Passage Planning and Watchkeeping

Passage Planning Requirements

In most ships it is customary for the Master to delegate the initial responsibility for preparing the plan for a passage to the Officer responsible for navigational equipment and publications. The Company requires that the Second Officer is the designated Navigation Officer

It will be evident that in small ships, the Master may himself need to exercise the responsibility of the Navigating Officer for passage planning purposes.

The Navigating Officer has the task of preparing the detailed passage plan to the Master’s requirements prior to departure. In those cases when the port of destination is not known or is subsequently altered, it will be necessary for the Navigating Officer to extend or amend the original plan as appropriate.

On completion the Master must approve and sign the passage plan, confirming compliance with all international, local and company requirements within these procedures. Any subsequent changes in the plan must be approved and initialled.

Principles of Passage Planning

There are four distinct stages in the planning and achievement of a safe passage:

i Appraisal and Risk Assessment

ii Planning

iii Execution

iv Monitoring

The passage plan is to be in three sections:

-Berth to commencement of sea passage (outward pilotage);

-Sea Passage;

-End of Passage to Berth (inward pilotage).

a) Appraisal

This is the process of gathering together all information relevant to the contemplated passage. This will be navigational information shown on charts and in publications such as sailing directions, light lists, current atlas, tidal atlas, tide tables, Notices to Mariners, publications detailing traffic separation and other routeing schemes, and radio aids to navigation. Reference should also be made to climatic data and other appropriate meteorological information which may have a bearing upon the voyage.

It is necessary to recognise that more up-to-date information, for example, radio navigational warnings and meteorological forecasts, may be received after the initial appraisal.

In addition to the obvious requirement for charts to cover the area or areas through which the ship will proceed, it must be checked to see that they are corrected up to date in respect of both permanent and temporary Notices to Mariners and existing radio navigational warnings.

An overall assessment of the intended passage must be made by the Master, in consultation with the Navigating Officer and other deck officers; this will be when all relevant information has been gathered. This appraisal will provide the Master and his Bridge Team with a clear and precise indication of all areas of danger, and identify the areas in which it will be possible to navigate safely taking into account the calculated draught of the ship and planned under-keel clearance.

The appraisal of the voyage must also take into account the marine environmental protection measures and national/international regulations that apply. The voyage is to be planned so as to avoid or minimise actions and activities that may cause damage to the environment.

Due consideration must be given when transiting “Particularly Sensitive Sea Areas” (PSSA), recognised as being sensitive in relation to ecological or other important aspects.

b) Voyage Risk Assessment

There is risk attached to every voyage and the Master must assess this and plan accordingly.

In certain cases there may be two distinct routes available e.g. from Milford Haven to ports on the North East coast of England the vessel could go round the north or south coast of the UK. Another example is the option of a rhumb line or great circle for an ocean passage. When this occurs both routes are to be reviewed and the best route selected.

On a more selective basis the Master may consider the risk too great for certain parts of the passage only and the voyage may have to be adjusted to take account of this. Additional controls put in place could be.

  wait for high water to pass shallows;

  extra bridge manning in areas of high density traffic.

c) Planning

Having made the fullest possible appraisal using all the available information on board relating to the intended passage, the Navigating Officer is now able to prepare a detailed plan of the passage. The detailed plan must embrace the whole passage, from berth to berth, and include all waters where a pilot will be onboard.

The formulation of the plan will involve completion of the following tasks:

i) Close out risk assessment.

ii) Plot the intended passage on the appropriate charts and mark clearly on the applicable charts, all areas of danger close to the intended track. The planned track must be plotted to clear hazards at as safe a distance as circumstances allow. A longer distance must always be accepted in preference to a shorter more hazardous route. The possibility of main engine or steering gear breakdown at a critical moment must not be overlooked.

iii) Indicate clearly in 360 degree notation the true direction of the planned track marked on the charts.

iv) Mark on the chart those radar-conspicuous objects, which may be used in position fixing.

v) Decide upon the key elements of the navigational plan. These are to include but not be limited to:

-safe speed.

