Merchant Shipping Notice No.09 of 2014: Sub: International Safety Management (ISM) Code On Indian Ships-Reg

भारत सरकार / GOVERNMENT OF INDIA
पोत परिवहन मंत्रालय / MINISTRY OF SHIPPING

नौवहन महानिदे शालय / DIRECTORATE GENERAL OF SHIPPING
टे लीफोन: 91-22-25752040/1/2/3/5 “बिटा बिल्डिंग”, 9 वी मंजिल / “BETA BUILDING”, 9th FLOOR Tele: 91-22-25752040/1/2/3/5
फैक्‍स: 25752029/35 आय-थिंक टे क्‍नो कॅम्‍पस / I-THINK TECHNO CAMPUS Fax: 25752029/35
ई-मेल: dgship-dgs@nic.in कांजरु गॉवं रोड / KANJUR VILLAGE ROAD E-mail: dgship-dgs@nic.in
कांजुर मार्ग रे ल्‍वे स्‍टेशन के पास / NEAR KANJUR MARG RAILWAY STATION
/ KANJUR MARG (EAST)
कांजुर मार्ग (ईसट्‍ )
वेब: www.dgshipping.gov.in मुंबई - 400 042 / MUMBAI – 400 042 Web: www.dgshipping.gov.in
Merchant Shipping Notice No.09 of 2014
NO: ENG/ISM/59(4)/97 Dated: 15.05.2014

J June 2013
Sub: International Safety Management (ISM) Code on Indian ships-reg.
Ref: MS Notices 09/2003 & 28/2003 and Engineering Circulars 13/2003, 6/2004, 43/2004, 44/2004, 49/2004, 56/2005,
57/2005, 62/2005,73/2005,75/2006, 76/2006, 84/2007, 84A/2011, 85/2007, 85A/2011, 90/2007, 91/2008, 92/2008, 97/2008,
101/2008, 105/2009, 106/2009, 116/2009, 118/2010, 128/2010, 128A/2010, 134/2011, 07/2012, 08/2012 and 05/2013.
1. General:
The International Safety Management (ISM) Code for the Safe Operation of Ships and for Pollution
Prevention was adopted by the International Maritime Organization (IMO) by Resolution A.741(18) as
amended. The Code is implemented in India through the Merchant Shipping (Management for Safe
Operation of Ships) Rules 2000, as amended.
2. Purpose:
To keep pace with the ever evolving nature of the regulatory regimes in maritime sector, including the
ISM Code, this Directorate had issued over 30 notices/circulars related with Code, since its inception.
This notice is being issued, integrating all these circulars and incorporating the requirements of the
latest IMO Circulars / Guidelines in this regard.
3. Reference:
No. Reference Detail

1 MS Rules Merchant Shipping (Management for the Safe Operation of Ships) Rules,
2000, as amended.
2 SOLAS International Convention for the Safety of Life at Sea, 1974, as amended.
Chapter IX – Management for the safe operation of ships.
3 ISM Code Resolution A.741(18) as amended by MSC.104(73), MSC.179(79),
MSC.195(80), MSC.273(85) and MSC 353(92), International Safety
Management (ISM) Code.
MS Notice 9 of 2014 Page 1

4 Resolution Guidelines on implementation of the International Safety Management Code
A.1022(26) by Administrations.
5 MSC-MEPC.7/ Revised guidelines for the operational implementation of the International
Circ.8 Safety Management Code by Companies.
6 MSC-MEPC.7/ Guidance on the qualification, training and experience necessary for
Circ.6 undertaking the role of the designated person under the provisions of the
International Safety Management Code.
7 MSC-MEPC.7/ Guidance on near-miss reporting
Circ.7
8 MSC/Circ.1059- Procedures Concerning Observed ISM Code Major Non-Conformities.
MEPC/Circ.401
9 MSC.1/Circ. 1371, Refer to the List of codes, recommendations, guidelines and other safety
as amended and security-related non-mandatory instruments.
4. Applicability:
4.1 The Merchant Shipping (Management for Safe Operation of Ships) Rules 2000, as amended is
applicable to the Indian ships as follows:-
4.1.1. Passenger ships (including high speed crafts) Special Trade Passenger (STP) ships
regardless of tonnage;
4.1.2. Oil tankers, chemical tankers, gas carriers, bulk carriers and cargo high-speed craft,
special purpose ships and other cargo ships of 500 GT and upwards, and
4.1.3. Self-propelled mobile offshore drilling units (MODUs) and Dynamically Positioned (DP)
MODUs of 500 GT and above.
4.1.4. Self-propelled Mobile Offshore Units (MOUs) such as self-propelled FPSOs /FSUs etc of
500GT and above.
4.2 Ships carrying dry cargo in bulk but which do not meet the MSC.277(85) definition for a “Bulk
Carrier” are to be typed as “Other Cargo Ships.”
4.3 This Notice supersedes the following MS Notices and DGS Engineering Circulars:
Sr.No Notice/Circular No. Reference
1 MS Notice 09 of 2003 No. 7-NT(13)/2002 dated 06 January, 2003

2 MS Notice 28 of 2003 No. ENG/ISM/59(4)/97 dated 08 October, 2003
3 Eng. Circ. 13 of 2003 No. ENG/ISM/59(4)/97 dated 02nd July, 2003
4 Eng. Circ. 36 of 2004 No. ENG/ISM/59(4)/97 dated 16th August, 2004
5 Eng. Circ. 43 of 2004 No. ENG/ISM/59(4)/97 dated 23rd December, 2004
6 Eng. Circ. 44 of 2004 No. ENG/ISM/59(4)/97 dated 23rd December, 2004

7 Eng. Circ. 49 of 2005 No. ENG/ISM/59(4)/97 dated 05th May, 2005
8 Eng. Circ. 56 of 2005 No. ENG/ISM/59(4)/97 dated 11th August, 2005
9 Eng. Circ. 57 of 2005 No. ENG/ISM/59(95)/03 dated 22nd August, 2005
10 Eng. Circ. 62 of 2005 No. ENG/ISM/59(4)/97 dated 18th November, 2005
11 Eng. Circ. 73 of 2005 No. ENG/ISM/59(4)/97 dated 20th April 2005.
12 Eng. Circ. 75 of 2006 No. ENG/ISM/59(4)/97 dated 16th June, 2006
13 Eng. Circ. 76 of 2006 No. ENG/ISM/59(4)/97 dated 06th October, 2006
14 Eng. Circ. 84 of 2007 No. ENG/ISM/59(4)/97 dated 04th May, 2007
15 Eng. Circ. 84A of 2011 No. ENG/ISM/59(4)/97 dated 13th January,2011
16 Eng. Circ. 85 of 2007 No. ENG/ISM/59(4)/97 dated 04th May 2007
17 Eng. Circ. 85A of 2011 No. ENG/ISM/59(4)/97 dated 13th January, 2011
18 Eng. Circ. 90 of 2007 No. ENG/ISM/59(4)/97 dated 13th December, 2007
19 Eng. Circ. 91 of 2008 No. ENG/ISM/59(4)/97 dated 24th March, 2008
24 Eng. Circ. 106 of 2009 No. ENG/ISM/59(4)/97 dated 16th April, 2009
26 Eng. Circ. 118 of 2010 No. ENG/ISM/59(4)/97 dated 01st February, 2010
28 Eng. Circ. 128A of 2010 No. ENG/ISM/59(4)/97 dated 06th October, 2010
29 Eng. Circ. 134 of 2011 No. ENG/MISC-29(16)/2010 dated 09th May, 2011
32 Eng. Circ. 05 of 2013 No. ENG/ISM/59(4)/97-VII dated 04th July, 2013
33 Corrigendum to Engg Circ. No.ENG/ISM/59(4)/97-VII dated 25th October, 2013
5/2013
5. Company Responsibilities & Authorities:
5.1 Company:
5.1.1. The “Company”, for the purpose of this Notice, means the owner of the ship or any other
organization or person such as the Manager, or the Bareboat Charterer, who has
assumed the responsibility for operation of the ship from the Ship-owner and who on
assuming such responsibility has agreed in writing to the Directorate General of Shipping

