Operational guide · SMS process

Emergency Preparedness and Contingency Plan

Having a written emergency plan is not enough: the ISM Code requires proof, through regular drills, that the crew could really carry it out.

emergency preparednesscontingency planISM par. 8drill

Operational Explanation

The ISM Code (paragraph 8) requires the Company to identify potential shipboard emergencies and establish procedures to respond to them. Emergency preparedness has two main components: contingency plans, which define the best conceivable course of action to protect the ship, personnel and environment in each identified scenario, and regular drills and exercises, which verify the plan's effectiveness and the crew's actual readiness.

Coordinate response and communication procedures with equipment availability, maintenance and checks under section 10 and applicable instruments. Plans may reference controlled procedures and records to avoid inconsistent duplication. Update contacts, roles and instructions through SMS document control and lessons learned; section 8 sets no universal revision interval for each plan.

Regulatory Reference

ISM Code, paragraph 8 (Emergency preparedness), three paragraphs: identify potential emergency shipboard situations and establish procedures to respond to them (§8.1); establish programmes for drills and exercises (§8.2); provide in the SMS for measures ensuring the Company's organization can respond at any time (§8.3). The paragraph calls for the programme, not for an interval: the frequency of specific statutory drills is verified against SOLAS, flag requirements and the SMS, and maintenance and readiness of ship and equipment belong to §10 and the applicable statutory regime.

Supporting references: ISM, original text · IMO: lifeboat drills · MCA MGN71 (UK implementation).

Scope of Application

Every ship subject to the ISM Code, for all plausible emergency scenarios identified by the Company based on ship type and area of operation.

Procedure / How to Complete It

Identify relevant ship scenarios and define response, roles and communications.
Schedule exercises under the applicable statutory instrument, flag requirements and SMS; ISM §8 sets no universal frequency.
Assess drill safety and use actual activation, simulation or another permitted method under applicable requirements and instructions.
Exercise communications and shore organisation response as well, consistent with §8.3.
Record participation, issues and actions; verify follow-up and update plans where needed.

Practical Example

Example of application: after a fire drill reveals a delay in communication between the bridge and the engine room, the contingency plan is updated to clarify the communication sequence, and the next drill specifically verifies that the crew has taken the improvement on board.

What Typically Goes Wrong

A complete written plan does not demonstrate response capability. During exercises, verify roles, communications and required activities safely; record gaps and actions and verify their outcome. Realism does not justify dangerous manoeuvres.

Common Mistakes Mistake Library

Mistake	Consequence	How to avoid it
Drill reduced to an announcement without required elements	Preparedness not demonstrated	Perform required activities using a safe, permitted method
Indiscriminate equipment activation during an exercise	Danger to people or ship	Follow requirements, instructions and risk assessment
Issues not followed by action	Continuing weaknesses	Owners, deadlines and verification
Shore response not exercised	Ineffective emergency support	Include Company organisation in the programme

What the PSCO Checks

PSCOs verify the regular conduct of drills through onboard records and, in some cases, require a demonstration drill during the inspection; a crew that carries out a drill mechanically and without coordination is a sign of inadequate preparedness.

Operational Tips

Realism does not mean activating every system: safely practise what the applicable method requires.
Coordinate shipboard exercises and shore response.
Distinguish §8 exercises from §10 maintenance and checks; keep the relevant evidence.

Preparation checklist

Educational checklist. This summary supports learning and preparation only. It does not replace the vessel’s approved procedures, manuals, statutory documents, company SMS, or applicable official requirements. Completing it demonstrates neither compliance nor readiness for an inspection: it shows that a list has been read, not that the ship is in order. Always verify the current documents carried on board.

Scenarios, roles and communications defined
Frequency and method checked against the applicable instrument
Drill safety assessed; actual activation where required and safe
Equipment availability and maintenance checked under the relevant regime
Company shore response included in exercises
Actions and updates verified

FAQ

What is the difference between a contingency plan and a drill?

The contingency plan is the document defining the best course of action for an emergency scenario; the drill is the practical exercise that verifies whether the crew can actually carry out that plan.

Must the contingency plan be updated regularly?

It must be kept current through SMS document control, Company review, lessons learned from drills or real emergencies and the specific applicable instruments. ISM §8 does not set a universal interval for each individual plan.

What does a Port State Control Officer (PSCO) check regarding emergency preparedness?

They check the records of drills conducted, and in some cases may require a demonstration drill during the inspection, assessing the crew's coordination and real readiness.

Emergency Preparedness and Contingency Plan

Operational Explanation

Regulatory Reference

Scope of Application

Procedure / How to Complete It

Practical Example

What Typically Goes Wrong

Common Mistakes Mistake Library

What the PSCO Checks

Operational Tips

Preparation checklist

FAQ

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