-speed alterations necessary to achieve desired ETA’s en route, e.g. where there may be limitations on night passage, tidal restrictions etc.;

-positions where a change in machinery status is required;

-course alteration points, with wheel-over positions;

-minimum clearance required under the keel in critical areas (having allowed for height of tide);

-clearance above the uppermost mast. It must be stressed that in calculating the air draft there may be a difference between the maximum height taken from the ship’s plans and the actual maximum height. For example previous or existing owners may have added additional items such as antennae or satcom equipment. As a result Masters are to cross check this and also take into account any folding or retractable aerials which may affect their air draft calculations.

-points where accuracy of position fixing is critical, and the primary and secondary methods by which such positions must be obtained for maximum reliability;

-contingency plans for alternative action to place the ship in deep water or proceed to an anchorage in the event of any emergency necessitating abandonment of the plan.

vii)Mark on chart the limiting danger lines (no-go areas).

Charts supplied to ships are the same for everyone, whether for use on board a VLCC at 25 metres draught or on a coaster sailing at 3 metres draught. It is therefore imperative that the chart is made suitable for the specific condition of the vessel on which the chart is being used. This is to be done by marking the ‘limiting danger lines’ - often referred to as marking out the ‘no-go areas’.

These are valuable safety limits to any plan, be it for coastal or ocean passage. Lines must be drawn on the chart to highlight where the vessel cannot go. Proper allowance must be made for maximum draft and predicted tidal height and any other limiting condition.

The Passage Plan must be fully understood by all Deck Officers prior to execution and the form is to be signed and dated confirming this fact. On completion the Master must check and sign the plan.

d) Passage Planning under Pilotage Conditions

It is unlikely that every detail of a passage will have been anticipated, particularly in pilotage waters. Much of what will have been planned may have to be changed after embarking the pilot. This in no way detracts from the real value of the plan, which is to mark out in advance where the ship must not go and the precautions which must be taken to achieve that end, or to give initial warning that the ship is standing into danger.

The Master and Officers must never remain committed to a pre-planned course of action, if the prevailing circumstances render a departure from the plan necessary for the safety of the ship.

The following elements are to be considered in drafting the port approach stages of the Passage Plan:

-Meteorological conditions and latest weather forecasts, tidal data.

-UKC

-Obstacles to be passed such as bridges and overhead cables and clearance available.

-VHF channels to be monitoring for pilots, tugs dock, vessel traffic system, etc.

-Areas where parallel indexing can be used to continuously monitor the position of the vessel relative to its intended track.

-Pilot boarding area for pre-planning intended manoeuvres.

-Establish contingency plan for emergencies and last minute changes of orders and at points of no return. Potential anchorage area should be noted.

-Note where tugs are normally met. Also, check where tugs can be available in an emergency.

e)Filing of Passage Plans

Completed passage plans are to be filed on board for a period of at least 1 year. Prepared plans can be used for subsequent voyages, however great care is required to ensure that the information remains valid and a full assessment is to be made of each passage.

Passage Planning using ECDIS

An advantage of using ECDIS Vector charts for passage planning is the ability to automatically check for the presence of navigational dangers. Depending on ECDIS type, automatic route plan checking should be performed by the Navigation Officer upon the completion of the initial route plan. This should also be done after any amendments to the route plan made on the voyage.

During the route plan checking process, the Navigation Officer must ensure the maximum scale limit is preset into the ECDIS according to the scale of charts to be used for forthcoming voyage and that all layers (full display) are used. The Navigation Officer should also check all alarm settings prior to commencing the route plan checking process to ensure that alarms are selected and set appropriate to the condition of the vessel.

Recent warnings from the International Hydrographic Office highlight certain ECDIS units may not display some isolated shoal depths when operating in “base” or “standard” display mode and so monitoring alarms for these shoal depths may not always be activated. To ensure safe navigation and to confirm that a planned route is clear of such dangers, the Navigation Officer should visually inspect the planned route and any deviations from it using ECDIS configured to display “all data”. The automated voyage planning check function should not be solely relied upon.

For each leg of the route, the radius of “guard ring” and length of “guard vector”, safety depth and safety contour should be calculated. “Wheel-Over” positions should be marked on charts in accordance with the procedures described in the ECDIS User Manual onboard.

As with passage planning on paper charts, the primary and secondary means for position fixing must be included within the passage plan.

Upon completion of the passage planning process, the Navigation Officer must ensure that the same version of the plan exists on all ECDIS units on the Bridge. A back-up of the route plan must be taken prior to commencement of the voyage and kept in a location known to all deck officers in case of system failure during the watch.

