shipping offices and documentation

1. CHAPTER 10
SHIPPING ORGANIZATION
(NATIONAL) AND DOCUMENTS FOR
SEAFAERS

2. VARIOUS
ORGANIZATION AND
CONVENTIONS
01

3. DIRECTORATE GENERAL OF
SHIPPING (DGS)
The Directorate General of Shipping (DG Shipping) in India, operating under the
Ministry of Ports, Shipping, and Waterways, holds a critical role in overseeing the
nation's shipping industry. Tasked with ensuring safety, security, and environmental
protection, DG Shipping sets and enforces standards for ship construction and
operation. It is deeply involved in certifying seafarers, managing vessel registrations,
and actively contributing to the prevention of marine pollution. Additionally, DG
Shipping plays a vital role in representing India on the international stage,
collaborating with other maritime administrations to contribute to the development
of global shipping regulations. In summary, DG Shipping's multifaceted
responsibilities encompass safety, security, seafarer training, environmental
protection, and international cooperation, making it a key player in shaping and
fortifying India's maritime sector.

4. MERCANTILE MARINE
DEPARTMENT (MMD)
The Mercantile Marine Department (MMD) in India, operating under the Directorate
General of Shipping, is a key regulatory body dedicated to ensuring the safety and
security of maritime operations. Its primary responsibilities include the certification
of seafarers, overseeing ship inspections, and conducting investigations into
maritime accidents. MMD plays a crucial role in upholding international standards,
contributing to the formulation of maritime regulations, and fostering the overall
efficiency and integrity of the mercantile marine sector in the country. Through its
multifaceted functions, MMD stands as a vital entity in maintaining and enhancing
the safety and compliance of the Indian maritime industry.

5. SHIPPING MASTER
The Shipping Master, operating under the Directorate General of Shipping in India,
holds a pivotal role in regulating and overseeing various aspects of the maritime
workforce. Primarily focused on seafarer employment and welfare, the Shipping
Master is responsible for the registration of seafarers, issuance of Continuous
Discharge Certificates, and approval of crew agreements to ensure fair and lawful
employment conditions. Additionally, the Shipping Master plays a vital role in crisis
management, intervening during emergencies to protect the rights of seafarers.
Through these functions, the Shipping Master contributes significantly to
maintaining legal compliance, safeguarding the welfare of seafarers, and upholding
the integrity of the maritime industry.

6. SEAMAN’S PROVIDENT FUND
ORGANIZATION
The Seaman's Provident Fund Organization (SPFO) operates under the Directorate
General of Shipping in India, focusing on the welfare of seafarers. At its core, SPFO
administers the Seafarers' Provident Fund (SPF) and the Seafarers' Welfare Fund
(SWF). The SPF serves as a retirement savings scheme, with contributions from both
seafarers and their employers, aiming to provide financial security during their post-
retirement years. Simultaneously, the SWF is utilized for various welfare measures,
including skill development, medical facilities, and educational assistance for
seafarers and their families. By managing these funds, SPFO plays a pivotal role in
securing the long-term financial well-being and overall quality of life for individuals
in the Indian maritime profession.

7. OFFICIAL LOG BOOK
The Official Log Book is a mandated and crucial document in the maritime industry,
serving as a comprehensive record of a ship's voyage. Required by international
maritime regulations and the laws of flag states, it contains entries covering various
aspects of a vessel's operations. Mandatory entries include departure and arrival
times, position fixes, course changes, and details of incidents or accidents. The log
book also captures watchkeeping activities and communication records. The ship's
master typically signs entries to affirm accuracy. The Official Log Book is subject to
inspection by maritime authorities, contributing to transparency, accountability, and
compliance with safety standards. Its meticulous maintenance is essential for the
safety of the vessel, crew, and the marine environment, making it a vital tool in
maritime operations.

8. DECK LOG BOOK
The Deck Log Book is a specialized document crucial for the deck department in
maritime operations. It primarily focuses on recording navigational details such as
the ship's position, course, and weather conditions. Watchkeeping records, including
watch changes and personnel on duty, are meticulously documented. The log book
serves as a chronological account of the voyage, capturing significant events,
navigational activities, and safety drills. It is a legal document subject to inspection
by maritime authorities, ensuring compliance with international regulations and
promoting navigational safety. The Deck Log Book's thorough maintenance is
essential for effective navigation, emergency preparedness, and overall regulatory
adherence in the maritime industry.

