G2I-Pre-Vetting Preparation list

Pre-Vetting Preparation
To be completed a day or two before a SIRE inspection
Your Name
First NameLast Name
Date*
DayMonthYear
Date
Your Position/Rank*
Your Email*
example@example.com
Type of Vessel
Ship Name
Port of Inspection
Next port of call
Date of Inspection
DayMonthYear
Date
Being systematic
As you approach the arrival date, the list below helps you stay ready with most of the documentation that the inspector would want to see & relevant dates he would want to know!
This is not comprehensive list. The inspector may ask for other information as required.
List of Documents - 1:
Have these documents or their copies handy:
Updated Harmonized Vessel Particulars QuestionnaireUp to date copy of the officer’s qualification matrix as per the OCIMF VIQShips ParticularsCrew ListCertificate of ClassMinimum Safe Manning CertificateLatest Class Survey Report downloaded from InternetLatest Executive Hull Summary & Condition Evaluation Report, if applicableCAP Ratings, if applicableA chart and publication management system (Auto chart supply system agreement)Operators UKC policyList of Gas Measuring Instruments & calibration logDrager tube (Toxic gas tubes) list with expiry datesPort State Inspection Records and evidence of deficiency close out where applicableLatest BHC test certificateCyber Security Policy and Procedures
A few explanations:
The Harmonized Vessel Particulars Questionaire: VIQ 1.14
The HVPQ, compiled using OCIMF HVPQ software should be available on board.
Inspectors may download it before they arrive.
Paper form of HVPQ is not essential, the software must be installed on board. However, keeping a paper copy is advisable. This paper copy should be printed from the website, and not from the software.

Officer's Matrix: VIQ 3.5
Under years with operator – insert calendar years.
Years in rank/on tankers etc – actual sea service.
An updated Matrix on the SIRE website is very important. Inspectors may download it before they arrive.
Any errors in the matrix will result in an observation. However, for crew changes within the last 7 days, observation should not be made.
Latest Class Survey status: VIQ 1.26
The most recent report should be available and dated not more than 15 days prior to the date of the inspection.

Executive Hull summary and Condition Evaluation report: VIQ 2.15/SOLAS XI-1/2
Ex. Hull Summary: Oil tankers over five years of age must have a complete file of survey reports including scantling mesaurements & repairs carried out. This file must be on board at least one year before the vessel's fifth anniversary.
Each Enhanced Survey File must contain a Condition Evaluation Report for each Enhanced Survey that has been carried out.
The above also applies to Bulk Carriers.

Condition Assessment Program (CAP): VIQ 2.8
Condition Assessment Programme (CAP) is a voluntary programme to document the quality of a vessel beyond the normal scope of Classification Societies.
This applies to vessels over 15 years age.
List of Documents - 2:
Have these documents handy:
All Major Trading Certificates: Such as Registry Certificate, Loadline, Safety Equipment, Safety Construction, Safety Radio, IOPP, International Tonnage, Certificate of Fitness Gas or Chemicals or Noxious Liquids , ISM Document of Compliance, ISM Safety Management, USCG Letter of Compliance, CLC & Other major trading certificatesMinor Certificates: Certificates for ship’s safety equipment, SCBA sets, EEBD, Extinguishers, Liferafts, Foam Test Analysis, Other minor certificatesOfficer’s National Certificate of Competency and continued Proficiency and Dangerous Cargo Endorsements.Evidence of Administration acceptance of crew’s Certificates of Competency.Flag State Inspection.Class survey records (ESP) FileLatest Ultrasonic Thickness Measurements report.CAP Rating / Records if applicableLatest Executive Hull Summary & Condition Evaluation Report, if applicableOperators Manuals / PoliciesContinuous Synopsis RecordDeck log book & Bell BookEngine Room log book & Bell BookGMDSS log bookSafety Meeting records / operators responsesMaster’s Review of the SMSISM/ISPS Audit reports / corrective action & close out evidenceNear Miss reports, accident investigation reports etc.Hot Work / Enclosed Space Entry / Working Aloft Permits etc.Officers and Ratings record of rest hoursSTS operations records/documentsCargo Tank / Ballast tank / void space gas test recordsRecords of Rest periods / working hoursDrug and Alcohol Policy and records of unannounced testing by Shore / ShipEmergency Towing Appliances certificate / manualApproved Manuals – Stability, Damage Stability, IGS, COW, SBT, CBT, ODME.