WATCHKEEPING

Passage Execution And Monitoring

a) Execution

In the execution of the passage, the factors to be taken into account will include:

-the reliability and condition of the ship’s navigational equipment;

-estimated times of arrival at critical points for tide heights and flow;

-meteorological conditions, particularly in areas known to be affected by frequent periods of low visibility;

-daytime versus night-time passing of danger points, and any effect this may have upon position fixing accuracy;

-traffic conditions, especially at navigational focal points.

It will be important for the Master to consider whether any particular circumstance, introduces an unacceptable hazard to the safe conduct of the passage, and thus whether that section of the passage is to be attempted under the conditions prevailing, or likely to prevail. He must also consider at which specific points of the passage he may need or utilise additional deck or engine room personnel.

It may be necessary to change or update plans due to a change of circumstances e.g. adverse weather or condition of equipment/machinery.

b) Monitoring

The close and continuous monitoring of the ship’s progress along the pre-planned track is essential for the safe conduct of the passage.

Ships are exposed to greater navigational risks whilst transiting areas of limited water depth, areas of restricted manoeuvrability, and in traffic congested waters. In such cases it is of paramount importance that the progress of the ship along the planned track is carefully and continuously monitored.

In restricted waters continuous track monitoring is required and this should be carried out by use of the radar and parallel indexing of a fixed known object. Any deviation from the intended course can be easily identified and corrective actions taken. Where the radar has facility for chart overlays or grid lines these must be used to monitor the progress of the voyage.

Advantage is to be taken of all the navigational equipment with which the ship is fitted for position monitoring, bearing in mind the following points:

-visual bearings combined with radar ranges are usually the most accurate means of position fixing;

-positions obtained by navigational aids should be checked where practicable by visual means;

-the value of the echo sounder as a navigational aid;

-buoys should not be used for precise fixing but may be used for guidance when shore marks are difficult to distinguish visually; in these circumstances their positions should first be checked by other means;

-an informed decision in advance as to the frequency with which the position is to be fixed should be made for each section of the passage.

c) Position Fixing

It is essential that at any one time the Officer of the Watch knows exactly where the vessel is in relation to the intended passage plan.

On ocean passages the position may be plotted only a few times a day but on coastal or pilotage passages the frequency of plotting must be more frequent.

d) Landfalls

Before making major landfalls after an ocean passage, the Master is to issue clear instructions to be informed in the event of failing to make landfall at a particular time or in the event of any doubt as to the vessels position.

e) Celestial Positions

The O.O.W. is to maintain his expertise in taking celestial fixes by regular use of the sextant and navigational tables provided on board. Records are to be kept as a means of verification. This can either be by log book entry or a specific stellar observation book.

f) Cross Checking of GPS & ECDIS Positions

Good seamanship dictates that positions obtained from GPS systems are to be cross-checked during the watch and will depend upon the proximity of distinguishable landmarks, and for

paper charts, the scale of the chart in use.

GPS position-fixes should also be regularly cross-checked using independent methods when available including:

-Parallel indexing and use of clearing bearings;

-Radar cross bearings

-Visual cross bearings 

Where paper charts are used as the primary means of navigation, both simultaneous methods should be plotted together with any significant discrepancy between the two positions investigated.

Where ECDIS is used a sthe primary means of navigation, radar and visual bearing should be

cross-checked using the bearing line facility of the ECDIS unit.

On ocean passages regular GPS positions are to be recorded in the deck logbook, at least once per watch. A log book is to be maintained, into which positions received at the same time from both GPS units are to be recorded for comparison purposes at least once each watch. Any significant discrepancy between the two logged positions must be investigated.

In addition, it must be remembered that the GPS position as indicated on the read-out of the display may not be the same as the horizontal chart datum in use. Where the difference in datum is known there will be a notation on the chart that gives the corrections to be applied. These corrections must always be applied otherwise the plotted position may not reflect the actual ship’s position. For further details refer to MGN379.

Care must be taken to ensure that GPS receivers are configured to provide position in the datum that is expected by the ECS or ECDIS. In the majority of cases, this will be the WGS84 datum, but manufacturer’s instructions should always be carefully consulted to ensure correct system operation.

g) Parallel Indexing

It is common practice to fix the ship’s position and then make an allowance for set and drift depending upon offset from the previous fix. This approach to navigation is REACTIVE, being based upon past observations.

