Circular Letter
MSC/Circ.1079
GUIDELINES FOR PREPARING PLANS FOR CO-OPERATION BETWEEN SEARCH AND RESCUE
SERVICES AND PASSENGER SHIPS (IN ACCORDANCE WITH SOLAS REGULATION V/7.3)
(adopted
on 5 June 2003)
1.
The Maritime Safety Committee (MSC), at its seventy-seventh session (28 May to
6 June 2003), recalled that MSC 74 approved MSC/Circ.1000 on Guidelines for
preparing plans for cooperation between SAR services and passenger ships (in
accordance with SOLAS regulation V/7.3) and that MSC 75 approved MSC/Circ.1041
on Guidelines for ship operators and the search and rescue (SAR) services on
minimum requirements for SAR Data Providers holding SAR co-operation plans in
accordance with SOLAS regulation V/7.3 and MSC/Circ.1000 and the provision of
up-to-date plans at all times.
2.
The Committee, at its seventy-sixth (2 to 13 December 2002) being of the
opinion that MSC/Circ.1000 might need improvement from the choice of an SDP
point of view, the Committee instructed COMSAR 7 to consider combining and
clarifying MSC/Circs. 1000 and 1041, and submit the results to MSC 77 for
consideration.
3.
The Committee, having considered the recommendations made by the COMSAR
Sub-Committee, at its seventh session (13 to 17 January 2003), approved
Guidelines for preparing plans for co-operation between search and rescue
services and passenger ships (in accordance with SOLAS regulation V/7.3), as
set out at Annex, combining and revoking MSC/Circs. 1000 and 1041.
4.
Member Governments are invited to bring the annexed guidelines to the attention
of SAR service providers, shipowners, ship operators, ship masters and all
other parties concerned and to use the provisions contained therein as
appropriate.
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 the Guidelines will meet the requirements of the
regulation.
________________
* Search and rescue service. The performance
of distress monitoring, communication, co-ordination and search and rescue
functions, including provision of medical advice, initial medical assistance,
or medical evacuation, through the use if public and private resources
including co-operating aircraft, vessels and other craft and installations.
1.2
These Guidelines are applicable to all passenger ships to which SOLAS chapter I
applies. They are relevant to the safety management system maintained by
passenger ships in accordance with the International Safety Management (ISM)
Code, and in particular to the section of the safety management system dealing
with emergency preparedness. They may also be taken into consideration when
drawing up SAR co-operation plans for passenger ships in the domestic trade.
2. Aims and objectives of SAR co-operation
planning
2.1
The aim of SAR co-operation planning is to enhance mutual understanding between
ship, company and SAR services so that, in the event of an emergency, all three
parties will be able to work together efficiently. This is best achieved by the
prior exchange of information, and by conducting joint emergency response
exercises.
2.2
The objectives of SAR co-operation planning are:
- to link the SAR response
plans of the company, the passenger ship, and relevant SAR services so that
these plans complement each other;
- to enable the early and
efficient establishment of contact in the event of emergency between the
passenger ship, her operators' shore-based 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 her intended voyage and her communications and emergency response
systems; and
- 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 co-operation plan is of use when a passenger ship suffers an emergency
herself, or when she responds as a SAR facility*, particularly when acting as
On Scene Co-ordinator**.
_______________
* Search and rescue facility. Any mobile
resource, including designated search and rescue units, used to conduct search
and rescue operations.
** On-scene co-ordinator. A person designated
to co-ordinate search and rescue operations within a specified area.
3.1
The text of 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 IX/1, 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
Organisation."
4.1
The SAR co-operation plan does not replace more detailed emergency response
plans already in place, whether as part of the company's safety management
system or the SAR services' arrangements. But these plans should be linked so
that the tripartite response to an emergency involving a passenger ship - i.e.,
the response on-board, from the company's emergency response organisation
ashore, and from the SAR services - is co-ordinated effectively and
efficiently. The SAR co-operation plan serves as that link.
4.2
The co-operation 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 or SAR data provider* as described in paragraph 6.
