Tier II - Procedure - Periodic inspections of domestic vessels to reduce the risk of marine safety inspectors contracting coronavirus (COVID-19)

From: Transport Canada

Table of Contents   Tier I - Policies   Tier II - Procedures   e-MSMS

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1 Purpose

1.1 The purpose of this Procedure is to define the procedures that marine safety inspectors (MSI) should undertake when planning and/or conducting periodic or intermediate inspections of domestic vessels to reduce the risk of MSI contracting Coronavirus (COVID-19).

2 Authority

2.1 This procedure comes under the overall administrative authority of the Director General, Marine Safety & Security. The Marine Safety & Security Executive (MSSE) committee has approved this policy for general application.

3 Responsibility

3.1 The Executive Director, Domestic Vessel Regulatory Oversight, is accountable for the development, implementation, maintenance, and continuous improvement of this procedure.

4 Scope

4.1 This procedure is applicable to all Transport Canada MSI, when carrying mandatory periodic or intermediate inspections of domestic vessels.

4.2 These procedures (other than annex 1 and 2) must also be followed in case an onboard inspection is required to respond to an incident or accident, an enforcement case, or a risk based inspection on a domestic vessel.

5 COVID-19 resources

5.1 For up-to-date Transport Canada information on COVID-19, please visit the TC COVID-19 measures, updates, and guidance issued by Transport Canada and the internet page for Government employees, which will be updated regularly as the situation evolves.

5.2 Please visit Canada.ca/coronavirus for the most up-to-date information about COVID-19 or contact the Government of Canada’s line at 1-833-784-4397.

5.3 Also refer to the TASK HAZARD ANALYSIS: Marine Safety and Security Inspectorate Function Coronavirus Disease (COVID-19) Pandemic, RDIMS #16320561.

6 General precautions and best practices

6.1 Those who work directly with the public are at an increased risk of acquiring and spreading illness and it is important for individuals to be vigilant to prevent the spread of illness.

6.2 To help prevent the spread of illness in the workplace, the Public Health Agency of Canada encourages managers and employees to follow these four steps:

  • Employees who have symptoms of acute respiratory illness (i.e., fever, cough, shortness of breath) should consult with their health care professional as soon as possible. Employees should also notify their supervisor and should stay home if they are unwell;
  • Employees who are well, but who have a sick family member at home with symptoms of acute respiratory illness, should notify their manager. They should also contact their health care professional for advice pertaining to their own exposure or follow instructions given by local health agency for those situations;
  • Sick employees should cover their nose and mouth with a tissue when coughing or sneezing or an elbow or shoulder if no tissue is available); and
  • Everyone should practice hand hygiene: wash your hands with soap and water for at least 20 seconds or clean your hands often with an alcohol-based hand sanitizer that contains 60-95% alcohol.

6.3 MSI should ensure that boarding kits contain the recommended personal protective equipment for the prevention of communicable diseases (refer to TASK HAZARD ANALYSIS RDIMS #16320561).

7 Pre-inspection procedures

7.1 MSI planning an inspection of a domestic vessel must conduct a risk assessment prior to boarding the vessel. The risk assessment must include:

7.1.1 The work planning priorities and the compliance risks associated with that inspection;

7.1.2 Whether any documentation or information required from the authorized representative or master can be obtained before boarding the vessel (see Annex 1);

7.1.3 On small vessels inform the authorized representative that the minimum number of persons required shall be on board during the inspection. On the smallest vessel only the master should be present.

7.1.4 Servicing by equipment manufacturer representatives shall be made in advance of the MSI visit, and records provided to the inspector in advance (see Annex 1).

7.1.5 If possible, before boarding, confirm with vessel master whether any person(s) onboard:

  • are exhibiting breathing difficulty or flu-like symptoms (e.g. runny nose, headache, cough, sore throat, fever or generally feeling unwell);
  • have been exposed to COVID-19; and/or
  • have been confirmed to have contracted COVID-19.

Also confirm with the master that the vessel has its own precautions procedure in place for the crew and visitors. If no procedure exists, the MSI should forward the information from PHAC on the page Canada.ca/coronavirus and ask confirmation from the master that adequate measures are in place before the inspection.

7.1.6 The size and layout of the vessel, including the amount of personal space available for the inspector during inspection activities;

7.2 After completing the risk assessment, if there is an elevated risk of exposure to COVID -19 present, the MSIs are authorized to take a decision not to conduct the inspection at that time.

7.3 MSIs should discuss with the authorized representative or the master their comfort level with boarding after the risk assessment is completed and, if the decision is made not to conduct the inspection, the TCC manager must be advised (see Annex 2).

7.4 MSI should verify if there is local or regional restrictions to travel to or access the area of the planned vessel inspection. If there are restrictions, potential exemptions for marine workers or government employees must be confirmed. If there are restrictions, the TCC manager must be advised.