In narrow waters, techniques need to be used which enable the Navigator to maintain a forward outlook, i.e. to be PROACTIVE. Parallel Indexing (PI) is a means of proactive position monitoring. The basic principle of parallel index plotting can be applied to either a stabilised relative motion display or a ground-stabilised true-motion display.

Navigating Officers on Watch are required to use parallel indexing techniques to monitor the vessel's position whenever possible. This must not be the sole means of position fixing. Parallel indexing is a particularly valuable tool approaching port and during pilotage when the Master is able to continually monitor the vessel's position in this way while the O.O.W. plots the positions obtained from other data. It is essential that vessels continue to plot positions on a frequent basis during pilotage. These positions must be as accurate as possible and not just estimated positions based on passing buoys, landmarks etc.

h) ECDIS Features and Alarms

For vessels using ECDIS as primary navigation, in accordance with Fleet Operations 5.7.13, the OOW should make full use of the various tools incorporated into the system onboard. The ECDIS system is usually fitted with added route-monitoring tools to assist the OOW during the watch and these include:-

  Navigational Danger Proximity

  Waypoint Approach

  Special areas plotted on charts (traffic separation zone, recommended traffic lane, Restricted Area, Anchoring Area, Anchoring Prohibited Area, Territorial Sea Area, Harbour Limit etc)

  Off course

  Cross track error (XTE) exceeded

  Safety contour

 Depth alarm

 Positioning system signal lost (ECDIS could be used with different positioning systems,

for example, GPS and Echo reference – Radar).

Rounds

The Watchkeeper is to make the rounds of the public rooms, laundries, drying rooms and accommodation after the termination of his Watch 2000, 2400 and 0400 hours at sea.

In the case of Ro-Ro, container and any vessels carrying deck cargo, this must include inspection of ramps / doors, lashings and main watertight closures locking mechanisms and sealing arrangements.

Compass Errors

Observations by Azimuth or transit to determine the error in both gyro and magnetic compasses must be made at least once a watch. A record of these observations is to be kept in the Compass Error Book with the courses being steered and the errors allowed being entered in the Deck Log Book. Where a compass observation is not able to be made during a watch (e.g. overcast skies), an entry must be made into the compass error book, stating the reason. Entries in the compass error book are to be carried out for each and every watch.

The standard and gyro-compasses are to be frequently compared and repeaters synchronised with the master compass.

Navigation Warnings

All OOW’s must monitor Navtex and other radio aids providing Navigational Warnings e.g. VHF etc. All warnings received during their watch are to be checked and marked on the chart where appropriate. These navigational warnings are to be left on the chart table for the Navigational Officer to check and file. The Master is to be advised immediately of any Navigational Warnings received that affect the immediate route of the vessel.

Changing Of The Watch At Sea

The Officer being relieved must not hand over the watch if he has any doubt regarding the capability of his relief to take over the watch. In such a case he is to inform the Master immediately.

The relieving O.O.W. must be sure that members of his watch are fully capable of performing their duties, particularly as regards their adjustment to night vision. Sufficient time must be given to allow the watchkeeper’s and lookout’s eyes to become accustomed to the darkness. Note that spectacles that have photochromic lenses (i.e. lenses that darken automatically in bright light and lighten in darker conditions) are not to be worn for lookout duties during the hours of darkness as they can reduce night vision significantly, even in their most translucent state.

The relieving officer must not take over the watch until his vision is fully adjusted to the light conditions and he is personally satisfied regarding:

  Standing orders and other special instructions of the Master relating to navigation of the ship;

  the errors of gyro and magnetic compasses;

  the presence and movement of ships in sight or known to be in the vicinity;

  the conditions and hazards likely to be encountered during his watch;

  the position, course, speed and draught of the ship;

  the intended course;

  the prevailing and predicted tides, weather, current and visibility;

  the operational condition of the bridge equipment and the status of the main engines.

If at the time the officer of the watch is to be relieved and a manoeuvre or other action to avoid any hazard is taking place, the relief of the officer is to be deferred until such action has been completed.