4.3
Each of the parties to the co-operation plan should have access to a controlled
copy** of it, so that each then knows what information is already available to
the others.
______________
* The search and rescue data provider is defined
in the International Aeronautical and Maritime Search and Rescue (LAMSAR)
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).
** Document control, including controlled
distribution of the copies of the plan held aboard the ship, by the company,
and by the SAR services, is essential to ensuring that all copies are kept
up-to-date.
4.4
Guidelines on testing the co-operation arrangements between ship, company, and
SAR services are at paragraph 9 below.
5. SAR co-operation plan frameworks
5.1
The co-operation plan should be concise and user-friendly, so as to enable its
easy use in emergency conditions. Depending on the type of trade the passenger
ship is in, the cooperation plan should be drawn up according to the frameworks
set out in Appendices 1 or 2 to these Guidelines. The frameworks and the SAR
co-operation planning process are described in paragraphs 7 and below, and are
illustrated by flow diagrams at Appendix 3.
5.2
The use of common frameworks enables SAR service personnel to find the
information they require rapidly, whatever ship or company they are dealing
with. Likewise, ship's crew members, or members of the company emergency
response team ashore, are able to find the information they require, whatever
the SAR region* in which the emergency has occurred.
_______________
* Search and rescue region. An area of defined
dimensions associated with a rescue co-ordination centre within which search
and rescue services are provided.
5.3
The frameworks are designed to enable modules of information (about different
ships or SAR services, for example) to be easily added to the co-operation
plan, or removed from it if no longer relevant, without the need for the whole
co-operation plan to be revised.
6. Use by ships trading through many SAR
regions
6.1
It will significantly enhance the effectiveness and efficiency of the response
to an emergency if passenger ship crews and operators have developed a good
mutual understanding with the SAR services available to them. This is as true
for passenger ships which routinely transit many SAR regions as for any other
passenger ship. Direct co-operation planning between ships, companies and local
SAR services is encouraged wherever possible.
6.2
However, there are administrative difficulties in maintaining direct links
between a ship transiting many SAR regions, such as some cruise ships, and each
SAR service with which she might come into contact. For such ships it is not neither
necessary to hold a copy of the ship's SAR co-operation plan at all the Rescue
Co-ordination Centres* (RCCs) whose regions she transits, nor to maintain on
board extensive and up-to-date details of each and every SAR service.
________________
* Rescue co-ordination centre. A unit
responsible for promoting efficient organization of search and rescue services
and for co-ordinating the conduct of search and rescue operations within a
search and rescue region.
6.3
The administrative difficulties can be overcome by use of the SAR data provider
system, which permits the use of contact points between the global SAR service
and cruise ship operators.
6.4
Under this system, the SAR data provider holds the ship's SAR co-operation plan
on behalf of the SAR services. SAR services contact the SAR data provider to
obtain the co-operation plan when it is required.
6.5
The company or ship should select a suitable SAR data provider. A shipping
company, RCC, or other suitable entity may act as an SAR data provider. However,
the ship cannot be her own SAR data provider, as this would negate the
fundamental concept of easing the load on ship's staff during an emergency.
6.6
The SAR data provider must be able to provide essential information rapidly to
the parties concerned. In order to achieve this, each SAR data provider should:
.1 arrange for easy,
continuous and immediate access to its SAR co-operation plans for relevant
shipping companies and operators and for all RCCs with responsibilities in the
operating areas of the ships concerned;
.2 ensure that essential
technical capabilities, such as computers and communications links, are
reliable and are redundant or have arrangements in place for rapid repair, and
are provided with sources of emergency power. Establishing a back-up SAR data
provider may satisfy this requirement;
.3 ensure that updates to
plans are made promptly, and that back-up data in paper or electronic form is
kept in a suitable safe location and is readily available;
.4 ensure that, if staff are
necessary to provide data access to authorised users, such personnel are always
available to handle urgent requests, trained to properly retrieve and transmit
the needed information, and proficient in the use of the English language;
.5 ensure that pertinent
information in the International SAR Co-operation Plans Index, including
information on the primary and any back-up SAR data providers, is kept
up-to-date. Details of the Index, and the procedure for updating it, are at
paragraph 8 below.
