Circular Letter MSC/Circ.1000
GUIDELINES FOR PREPARING PLANS FOR CO-OPERATION BETWEEN SEARCH AND RESCUE
SERVICES AND PASSENGER SHIPS
(adopted
on 8 June 2001)
1.
The Maritime Safety Committee, at its seventy-fourth session (30 May to 8 June
2001), recalled that MSC 73, in adopting amendments to the 1974 SOLAS
Convention, inter alia, revising chapter V, also adopted regulation V/7.3,
which in its revised form requires all passenger ships to which SOLAS chapter I
applies to have on board a plan for co-operation with appropriate search and
rescue services in event of an emergency. Subsequently MSC 73 had instructed
the Sub-Committee on Radiocommunications and Search and Rescue (COMSAR) to
revise MSC/Circ.864 on Guidelines for Preparing Plans for Co-operation Between
Search and Rescue Services and Passenger Ships (in accordance with SOLAS
regulation V/15(c)), as appropriate.
2.
The Committee having considered the recommendations made by the COMSAR
Sub-Committee, at its fifth session, approved Guidelines for Preparing Plans
for Co-operation Between SAR Services and Passenger Ships (in accordance with
SOLAS regulation V/7.3), as set out at Annex,
3.
The Committee, recalling the entry into force data of the SOLAS amendments,
agreed that all ships to which the revised regulation V/7.3 applies should have
co-operation plans in place by 1 July 2002.
4.
Member Governments are invited to bring the annexed Guidelines to the attention
of SAR service providers, ship-owners, ship operators, ship masters and others
concerned and o use the provisions contained therein as appropriate.
5.
MSC/Circ.864 is herewith revoked.
ANNEX.
GUIDELINES FOR PREPARING PLANS FOR CO-OPERATION BETWEEN SEARCH AND RESCUE
SERVICES AND PASSENGER SHIPS
1.1
The purpose of these Guidelines is to provide a uniform basis for the
establishment of plans for co-operation between passenger ships and SAR
services in accordance with SOLAS regulation V/7.3*. Co-operation plans
developed in accordance with these Guidelines will meet the requirements of the
revised regulation.
_______________
* Formerly regulation V/15(c). The revised
regulation is in effect from 1 July 2002.
1.2
These Guidelines are applicable to all passenger ships to which SOLAS chapter I
applies. They are relevant to the safety management system (SMS) maintained by
passenger ships in accordance with the International Safety Management (ISM)
Code and in particular to the section of the SMS dealing with emergency
preparedness. They should also be taken into consideration when drawing up SAR
co-operation plans for passenger ships in the domestic trade.
1.3
These Guidelines serve the overall aim of efficiently establishing the
tripartite emergency response network of the ship, the company (as defined in
the ISM Code) and the SAR services.
2. Aims & objectives of SAR Co-operation
Planning
2.1
The intent of SAR co-operation plans is to help to ensure that assistance can
be provided to persons in distress at sea. SAR co-operation plan to enhance
mutual understanding between ship, company and SAR services; this is best
achieved by the prior exchange of information, and by joint exercises.
2.2
The objectives of SAR co-operation planning are:
- to enable the early and
efficient establishment of contact in the event of emergency between the
passenger ship, her operators' shorebased emergency response system, and the
SAR services. The SAR co-operation plan should ensure that all relevant contact
details are known to each of the three parties beforehand, and that these
details are kept up-to-date;
- to provide the SAR
services with easily accessible and up-to-date information about the ship - in
particular their intended voyage, communications and emergency response
systems;
- to provide the ship and
her operators with easily accessible information about SAR and other emergency
services available in the ship's area of operation, to assist in
decision-making and contingency planning.
2.3
The plan is not only of use when a passenger ship is herself the subject of an
emergency. It will also be useful when passenger ships are acting as SAR
facilities, and particularly when taking on the role of On Scene Co-ordinator.
3.1
The text of the revised regulation, SOLAS V/7.3, is as follows:
"Passenger ships, to
which chapter I applies, shall have on board a plan for co-operation with
appropriate search and rescue services in event of an emergency. The plan shall
be developed in co-operation between the ship, the company as defined in
regulation DC/I, and the search and rescue services. The plan shall include
provisions for periodic exercises to be undertaken to test its effectiveness.