Periodic Check Of Bridge Equipment

Operational tests of shipboard navigational equipment must be carried out at sea as frequently as practicable and as circumstances permit. The O.O.W. is to make regular checks to ensure that:

  the helmsman or the automatic pilot is steering the correct course;

  the automatic pilot is tested manually at least once a watch;

  the navigation and signal lights and other navigational equipment are functioning properly;

  the auto-pilot of independent off course alarm is set and working correctly;

  the whistle, general alarm, and emergency navigation lights must be tested daily at noon. Whistles must not be tested if there are other ships in the close vicinity who could interpret the signal as a manoeuvring signal.

  at sea, when not operating under Bridge Control of Main Engine, and except in narrow waters, the telegraph must be tested daily at noon.

Departure/Arrival Procedures

a) Estimated Times of Arrival / Departure (ETA/ETD)

The Master must ensure that all relevant parties are kept fully advised of the ship's ETA/ETD.

b) Anchors

Prior to arrival in confined coastal waters or at a pilotage position the anchors must be cleared away for use at least one hour before they may be required, if possible.

c) Mooring or Anchor Stations

When "Stations" are called, the Master is to proceed to the Bridge. The forecastle and poop deck are to be manned by Deck Officers as required by the Master.

At all times before calling "Stations", Bridge and Engine Room clocks are to be synchronised and all telephones and portable VHF sets are to be tested. After "Stations" are called, the first duty of the Officers is to re-check their communications with the Bridge and to inform the Bridge that they are at "Stations".

Officers working the telegraphs, the telephones and the portable VHF sets are to repeat the orders received to the person issuing them to ensure the correct orders are being carried out. When passing orders by VHF, the Ship's name is to precede the text. All orders on the Ship's telegraphs and the times of such orders are to be recorded in the Bridge Movement Book/Deck log book and Engine Room Movement Book, or by automatic recorders, where fitted.

In certain circumstances, which might lead to an emergency and in conditions of emergency, it will be necessary to record in the Bridge Movement Book, all orders issued and received - in such event, it will be the responsibility of the Master and the Officer of the Watch to ensure that, as far as the circumstances of the case permit, such entries are made.

In a ship with Bridge control of the Main Engine, the operation of the control equipment must be tested prior to arrival at the manoeuvring point of a voyage. Motor ships with either conventional or Bridge control of the Main Engine must test manoeuvrability both ahead and astern before a final approach is made to a Pilot Station or Harbour. An entry to this effect must be made in the Log Book and a positive report made to the Master.

Officers must be fully briefed when a mooring, ship handling or navigational operation is to be carried out so the Master can be reasonably confident that it will be completed as required.

d) Stablisers

On vessels fitted with stabilisers, they must be housed and secured before "Stations" are called. A log entry to this effect is to be made.

Preparation for Manoeuvring

All bridge controls, including engine room telegraphs, telephones, whistles, steering gear etc. are to be tested 1 hour before "Stations" are called prior to getting under way and before entering port using the Departure Checklist or Arrival Checklist. On the satisfactory completion of the tests an entry to this effect is to be made in the Deck Log Book.

Pre-manoeuvring checks must include the marking up of echo sounder paper, course recorder, pitch and/or engine recorder paper with the date and correct local time.

Steering gear must be tested prior to departure.This testing of steering gear is to be made with the duty engineer present in the steering flat to report on the correct performance of the steering gear and to provide a check of the bridge rudder indicators.

The O.O.W. on the Bridge is to give the Engine Department at least one hour's notice before Stand By for manoeuvring, where practicable.

Reduction in speed from full speed to the recognised manoeuvring full speed, is to be as gradual as possible, and must be in accordance with the manufacturer’s instructions.

On approaching port, manual steering must be engaged in adequate time to allow for the helmsman to become accustomed to the steering characteristics of the vessel before manoeuvring commences. Where the design of the steering gear permits, the second steering motor must always be in operation prior to any manoeuvring situation or where additional steering performance is required such as:-

Steering gear must be tested prior to departure according to the Procedure for Testing Steering Gear which is described in 5.4.10 of these procedures. This testing of steering gear is to be made with the duty engineer present in the steering flat to report on the correct performance of the steering gear and to provide a check of the bridge rudder indicators.

The O.O.W. on the Bridge is to give the Engine Department at least one hour's notice before Stand By for manoeuvring, where practicable.