9. ENGINE ROOM LOG BOOK
The Engine Room Log Book is a specialized document crucial for the maritime
industry, specifically focusing on the operations and maintenance of a ship's
engine room. This log book systematically records key information related to
the engine, propulsion system, and auxiliary machinery. It includes details on
engine performance, fuel consumption, temperature and pressure readings,
maintenance activities, and any adjustments made during the course of the
voyage. The Engine Room Log Book plays a pivotal role in monitoring the
condition of the engine room, ensuring adherence to maintenance schedules,
and providing a historical record for inspection purposes. This document
contributes significantly to the safe and efficient functioning of a vessel's
engine room.

10. ARTICLES OF AGREEMENT
This agreement is a fundamental component of the employment relationship between the
ship's owner or operator and the crew members, establishing the rights, duties, and
obligations of each party. Here are key aspects of the Articles of Agreement:
• Employment Terms: The document specifies the terms of employment, including the
duration of the contract, wages, benefits, and conditions of service. It outlines the roles
and responsibilities of the seafarers during their tenure on the vessel.
• Crew's Rights and Benefits: The Articles of Agreement detail the rights and entitlements
of the crew, such as working hours, rest periods, leave, repatriation, and provisions for
medical care. It also addresses matters like overtime pay and additional allowances.
• Vessel Details: The agreement includes information about the vessel, such as its name,
registration details, and the trade or voyages for which it is intended. This ensures clarity
regarding the specific ship and route covered by the employment agreement.
• Discipline and Conduct: The Articles of Agreement typically include provisions related to
discipline and conduct on board. This may outline the expected behavior of the crew,
procedures for handling disputes, and potential consequences for breaches of the
agreement.

11. ARTICLES OF AGREEMENT
• Termination and Repatriation: Procedures for the termination of the contract, whether
due to completion of the agreed-upon term or other circumstances, are specified. The
document also addresses the arrangements for repatriating crew members at the end of
their contract.
• Compliance with Regulations: The Articles of Agreement must comply with international
regulations, including those set forth by the International Labour Organization (ILO) and
the International Maritime Organization (IMO). These regulations are designed to ensure
fair and humane working conditions for seafarers.
• Record Keeping: The ship's master is responsible for maintaining a copy of the Articles of
Agreement on board the vessel, and it is subject to inspection by relevant maritime
authorities to ensure compliance with applicable regulations.
Overall, the Articles of Agreement play a crucial role in defining the employment
relationship at sea, protecting the rights of seafarers, and ensuring that maritime
employment practices align with international standards.

12. CDC
The Continuous Discharge Certificate (CDC) is a vital document in the maritime
industry, serving as a seafarer's official identification and a comprehensive record of
their service at sea. Issued by maritime authorities, such as the Directorate General
of Shipping in India, the CDC is a mandatory requirement for those seeking
employment in the merchant navy. It contains personal details, qualifications, and a
detailed record of sea service, providing a standardized and internationally
recognized proof of a seafarer's credentials. The CDC facilitates seamless
movement across borders, and its periodic renewal ensures that seafarers maintain
up-to-date qualifications. With advanced security features, the CDC plays a crucial
role in preventing forgery and upholding the integrity of seafarers' credentials in the
global maritime industry.

13. RIGHTS OF A SEAMAN
• Safe and Secure Working Conditions: Seafarers have the right to work in an
environment that prioritizes safety and security. This includes adherence to
safety standards for both the vessel and its crew, as outlined in international
regulations such as the International Maritime Organization's (IMO)
conventions.
• Fair Employment Terms: Seafarers are entitled to fair and transparent
employment terms, including reasonable wages, appropriate working hours,
and leave entitlements. Employment contracts, often outlined in the Articles of
Agreement, should clearly define these terms.
• Access to Medical Care: Seafarers have the right to receive prompt and
adequate medical care while on board. Ships are required to carry medical
supplies and equipment, and arrangements for medical evacuation in case of
serious illness or injury should be in place.
• Repatriation: Seafarers have the right to be repatriated to their home country
at the end of their contract or in case of illness, injury, or any other
circumstances that prevent them from completing their duties.
• Access to Communication: Seafarers have the right to communicate with
their families and relevant authorities. Vessels are required to provide means
for seafarers to stay in touch with their loved ones, and restrictions on
communication should be minimal.

