Comprehensive Guide for a successful Vetting Inspection onboard an Oil Tanker

Introduction

A successful onboard vetting inspection is the result of meticulous preparation and teamwork. Oil majors use these inspections to evaluate the safety, operational standards, and overall condition of a tanker. Therefore, conducting thorough pre-vetting inspections using internal resources before the official vetting is essential. These pre-vetting inspections usually take place during discharge operations and ensure that the tanker meets all necessary standards.

First Impressions Matter

The first impression is critical and often formed as soon as the vetting inspector arrives at the gangway. Most vetting inspectors are experienced seafarers, and their initial assessment will influence their perception throughout the inspection. Therefore, the route from the ship side to the Master's office must be impeccable. Remember, you only get one chance to make a first impression.

Scheduling and Prioritization

Schedule the vetting inspection at a time that does not conflict with other essential operations. Apart from necessary vessel operations, the inspection should be the highest priority. Ensure that all preparations are completed well in advance to avoid any last-minute issues.

Preparation by Department Heads

Each department head must complete and sign off their section of the vessel inspection questionnaire before arrival at the port. Any deficiencies should be reported and corrected beforehand. This practice should be part of the vessel's standard operating procedures.

Team Effort

While the Master has overall responsibility, preparing for an inspection is a team effort involving all crew members. Clear communication and cooperation among all departments are crucial for a successful inspection.

Required Documentation

Before the inspection, ensure the following documents are ready for the inspector. Arrange them in the same order as they appear in the VPQ/VIQ (Vessel Particular Questionnaire/Vessel Inspection Questionnaire):

• Classification documents
• Certificate of registry
• Cargo ship safety construction certificate
• Cargo ship safety equipment certificate
• Safety radiotelegraphy certificate
• Load line certificate
• IMO certificate of fitness
• IOPP certificate & supplement
• Certificate of financial responsibility
• Crew list
• Drawing of the vessel's cargo tank arrangement
• Vessel's safe manning document

Additionally, prepare the following:

• Officer's qualification matrix
• Officer's licenses
• Health certificates
• P&A manual
• Approved crude oil washing manual
• Approved ballast manual
• Oil/Cargo record book
• Oil transfer procedures
• Garbage log for MARPOL Annex V compliance
• Proof of cargo hose/pipe pressure testing
• Proof of fixed and portable firefighting equipment servicing
• Proof of professional servicing of breathing apparatus
• Proof of life raft servicing
• Settings for vessel's pressure/vacuum valves
• Shipping document and cargo manifest
• Certificate of inhibition or stabilization of cargo
• Declaration of Inspection if transferring bunkers
• Cargo Information cards for the cargo on board
• Inert gas manual
• Vessel response plan
• Safety manual
• Vessel operation manual
• Company's policy for upgrading and training

Demonstrations and Checks

Be prepared to calibrate and/or demonstrate the proper operation of:

• Combustible gas detectors or fixed gas detection system
• Oxygen analyser
• Toxic gas detector
• Overboard discharge monitor
• Cargo pump emergency shutdown and bearing alarms
• High level alarms
• Overfill alarms
• Quick closing valves

Additionally, ensure the readiness of the following systems/alarms:

• Inert gas system alarms
• Oily water separator
• Firefighting systems
• Steering gear
• Emergency generator
• Engine room ventilation shutdowns
• Fuel oil quick-closing valves

Final Preparations

Inspectors may also check the following items, which should be ready and in proper order:

• Firemen's outfits
• International shore connection
• Navigation equipment
• ECDIS including latest corrections
• Publications with latest corrections
• EPIRB, pyrotechnics, and hydrostatic releases
• Flame screens, bunker tanks
• Suitable paint locker
• Marine sanitation device

Refer to the specific requirements of the inspecting oil major. Key items impacting the overall impression and inspection flow include:

• Correct gangway arrangement with safety nets and life rings
• Presence of a deck watch at the gangway
• Verification of inspector's identity
• Escorting inspector to the Master’s office
• Posting all applicable warning signs
• Ensuring all crew wear required PPE
• Proper rigging of fire equipment at the manifold
• Clean and obstruction-free deck
• Blocked scuppers with emergency pump in position
• Briefing cargo personnel on operations
• Marking and maintaining emergency equipment
• Ensuring good mooring order
• Maintaining clean and tidy accommodations with positive pressure

Conducting the Inspection

Vetting inspections provide oil majors with the information needed to decide if the vessel is acceptable for use. The inspection typically starts with a check of all certificates and documentation, followed by a tour of the bridge, deck, accommodation, provision room, and engine/steering gear room. The schedule can be adjusted to minimize disruption to normal operations.

Common Deficiencies

Common deficiencies are often found in the following areas:

Bridge and Radio Room

• Incomplete passage plans (ensure they cover berth to berth navigation)
• Missing or outdated publications
• No emergency anchorage marked
• No-go areas not marked
• No point of no return marked
• Missing Master's standing orders and night order book
• No logs for gyro error
• No entry of position on the ECDIS chart during pilotage

Cargo Control Room and Tank Deck

• No cargo/ballast plan available
• Hydraulic leaks on deck
• Improper PPE usage by officers and ratings
• Unchecked Oil Discharge Monitor (ODM)
• Manifold valves on the opposite side not closed properly
• Defective or missing pressure gauges
• Missing screens inside ballast tank vents
• No calibration gas for gas detection instruments
• No tank entry policy

Engine Room and Steering Gear

• Missing procedures or instructions for foam system
• Incomplete Chief Engineer's standing orders and night order book
• Missing emergency steering procedures in the steering gear room
• Missing hot work procedures in manuals
• Missing safety guidelines for welding equipment
• No eye protection warning notices in the engine workshop
• Missing clean goggles by grinders and lathes

Accommodation/Galley

• Untidy spaces
• Greasy overhead ventilation (fire hazard)
• Missing identification labels on accommodation ventilators
• Incorrect temperature maintenance in meat/fish rooms

Closing Meeting

After the inspection, the inspector will discuss observations and comments with the Master. Address any misunderstandings or minor issues that have been rectified. The inspector will provide a written list of observations, which should be corrected promptly.

Owner’s Response

The owner’s responses to inspection comments are critical. Quality replies that indicate a serious approach to deficiencies and an active Safety Management System are essential. The replies should address the root causes of deficiencies and demonstrate an effective corrective action plan.

Conclusion

By adhering to these guidelines, you can ensure a successful vetting inspection, demonstrating your commitment to safety and quality.

This guide aims to provide a detailed roadmap for preparing and executing a successful vetting inspection. By following these steps, you can ensure your tanker meets the highest standards and is ready for scrutiny by oil majors