The plan shall be developed based on the guidelines developed by the
Organization."
4.1
Passenger ship operators' emergency response plans should be linked to those of
the SAR services responsible for the areas in which their ships operate, so
that the tripartite response - i.e., the response on-board, from the company's
emergency response organization ashore, and from the SAR services - is
co-ordinated effectively and efficiently. It is the purpose of the SAR
co-operation plan to act as that link.
4.2
The plan should contain the basic information which will enable the response to
any emergency to commence without delay. This information will include direct
contact details for the three parties - ship, company and SAR services - so
that the tripartite response system may be established and linked from the
outset.
4.3
Each of the parties to the plan should have access to a controlled copy of it,
so that each then knows what information is available to the others.
5.1
The plan should be concise and user-friendly, so as to enable its easy use in
emergency conditions. It should, where appropriate, be drawn up according to
the framework set out in the Appendix to these Guidelines. The use of a common
framework enables SAR service personnel to find the information they require
rapidly, whatever ship or company they arc dealing with. Likewise, it enables
crew members, or members of the company emergency response team ashore, to find
the information they require, whatever the SAR region in which the emergency
has occurred.
5.2
The framework is designed to enable modules of information (about different
ships, or about each of the SAR regions along the ship's route) to be easily
added to the plan, or removed from it if no longer relevant, without the need
for the whole plan to be revised.
5.3
The SAR co-operation plan does not replace more detailed emergency response
plans already in place, whether as part of the company's SMS or the SAR
services' arrangements.
6. Use by ships trading through many SAR
regions
6.1
It will significantly enhance the effectiveness and efficiency of any SAR
response if passenger ship crews and operators have a good understanding of the
SAR services available to them, in the areas where they operate, and have
established liaison links with those services. This is as true for passenger
ships which routinely transit many SAR regions as for any other passenger ship.
6.2
However, there may be administrative difficulties in maintaining direct links
between a ship transiting many SAR regions, such as a cruise ship, and each SAR
service along her route. For such ships it is not necessary nor practicable to
hold a complete copy of a ship's SAR co-operation plan at every Rescue
Co-ordination Center (RCC), nor to maintain on board extensive details of every
SAR service with which the ship may possibly come into contact.
6.3
This can be overcome by the use of the SAR data provider* system which permits
the use of contact points between the SAR services and the cruise ship
operator. Ships trading in more than one SRR and using the SAR Data Provider
Systems should inform the responsible MRCC/SAR authority when entering and
departing the SRR. The entry message should include name, MMSI number, number
of persons onboard, area of operation and the duration of the voyage in the
SRR.
_____________
* The search and rescue data provider is
defined in the International Aeronautical and Maritime Search and Rescue
(IAMSAR) Manual as a source for a rescue co-ordination centre to contact to
obtain data to support search and rescue operations... (Vol I, page xi).
6.4
In cases where the ship cannot establish direct communications with the RCC in
whose area the ship is operating, then the SAR data provider must be able to
provide essential information rapidly to the parties concerned on a 24 hour
basis.
6.5
A passenger ship such as a ferry, which trades on fixed routes, should not use
the SAR data provider system, but submit a plan to all SAR services along her
route. Other passenger ships, such as cruise ships, are not required to draw up
co-operation plans with more than one SAR service. When trading in one or more
of the cruising areas, defined in paragraph 6.6 below such ships are
recommended to draw up a co-operation plan with one SAR service in each area.
Ships using the SAR date provider system are not required to include in the
plan information beyond that set out in Appendix 2 to these Guidelines.
Regardless of which system ships use, they should be encouraged to make contact
with the relevant SAR services.
6.6
For this purpose, cruising areas are defined as:
.1 Eastern North Atlantic
- including the SAR regions
of Europe (except that part of the France SAR Region co-ordinated from
Martinique), Greenland, Iceland, Morocco, and the Mediterranean and Black Seas;
.2 Africa
- including the SAR Regions
of Reunion, Mauritius, Seychelles and continental Africa except those of
Morocco and the Mediterranean Sea;
.3 North and Central America
- including the SAR regions
of Canada, the USA, Central America, the Caribbean, and Colombia, Venezuela,
Guyana, Suriname, French Guiana, and that part of the France SAR Region
co-ordinated from Martinique;
.4 South America
- except the SAR regions of
Colombia, Venezuela, Guyana, Suriname and French Guiana;
.5 Australasia
- including the SAR regions
of Indonesia, Australia, New Zealand and the islands of the southwest Pacific;
and
.6 Asia
- including the SAR Regions
of the Russian Federation, the Northwest Pacific, the Philippines, the northern
Indian Ocean and the China Sea, except that of Indonesia.