(DGS), to take over all the duties and responsibilities imposed by the ISM Code.
5.1.2. The “Top Management” for the purpose of this Notice means the highest level of
management of the Company, who is authorized to provide decisions necessary to
implement the Company’s objective for the effective implementation of Safety
Management System (SMS) on its fleet and in this case, refers to the Chairman,
Managing Director, President, Chief Executive Officer or equivalent, who represents the
Board of Directors of the Company.
5.1.3. Any organization, including ship management companies, assuming such

responsibilities as the Company under the ISM Code shall have sufficient wherewithal
and capabilities, viz. technical, financial and human resource, readily at its disposal
for the effective implementation of the Safety Management System (SMS) at all relevant
levels in the Company, and shall ensure that adequate resources and shore based
support are provided at all times and promptly to the ships under its ISM management.
(ref: IMO Circular MSC-MEPC.7/Circ.8).
5.1.4. In order to reaffirm the above, every company who is holding a DOC issued by DGS or
intending to obtain the same, except for the ships owned and operated directly by the
Govt. owned companies/organizations, shall submit a ‘Self Declaration’ from top
management (i.e Form ISM-14 or ISM-15), along with applicable enclosures, while
applying for any DOC audit to the ISM cell of the Directorate.
5.2 Technical Management:
5.2.1. As per the international practice across the world, the organization vested with the
technical management of ships may also assume the role as the ‘company’ for the
purpose of the implementation of the ISM Code. Thus, any organization taking over such
responsibilities, shall be duty-bound for the effective implementation of the SMS on such
vessels and therefore shall be capable of demonstrating that the Organization has
sufficient wherewithal and delegated authority for the said purpose. In order to confirm
the above, both the registered owner of the ship and the prospective ISM manager shall
be required to submit a joint undertaking to the Directorate in the prescribed format (ISM
Form-01).
5.2.2. If the company has outsourced a part function such as crew management either from the
ship owner or from a crew management company, the company (DOC holder) remains
responsible for all such delegated functions and must enter into an agreement between
owner of the ship or the crew managers, as the case may be. The agreement must
ensure that the Master, officers and crew appointed by the owner or crew manager shall
report to the Company (DoC holder) for all SMS matters, shall comply with the company
instructions and have a direct link in all matters with the shore based designated person
of the "company." In case of crew mangers, other than the owners, the firm shall be
holding a valid licence as per MS (Recruitment and Placement of Seafarers) Rules 2005,
as amended.
5.2.3. Notwithstanding any such part or full delegation of ISM responsibilities, the owner of the
ship, shall have the ultimate responsibility in accordance with Sect.335 of M.S Act 1958,

as amended.
5.2.4. Further, the company, in all such cases of delegation of ISM functions should
periodically verify and confirm that all those undertaking delegated ISM-related tasks are
acting in conformity with the Company's responsibilities under the Code. (ref: IMO
Resolution MSC 353(92)).
5.3 Change of Management
5.3.1. While recognizing the owner’s prerogative to delegate the ISM functions to a competent
manager of his choice, it has been noticed by the Directorate that frequent change of
management affects the stability of the SMS and thereby safety of the ships under the
management, often placing undesirable legal, technical and social concerns before the
Directorate. All the ship-owners are therefore advised to exercise utmost diligence while
selecting the ISM managers and in case of extreme circumstances warranting change of
manager, the registered owners of the vessel shall make a formal application at least 7
working days prior to the actual change of management to the Directorate along with a
declaration from the owners in ISM Form-11.
5.3.2. The Company planning to take over the management of a ship from another
management shall have a valid DOC for the type of ship intending to take over and is
advised to undertake a detailed pre-takeover inspection of the vessel and shall ensure
the following prior to offering the vessel for the Interim SMC audit :-
5.3.2.1. that the vessel is in possession of all valid statutory certificates and shall be
free of any statutory note or any over-due Conditions of Class (CoCs) as per
IACS Recommendation 98;
5.3.2.2. that the new joining ship-staff undergo the required familiarization on ship’s
lay out, loading / discharging, mooring, navigation and engine room
procedures / operation with the existing staff;
5.3.2.3. that a familiarization training is imparted to the ship staff on the SMS of the
company with special emphasis on the onboard safety / emergency systems
and procedures.
5.3.3. In case any management company, other than the owner, opts to discontinue the
management of a ship, the “Company” may proceed so, in accordance with the bilateral
agreement with the owners, under intimation to this Directorate. However, in all such
cases, the management company shall be under obligation to continue to discharge its
responsibilities as the ‘Company’ for a period of 3 months from the date of such
intimation or until alternate arrangement for safe management of the ship is ensured by
the owner, whichever is earlier. If the owner fails to make alternate arrangement for the
safe management of the ship within the above mentioned three months, the registered
owner of the vessel shall automatically be deemed to be the ‘company’ for the purpose
of the ISM code and the responsibilities there-under.
5.4 Technical Management of ships from outside India:

5.4.1. Companies intending to manage Indian Flag vessels from outside India, but do not have
registered office in India or not registered under Indian Companies Act are eligible for
applying for the Indian DoC, provided the Technical Management Company abroad has
a liasoning arrangement with an Indian registered company and hold a DOC for the
"ship type" issued by the maritime administration or by one of the Recognized

Organizations authorized by the GOI, on behalf of a maritime administration where the
Technical Management Company is located.
5.4.2. The Technical Management Company is required to submit its application in the
prescribed format along with a duly notarized (in original) undertaking from self, liaison
office in India and from the ship owner, stating the following:-
5.4.2.1. In case of legal disputes, the jurisdiction would be of an Indian Court of Law;
5.4.2.2. In case of any eventuality with respect to safety of the vessel, personnel and
environment, the ship owner is equally responsible to deal with the above,
and will not cite non-cooperation by the Technical Manager as a reason for
not discharging his responsibility.
5.4.2.3. The Directorate General of Shipping has the right to withdraw the DOC at its
discretion, by assigning the reasons which led to such withdrawal.
5.4.2.4. The Technical Management Company is required to take cognizance of the
Merchant Shipping Act, 1958 as amended and all notifications and guidelines
issued from time to time with respect to the ISM system.
5.4.3. The Technical Management Company is required to be responsible for and arrange for
the conduct of the interim / initial audit of its office by the Administration for the purpose
of DOC certification and thereafter for the subsequent periodical audits as applicable.
5.5 Change of name or office premises of the Company or Change of flag/ ownership/
Registry of the vessel:
5.5.1 In case any Company intends to change the name of the company or shift the offices
premise due to operational reasons to a location other than that mentioned in the
existing DoC, the Company may make a formal application in this regard to the DGS, in
the company’s new letterhead, along with the copy of the certificate of incorporation
issued by the Registrar of Companies or the registered document for the new office
premise, as the case may be. After incorporating necessary amendments to the SMS
documents, Company may offer the new office for an Additional verification audit by the
Administration, along with applicable fees in this regard. On receipt of satisfactory report
from the audit team, the DGS will issue new DoC and SMC, as the case may be, with
the new address / name, but with validity of the existing certificates.
5.5.2 In both the cases above, the additional audit referred therein can be clubbed with the
annual / renewal DoC audits, if feasible, but in any case, the entire process for the
change of name / address has to be completed within three months from the date of
application for the same.
5.5.3 In case of change of flag or ownership or closure of registry of a vessel holding Indian
SMC, the Company has to promptly intimate the same and surrender the original SMC
of the vessel to the DGS, in any case within 15 days.
6. Safety Management System:
6.1 The ISM Code requires that Companies shall develop, implement and maintain a safety
management system (SMS) which includes functional requirements as listed in section 1.4 of the
ISM Code and, inter-alia, should:

6.1.1. designate a person or persons with direct access to the highest level of management who
should monitor the safe operation of each ship (section 4);
6.1.2. ensure that adequate resources and shore-based support are provided to enable the
designated person or persons to carry out their functions (section 3.3);
6.1.3. define and document the master's responsibility with regard to reviewing the safety
management system and reporting its deficiencies to the shore-based management
(section 5.1);
6.1.4. establish procedures for reporting and analysis of non-conformities, accidents and
hazardous occurrences (section 9.1);
6.1.5. periodically evaluate the effectiveness of, and when needed, review of the safety
management system (section 12.2); and
6.1.6. perform internal audits to verify whether safety management activities comply with the
requirements of the safety management system (section 12.1).
6.2 SMS Manuals:
6.2.1. Every company has to develop their own SMS manuals considering the type of vessel and
nature of operation of the vessel taking the following into consideration:-
6.2.1.1. The Apex Manual of the company is to be referred to as “Safety Management