14. COLLECTIVE BARGANING
AGREEMENT
A Collective Bargaining Agreement (CBA) is a negotiated agreement between an
employer (or group of employers) and a labor union representing the
employees. This agreement sets forth the terms and conditions of
employment, addressing various aspects of the working relationship, including
wages, hours, benefits, working conditions, and dispute resolution procedures.

15. SEAFARERS IDENTITY
DOCUMENT (SID)
The concept of a Seafarers' Identity Document (SID) aims to establish a globally
recognized and standardized identification system for individuals working in the
maritime industry. Spearheaded by the International Maritime Organization (IMO),
discussions surrounding the SID focus on creating a comprehensive document that
incorporates seafarers' qualifications, employment history, and relevant details. The
SID is envisioned to enhance maritime security, streamline port entry procedures,
and facilitate the seamless movement of seafarers across international borders.
Anticipated to include advanced security features and potentially incorporate
digital solutions, the SID represents a significant initiative to simplify administrative
processes and ensure the authenticity of seafarers' credentials on a global scale.
For the latest developments and specifics, it is advisable to refer to official
communications from relevant maritime authorities and organizations involved in
the SID initiative.

16. RECRUITMENT AND
PLACEMENT SERVICES
Recruitment and placement services in the maritime industry serve as vital
intermediaries connecting qualified seafarers with suitable job opportunities on
ships worldwide. These services, often facilitated by maritime recruitment agencies,
streamline the hiring process by assessing and selecting seafarers based on their
qualifications and adherence to international standards. Responsibilities include
overseeing recruitment procedures, conducting thorough credential verifications,
arranging interviews, and managing the necessary documentation, including the
issuance of Continuous Discharge Certificates (CDCs). These services operate in
compliance with international regulations, such as the Maritime Labour Convention
(MLC), which establishes guidelines to protect the rights and welfare of seafarers.
By efficiently managing the staffing process, recruitment and placement services
contribute significantly to the overall safety, compliance, and operational
effectiveness of the maritime industry, ensuring that vessels are adequately
manned by competent and qualified personnel.

17. IMO
The International Maritime Organization (IMO) is a specialized agency of the United
Nations responsible for regulating shipping on a global scale. Established in 1948, the
IMO's primary mission is to promote safety, security, and environmental
performance in international shipping. It sets standards for the design, construction,
equipment, and operation of ships, as well as for the protection of the marine
environment and the well-being of seafarers. The IMO also facilitates cooperation
among member states, shipping industries, and other stakeholders to address
challenges and advancements in the maritime domain.

18. STCW
STCW, or the International Convention on Standards of Training, Certification, and
Watchkeeping for Seafarers, is a crucial international treaty established by the
International Maritime Organization (IMO). Enacted in 1978 and later amended in
1995, STCW sets global standards for the training, certification, and watchkeeping of
seafarers to ensure competency and safety at sea. It outlines minimum training
requirements for various types of maritime roles and establishes the framework for
the issuance of certificates attesting to seafarers' qualifications. Compliance with
STCW is mandatory for all countries with flagged vessels engaged in international
voyages, contributing to the uniformity and high standards of maritime training and
operation worldwide.

19. SOLAS
The International Convention for the Safety of Life at Sea (SOLAS) is a pivotal treaty
established by the International Maritime Organization (IMO). Enacted in 1974 and
regularly updated, SOLAS sets out comprehensive safety and security standards for
the construction, equipment, and operation of ships. Its primary goal is to ensure
the safety of lives at sea, prevent accidents, and minimize the impact of maritime
incidents on the environment. SOLAS covers various aspects, including ship design,
fire safety, navigation equipment, and emergency procedures. It applies to ships
engaged in international voyages and is a cornerstone of global maritime safety
regulations.

