DUTIES OF OFFICE DURING EMERGENCY ON BOARD

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Element 8 of ISM code deals with the emergency preparedness. Element 8.1 says that company should establish procedure to identify, describe and respond to potential emergency ship board situation. So it is the responsibility of office to identify possible ship board emergency situation specific to the type of ship and accordingly contingency plans to be made.
       The office should be prepared at all times to efficiently handle an emergency situation which might occur on any of the company's vessel. The contingency plan made by the company for specific type of ship should contain:-
  1. Procedures to be followed in response to different types of emergency situation.
  2. Procedure for establishing and maintaining contact between ship and shore.
  3. Checklist appropriate to the type of emergency, so that no step in emergency response procedure is omitted.
  4. List of all names and contact details of pertinent organizations.
  5. Compilation and duties of the persons acting within the contingency plan.
Element 8.2 says company has to establish programs for drills and exercises to prepare for emergency actions. Most important responsibility of the office is listed in element 8.3, which says that contingency plan should provide for measures ensuring that the company's shore side organization should respond at any time to hazards, accidents and emergency situation involving its ships.

DUTIES OF OFFICE IN:-
1) Formation of emergency team:- 
              Office forms the emergency teams on board a ship, which will be given in its SMS manual. Whole ship's personnel will be divided into different teams like command team, emergency team, support team, boat preparation team etc. The duties of each personnel will be clearly defined in different types of emergencies.
    Similarly emergency team will also be formed in office which shall as soon as possible assist the master to initiate, engage, command and co-ordinate the appropriate action as the situation may require. The contingency team consists of the following person:- 1) Leader of team 2) Technical 3) Operation 4) manning 5) Insurance 6) Legal 7) Administration
  The Company has to set up above mentioned persons such that everybody is prepared and know their duties in case an emergency is called. The company has to lay down a policy in which the contingency team shall be ready at any time.

2) During emergency situation:-
     Whenever there is an emergency situation, the vessel calls the company and the one who gets the message first is responsible for contacting the head of technical and marine division. Then the members of emergency  teams are informed. Now depending on the type of emergency the mobilization of teams will take place in the office. If the emergency is pollution or collision or loss of lives, then red mobilization takes place in the office and all the reams have to assemble in the office. But if the emergency is not of that serious then all teams are not required. responsibilities of company will be:-
  1. Office should know the development of the situation and master may seek advice from the emergency team and discuss further action to be taken.
  2. During action each member of the team shall evaluate the condition under his responsibility.
  3. the team leader shall be kept fully informed about any action suggested or executed by the member of the team.
  4. Also during action the person in charge and his assistant is appointed for the following job:-
  • Keep the emergency room equipped and in good order.
  • keep the relevant charts available.
  • Keep track of members.
  • Receive the alarm report/ mobilize the team.
  • call the technical superintendent's and fleet manager
  • Notify the owner, charterer, cargo owner, class and flag state.
  • Hire of salvage
  • call press conference and inform media.
The office has to evaluate and make the action plan which are based on a worst case scenario. The action plan will be updated continuously as soon as new information is received. Also the office shall not diminish the  Master's over riding authorities.

3) Maintaining contact between ship and office:-
     the contact between ship and office is to be maintained throughout the action so that the advice is given to the master or person - in - charge on board, what is to be done and what may be further action. Also the company knows the latest development and can plan accordingly. 

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