6.7
SAR data providers should only release copies of co-operation plans to those
parties named in the plans' controlled distribution lists - and to
co-ordinating RCCs on request, in the event of emergency or for contingency
planning purposes.
6.8
A passenger ship such as a ferry, which trades on fixed routes, should not use
the SAR data provider system, but should compile a co-operation plan
incorporating details of all the SAR services along her route, in accordance
with Appendix 1 of these Guidelines. Other passenger ships transiting many
different SAR regions, perhaps on a seasonal basis, such as some cruise ships,
may choose to use the SAR data provider system. Such ships are not required to
include in the co-operation plan information beyond that set out in Appendix 2
to these Guidelines.
6.9
Flow diagrams summarising the SAR co-operation planning process in both cases
are at Appendix 3.
6.10
Regardless of which system ships use, they are still encouraged to liaise as
best they can with relevant SAR services. Direct communication, where
practicable, will always be better than indirect.
7. Administrative requirements for ships not
using the SAR data provider system
7.1
The procedure described in this paragraph is that for ships not using the SAR
data provider system - that is, passenger ships on fixed routes, such as
ferries. These ships and/or their operators will work with the relevant SAR
services to complete and maintain a SAR cooperation plan drawn up in accordance
with the framework set out in Appendix 1 of these Guidelines. The first flow
diagram in Appendix 3 illustrates this process. The procedure for ships which
are using the SAR data provider system is described in paragraph 8 below.
7.2
In order to compile a SAR co-operation plan in accordance with Appendix 1 of
these Guidelines, the ship, or the company, should contact one of the SAR
services responsible for the area in which the ship operates.
7.3
The ship or company and the SAR services each complete their own sections of
the framework. The ship or company is responsible for providing the information
in chapter 1 "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". It is
recommended that neighbouring SAR services each hold 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 cooperation plan.
7.4
Chapter 5 "Media relations" and chapter 6 "Periodic exercises"
should be considered jointly. Chapter 5 is intended to contain brief details of
how the company and the SAR services will co-ordinate their response to news
media interest in any emergency and should include contact details for their
respective press/public relations officers. The requirements of chapter 6 are
considered in more detail at paragraph 9 below.
7.5
Copies of the completed co-operation plan should be distributed to each of the
three parties to emergency response -the ship, the company, and the relevant
SAR services. A controlled distribution system should be used to ensure that
all parties maintain an up-to-date copy.
7.6
The co-operation 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 is that all those likely to need to refer to the co-operation plan should
have a copy readily available in a language in which they are fluent. The
co-operation plan may be provided and distributed electronically if agreed
between the ship, the company and the SAR services.
7.7
SAR co-operation plans, once they have been agreed for a particular ship,
should be recognised by the SAR services of all Administrations.
7.8
The originator of each module of the co-operation 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 co-operation plan is
responsible for making and recording notified changes.
7.9
All parties should know where the controlled copies of the SAR co-operation
plan are held. Each SAR co-operation plan should therefore contain a controlled
distribution list, and each party to it should ensure that all relevant staff
are aware of its existence, where it is stored, and how it may be used.
8. Administrative requirements for ships
which are using the SAR data provider system
8.1
The procedure described in this paragraph is that for passenger ships that
transit many SAR regions and choose to use the SAR data provider system. These
ships and/or their operators will identify a SAR data provider (seeking advice
from relevant SAR services as necessary) and will complete and maintain a SAR
co-operation plan drawn up in accordance with the framework set out in Appendix
2 of these Guidelines. The second flow diagram in Appendix 3 illustrates this
process. The procedure for ships not using the SAR data provider system is
described in paragraph 7 above.
8.2
If the SAR data provider system is being used, the ship or company and the SAR
data provider each complete their own sections of the framework, as
appropriate. Chapter 4 "Media relations" and chapter 5 "Periodic
exercises" should be considered jointly. Chapter 4 is intended to contain
brief details of how the company will co-ordinate with the SAR services their
response to news media interest in any emergency, and should include contact
details of the company's press/public relations officers. The requirements of
chapter 5 are considered in more detail at paragraph 9 below.