20. ISM
The International Safety Management Code (ISM Code) is an international standard
for the safe management and operation of ships and for the prevention of marine
pollution. Adopted by the International Maritime Organization (IMO), the ISM Code
requires shipping companies to establish, implement, and maintain a Safety
Management System (SMS) to ensure the safety of life at sea, the prevention of
accidents, and the protection of the marine environment. The code applies to ships
of 500 gross tonnage and above engaged in international voyages, including mobile
offshore drilling units. Compliance with the ISM Code is mandatory and involves
certification by flag states or recognized organizations.

21. MARPOL
 The International Convention for the Prevention of Pollution from Ships, known as
MARPOL (short for Marine Pollution), is a comprehensive international treaty
established by the International Maritime Organization (IMO). Enacted in 1973 and
amended several times, MARPOL aims to prevent and control pollution from ships,
safeguarding the marine environment and human health.

22. Key features of MARPOL include:
1.Annexes: MARPOL is organized into annexes, each addressing specific types of marine
pollution and establishing regulations to mitigate them. The six annexes are related to oil
pollution, noxious liquid substances in bulk, harmful substances carried by sea in packaged
form, sewage, garbage, and air pollution.
2.Oil Pollution Prevention (Annex I): This annex establishes regulations for preventing oil
pollution from ships, including requirements for oil tankers, discharge criteria, and the design
and equipment standards to minimize the risk of oil spills.
3.Noxious Liquid Substances (Annex II): This annex sets standards for the discharge of
noxious liquid substances carried in bulk, ensuring that such substances are carried and
discharged in a manner that prevents harm to the marine environment.
4.Harmful Substances in Packaged Form (Annex III): This annex addresses the control of
pollution from harmful substances carried by ships in packaged form, requiring appropriate
labeling and packaging to minimize the risk of marine pollution.
5.Sewage Pollution Prevention (Annex IV): Annex IV establishes regulations to prevent
pollution by sewage from ships, providing standards for the treatment and discharge of sewage
and requirements for sewage treatment plants on certain vessels.
6.Garbage Pollution Prevention (Annex V): This annex addresses the management and
disposal of ship-generated garbage, specifying categories of garbage and regulating their
disposal to prevent marine pollution.
7.Air Pollution (Annex VI): Annex VI focuses on preventing air pollution from ships, particularly
emissions of sulfur oxides (SOx) and nitrogen oxides (NOx). It sets limits on these emissions
and establishes requirements for the use of fuel with lower sulfur content.

23. PSC
Port State Control (PSC) is a regulatory mechanism employed by maritime
authorities to inspect foreign ships entering their ports, ensuring compliance with
international maritime safety, security, and environmental standards. These
inspections cover various aspects, including the ship's structure, equipment,
navigation, and documentation, based on conventions like SOLAS, MARPOL, and
STCW. PSC aims to enhance maritime safety, prevent pollution, and protect
seafarers' well-being. Ships with identified deficiencies may face detention until
corrective actions are taken. PSC fosters global collaboration through information
exchange and certification, playing a pivotal role in enforcing international maritime
regulations and promoting a culture of safety and compliance in the shipping
industry.

24. ISPS
The International Ship and Port Facility Security Code (ISPS Code) is a crucial
international maritime security framework established by the International
Maritime Organization (IMO). Enacted in response to the 9/11 attacks, the ISPS
Code mandates security measures for ships and port facilities to prevent
security threats. It requires the development and implementation of Ship
Security Plans (SSPs) for vessels and Port Facility Security Plans (PFSPs) for
port facilities. The code outlines security levels, procedures for security drills,
and communication protocols to safeguard against acts of terrorism, piracy,
and other security incidents in the maritime domain. Compliance with the ISPS
Code is mandatory for ships and ports involved in international trade,
contributing to global maritime security and the protection of maritime assets.

25. ISPS
The ISPS Code establishes three security levels, each corresponding to different
potential security threats:
• Security Level 1 (Normal): This level is maintained during routine maritime
operations. At Security Level 1, standard security measures are in place to
ensure the ongoing safety and security of ships and port facilities.
• Security Level 2 (Heightened): Security Level 2 is declared when there is a
heightened risk of a security incident. At this level, additional security
measures are implemented to address specific threats. These measures may
include increased surveillance, restricted access to certain areas, and
enhanced communication protocols.
• Security Level 3 (Exceptional): Security Level 3 is declared in the event of an
imminent security threat or after a security incident has occurred. At this
level, the most stringent security measures are applied to prevent or respond
to an identified threat. This may involve further restrictions on access,
enhanced checks, and coordination with relevant authorities.
.