Reduction in speed from full speed to the recognised manoeuvring full speed, is to be as gradual as possible, and must be in accordance with the manufacturer’s instructions.

On approaching port, manual steering must be engaged in adequate time to allow for the helmsman to become accustomed to the steering characteristics of the vessel before manoeuvring commences. Where the design of the steering gear permits, the second steering motor must always be in operation prior to any manoeuvring situation or where additional steering performance is required such as:-

-End-of-passage/departure Adverse weather

-Ice

-Restricted visibility

-High density traffic

After a period under repair, or in lay-up, it may be prudent to carry out an earlier trial, to allow time for repairs or adjustments to be made, but the pre-sailing test must be carried out in addition to any earlier test.

Emergency steering must be tested at least every three months and after any work has been carried out on the steering gear and an appropriate log entry made.

Closure Checks and Reports

On all vessels, and particularly RoRo vessels, it is essential that a positive closure report is obtained from Officer responsible for ensuring that all watertight closures are correctly secured prior to the vessel leaving the berth. A record of this positive report must be entered in the Deck Log Book.

On completion of departure "stations", particularly on RoRo vessels, the duty officer at each station is to carry out a final check of the watertight integrity at their "station", ensuring that all ventilation flaps are secured for sea and all hatches are closed.

Procedure for Testing Steering Gear

To satisfy SOLAS regulations and the Company requirements the steering gear must be tested not more than 12 hours before departure. The Master and Chief engineer are to establish a system for testing of the steering gear after a full review of the operating manuals for all equipment concerned. Masters are also to be guided by the requirements of 33 CFR 164.25. The established procedure for testing steering gear is to include following:

  Testing of communication – primary and back-up.

  Check of compass repeater alignment.

  Test of primary steering through full range of movement. Record times of hard-over to hard- over .

  Test of secondary steering through full range of movement. Record times of hard-over to hard-over .

  Test of primary and secondary control systems.

  Test of systems with both motors operating (if system designed to operate in this mode)

  Verification and synchronisation of bridge and steering gear rudder angle indicators.

  Test of all alarm systems and indicators in wheelhouse and ECR.

The steering gear is to be kept running until stations are called. If this means that the steering motors may be running for prolonged periods with no rudder movements, the rudder is to be operated to either side at least every 10 minutes.

Clear procedures for changeover from remote steering to local steering control shall be displayed at the steering console on the bridge and at the emergency control position in the steering flat.

Passage under Pilotage

a) General

The positive contribution which pilots make to the safety of navigation in confined waters and port approaches is significant due to their local knowledge, however it must be stressed that the responsibilities of the ship’s Bridge Team do not transfer to the Pilot and the duties of the Master and his Bridge Team remain the same as before the Pilot boarded.

The Master and Bridge Team must remain 100% alert to the details of the passage plan and not be lulled into a false sense of security.

Attention is drawn to the following extract from IMO Resolution A 285 (VIII):

“Despite the duties and obligations of a Pilot, his presence onb oard does not relieve the Officer of the Watch from his duties and ob ligations for safety of the ship. He should co-operate closely with the Pilot and maintain an accurate check on the vessel’s position and movements. If he is in any doub as to the Pilot’s actions or intentions, he must seek clarification from the Pilot and if doubt still exists, he is to notify the Master immediately and take whatever action s necessary before the Master arrives.”

b) Pre-arrival Information

This may be supplemented by the Pilot card.

The Master must also request the Port Authority to send him relevant details of the ships intended pilotage passage. Information requested must include Pilot boarding time, intended route, weather, tidal details and any other relevant or unusual circumstances to be expected.

c) Preparations for Pilot Embarkation / Disembarkation

The current I.M.O. requirements for embarkation and disembarkation of Pilots as listed in the Reference Publication “Bridge Procedure Guide” must be complied with at all times. All Officers must be conversant with these requirements.

In addition the following is to be checked and ensured:-

i)  That ETA’s/ETD’s are passed to:-

 The engine room

 The pilot station

 The Master

ii)  Which side will the Pilot board/leave from.

iii) Hastheengineroombeenadvisedofthe“standby”time.

iv) Which DeckOfficer will meet the pilot and conduct him to/from the bridge.

Pilots often board from high-speed pilot launches and the vessel may be underway at speeds of up to 7 or 8 knots. The forward advance of the vessel can therefore be significant during the boarding process and due allowance of this must be made in order to allow time for the proper briefing of the Pilot.