Manual” and is required to be in compliance with the various elements of the ISM
Code, as amended. The manual must contain Policies, objectives, organization
structure, responsibilities & authorities of relevant personnel, communication level
and identification, risk assessment and control of processes of the company and
on board the ship with respect to ISM Code. The manual shall be so prepared
that frequent amendment to the manual is avoided.
6.2.1.2. In the event of any other operational manuals, instructions, checklists, forms etc.
constituting a part of the Safety Management System, the apex manual shall
contain cross references to all those documents.
6.2.1.3. The company SMS manuals shall address the applicable codes,
recommendations, guidelines and other Safety and security-related non-
mandatory instruments as per IMO Circular MSC.1/Circ.1371, as amended. Also,
company SMS manuals shall address basic elements of Shipboard Occupational
Health and Safety Programme (SOHSP) and Guidance of Fatigue Mitigation and
Management (i.e. MSC/Circ. 1014) etc.).
6.2.1.4. The apex Safety Management Manual can have provision to indicate reference to
other relevant manuals / documents viz. Environmental / Health / Quality Manual /
Functional Guidelines etc. but not the other way round.
6.2.1.5. Companies may opt for Integrated Safety Management system covering ISM,
ISO, HSE, OHSAS etc. to suit their commercial requirements subject to covering
all the clauses of ISM Code in serial order with clear reference of respective
clause in apex safety management manual.
7. Designated Person Ashore (DPA):
Role, Responsibility and qualification of DPA is to be broadly guided by the IMO Circular MSC-
MEPC.7/Circ.6 “ Guidance on the Qualifications, Training and Experience necessary for undertaking

the role of the Designated Person under the provisions of the International Safety Management (ISM)
code” and as a minimum shall, in addition, comply with the following by all Indian DOC holders:-
7.1 Role and Responsibility of DPAs:
DPA is the key person to ensure effective implementation of the company's safety management
system and requires to be based ashore whose influence and responsibilities should significantly
affect the development and implementation of a safety culture within the Company and hence is
required to be placed at a reasonably higher level (senior management position) in the
company's organization chart. The DPA is required to effectively influence the mind-set, attitudes
and behavior of subordinate shore staff to enhance support of vessel operations, as well as
acting as a key link in the safety management chain reporting directly to the highest-level of
management of his company.
7.2 Qualification of DPAs:

Every company should employ a DPA on regular basis complying with below mentioned
requirements:-
Category of Ships Minimum Qualification Desirable
Sr. Experience
No.
A i. Passenger Ships, Holder of Indian Certificate of Master (FG), MEO
Passenger High Speed Competency (COC) or the COC Class I (Chief
Craft, Cargo High Recognized by Govt. of India as Master Engineer) with two
Speed Craft, Oil Tanker, (FG) or MEO Class-I or Naval Architects years of shore
Chemical Tankers or having minimum five years of relevant experience at the
Gas Carrier irrespective experience as ISM Lead Auditor with a management of
of size and Classification Society or Maritime relevant category
ii. Bulk Carriers, Other Administration and holding a of ships.
Cargo Ships or Offshore responsible position in the organization.
Support Vessel (OSV)
of above 3000 GT.
B Bulk carriers or Other 1. As for category ‘A’ or Master (FG), MEO

Cargo ships or Offshore 2. Holder of Indian COC as Master Class I (Chief
Support Vessel (OSV) on (NCV), Chief Engineer (NCV) with Engineer) with two
the coast of India of less adequate sea experience or Naval years of sailing /
than 3000GT. Architects having minimum two shore experience
years experience as ISM Lead at the
Auditor with a Classification Society management
or Maritime Administration and level.
holding responsible position in the
organization.
C MODUs or MOUs such as 1. As for category ‘A’ or Master (FG), MEO

FPSOs / FSUs or other 2. Graduate Mechanical / Electrical / Class I (Chief
offshore support vessels Marine or Petroleum Engineer Engineer) with two
such as DP diving support having experience of atleast 05 years of
vessels years in the relevant field and experience in the
holding a senior management relevant field.

position.
7.3 Change of DPA:
7.3.1 In case of any change of DPA, the Company shall ensure that the new DPA meets the
applicable qualification requirements as mentioned in para 7.2 of this notice, and shall
promptly report the same to the Directorate in the prescribed format (Form ISM-12),
along with self-attested copies of COC & CDC of the new DPA.
7.3.2 If the DPA unilaterally resigns or disassociates with the “company”, he may proceed so as
per the term of his employment, but under prompt intimation to the DGS. If the Company
fails to appoint suitable DPA, the DOC of the “company” shall automatically become null
and void.
7.4 Alternate DPA (ADPA):
Every Company having more than three ships under its management shall designate an
Alternate Designated Person (ADPA), to discharge the functions of the DPA in latter’s absence
or in similar emergency situations, whose qualification, as minimum, shall be as per IMO Circular
MSC-MEPC.7/Circ.6.
8. Document of Compliance (DoC):
A Document of Compliance (DOC) is issued to a Company when the shore side aspects of the Safety
Management System are found to comply with the requirements of the ISM Code. The DOC is specific
to the ship type(s) operated by the Company and for which the SMS is implemented at the time of the
audit. A copy of the relevant DOC should be placed on board each of the company’s ships, which may
be accepted as evidence that the Company’s shore-side management structure complies with the
requirements of the Code.
8.1 Application process:
8.1.1. Any Company intending to obtain an Indian DoC may make a formal application to that
effect to the ISM Cell of the DGS, as follows:-
8.1.1.1. Company request letter on company letter head along with requisite fee.
8.1.1.2. Background of the Company.
8.1.1.3. Organization structure giving the qualification & experience of personnel
including DPA qualification & experience along with the self-attested copies of
COC and CDC.
8.1.1.4. Types of ships for which DOC is being applied.
8.1.1.5. A hard and soft copy of company SMS document (Apex) in compliance with ISM
Code for the required ship type.
8.1.1.6. IMO Identification Number for the company issued by the IHS maritime on behalf
of the IMO.
8.1.1.7. Copy of Registered document for the office premise.
8.1.1.8. Copy of Certificate of Incorporation issued by Registrar of Companies along with

copy of Memorandum/ Articles of Association.
8.1.1.9. Declaration of the company (i.e. Form ISM-14 or ISM-15).
8.1.2. After preliminary scrutiny of Company’s application, the Company should submit its SMS
manual to an auditor nominated by the Directorate for the purpose. The auditor, on
satisfactory completion of preliminary scrutiny, shall endorse and return the manual to the
company and forward appropriate recommendation to the ISM Cell of the Directorate
within the period prescribed in the nomination letter.
8.2 Interim DoC certification:
8.2.1 An Interim DOC may be issued to facilitate initial implementation of the Code when:-
• a company is newly established,
• new ship types are to be added to an existing DOC
8.2.2 Towards the interim DoC certification, the ISM Cell of the Directorate, on satisfactory
completion of para.8.1, may nominate an audit team to the Company’s premises to verify
that the Company has capabilities as has been mentioned in para 5.1& 5.2 of this notice,
for the effective implementation of the ISM Code, for the identified ship type(s). The
Company will need to prove that measures are in place to implement the full
requirements of the ISM Code within the period of validity of the Interim DOC.
8.2.3 On receiving audit report from the auditor, the Company shall first address the non-
conformities, if any, and then submit application to the DGS, with requisite fee for
issuance of Interim DOC. An interim DoC shall be issued for a maximum period of twelve
months from the date of completion of the audit or for a shorter period as deemed fit and
recommended by the audit team.
8.2.4 The DOC audit will take place at the company’s principal place of business. If a Company
operates from more than one location where different safety management functions are
performed, then, all these ‘Branch offices’ need to be offered for audit.
8.3 Initial, Annual, Renewal and Additional DOC audits:
8.3.1. Every company should make application for Initial, Annual, Renewal or Additional DOC
audit, along with Form ISM-03 and applicable fees, at least one month prior to the
proposed audit date to facilitate timely nomination of the auditor by the Directorate.
However, it is desired that for the annual or renewal DOC audits, the company may
submit the application on commencement of the window-period.
8.3.2. While applying for any such audit, the company should be capable to demonstrate, with
relevant supporting records, the satisfactory functioning of the SMS on board a ship of
the applicable type for at least 3 months since the preceding audit by the Administration,
as applicable. The records in these cases may include, but not limited to the statutory,
classification, personnel, maintenance and other relevant SMS records of all the vessels
operating under the respective DoC.
8.3.3. On receipt of audit report from the lead auditor, the Company shall first address the non-
conformities, if any to be addressed immediately, and then submit the application to the
DGS with requisite fee for the issuance of full term DOC, as the case may be.
9. Safety Management Certificate (SMC) Certification:
Subsequent to a successful audit, a Safety Management Certificate (SMC) will be issued to each