26. ILO
The International Labour Organization (ILO) is a specialized agency of the United
Nations dedicated to promoting social justice and internationally recognized
workers' rights. Established in 1919, the ILO develops and sets international labor
standards, formulates policies, and provides technical assistance to address a wide
range of labor-related issues, including fair working conditions, occupational safety
and health, employment, social protection, and the elimination of forced labor and
child labor. The organization brings together governments, employers, and workers
from its member states to create a tripartite dialogue aimed at advancing decent
work and human rights on a global scale.

27. MLC
The Maritime Labour Convention (MLC), also known as the "Seafarers' Bill of Rights,"
is an international labor standard established by the International Labour
Organization (ILO). Enforced since 2013, the MLC sets out comprehensive rights and
principles to ensure decent working and living conditions for seafarers globally. The
convention covers various aspects, including minimum age, employment conditions,
accommodation, health protection, and social security. With a focus on promoting
fair employment practices and safeguarding seafarers' well-being, the MLC aims to
create a unified and consistent framework for the maritime industry, ensuring the
protection of seafarers' rights and enhancing the overall sustainability of maritime
labor.

28. FSC
Flag State Control (FSC) is a regulatory system where the country under whose flag
a ship operates takes primary responsibility for ensuring the vessel's compliance
with international maritime standards. This involves regular inspections, issuance of
certificates, and enforcement of conventions such as SOLAS, MARPOL, and STCW.
The flag state conducts surveys, issues necessary certificates, and addresses
deficiencies, playing a crucial role in upholding safety, security, and environmental
standards for its registered ships. While FSC is the primary mechanism, international
cooperation and mutual recognition of inspections contribute to a comprehensive
regulatory framework ensuring the well-being of seafarers and the integrity of the
global maritime industry.

29. PORT HEALTH AND PORT
HEALTH OFFICER
Port Health and Port Health Officers (PHOs) play a vital role in safeguarding public
health at ports and entry points. Port Health is a sector that focuses on
monitoring, controlling, and preventing the spread of infectious diseases,
ensuring the health and well-being of individuals involved in international
travel and trade.

30. Port Health: Port Health involves the implementation of health measures and
surveillance protocols at ports to prevent the introduction and spread of diseases. This
includes monitoring arriving passengers, crew, and cargo for potential health risks. Port
Health activities may encompass health inspections, quarantine measures, vaccination
checks, and the enforcement of international health regulations. The goal is to mitigate
the risk of communicable diseases and protect the local population and global
community.
Port Health Officer (PHO): A Port Health Officer is a qualified health professional
responsible for overseeing health-related matters at ports. The PHO plays a key role in
enforcing health regulations, conducting health inspections of arriving vessels and
individuals, and ensuring compliance with international health standards. PHOs are
often involved in activities such as checking health documentation, screening for
symptoms of infectious diseases, and implementing quarantine measures when
necessary. Their role is critical in preventing the spread of diseases across borders and
maintaining the overall health security of the region.

31. CUSTOMS
Customs is a government agency responsible for regulating the movement of goods
and services across international borders. Its core functions include classifying
goods for tariff purposes, assessing their value, collecting duties and taxes, and
ensuring compliance with trade regulations. Customs facilitates international trade
by streamlining procedures, enforcing security measures, and collaborating with
other countries' customs authorities. The customs clearance process involves
reviewing and approving documentation, inspecting goods if necessary, and
releasing them for entry into the country. Overall, customs plays a crucial role in
balancing trade facilitation with the enforcement of laws to protect national
interests.

32. IMMIGRATION
Immigration Officers may be specifically assigned to ports or maritime entry points
where they focus on regulating the movement of individuals entering or leaving a
country via sea routes. These officers ensure that crew members, passengers, and
other individuals associated with maritime activities comply with immigration laws
and regulations. Their duties include inspecting crew lists, verifying travel
documents, and conducting interviews to ascertain the purpose and duration of a
person's stay. Immigration Officers in marine contexts contribute to border security
and the proper functioning of international maritime travel by enforcing immigration
policies specific to seafaring activities.

33. THANK YOU