Note that the Officer of the Watch must not leave the bridge to accompany the pilot to and from the pilot ladder during critical situations such as in high density traffic, poor visibility or restricted manoeuvring. In such cases another deck officer must be tasked with this in order that the bridge team’s performance and efficiency is not disrupted.

d) Pilot’s Arrival on board

After his arrival on board, in addition to being advised by the Master of the manoeuvring characteristics and basic details of the vessel for its present condition, the Master must discuss with the Pilot the passage plan to be followed. The general aim of the Master is to ensure that the expertise of the Pilot is fully supported by the ship’s Bridge Team. The Pilot must be provided with a copy of the Pilot information card immediately after boarding; however it is imperative that this is backed up with a verbal briefing from the Master. This must include information such as heading, speed and position of the ship, last rudder and engine orders, traffic in the vicinity and details of bridge layout, especially the location of critical equipment, such as rudder indicator, rpm indicator, speed log, whistle switch, VHF set, etc.

It is essential that the Pilot is made aware of any unusual manoeuvring characteristics, e.g. Left-handed propeller or high performance rudder.

Note that the operation of bridge equipment and engine controls must only be carried out by members of the ship’s staff. While the pilot can give instruction/advice he does not have the authority to directly operate any of the ship’s equipment himself.

e) Master/Pilot Relationship/Exchange of Information at Boarding

On completion of the briefing, the Master must complete the Master/Pilot Exchange of Information checklist. This Record must be signed by the Master and the Pilot prior to proceeding. An appropriate Log entry is to be made. If the Pilot refuses to sign; an appropriate Log entry is to be made.

The pilotage must not commence until both the Pilot and the ship’s Bridge Team have been fully briefed and are fully aware of the situation. Commercial pressures must not be allowed to compromise proper passage planning. If the Master is not satisfied with the exchange of information or with the Pilot’s abilities, the vessel must not proceed.

Pilot hospitality such as tea and coffee must not interfere with the safe navigation of the vessel.

f) Monitoring the Pilot’s Activities

The Master and the Bridge Team must closely monitor the Pilot’s advice. A good Pilot will welcome this monitoring.

In the event of the vessel deviating from her intended track while under pilotage, or in the event of the Master / Officer of the Watch having doubts as to the vessel’s position or intended track, the Master / Officer of the Watch must immediately alert the Pilot of the situation, and request clarification of his intentions.

If the Master / Officer of the Watch does not receive what he considers to be a satisfactory response from the Pilot, he must immediately take over the direct control of the vessel until he is satisfied that the vessel is back on her intended track or until the vessel is in a safe position.

It may also become necessary for the Master to relieve the Pilot because he is incapacitated (illness, intoxication, etc.). In such a case, the Master must advise the relevant Management Office.

Having relieved the Pilot of his duties, the Master must make a proper entry in the ship’s log. He also shall report this to the proper authorities.

The decision to relieve the Pilot must be made before it is too late to restore the ship’s safety.

g) Complaints or Accidents involving Pilots

If the Master has a complaint against a Pilot or Pilotage service, it is to be made to the appropriate Pilotage Authority. The complaint is to be brief, formal and courteous, and a copy is to be sent to the Company.

In the event of an accident occurring whilst a Pilot is on board, no certificate exonerating the Pilot from responsibility for such mishap is to be given or signed under any circumstances by the Master.

h) Non Compulsory Pilotages

Certain costal states of the world, such as Denmark, recommend pilots to be taken in certain areas (e.g. Great Belt and The Sound). Accordingly the use of pilots, by definition, is not compulsory.

Before proceeding to such an area, the Master of the ship is to contact the management office and a mutual decision is to be taken on whether or not to take a pilot. Such a decision is to be based upon a documented risk assessment which must take into consideration factors such as the Master’s experience in the particular area, the scale of charts available on board as well as anticipated weather and traffic. Where there is any doubt whatsoever or there is insufficient time for the risk assessment, a pilot is to be taken.

It must also be noted that occasionally charterers may offer financial incentives for Masters to take their ships through recommended pilotage areas. Any decision made to take or not to take a pilot must not be influenced by this and the Master is reminded that safety comes before any commercial consideration.