individual ship provided that the company holds a valid DOC for the applicable type of ship. A copy of
each SMC should be retained in the company’s office records, the original being placed on board and
filed along with all other statutory certificates.
9.1 Interim SMC Audits:
9.1.1. For Passenger/Special Trade Passenger Ships, the company which is holding passenger
ship DOC shall make an application to the Directorate along with Forms ISM-01, ISM-02,
ISM-11, ISM-12 and requisite fee. Forms ISM-01 & ISM-02 are not required, if the owner
and the manager of the vessel are the same. After satisfactory scrutiny of application,
DGS, will nominate an audit team for Interim SMC audit. On receiving audit report from
the auditor, the Company shall first address the non-conformities, if any, and then submit
application with requisite fee for the issuance of Interim SMC.
9.1.2. For Cargo Ships, MODUs and Special Purpose Ships (SPS), the company which is
holding DOC for the respective type of ship may directly offer the ship to the Indian
Register of Shipping for the interim audit. However, the Company shall submit duly filled
Forms ISM-01, ISM-02, ISM-11 and ISM-12 to DGS, who shall then issue necessary
authorization to the RO for undertaking the audit. Forms ISM-01 & ISM-02 are not
required, if the owner and the manager of the vessel are the same. On satisfactory
completion of the audit, IRS may issue Interim SMC Certificate to the vessel for 6 months
and forward report to the DGS within 15 days.
9.2 Initial, Intermediate, & Renewal SMC Audits:
9.2.1. For Passenger/Special Trade Passenger Ships, company may make the application to
the DGS along with requisite fee and form ISM-03 for initial, intermediate and renewal
SMC audit, at least one month prior to the proposed audit date to facilitate timely
nomination of the auditor by the Directorate. In case the DGS nominated auditor is not
available on the date of the audit, the Principal Officer (PO) of the district where the audit
is planned may nominate a suitably qualified alternate auditor for the audit. On receipt of
the satisfactory audit report, DGS will issue SMC subject to payment of fees for the
certificate.
9.2.2. For Cargo Ships, MODUs and Special Purpose Ships (SPS), the company may directly
offer the ship to the Indian Register of Shipping for the initial and renewal SMC audits.
After satisfactory completion of the audit, IRS may issue short term certificate valid for 5
months or may extend existing SMC for 5 months in case of Renewal SMC audit subject
to audit completed within 3 months validity of the certificate. On receipt of satisfactory
audit report from RO, DGS will issue full term SMC subject to payment of fees and
satisfactory closures of NCs, if any.
9.2.3. For intermediate SMC audits of all ships in India, the company may make application
along with requisite fee & form ISM-03 to the Principal Officer of the region where ship is
operating or audit is planned. On satisfactory completion of the audit, PO/auditor may
forward the audit report to the DGS within 10 working days. In case of ships exclusively
trading in offshore fields or in foreign waters during the entire window period, the
‘Company’ may directly approach M/s IRS for the intermediate audit.
9.2.4. In all the above cases, the Company shall be in possession of a regular DoC (not Interim

certification) and the vessel shall be capable of demonstrating:-
9.2.4.1. the satisfactory functioning of the SMS on board a ship for at least 3 months in
the preceding 12 months;
9.2.4.2. records of an internal audit carried out by the company, in this period;
9.2.4.3. the audit is performed under normal operating condition, ie. Not in dry-dock or
lay-up.
9.3 Additional SMC Audits:
9.3.1. In case an Additional SMC audit is imposed by any RO or the Flag State surveyor, the
concerned authority shall inform the same to the Directorate promptly with clear reasons
for the action. The Directorate may review the case and advise any RO or Administration
auditor to undertake the additional audit based on the merit of the case.
9.3.2. In instances where the additional SMS assessment of a ship has been imposed by any
Port State Control (PSC) authority, M/s IRS may board the said ship at the earliest
opportunity to confirm that immediate corrective measures have been taken to facilitate
prompt release of the vessel from the PSC intervention and thereafter shall forward a
detailed report to the DGS, with clear recommendation for long term measures to avoid
recurrence, viz. additional SMC audit, DoC audit, FSI inspection etc, as necessary.
9.3.3. In both the cases above, ie. as stated in sub-para 9.3.1 & 9.3.2, it shall be obligatory on
the Company to promptly report the matter to the DGS and to M/s IRS to facilitate
additional SMC audit as necessary. However, this does not absolve the concerned
Recognised Organization from its obligations to fulfill the Procedural Requirements (PRs)
of the IACS as applicable.
9.4 Guidelines for auditors for carrying out Interim SMC audits:
9.4.1. Auditor must verify that all the requirements of ISM code are complied with during interim
SMC audit for implementation of the company SMS except verification of SMS records.
(Note: SMS records mean SMS related records which may not be available on a new ship or on a ship
undergoing change of flag / management, such as Internal / external audit reports, Safety Committee meeting
reports, Non-Conformity reports, Near-miss reports etc.)
9.4.2. Auditor must verify that the vessel is in possession of all applicable statutory certificates,
including of valid Document of Compliance /Interim Document of Compliance (DOC) for
the applicable ship type, and that the vessel is free from any statutory note or overdue
Conditions of Class (CoCs).
9.4.3. Auditor must verify that the safe manning is provided onboard as per the minimum safe
manning document issued by the Administration and that all shipboard personnel are well
aware of their role and responsibility in performing their functions as laid down in the
company SMS and have clear understanding of the company's policy in implementation
of the safety and pollution prevention aspects. Auditor may undertake realistic emergency
preparedness drills and ensure that they are effectively implementable.
9.4.4. Auditor must verify that all shipboard important working drawings & documents are in
English and clearly readable. In the event of such documents not being in English or

incomprehensible or illegible, a limited interim Safety Management Certificate may be
issued for a maximum period of six months in order to facilitate the company to place
onboard all drawings documents which are legible and in English.
9.4.5. In the event any major issues have been observed to be existing in the vessel's
performance or its critical machinery or equipment during the audit or from records
available on board, the auditor shall report it as NC / Major NC as appropriate and the RO
shall then consult the Administration to decide on the further course of action as needed.
9.4.6. However, in case the vessel was not classed with an IACS member as approved by the
GOI or, if the vessel is more than 15 years old from the date of delivery, this shall be
immediately brought to the notice of the PSC/FSI cell at DGS by the auditor, and the DGS
will depute an RO for a General Inspection (GI) or FSI by the administration or a detailed
Change of Flag inspection, as the case may be, at the expense of the ship owner.
9.5 Reinstatement of SMC when window period lapses due to prolonged layup/docking:
9.5.1. Intermediate SMC audits: If for unavoidable reasons, vessels have to be laid up during the
window-period of the intermediate SMC audits and the audit window closes during the
said layup/docking period, the existing Safety Management Certificate becomes invalid. In
such cases, the RO can undertake the “Intermediate SMC audit”, under intimation to this
Directorate, beyond the window period without any further approval from this Directorate,
when the ship is not in dry dock/ lay-up and the audit scope would be to the extent of
“initial” audit. On satisfactory completion of the said audit, the SMC, if decided to be
validated, would be issued with an endorsement as “Validity restored after satisfactory
conduct of audit as applicable for Initial audit”. The validated SMC would be valid from the
date of completion of the said initial audit for a period not exceeding the original date of
expiry of existing SMC.
9.5.2. Renewal SMC audits: If Renewal SMC audit could not be completed before the expiry of
existing Safety Management Certificate, the RO can undertake the “Renewal SMC audit”
beyond the window-period without any further approval from this Directorate, provided the
vessel was laid-up after the expiry of the certificate. However, the new Safety
Management Certificate would be valid from the date of completion of the renewal audit to
a date not exceeding five years from the date of expiry of the existing SMC.
10. Non Conformity and Major Non Conformity:
10.1 The Company shall submit the detailed Corrective Action (CA) along with Root Cause Analysis
(RCA) and Preventive Actions (PA) proposed with regard to each of the Non-Conformities (NCs)
raised during the audit to the concerned Lead Auditor (LA) for his acceptance within the time-limit
prescribed by him, but in any case within three months from the date of audit. In case the
Company fails to satisfactorily address the NCs within three months from the date of audit,
necessary concurrence for its closure needs to be obtained from the DGS.
10.2 All major non-conformities are to be dealt with immediately as per

