Operational Guide · Registers & Logbooks

# Designated Person Ashore (DPA)

The direct, independent link between the ship and the Company's top management: who the DPA is, what powers they hold, and why their independence is a requirement, not an option.

ISM Code DPA safety culture top management

## Operational Explanation

The Designated Person Ashore is the individual, or individuals, designated by the Company with direct access to the highest level of management, whose task is to monitor the safety and pollution-prevention aspects of each ship's operation, ensuring that adequate shore-based resources and support are available when needed.

The central point of the requirement is not the formal appointment, but real and direct access to top management: a DPA who must pass through several hierarchical levels before being able to raise a serious concern does not meet the spirit of the Code.

## Regulatory Reference

ISM Code, par. 4 (Designated Person(s)): the Company must designate one or more persons ashore with direct access to the highest level of management, responsible for monitoring the safety and environmental aspects of each ship's operation.

## Scope of Application

Every ISM-certified Company must have at least one designated DPA; Companies with large or diverse fleets often designate multiple DPAs by geographic area or ship type.

## Procedure / How to Complete It

1. Verify that the designated DPA has direct, documented access to the Company's highest level of management.
2. Ensure the crew knows the DPA's identity and contact details (posted on board, included in the SMS).
3. The DPA receives and analyses NC, Near Miss and incident reports from all ships under their remit.
4. The DPA ensures adequate shore resources are allocated to respond to reported issues.
5. The DPA reports to top management, contributing their own data to the Management Review.

## Practical Example

Example of how it works: a Master reports to the DPA a recurring fault that cannot be resolved on board with the resources available. The DPA, having direct access to top management, obtains authorisation within 48 hours for a shore specialist to attend at the next port call, overcoming the obstacle of insufficient resources at the level of a single technical department.

## Real Cases

In several certification audits, the most frequent NC linked to the DPA does not concern their formal existence, but their real operational independence: DPAs who, in practice, report to an intermediate manager rather than to top management, or who lack real authority to mobilise resources, are flagged as a systemic weakness of the SMS.

## Common Mistakes Mistake Library

Mistake | Consequence | How to avoid it
--- | --- | ---
DPA appointed only formally, without real access to top management | NC in certification audit, ineffective escalation system in an emergency | Verify and document the direct access line in the SMS organisation chart
Crew unaware of the DPA's identity or contact details | Critical reports never reach the DPA | Post the DPA's contact details on board and repeat them at familiarisation briefings
DPA overloaded with other operational roles creating a conflict of interest | Loss of objectivity in handling reports | Ensure the DPA role does not conflict with other direct operational responsibilities

## PSC Observations

During crew interviews, PSCOs frequently check that the Master and officers know the DPA's identity and contact details: an uncertain or absent answer is considered an indicator of SMS weakness.

## Operational Tips

- Make sure every crew member, not just officers, knows who the DPA is and how to contact them.
- Explicitly document the DPA's direct access line to top management in the SMS organisation chart.
- If the fleet is large or diverse, consider multiple DPAs by area/ship type, while still ensuring each retains direct access to top management.

## Checklist

- DPA formally designated in the SMS
- Direct, documented access to the highest level of management
- DPA contact details posted on board and known to the crew
- DPA receives NCs/Near Misses/incidents from all ships under their remit
- DPA free of conflicts of interest with other operational roles

## FAQ

Can a Company have more than one DPA?
Yes: many Companies with large or diverse fleets designate multiple DPAs, split by geographic area or ship type, provided each retains direct access to top management.
Must the DPA have maritime experience?
The ISM Code does not explicitly require it, but practice and implementation guidelines recommend competence and experience relevant to operational safety and environmental management.
What happens if the DPA cannot be reached in an emergency?
The SMS must provide an alternative emergency contact procedure (a backup DPA or an escalation line), since the availability of the ship-to-top-management link is a substantive, not merely formal, requirement.
🎬 Additional photos, videos and interactive diagrams for this topic will be available in a future version of the platform.

## Related Topics

Non Conformity (NC) Management Near Miss Reporting Management Review

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