7. Administrative requirements
7.1
In order to compile a SAR co-operation plan, the ship, or the company, should
contact one of the SAR services responsible for the area in which the ship
operates. If the SAR data provider system is being used, the SAR service
contacted will be the appropriate global or regional contact. It is in any case
recommended that neighbouring SAR services co-operate for administrative
purposes, each holding copies of the others' modules of information, so that
the ship or company need only contact one SAR service in order to complete
the-whole plan.
7.2
The ship or company and the SAR services compile the details required of them
according to the framework. The ship or company is responsible for providing
the information in chapter I "The company" and chapter 2 "The
ship(s)". The SAR services are responsible for providing the introductory
paragraphs, chapter 3 "The RCCs" and chapter 4 "SAR
facilities". Chapter 5 "Media relations" and chapter 6
"Periodic exercises" should be considered jointly. Copies of the
completed plan should be distributed to all relevant parties, using a
controlled distribution system.
7.3
The plan should be written in:
- the on-board working
language(s) of the passenger ship; and
- English and, if agreed, a
language or languages commonly used by the ship, the company, and the SAR
services.
The
aim should be that all those likely to need to refer to the plan should have a
copy readily available in a language in
which
they are fluent. The plan may be provided and distributed electronically if
agreed between the ship, the company and the SAR services.
7.4
SAR co-operation plans, once they have been agreed, should be reciprocally
recognised.
7.5
The originator of each module of the plan (the ship, company, or SAR service,
as appropriate) is responsible for keeping it up-to-date and ensuring that all
those holding controlled copies of the module are advised of changes. Each
holder of a controlled copy of the plan is responsible for recording notified
changes.
7.6
Distribution of controlled copies of the plan should be consistent with the
main aim of SAR co-operation planning: copies should therefore be available to
each of the three parties to emergency response - the ship, the company, and
the relevant SAR services. If the SAR data provider system is being utilised,
the SAR data provider should hold copies of the plan for onward distribution to
the co-ordinating RCC in the event of an emergency, or on request for
contingency planning purposes. It is not essential that every RCC through whose
SAR region the ship trades should hold a copy of the plan beforehand, only that
each RCC should be able to obtain a copy from the relevant SAR data provider
without delay.
7.7
Likewise it is not essential for the ship to carry details of each and every
SAR region's resources, if the SAR data provider system is being utilised.
However, the ship should always be able to obtain such details, via her
nominated SAR data providers), without delay. It is recommended that SAR
service modules be carried for at least those SAR regions in which the ship
spends the majority of her time. As a minimum, the ship should carry contact
details for her SAR data providers).
7.8
It is, of course, essential that all parties know where SAR data is held. For
SAR co-operation plans to be useful, their location has to be easily traced.
Each plan should therefore con-in a controlled distribution list. If using the
SAR data provider system, RCCs not on the list may refer to a simple index, to
be available to d1 SAR services by 1 July 2002, which enables the user to look
up a ship by any of three means of identification (name, callsign or MMSI) and
to identify the RCC(s) which hold copies of that ship's SAR co-operation plan.
Information in the index is deliberately limited: the plans themselves are the prime
documents. Index entries should be submitted, and kept up-to-date, by the SAR
data provider.
8.1
The regulation requires that the plan include provisions for periodic exercises
to be undertaken to test its effectiveness.
8.2
Both frequency and type of exercise will depend on the circumstances in which
the ship operates, availability of SAR service resources, etc. The ship should
not be required to exercise her SAR co-operation arrangements more than once
any twelve month period. Whenever possible, such exercises should be held in
conjunction with other exercises involving the ship.