MSC/Circ.1059-MEPC/Circ.401.
11. Suspension / Withdrawal of DOC:

Suspension or withdrawal of DOC of any company or SMC of any ship shall be governed by Merchant
Shipping (Management for the Safe Operation of Ships) Rules, 2000, as amended.
12. ISM Forms:

The following forms are required to be used by the auditors (i.e Administration and RO auditors) and
Companies for conducting various ISM related functions.
Declaration Form for Registered Owner/Bare Boat Charter and Company

ISM_01
ISM_02 Declaration Form for Company
ISM_03 Audit Request Form
ISM_04 Form for Company Interim/Initial/Annual/Renewal/Additional Audit Assessment Report
ISM_05 Form for Ship Interim/Initial/Intermediate/Renewal/Additional Audit Assessment Report
ISM_06 Form for Document Review Company/Ship
ISM_07 Form for Audit Schedule
ISM_08 Form for Non-Conformity/Observation/Major Non Conformity Report
ISM_09 Form for ISM Audit Log
ISM_10 Form for Auditor Monitoring Report
ISM_11 Form for Declaration of Company (Owner)
ISM_12 Form for Declaration of Designated Person
ISM_13 Form for Submission of SMC on Cancellation or withdrawal of Registry
ISM_14 Form for Self-declaration from the Top Management
ISM_15 Form for Self-declaration from the Company
13. Grievance redressal:
The Nodal Branch for the implementation of this Notice shall be the ISM Cell (Engineering
Wing) of the Directorate, who may be contacted at ism-dgs@nic.in . The appellate authority for
all matters related with the ISM Code in India shall be the Director-General of Shipping, who may be
contacted by email: dgship-dgs@nic.in.
14. Settlement of Disputes:
In case of any disputes on the matters pertaining to the implementation of this Circular, the decision of
the appellate authority shall be final and binding on all the parties concerned. However, the provisions
contained in this circular are in addition to and not in derogation of the provisions of any other law or
regulations in force in India.
This is issued with the approval of the Director-General of Shipping and Ex-officio
Additional Secretary to the GOI and comes into effect from the date of issue of this notice.
Sd/-
(Ajithkumar Sukumaran)
Dy. Chief Surveyor with the GoI-cum-
Sr. Dy. Director General (Tech)

To,
1. The Principal Officer/ Mercantile Marine Department, Mumbai/Kolkata/ Chennai/
Kandla/Cochin.
2. The Surveyor-in-charge, Mercantile Marine Department, Goa/Jamnagar/Port Blair
/Visakhapatanam /Tuticorin /Delhi /Haldia/ Paradip /Mangalore.
3. All Recognised Organizations.
4. Indian National Ship-owners’ Association (INSA), Mumbai.
5. CS/NA/CSS/Jt.D-G.
6. Hindi Cell.
7. Guard file.
8. Computer Cell.

DECLARAT ION FORM
NO. DGS/ISM - 01
(To be completed by authorized representatives of the owner / bareboat charterer and the company on first notification and when
reporting any changes thereafter)
1. VESSEL
Name of Vessel: Type of Vessel:
Official No. / Call Sign: IMO Number:
2. OWNER / BAREBOAT CHARTERER
Registered Name:
(Enclose copy of Certificate of Incorporation and Certificate of Registry of the vessel)
Registered Address: Tel. No.:
Fax No.:
E-mail:
3. DECLARATION OF PARTICULARS OF THE COMPANY (ISM Code Ref.: 1.1.2)

Registered Name:
(Enclose certificate of Incorporation)
COMPANY ID NO.
Registered Address: Operation Office Address:
Tel. No.: Tel. No.:

Fax No.: Fax No.:
Telex No.: Telex No.:
E-mail: E-mail:
I, the undersigned, hereby declare and state for and on behalf of the company that the above
information is true and correct and I am duly authorized by the company to provide the aforesaid
information.
Name: Place & Date:
Signature: Stamp:
I, the undersigned, hereby declare and state for and on behalf of the owner / bareboat charterer that
the above information is true and correct and I am duly authorized by the owner / bareboat charterer
to provide the aforesaid information.
Name: Place & Date:
Signature: Stamp:
Certified by
Name & Stamp of the Registrar of Ship

Annex to Form No. DGS/ISM - 01
(To be completed by authorized representatives of the owner / bareboat charterer and the company on first
notification and when reporting any changes thereafter)
ISM Code Ref.: 3.0

For and on behalf of the Owner / Bareboat Charterer: For and on behalf of the Company:
I, the undersigned, hereby declare and state as below: I, the undersigned, hereby declare and state as below:
1) The owner / bareboat charterer has agreement with 1) The company has accepted the agreement with the
the company for the operations of the vessel and owner / bareboat charterer and undertake to carry
to discharge of all duties, responsibilities out all aspects of the operation of the vessel and
and discharge all duties, responsibilities and obligations
obligations of the owner / bareboat charterer, of the owner / bareboat charterer, which fall within
which fall within the scope of Chapter IX of the the scope of Chapter IX of the SOLAS, 1974 as
SOLAS, amended and Merchant Shipping (Management for
1974 as amended and Merchant Shipping the Safe Operation of Ships) Rules, 2000, as
(Management for the Safe Operation of Ships) amended, from the date of the present declaration.
Rules, 2000, as amended from the date of the
2) present
The ownerdeclaration.
/ bareboat charterer has read and 2) The company has received from the owner /
understood the Merchant Shipping (Management bareboat charterer sufficient instructions, guidance,
for the Safe Operation of Ships) Rules, 2000, as means and resources to the entire satisfaction
amended, and the requirement of the D.G. of
Shipping on the development, the company and arrangements have been made
implementation and certification of SMS issued which enable and will enable the company to carry
by the D.G. Shipping. out and fulfill the duties, responsibilities and
obligations which are hereby accepted and
undertaken.
3) The owner / bareboat charterer accepts, agrees 3) The company accepts, agrees and undertakes to
and undertakes to be responsible for the company be bound, as far as the operation of the vessel and
(named overleaf). for any matter related thereto, by the applicable
rules and regulations of the D.G. Shipping.
4) The above information is true and I am duly 4) The company has read and understood the
authorised to make this declaration for and on Merchant Shipping (Management for the Safe
behalf of the owner / bareboat charterer. Operation of Ships) Rules, 2000, as amended, and
the requirements of the D.G. Shipping on the
development, implementation and certification of
SMS issued by the D.G. Shipping.
5) The above information is true and correct and I am
duly authorized to make this declaration for and
on behalf of the company.
For and on behalf of the Owner / Bareboat Charterer: For and on behalf of the Company.
Name: Name:
Signature: Signature:
Place & Date: Place & Date:

Stamp: Stamp:
DGS/ISM-01/Rev.02/ May-14
Back

DECLARAT ION
FORM NO. DGS/ISM – 02
(To be completed by authorized representatives of the company and also for reporting changes)
1. VESSEL
Name of Vessel: Type of Vessel:
Official No. / Call Sign: IMO Number:
2. PARTICULARS OF THE COMPANY (ISM Code Ref.: 1.1.2)

Registered Name:
COMPANY ID No.
Registered Address: Operation Office Address:
Tel. No.: Tel. No.:

Fax No.: Fax No.:
E-mail: E-mail:
3. DESIGNATED PERSON (ISM Code Ref.: 4.0) (Enclose certified copy in proof of
qualification, training and experience, in accordance with MS Notice 09 of 2014)
Designated Person: Alternate Designated Person:
Name: Name:
Position: Position:
Identity Document: Identity Document:
Office Address: Office Address:
(Place of work) (Place of Work)
Tel. No.: Tel. No.:

Mobile No.: Mobile No.:
Fax No.: Fax No.:
E-mail: E-mail:
AOH Tel. / Fax Nos.: AOH Tel. / Fax Nos.:
4. IDENTIFICATION OF HIGHEST LEVEL OF MANAGEMENT (HLM)

Highest Level of Management: Alternate to HLM:
Name: Name:
Position: Position:
Identity Document: Identity Document:
Tel. No.: Tel. No.:
Mobile No.: Mobile No.:
Fax No.: Fax No.:

E-mail: E-mail:
AOH Tel. / Fax Nos.: AOH Tel. / Fax Nos.:
5. BRANCH OFFICE(S)
Registered Name: Operation Office Address:
Registered Address:
Tel. No.: Tel. No.:

Fax No.: Fax No.:
E-mail: E-mail:
I, the undersigned, hereby declare and state for and on behalf of the company that the company has been
incorporated and exists under the laws of the state and the officers of the company are those as indicate in
the enclosed list / below, the company does operate branch offices as mentioned below / does not operate
branch offices (strike if not applicable).
The above information is true and correct and I am duly authorized by the company and the aforesaid persons
to provide the aforesaid information.
(to be completed if a counter signature is required)
Name: Name:
Signature: Signature:
Place & Date: Place & Date:
Certified by
Name & Stamp of the Registrar of Ship
FORM NO. DGS/ISM – 02/Rev.02/May-14
Back

FORM NO. DGS/ISM – 03
AUDIT REQUEST FORM
We request the Directorate General of Shipping to instruct its Auditors to assess

our Safety Management System (SMS) to ISM Code on or around………………...
(Minimum 30 days notice to be given from the date audit is requested)
The scope of assessment for which audit is requested:

DOC /SMC*
Interim / Initial / Annual / Intermediate / Renewal / Additional *
We agree to provide the Directorate General of Shipping with all the documents,
information and facilities to carryout the above mentioned audit activities.
Details of fees submitted in favour of “the Directorate General of Shipping, Mumbai”

towards carrying out the above audit are mentioned below.
Details of payment of audit

fees…………………………………………………………………………………………….
We also agree to pay any other fees as applicable for Audit and issuance of
Certificate.
Particulars:
Name of Company:
Company ID No.
Company Address
No. of Branch Offices and their

details of location, covered under
DOC, if any:
Ship type for which audit is

requested:
Date of last audit, Name of

Auditor (s) and status of NCs if any:
Details of Additional DOC / SMC

audit undertaken and the reason for
such audit

Indicate the details of detention of
vessel under PSC / FSI (Name of
vessel, Inspecting authority, name
of MOU, port and date of
inspection)
Total No of Ships to be covered

under the requested audit
(Mention in Ship Type wise
along with their name date and
type of last audit along with SMC
validity and endorsement )
Present DOC Certificate Number

and its date of validity (in case of
multiple DOC, give date of validity
for all DOC):
Date of last DOC endorsement (s)

(in case of multiple DOC, give date
of endorsement for all DOC):
Name of Vessel (s) / type of vessel /

IMO No. / GT / yr. of built for which
audit is requested:
Location (s) of Audit:
Name of Designated Person………………………………………………………………..
Signature of Designated person ……………………………………………………………

Address ………………………………………………………………………………………..
Date of Application …………………………………………………………………………...

Place …………………………………………………………………………………………..
(*strike out which is not applicable)

FORM NO. DGS/ISM – 03/Rev.02/ May-14
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Form: ISM-04
DIRECTORATE GENERAL OF SHIPPING, GOVT. OF

INDIA
COMPANY INTERIM/INITIAL/ANNUAL/RENEWAL/ADDL. AUDIT ASSESSMENT REPORT
Port:
D
a
t
e
:
COMPANY NAME:
COMPANY ID NO.:
OFFICE ADDRESS WITH TEL. NO. & FAX NO.:
CONTACT PERSON:
(Address of Branch Offices included in this
assessment are to be given in additional sheet)
DOC/INTERIM DOC NO. ISSUED ON
ISSUED BY VALID TILL
EXISTING SCOPE (SHIP TYPE) LAST ENDORSEMENT DATE:
ASSESSMENT NOW BEING REPORTED 1ST/2ND/3RD/4TH

ANNUAL/ADDITIONAL/RENEWAL/INTERIM/INITIAL
TEAM LEADER: AUDIT DATE(S):
TEAM MEMBER(s):
NO. OF MAJOR NCs: NO. OF NCs:

MAJOR NCs CLEARED: YES  NO ALL PREVIOUS NCs CLEARED: YES
NO. OF OBSERVATIONS: NO. OF FINDINGS:
SUMMARY OF RECOMMENDATIONS:
COPIES OF ALL NCs/OBS. (AS APPROPRIATE) ARE ATTACHED TO THIS REPORT: YES/NO/NIL

ISSUE DOC/INTERIM DOC
VALID FROM (date of assessment completion) FOR YEARS MONTHS
REPORTED SCOPE (SHIP TYPE):
ADDITIONAL ASSESSMENT REQUIREMENT?  YES NO
DOC ENDORSED 
YES NO 
SIGNATURE OF TOP MANAGEMENT / SIGNATURE OF AUDIT TEAM LEADER / LEAD
DESIGNATED PERSON AUDITOR
Original copy of this form to be given to the auditee and photo copy to be
forwarded to the ISM Cell, D.G. Shipping. Company must retain this report for at
least five years from the date of issue.
Form No.: DGS/ISM-04/Rev. 02/May-14 Note: Strike out whichever is not applicable. Back
Form: ISM-05
DIRECTORATE GENERAL OF SHIPPING, GOVT. OF INDIA

SHIP INTERIM/INITIAL/INTERMEDIATE/RENEWAL/ADDL. AUDIT
ASSESSMENT REPORT
P
o
r
t
:
Date:
NAME OF SHIP: ASSESSED AT:

PORT OF REGISTRY: GT:
OFFICIAL NO.: SHIP TYPE:
CALL SIGN: IMO NO.:
CLASS: DATE OF BUILD:
COMPANY NAME:
COMPANY ID NO.:
OFFICE ADDRESS INCLUDING TEL. NO. & FAX NO.:
DOCUMENT OF COMPLIANCE NO.:

ISSUED BY: ISSUED ON:
VALID TILL: LAST ENDORSEMENT DATE OF DOC:
SCOPE (SHIP TYPE)
SMC NO.: ISSUED ON: VALID TILL:

ISSUED BY: LAST ENDORSEMENT DATE OF SMC:
TEAM LEADER: AUDIT DATES:
TEAM MEMBER(s):
NO. OF MAJOR NCs: NO. OF NCs:
MAJOR NCs CLEARED: YES  NO ALL PREVIOUS NCs CLEARED:  YES  NO
NO. OF OBSERVATIONS: NO. OF FINDINGS:

SUMMARY OF RECOMMENDATIONS:
COPIES OF ALL NCs/OBS. (AS APPROPRIATE) ARE ATTACHED TO THIS REPORT: YES/NO/NIL
ADDITIONAL ASSESSMENT REQUIREMENT?  YES  NO SMC ENDORSED  YES NO
DOC ENDORSED YES NO 
NAME AND SIGNATURE OF SHIP MASTER SIGNATURE OF TEAM LEADER
Retention period of this report is to be as per

Company procedure but not less than 5 years
Form No.: DGS/ISM-05/Rev. 02/May-14

Note: Strike out whichever is not applicable.
Back

Form: ISM-06

DOCUMENT REVIEW COMPANY/SHIP
P
o
r
t
:
Date:
COMPANY NAME AND ADDRESS WITH Tel. No. & FAX No. :
COMPANY ID NO.:
SHIP NAME:
DOCUMENT OF COMPLIANCE NO.: ISSUED ON:
ISSUED BY: LAST ENDORSEMENT DATE:
SCOPE (SHIP TYPES):
LIST OF DOCUMENTS REVIEWED:

TITLE DATE REVISION STATUS

TEAM LEADER’S COMMENT [continue on over leaf if space is not sufficient]:
SIGNATURE OF TEAM LEADER:

Form No.: DGS/ISM-06/Rev. 02/May-14 Note: Strike out whichever is not applicable
Back