8 Procedures during inspection

8.1 Pre-boarding MSIs must ensure they have all necessary items for sanitization and prevention (refer to TASK HAZARD ANALYSIS RDIMS #16320561.

8.2 While conducting the inspection onboard a vessel, marine safety inspectors should:

  • If no pre-boarding communication was possible, complete the risk assessment outlined in 7.1.5 above;
  • Explain to the vessel master the additional precautions they may notice during the inspection, given the current COVID-19 situation;
  • Ask the vessel master if anyone is exhibiting signs of illness (if no prior communication was possible).
  • Wear gloves when recommended; it you are not wearing wash your hands or sanitize regularly(i.e. after touching surfaces);
  • Avoid touching your face;
  • Avoid unnecessary contact with master and crew, such as shaking hands or exchanging documents, limit contact to as few crew as is possible, and maintain sufficient social distancing (2 metres) where possible;
  • Exercise extreme diligence, including observing visible crew members for signs of illness;
  • Limit the inspection to deck, machinery space, wheelhouse, steering gear compartment, and vessel hold area, avoiding personal living accommodations and crew quarters. On small vessels with no door and stair access to underdeck space, do not enter the space, perform a visual through the hatch opening.
  • Limit as much as possible touching and manipulating the equipment on board, closing devices (e.g. door handles) you can ask that all accesses on board remain fluid while avoiding touching the surfaces most likely to be contaminated. Facilitate visual inspection or ask staff to handle them in front of you.
  • Limit time onboard to only that required to complete inspection;
  • Limit touching items such as handrails, pen or surfaces, where possible;
  • Limit equipment and gear being used for inspection to reduce exposure. This includes use of cell phones for pictures or other applications;
  • Disembark the vessel ASAP if any signs of flu like symptoms are noted onboard and advise the TCC manager and local public health agency; and
  • Wash or sanitize hands upon returning to vehicle or shuttle vessel.

9 Post-Inspection Procedures

9.1 Once inspection has been completed, MSIs must:

9.1.1 Immediately advise TCC manager if any encounter was made with individuals exhibiting flu-like symptoms;

9.1.2 Isolate the boarding kit, use gloves and sanitize all items used as much as possible (e.g. gauges, cameras, satellite phones, measuring devices, pens, calculator);

9.1.3 Sanitize items as necessary with wipes or spray; and

9.1.4 Debrief manager.

9.2 If emotional stress/trauma is experienced, employees should contact Employee Assistance Services at 1-800-268-7708, or 1-800-567-5803 (TTY - for people with hearing impairments).

10 Date of application

10.1 This procedure comes into force on March 24, 2020.

11 Date for review

11.1 This procedure is to be reviewed continuously during the application of the special measures to prevent COVID-19 infection.

12 RDIMS reference

12.1 The English version of this document is saved in RDIMS under reference number 16383019.

12.2 La version française du présent document est dans le SGDDI et porte le numéro de référence 16386465.

Annex 1 – Essential Safety Items for Inspection

1. Items to be subject to documentary review, before inspection

1.1 To allow a limitation of the on-board inspection extent, taking into account the extraordinary circumstances, the authorized representative shall be requested to provide the following documentary evidences for review before attending the vessel.

  • Crew list and certificates
  • Servicing records for lifesaving appliances (e.g. liferaft, marine evacuation systems)
  • Maintenance records for fire safety appliances (e.g. fire extinguishers, fixed fire safety systems)
  • Maintenance records for main machinery (main engine, generators, auxiliary engines)
  • Maintenance records for navigation/radio equipment
  • Written attestation from the authorized representative or the master that no modification has been made to the vessels since the last inspection. In case modifications has been made, a list and a detailed description of the modifications must be provided
  • Written attestation from the authorized representative or the master that the vessel was not subject to grounding, or significant damage or repairs since the last inspection. In case the vessel to damage or repairs, a detailed description of the damage and repair made must be provided.
  • If formal written report and records are not available, the inspector should seek to get the information by email or telephone from the authorized representative.

2. Extent of the onboard inspection

2.1 Topside Inspection

2.1.1 Taking into account the extraordinary circumstances, the onboard inspection will be limited to a visual inspection and test of the essential safety equipment, machinery and system.

  • Perform a walk around of the main deck, noting the general state of the vessel. On small vessel, a walk along the vessel from the dock side may be performed before boarding. Note the general conditions of the vessel.
  • Visual inspection of the watertight and weathertight opening means of closure.
  • Visual inspection of the interior if main compartments (lazarette / steering gear, engine room, cargo or fish hold). On small vessels with no door and stair access, the visual inspection may be made through the hatch without entering the compartment.
  • Visual inspection to confirm the presence of required lifesaving and fire safety equipment and system on board.
  • Main engine running test.
  • Bilge pumping system running test.
  • Fire pump running test.
  • Visual verification of the emergency lighting.
  • On small vessel with limited space, the running test may be made with the inspector watching from the open deck, or the dock side.
  • Verification of the essential navigation safety equipment. On smaller vessels with limited wheelhouse space, the verification may be made by the inspector standing in the door opening, witnessing the master performing requested test.