For details of the documentation requirements, refer to individual checklists and documentation covered under "Master's documentation" or "Deck Documentation".
List of Documents - 3:
Confirm the following is readily available:
Approved SOPEP and OPA 90 ManualsShip Energy Efficiency Management Plan (SEEMP) availableSOLAS Training Manual / Fire Training Manual / Fire Safety Operational BookletClass Approved Procedures and Arrangements Manual for Chemical and Gas carriers. (if applicable)Lifting gear register / Cargo Gear Register / Lifting appliances test / inspection records (including E/R lifting devices)Loading computer test records / Class approvalPMS records including class approval certificateMooring System Management PlanMooring equipment inspection recordsTest Certificates and Records of Cargo Hoses, Bow Chain Stoppers etc.LSA / FFA Maintenance recordsDrill recordsLifeboat “on-load” release mechanism test / Brake test record / Inspection recordsOil record book I & II (including Slop/waste disposal certificates)Garbage Record Book and Garbage Management Plan.Ballast Water Management Plan, certificate and records of exchanges carried outTank Cleaning RecordsStainless Steel Cargo Tank Maintenance Records (if applicable)Cargo Hose Certificates (if applicable)Inhibitor certificate (if applicable)Fuel Oil analysis reports.Lube Oil / Hydraulic Oil analysis reportsEngine Room equipment test and inspection recordsDeck / Cargo Equipment test and inspection records
List of Important dates & details:
Date Operator assumed responsibility of vessel
DayMonthYear
Date
IMO number of the management company
Date of Operators last visit
DayMonthYear
Date
Name of P&I Club
Date of last internal audit
DayMonthYear
Date
Number of NC’s
Date NC’s closed out
DayMonthYear
Date
Date of last external audit
DayMonthYear
Date
Number of NC’s
Date NC’s closed out
DayMonthYear
Date
Date of Port State Control Inspection
DayMonthYear
Date
Port Name
Observations / Deficiencies
Date PSC Observations closed out
DayMonthYear
Date
Expiry of the Certificate of class
DayMonthYear
Date
Date of departure from last dry dock :
DayMonthYear
Date
Date of last class annual survey
DayMonthYear
Date
Date of last class intermediate survey
DayMonthYear
Date
Date CAP survey completed
DayMonthYear
Date
Date CAP survey completed
DayMonthYear
Date
Date of last inspection of Cargo Tanks:
DayMonthYear
Date
Cargo Tank Inspection Frequency
Months
Last inspection of Ballast Tanks:
DayMonthYear
Date
Ballast Tank Inspection Frequency
Months
Date of last shore based D & A test
DayMonthYear
Date
D & A test Frequency
Months
Date of last shipboard alcohol test
DayMonthYear
Date
Unannounced Alcohol test Frequency
Months
Date the magnetic compass was adjusted
DayMonthYear
Date
Date of the deviation card
DayMonthYear
Date
Important LSA-FFA Expiry dates
Hand flare signal Expiry date
DayMonthYear
Date
Rocket Parachute signal Expiry date
DayMonthYear
Date
Man overboard marker Expiry date
DayMonthYear
Date
Smoke signal Expiry date
DayMonthYear
Date
Line throwing apparatus Expiry date
DayMonthYear
Date
SCBA Shore Service Date
DayMonthYear
Date
EEBD Shore Service Date
DayMonthYear
Date
ELSA Shore Service Date
DayMonthYear
Date
Lifeboat Air bottles Shore Service Date
DayMonthYear
Date
SCBA Compressor Air Quality Check Date
DayMonthYear
Date
Portable Fire Exting. Shore Service
DayMonthYear
Date
Fixed CO2 Shore service Date
DayMonthYear
Date
Fixed Halon System Shore Service
DayMonthYear
Date
Fixed DCP Shore service Date
DayMonthYear
Date
EPIRB Shore Service
DayMonthYear
Date
