Operational guide · SMS process

Crew Familiarisation and Training

From qualification to ship-specific knowledge: familiarisation before assigned duties and essential instructions before sailing.

familiarizationtrainingISM par. 6SMS

Operational Explanation

The ISM Code (paragraph 6) requires that every new crew member, and every member transferred to a new assignment related to safety and environmental protection, receive adequate familiarization with their duties. The essential instructions to be given prior to sailing must be identified, documented and actually delivered, not simply listed in a procedure.

STCW is not limited to general qualification: it also requires relevant familiarisation before assignment to duties. ISM §6.3 requires essential pre-sailing instructions to be identified, documented and provided. Completing other activities under the SMS schedule cannot postpone these thresholds.

Regulatory Reference

ISM Code, paragraph 6 (Resources and Personnel): the Company must ensure each ship is suitably manned with qualified, certificated and medically fit personnel, and that new personnel receive proper familiarization with their duties; complementary professional training requirements under STCW.

Distinguish STCW VI/1 and Code A-VI/1 (before duties) from ISM §6.3 (essential instructions before sailing). Implementation reference: MCA MGN71, §13.

Scope of Application

ISM familiarization covers new personnel and transfers to safety or environmental-protection duties. STCW A-VI/1 covers persons employed or engaged on a seagoing ship other than passengers, before shipboard duties. Therefore also assess relevant personnel outside the ordinary crew list according to their role and applicable regime.

Procedure / How to Complete It

Identify duties, a language understood and essential pre-sailing instructions for the role.
Before assigning duties, provide relevant familiarisation and verify understanding and practical ability.
Provide and document essential instructions before sailing; limited time does not justify inadequate preparation.
Record content, responsible personnel and learning checks under the SMS; complete other activities without meanwhile assigning unfamiliar duties.
Plan refreshers and renewed familiarisation when roles, procedures or equipment change.

Practical Example

Example: a newly joined Third Officer receives essential instructions and familiarisation with assigned duties, including the systems they will use. Before taking a watch, the responsible officer checks the ability to perform assigned functions and seek assistance. An inadequate signed briefing does not authorise independent duty.

What Typically Goes Wrong

A signature does not establish that a person can recognize alarms, reach the muster station or use relevant equipment. Compare records with practical ability and address gaps before assigning the affected duties.

Common Mistakes Mistake Library

Mistake	Consequence	How to avoid it
Signature without checking understanding	Nominal preparation only	Active briefing and practical checks
Assigning duties before familiarisation	Immediate operating risk	Relevant preparation before duties and essential instructions before sailing
Using an internal deadline as an exemption	Personnel working without preparation	Complete remaining activities without postponing ISM/STCW requirements

What the PSCO Checks

ISM auditors and, indirectly, Port State Control Officers (PSCOs) verify through crew interviews whether crew members actually know their safety duties; inconsistent answers or ignorance of muster duties are a sign of inadequate familiarization.

Operational Tips

Check what the person can do, not just the signed form.
Do not assign duties before relevant preparation, even while the ship remains in port.
Keep evidence and update familiarisation when the work changes.

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.

Duties and essential instructions identified
Relevant familiarisation before duty assignment
Essential instructions documented before sailing
Understanding and use of relevant systems checked
Completion and refreshers under the SMS without overriding these thresholds

FAQ

Are STCW and ISM alternatives?

No. STCW includes qualification and familiarisation; ISM also organises the ship-specific process and essential pre-sailing instructions.

Can completion wait a few days?

Only for remaining activities compatible with the SMS and applicable requirements. Familiarisation before duties and essential instructions before sailing cannot be deferred.

Is a signature sufficient?

No. Records document preparation actually delivered and checked; they do not replace it.

Crew Familiarisation and Training

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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