2.2 Drydocking / inspection of the ship bottom

2.2.1 The inspection of the ship bottom and underwater components shall be carried as usual.

Annex 2 – Exemption or extension of certificates when no physical inspection can be carried

1. Domestic Vessels – Extension or short term certification without exemption

1.1 When it is not possible to carry an onboard inspection, a short-term certificate may be issued without an exemption up to the period indicated below.

1.2 Before extending the inspection certificate, the MSI must be satisfied that the vessel is in a seaworthy condition. In addition to the documentary evidence listed in section 1 of Annex 1, the inspector should request necessary additional evidence, including technical information, attestation, pictures or video to be provided by the authorized representative.

1.3 Any extension longer than the period indicated below or any other exemption must only be made through an MTRB exemption or a TCMSS National Policy Decision.

1.3.1 Fishing vessels and vessels other than passenger vessels

(a) two months beyond the due date of periodic inspection; or

(b) five months beyond the due date of periodic inspection, if authorized to do so by the Regional Director.

1.3.2 Passenger Vessels

(a) one month beyond the due date of periodic inspection.

2. Delegated vessels

2.1 Request for extension of issuance of short-term certificate for delegated vessels must be addressed by the Recognized Organization to the regional DISPLO.

2.2 Extension for domestic vessels up to the period indicated in section 1 will be considered and granted when appropriate by the regional director.

2.3 Extension longer than the period indicated in section 1, or exemption will be considered and granted when appropriate by the MTRB or through a TCMSS National Policy Decision.

3. IMO Convention Vessels

3.1 Request for extension of issuance of short-term certificate for delegated vessels must be addressed by the Recognized Organization to the regional DISPLO.

3.2 For convention vessels, any extension or any other exemption must only be made through an MTRB exemption or a TCMSS National Policy Decision.

3.3 Extension of certificate, when granted, will be made in accordance with the provisions of the IMO Conventions, as described in the IMO SURVEY GUIDELINES UNDER THE HARMONIZED SYSTEM OF SURVEY AND CERTIFICATION (HSSC), 2019, Resolution A.1140(31).

Annex 3 – Postponement of mandatory third party servicing, testing and certification when no service provider is available

1. Domestic Vessels

1.1 When it is not possible to carry out the mandatory third party servicing, testing and certification of lifesaving appliancesFootnote 1Footnote 2, and fire safety systems and equipmentFootnote 3, navigation and radio equipmentFootnote 4 and equipment and systems for pollution preventionFootnote 5 and ballast waterFootnote 6 a deficiency notice should be issued to the vessel for a period not exceeding three (3) months beyond the servicing due date.

1.2 Before issuing the deficiency notice, the MSI must be satisfied, as much as possible, that the appliance, system or equipment appears to be in a good working condition. In addition to the documentary evidence that the appliance, system or equipment was properly serviced during the last cycle, the inspector should, as appropriate, request necessary additional evidence, including technical information, maintenance records, attestation, pictures or video to be provided by the authorized representative.

1.3 Any postponement of servicing, testing and certification longer than the period indicated in paragraph 1.1 must only be made through an MTRB exemption.

2. Delegated vessels

2.1 Request for postponement of mandatory third party servicing, testing and certification for lifesaving appliances and fire safety systems, navigation and radio equipment and equipment and systems for pollution prevention and ballast water on board delegated vessels must be addressed by the Recognized Organization to the regional DSIPLO.

2.2 Postponement of servicing, testing and certification for domestic vessels up to the period indicated in paragraph 1.1 will be considered and granted by TC and a deficiency notice will be issued by TC as for non-delegated vessels. The RO should reflect the deficiency notice in a condition of class for follow-up.

2.3 Postponement of servicing, testing and certification longer than the period indicated in paragraph 1.1 will be considered and granted when appropriate though an MTRB exemption or a TCMSS National Policy Decision.

3. IMO Convention Vessels

3.1 Request for postponement of servicing, testing and certification must be addressed by the Recognized Organization to the regional DISPLO.

3.2 For convention vessels, any postponement must only be made through an MTRB exemption or a TCMSS National Policy Decision.

3.3 Postponement, when granted, will be made in accordance with the provisions of SOLAS chapters II-2Footnote 7, IIIFootnote 8Footnote 9, and V/16Footnote 10, MARPOL Annex I, IV and VIFootnote 11, and the International Convention for the Control and Management of Ships’ Ballast Water and Sediments, 2004, Annex, Regulations D-3 and D-4.

Periodic inspections of domestic vessels to reduce the risk of marine safety inspectors contracting coronavirus (COVID-19)
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