makers to take

Course Name Ver 2.0 Apr 09

The purpose of a Contingency plan is to ensure that there is a

Course Name Ver 2.0 Apr 09

Contingency planning does not replace good judgment and

Course Name Ver 2.0 Apr 09

It allows the efficient use of all readily available resources and

Course Name Ver 2.0 Apr 09

• Agencies and organizations to notify or to provide assistance

• Background information on waterfront facilities and vulnerable

• Contacts in other states, local authorities & media.

Course Name Ver 2.0 Apr 09

• Tier 1 Local (minor)

• Tier 2 Regional (medium)

• Tier 3 National (major)

Course Name Ver 2.0 Apr 09

Tier 1 Local (minor)

• Tier 2 Regional (medium)

Course Name Ver 2.0 Apr 09

• Tier 3 National (major)

Course Name Ver 2.0 Apr 09

• Acting at the earliest point during a shipping or offshore incident

• Monitoring all response measures to significant incidents

Course Name Ver 2.0 Apr 09

• If necessary, exercising ultimate control by implementing the

• Participating in major national and international exercises;

• Reviewing all activities after significant incidents and exercises

Course Name Ver 2.0 Apr 09

• Category 1 Responders are those main organisations involved in

• These include the emergency services (Police, Fire, Ambulance

Course Name Ver 2.0 Apr 09

• Category 2 Responders are those others likely to be heavily

• These include, utility companies, transport companies, port

Course Name Ver 2.0 Apr 09

• Shipboard Oil Pollution Emergency Plan (SOPEP).

• Which Plans to use?

Course Name Ver 2.0 Apr 09

• ISM code requires a Ship Manager or Vessel operator to have

• Similarly regions or port states will have its corresponding

• The plan is primarily required to protect its water , Port and

The Shipping company’s and the Region’s plans should be in

Course Name Ver 2.0 Apr 09

(b) Ensures all parties involved understand their role in the

(c) Explains how management arrangements relate to each other.

(d) Retains flexibility of option to suit local circumstances.

• The command and control centre is located either at the port’s

• Some ports can cope with large salvage operations. In these

• The harbour master is a member of the SCU and it may be

Course Name Ver 2.0 Apr 09

• The decision whether to use the port or Coastguard facilities for

• The availability and range of communications equipment (radio

• The need for ancillary equipment such as radar equipment for

Course Name Ver 2.0 Apr 09

• The availability of local knowledge of environmentally sensitive

• Size of building and number of rooms available (large rooms for

• The availability of support staff.