Form: ISM-07

ISM AUDIT SCHEDULE
Port:
D
at
e:
Name of Vessel:
Name of Company:
Company ID No.:
Type of Audit: INTERIM/INITIAL/ANNUAL/INTERMEDIATE/RENEWAL/ADDL.
Language of Audit:  English  Other, please specify

Audit Function/Department
(Indicate audit team composition, if more than one team this column
Time
to be divided accordingly depending on the no of teams)
hrs. OPENING MEETING
TEAM COMPOSITION —
hrs.
hrs.
hrs.
hrs.
hrs.
hrs.
hrs.
hrs.
hrs.
hrs.
hrs. CLOSING MEETING

Name of Audit Team
Leader and Members:
Identification of Reference Documents associated with the SMS
Signature of Team Leader

Note: 1) Use reverse of the audit schedule for listing of the personnel attending opening /
closing meeting. 2) Strike out whichever is not applicable.
Audit Report Distribution
Original to Auditee (Master in case of Ship/DP in case of
Company) Copies to Auditor (s), ISM Cell
Ref.: DGS/ISM-14/Rev.02/May-14 *Delete as appropriate
Back
Form:I
SM-08

NON CONFORMITY/OBSERVATION/MAJOR NON CONFORMITY REPORT
P
o
r
t
:
Date:
Type of Audit : INTERIM/INITIAL/ANNUAL/INTERMEDIATE/RENEWAL/ADDL.
Company Name : NC/MAJOR NC/OBS NO.:
Company ID No.:
Ship Name:
Statement of NC/MAJOR NC/OBS
ISM Code Reference NC/Major NC/Observation

Proposed Completion Date : Prescribed Completion Date :
(by Auditee) (by Team Leader)
Auditee (Sign.) Team Leader (Sign.) Audit Team Member(s) (Sign.)

Corrective/Preventive Action Report
Auditee/Company Representative (Sign. & Date) Actual Completion Date :
Team Leader Team Member

Accepted / Down Graded
Sign. & Date Sign. & Date (Optional)
Comments

Note: 1) Strike out whichever is not applicable 2) Use overleaf if space is not sufficient for Corrective/Preventive Action.
Back

Form: ISM-09
DIRECTORATE GENERAL OF SHIPPING, GOVT. OF

INDIA
ISM AUDIT LOG
Port:
Date:
NAME OF AUDITOR:
TYPE OF AUDIT: INTERIM/INITIAL/ANNUAL/INTERMIATE/RENEWAL/ADDL.
COMPANY/SHIP
COMPANY NAME:
COMPANY ID NO.:
HEAD OFFICE ADDRESS:
(Addresses of Branch Offices included in this

Audit are to be given in additional sheet)
DETAIL OF OFFICE AUDIT
DATE & ROLE IN AUDIT VERIFICATION BY AUDITEE
OFFICE TOTAL NO.
DURATION OF (AUDITOR/LEAD (Name, Signature, Position, Stamp
LOCATION IN TEAM
AUDIT DAYS AUDITOR) and Date)
DETAIL OF SHIP AUDIT

DATE & ROLE IN AUDIT VERIFICATION BY AUDITEE
NAME OF TOTAL NO.
DURATION OF (AUDIT/LEAD (Name, Signature, Position, Stamp
SHIP IN TEAM
AUDIT DAYS AUDITOR) and Date)

Note: Strike out whichever is not applicable.
Back

Form ISM-10
ISM CODE AUDITOR MONITORING REPORT
A. NAME OF THE APPRAISEE :

& his Role in Audit
(Mention Trainee LA/A)
B. Appraiser : Team Leader/Observer
C. Audit Type :
Interim*/Initial*/Annual*/Intermediate*/Renewal*/Addi
tional* Ship*/Company* Audit
D. Name of the Company/Ship :
E. Date of Audit :
OBSERVATION OF APPRAISER
1 Preparation for audit Satisfactory Needs improvement
2 Participation in document review Satisfactory Needs improvement
3 Conversant with Code Clauses & Requirements Yes No
4 Capable of wording relevant questions during audit Yes No
5 Interaction with auditee representative Adequate Inadequate
6 Discusses the non-conformity with confidence Yes No
7 Collecting objective evidence and analyzing the same Effective Needs improvement
8 Identifies and writes non-conformities correctly Yes No
9 Approach during audit Professional Needs improvement
10 Time schedule management Effective Needs improvement
11 Conduct of opening and closing meeting (Trainee TL only) Satisfactory Unsatisfactory
12 Interaction with other team members Satisfactory Unsatisfactory
13 Personal presentation Satisfactory Unsatisfactory
14 Preparation of report (Participation for all and main tasks for Satisfactory Unsatisfactory
Trainee TL)
1) It is Possible that the appraiser; when he is part of the audit team i.e., TL or TM, may not have
opportunity for appraisal of aspects which involve observing actual audit conduct e.g. items 4, 6, 7, 9
and 10. Whereas other aspects can be covered during common tasks and discussions. In such cases,
indicate clearly the aspect which could not be covered during the appraisal by striking off the relevant
items.
Mention whether the appraisal done when both appraiser and appraisee were auditing the same
activity or area as a team during appraisal? YES NO
If ‘NO’ give detail of activity/area under appraisee’s audit during the appraisal and the time period
for appraisal for those aspects of appraisal where audit conduct is to be witnessed e.g. items 4, 6, 7, 9
and 10.
2) When observation is negative indicate if the auditor concerned has been adequately instructed to
ensure improvement and whether in your opinion requires formal training or additional experience.
COMMENTS: (Attach separate sheets if required)

* Delete as appropriate
LA Lead Auditor Name and Signature of Appraiser
A Auditor
TL Team Leader
Form No. DGS/ISM-10/Rev.02/May-14

Page 1 of 1
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Form: ISM -11
INTERNAT IONAL SAFET Y MANAGEMENT (ISM) CODE
DECLARAT ION OF SHIP OWNER OR BARE BOAT CHARTER
We understand that the "Company" means the Owner of a ship or any other organization or person such as
the Manager, or the Bareboat Charterer, who has assumed the responsibility for operation of the ship from the
Ship owner and who on assuming such responsibility has agreed to take over all the duties and responsibility
imposed by the ISM Code.
The undersigned affirms that:
Name of Company
Company ID No.
Address
Telephone Nos.
FAX & E-mail
is the Owner of the following Indian registered Ship(s):

Type of Ship Date of Port of Official Call IMO
Ship Name
and GT Build Registry Number Sign Number
In accordance with Clause 3.1 of ISM Code, if the entity who is responsible for the operation of the ship is
other than the above stated Owner, the Owner must report the full name and details of such entity to the D.G.
Shipping. If such is the case here, the undersigned affirms with due diligence that:
Name of Company
Company ID No.
Address
Telephone Nos.
FAX & E-mail
is the "Company" responsible for complying with all the requirements of the ISM code for the above
mentioned Indian registered Ship(s). The Company, for the purpose discharging its responsibilities thereof shall
be provided with all the necessary authority and support by the owners of these ships.
The undersigned further affirms that any change in "Company" must be made in writing by Fax or
otherwise within two (2) working days after such arrangement / agreement.
Signature: Title of top Management of Company (owner)

Place:
Date: Seal
Ref.: DGS/ISM-11/Rev.01/May-14
Back

Form ISM-12

DECLARAT ION OF DESIGNAT ED PERSON
FORM NO. DGS/ISM - 12
To ensure the safe operation of each ship and to provide a link between the "Company" and those on board,
every "Company" as appropriate shall designate a person or persons ashore having direct access to the
highest level of management. The responsibility and authority of the designated person or persons shall
include monitoring the safety and pollution prevention aspects of the operation of each ship and to ensure
that adequate resources and shore based support are applied, as required.
The undersigned affirms that and as an alternate assigned pursuant to IMO Resolution
MSC. 104(73), Section 4, of the ISM Code, as the "Designated Person(s)" for the following Indian registered
Ship(s) (Enclose documentary evidence showing that the designated person and the assistant / alternate
designated person (s) have the relevant qualification, training and experience as required under MS Notice 07
of 2014) :
Ship Name and GT Build Registry Number Sign Number
It is undertaken that the said "Designated Person(s)"will be available to the ISM cell of the Directorate
General of Shipping, Mumbai at any time.
The full address of the "Designated Person(s)" to which official correspondence and materials may be sent:
Name of Company
Company ID No. Address
Telephone No. / Mobile phone No.
Fax number / E-mail address
Signature:
Name:
Designation of Designated Person
Place and Date: Seal:
The undersigned affirms and understands that any change in "Designated Person(s)" shall be intimated
to the D.G. Shipping immediately and all the correspondences received or made by Designated person are on
behalf of the undersigned.
Signature:
(Title of Top Management of Company)
Name:
Place and Date:
Seal
Back