8.3
Controlled copies of the completed co-operation plan should be distributed by
the company and be held by the ship, the company, and the SAR data provider. A
controlled distribution system should be used to ensure that all parties
maintain an up-to-date copy.
8.4
All parties should know where SAR data is held. Each copy of the plan should
therefore contain a controlled distribution list, and each party to it should
ensure that all relevant staff are aware of its existence, where it is stored,
and how it may be used.
8.5
It is not essential that every RCC through whose SAR region the ship trades
should hold a copy of the co-operation plan on file, only that each RCC should
be able to obtain a copy from the relevant SAR data provider without delay. The
SAR data provider holds copies of the cooperation plan for onward distribution
to the co-ordinating RCC on request, in the event of an emergency or for
contingency planning purposes.
8.6
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 used. However,
the ship should always be able to obtain such details.
8.7
It is recommended that the ship carry on board details of the SAR services in
regions in which she spends the majority of her time. But as a minimum, the
ship should carry contact details for her SAR data provider, as set out in the
framework at Appendix 2.
8.8
The co-operation 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 data
provider.
The
aim is that all those likely to need to refer to the co-operation plan should
have a copy readily available in a language in which they are fluent. The
co-operation plan may be provided and distributed electronically if agreed between
the ship, the company and the SAR data provider. The SAR data provider must
maintain a copy of each co-operation plan in at least the English language, and
must be able to transmit it immediately to the co-ordinating RCC on request, in
the event of an emergency or for contingency planning purposes. Paragraph 6.5
above details the required capabilities of the SAR data provider in this
context.
8.9
SAR co-operation plans, once they have been agreed for a particular ship,
should be recognised by the SAR services of all Administrations.
8.10
The originator of each module of the co-operation plan (the ship, company, or
the SAR data provider, 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 co-operation plan is
responsible for making and recording notified changes.
8.l1
It is necessary to have a means of identifying who is acting as a particular
ship's SAR data provider, to enable co-ordinating RCCs to obtain a copy of the
co-operation plan on request, in the event of emergency or for contingency
planning purposes.
8.12
The International SAR Co-operation Plans Index enables users to look up a ship
by any of three means of identification (name, callsign or MMSI), and to
identify who is that ship's SAR data provider and how to contact them.
Information in the Index is deliberately limited: the cooperation plans
themselves are the prime documents. Index entries are submitted, and kept
up-to-date, by the SAR data provider.
8.13
Index entries, and any subsequent amendments, should be submitted by the SAR
data provider to:
International SAR
Co-operation Plans Index
HM Coastguard
Pendennis Point
Castle Drive
FALMOUTH TR11 4WZ
UK
tel: +441326211569
fax: +441326319264.
The
telephone is staffed 0845 - 1700 local time, Monday to Friday.
Entries
should be made for all passenger ships using the SAR data provider system in
accordance with these Guidelines; i.e., ships which trade through many SAR
regions. Entries for other passenger ships trading internationally will also be
accepted. Entries should include:
- ship's name;
- callsign;
- MMSI;
- company identity;
- SAR data provider
identity; and
- SAR data provider's
24-hour contact telephone number.
8.14
Entries received are added to the International SAR Cooperation Plans Index,
which has been linked to the website of the United Kingdom's Maritime and
Coastguard Agency at www.mcga.gov.uk/sandr/coop.htm. Users with access to the
internet are recommended to visit this website to obtain the details of a
particular ship's SAR data provider. Instructions on use of the Index are
included on the site. Users who do not have access to the internet are invited
to contact MRCC Falmouth (24-hour telephone: +44 1326 317575) if a SAR
co-operation plan is required in an emergency. MRCC Falmouth will then provide
the caller with details of the relevant SAR data provider, and will be able to
assist further if required.
8.15
It should be noted that, although the International SAR Co-operation Plans
Index is administered at MRCC Falmouth, and MRCC Falmouth also acts as SAR data
provider for some ships, the two functions are distinct. Generally, it is
recommended that operators choose a SAR data provider within the ship's
geographical area of