8.3
While it is very important that emergency response arrangements be tested
jointly from time to time - by, for example, requesting local SAR service
involvement in exercises already being run in accordance with a the ISM Code
and each ship's SMS requirements - it is also important that the benefits of
such exercises are not diluted by over-exercising, or by always exercising in
particular ways or with particular authorities. The aim should be to test all
parts of the emergency response network realistically, over time. A wide
variety of scenarios should be employed; different SAR services should be
involved if appropriate; and exercises should be so arranged as to allow all
relevant staff (including relief staff) to participate over time.
8.4
Various types of exercise are acceptable: "full-scale" or
"live", "co-ordination", and/or "communications"
exercises may all he appropriate*. "Tabletop" exercises, SAR seminars
and liaison exchanges involving ship's personnel, shorebased company emergency
response personnel and SAR service personnel can be beneficial.
_________
* IAMSAR Vol I, Chapter 3.3 refers.
8.5
Exercises should be co-ordinated between the parties involved, to ensure
efficient use of available resources. The principle of reciprocity applies. If
a ship has conducted a SAR co-operation exercise within the last twelve month,
she should be deemed by all parties to have fulfilled the requirements of the
regulation, the "SAR service" should be considered a global entity in
this context. Likewise, the SAR services of individual states should co-operate
to ensure that passenger ships' exercise requirements are distributed between
them in a way appropriate to available resources.
8.6
Exercises conducted under this regulation should occasionally include the
passenger ship taking on the role of a SAR facility - and in particular the
role of On Scene Co-ordinator, if appropriate.
8.7
Ships which have participated in actual SAR incidents' may be deemed to have
fulfilled the exercise requirements of this regulation.
8.8
Exercises conducted under this regulation should be formally recorded by all
the main participants (ship, company and SAR service). The record should
include at least the date, location and type of exercise, and a list of the
main participants. A copy of the record should be available aboard the ship for
inspection.
APPENDIX 1.
PLAN FOR CO-OPERATION BETWEEN SEARCH AND RESCUE SERVICES AND PASSENGER SHIPS
NOT USING THE SAR DATA PROVIDER SYSTEM
Introduction*
Description
of a Plan for Co-operation*
1.
The Company**
.1 name and address
.2 contact list
.1 24 hour emergency initial
and alternative contact arrangements
.2 further communications
arrangements (including direct telephone/fax links to relevant personnel)
.3 chartlet(s) showing
details of route(s) and service(s) together with boundaries of relevant search
and rescue regions (SRRs)***
.4 liaison arrangements between
the Company and relevant RCCs ****
____________
* To be prepared by the SAR Service.
** As defined in the ISM Code.
*** The chartlet may be replaced by a simple
description, if appropriate.
**** i.e., how Company and SAR Service are to
work together in the event of an emergency, including the provision of that
information which will only be available at the time.
.1 provision of relevant
incident information
- how specific information
will be exchanged at the time of an incident, including details of persons,
cargo and bunkers on board, SAR facilities and specialist support available at
the time, etc.
.2 provision of liaison
officer(s)
- arrangements for sending
Company liaison officers) to the RCC, with access to supporting documentation
concerning the Company arid the ship(s); e.g., copies of fire control &
safety plans as required by the flag state.
2.
The ship(s)*
.1 ship 1**
.1 basic details of the ship
- MMSI
- callsign
- country of registry
- type of ship
- gross tonnage
- length overall (in metres)
- maximum permitted draught
(in metres)
- service speed
- maximum number of persons
allowed on board
- number of crew normally
carried
- medical facilities
.2 communications equipment
carried***
___________
* To be prepared by the Company.
** Enter here the ship's name.
*** Enter here basic information on the ship's
communications fit, frequencies available, identifiers, etc.
.3 simple plan of decks and
profile of the ship, transmittable by electronic means, and including basic
information on
- lifesaving equipment
- firefighting equipment
- plan of helicopter
deck/winching area with approach sector
- helicopter types for which
helicopter deck is designed
- means on board intended to
be used to rescue people from the sea or from other vessels and a colour
picture of the ship
.2 ship 2 - as for ship 1,
etc.
3.
The RCCs*
.1 search and rescue regions
along the route
- chartlet showing SRRs in
relevant area of ships' operation
.2 SAR mission co-ordination
(SMC)
- definition
- summary of functions
.3 on scene co-ordination
(OSC)
- definition
- selection criteria