Form ISM-13
INTERNAT IONAL SAFET Y MANAGEMENT (ISM) CODE SUBMISSION OF SMC ON

CANCELL AT ION OR WIT HDRAWAL OF REGIST RY
FORM NO. DGS/ISM - 13
This is to certify that the vessel has been sold for further trading / scrapping to M/s. , Address
(Please enclose the copy of the registry cancellation certificate and original and first copy of SMC
issued to the ship and indicate the name of the flag and port of registry of the ship if sold for further trading)
The particulars of ship are:
Ship Name
and GT Build Registry Number Sign Number
Company Name
Company ID No.
Address
Telephone No. / Fax No.
E-mail address
Signature:
Name:
Designation:
Place and Date:
Seal:
Back

Form: ISM-14
DECLARATION FROM THE TOP MANAGEMENT
I, ------------------------- presently serving as ----------------------- of ---------------, hereby state that I

represent the Top Management (Board of Directors) of the Company and is authorized to affirm as
follows:-.
1. That the Top Management (Board of Directors) of M/s --------, recognizes that by virtue of being
the holder of the Document of Compliance No----------- issued by the Government of India on
----------, M/s-------------- is the “Company” within the meaning of rule 2(h) of Merchant shipping
(Management of Safe Operation of Ships) Rules 2000 as amended and the organization vested with
the responsibility and the authority to ensure the safe operation of the ships under its management,
and,
2. That the Board acknowledge that as the ‘company’ defined under the ISM code responsible for the
safe operation of ships, we are duty-bound to ensure that the company has sufficient wherewithal,
both technically and financially, to provide adequate and prompt shore based support to the vessels
under its management at all times, and,
3. That the Board takes cognizance of the requirements relating to the Company’s responsibility
towards ensuring adequate resources under International Safety Management Code as defined in
para 3.3 of the Resolution A.741(18) as amended by MSC.104(73), MSC.179(79), MSC.195(80)
and MSC.273(85), and,
4. That towards compliance with the aforementioned requirements of the ISM Code, the Company has
provided and will continue to provide adequate resources in terms of skilled manpower, material
and services for safe operation and pollution prevention in compliance with all applicable rules and
regulations. In support of this contention we are submitting herewith statement for the preceding
financial year as vetted by our bonafide Chartered Accountants, and,
5. That the Company has paid, on time, necessary dues to the providers of all resources including
seafarers, suppliers of stores, spares, bunkers etc and other service providers including Recognized
Organizations, and,
6. That we are aware that the failure from the Company to provide timely resources and services to a
vessel can render her unseaworthy and unsafe within the meaning of Section 334 and 336 of the
Merchant Shipping Act 1958 as amended and that the Company is liable to be proceeded against, as
per the applicable statues, for such lapses.
Enclosed: As stated at Para. 4 (Chairman/Managing Director/Authorized Signatory)

(Signature with Designation)
M/s ------------------------
Date:
Back

Form: ISM-15
DECLARATION FROM THE COMPANY
I __________________ presently serving as CEO/President of M/s. ____________________ (the

Company) hereby state that I represent the Company and am authorized to affirm as follows:
1. That M/s ______________________, recognizes that by virtue of being the holder of the Document of
Compliance No______ issued by the Government of India on _______ M/s. _____________ is the
“Company” within the meaning of rule 2(h) of Merchant Shipping (Management of Safe Operation of
Ships) Rules 2000 as amended and is vested with the responsibility and the authority to ensure the safe
operation of the ships under its management, and
2. That the Company acknowledges that as the ‘company’ defined under the ISM code responsible for
safe operation of ships, we are duty bound to ensure that the company has sufficient wherewithal, both
technically and financially to provide adequate and prompt shore based support to the vessels under its
management at all times, and
3. That the Company takes cognizance of the requirements relating to Company’s responsibilities towards
ensuring adequate resources under the International Safety Management Code as defined in Para 3.3 of the
Resolution A.741(18) as amended by MSC. 104(73), MSC. 179(79), MSC. 195(80) and MSC. 273(85),
and
4. That towards compliance with the aforementioned requirements of the ISM Code, the Company has
provided and will continue to provide prompt and adequate resources in terms of skilled manpower
material and services for safe operation and pollution prevention in compliance with all applicable rules
and regulations. In support of this contention we are submitting herewith the Annual Report for the
preceding financial year as vetted by our Statutory Auditors, and
5. Save and except disputed dues and commercial arrangements, the Company has paid, on time,
necessary and legitimate dues to the providers of all services including seafarers, suppliers of stores,
spares, bunkers etc and other service providers including Recognized Organizations, and
6. That the Company is aware that the failure of the Company to provide timely resources and services to
a vessel can render her unseaworthy and unsafe within the meaning of relevant sections of the Merchant
Shipping Act, 1958 as amended and that the Company is liable to be proceeded against as per the
applicable statutes, for such lapses.
7. The Board of Directors of the Company have been kept informed of the contents of this Declaration.
Enclosed: As stated at Para 4
CEO/PRESIDENT/Authorized Signatory
(Signature with Designation)
M/s.__________
Date:
Back

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भारत सरकार / GOVERNMENT OF INDIA

पोत परिवहन मंत्रालय / MINISTRY OF SHIPPING

Merchant Shipping Notice No.09 of 2014

NO: ENG/ISM/59(4)/97 Dated: 15.05.2014

No. Reference Detail

MS Notice 9 of 2014 Page 1

Sr.No Notice/Circular No. Reference

1 MS Notice 09 of 2003 No. 7-NT(13)/2002 dated 06 January, 2003

MS Notice 9 of 2014 Page 2

5. Company Responsibilities & Authorities:

MS Notice 9 of 2014 Page 3

5.1.3. Any organization, including ship management companies, assuming such

5.2 Technical Management:

MS Notice 9 of 2014 Page 4

5.3 Change of Management

5.4 Technical Management of ships from outside India:

MS Notice 9 of 2014 Page 5

6. Safety Management System:

MS Notice 9 of 2014 Page 6

6.2 SMS Manuals:

6.2.1.1. The Apex Manual of the company is to be referred to as “Safety Management

7. Designated Person Ashore (DPA):

MS Notice 9 of 2014 Page 7

7.1 Role and Responsibility of DPAs:

7.2 Qualification of DPAs:

B Bulk carriers or Other 1. As for category ‘A’ or Master (FG), MEO

C MODUs or MOUs such as 1. As for category ‘A’ or Master (FG), MEO

MS Notice 9 of 2014 Page 8

7.3 Change of DPA:

7.4 Alternate DPA (ADPA):

8. Document of Compliance (DoC):

8.1 Application process:

MS Notice 9 of 2014 Page 9

8.2 Interim DoC certification:

8.3 Initial, Annual, Renewal and Additional DOC audits:

9. Safety Management Certificate (SMC) Certification:

MS Notice 9 of 2014 Page 10

9.1 Interim SMC Audits:

9.2 Initial, Intermediate, & Renewal SMC Audits:

MS Notice 9 of 2014 Page 11

9.3 Additional SMC Audits:

MS Notice 9 of 2014 Page 12

10. Non Conformity and Major Non Conformity:

10.2 All major non-conformities are to be dealt with immediately as per

11. Suspension / Withdrawal of DOC:

MS Notice 9 of 2014 Page 13

12. ISM Forms:

Declaration Form for Registered Owner/Bare Boat Charter and Company

13. Grievance redressal:

14. Settlement of Disputes:

MS Notice 9 of 2014 Page 14

MS Notice 9 of 2014 Page 15

Official No. / Call Sign: IMO Number:

2. OWNER / BAREBOAT CHARTERER

3. DECLARATION OF PARTICULARS OF THE COMPANY (ISM Code Ref.: 1.1.2)

Tel. No.: Tel. No.:

Name: Place & Date:

Name & Stamp of the Registrar of Ship

MS Notice 9 of 2014 Page 16