Gyro Shore Service
DayMonthYear
Date
Foam Analysis (High Expansion)
DayMonthYear
Date
Foam Analysis (Low Expansion)
DayMonthYear
Date
EPIRB Battery Expiry
DayMonthYear
Date
SART Battery Expiry
DayMonthYear
Date
VDR / S-VDR Shore service
DayMonthYear
Date
Last abandon ship drill
DayMonthYear
Date
Last Fire drill
DayMonthYear
Date
LTA Familiarization drill
DayMonthYear
Date
Last Enclosed space Entry Drill
DayMonthYear
Date
Last Man overboard Drill
DayMonthYear
Date
ETA Familiarization Drill
DayMonthYear
Date
Last SOPEP Drill
DayMonthYear
Date
Emergency Steering Drill
DayMonthYear
Date
Port lifeboat manoeuvred in the water
DayMonthYear
Date
Stbd lifeboat manoeuvred in the water
DayMonthYear
Date
Date of Last Boat / Davit service by authorized / approved service company
DayMonthYear
Date
Date of last Lifeboat davit winch brake test
DayMonthYear
Date
Date when life rafts were last serviced
DayMonthYear
Date
Date of expiry of the L'raft HRU’s
DayMonthYear
Date
Comments
Test records:
Last test of Bunker fuel
DayMonthYear
Date
Frequency of shore lab test of bunker fuel oil
Months
Last test of Lube Oil
DayMonthYear
Date
Frequency of shore lab test of Lube oil
Months
Last test of Hydraulic Oil
DayMonthYear
Date
Frequency of shore lab test of Hydraulic Oil
Months
Cargo pipelines Pressure test
DayMonthYear
Date
Test Pressure
Frequency
Months
Bunker pipelines Pressure test
DayMonthYear
Date
Test Pressure
Frequency
Months
Cargo Heating Coils Pressure test
DayMonthYear
Date
Test Pressure
Frequency
Months
COW pipelines Pressure test
DayMonthYear
Date
Test Pressure
Frequency
Months
Cargo hoses Pressure test
DayMonthYear
Date
Test Pressure
Frequency
Months
Cargo hose electrical continuity test
DayMonthYear
Date
Tank cleaning hose Elec. continuity test
DayMonthYear
Date
Comments (Optional)
Test and Inspection dates:
Last Notice To Mariners received
Date Last NTM received
DayMonthYear
Date
Voyage charts & Publications corrected till
Date corrected
DayMonthYear
Date
All other charts & publications corrected till
Date corrected
DayMonthYear
Date
Pumproom gas detection system Shore calibration
DayMonthYear
Date
Frequency
Months
Ballast Tank gas detection system Shore calibration
DayMonthYear
Date
Frequency
Months
Last test of Pump room bilge high level alarm
DayMonthYear
Date
Frequency
Months
Last test of Forepeak Store bilge high level alarm
DayMonthYear
Date
Frequency
Months
Last test of Pump room fire dampers
DayMonthYear
Date
Frequency
Months
Last test of Pump room flooding dampers
DayMonthYear
Date
Frequency
Months
Last test of cargo sea chest valve testing arrangement
DayMonthYear
Date
Frequency
Months
Last test of ballast lines (if passing through cargo tanks)
DayMonthYear
Date
Frequency
Months
Last test of Pump room flooding dampers
DayMonthYear
Date
Frequency
Months
Last test of PV Valves
DayMonthYear
Date
PV Valve flame screens inspected
DayMonthYear
Date
Frequency
Months
Last thorough Inspection/cleaning/test of PV Valves
DayMonthYear
Date
Frequency
Months
Portable gas instruments were last calibrated by shore
DayMonthYear
Date
Frequency
Months
Portable gas instruments were last calibrated by ship
DayMonthYear
Date
Frequency
Months
Last thorough Inspection/cleaning/test of P.V. Valves
DayMonthYear
Date
Frequency
Months
Last IG check valve overhaul
DayMonthYear
Date
Frequency
Months
Last fixed fire detection system test
DayMonthYear
Date
Frequency
Months
Last test of the loading computer
DayMonthYear
Date
Frequency
Months
Last test of the ODME
DayMonthYear
Date
Frequency
Months
Last Accommodation Vent fan trips were last tested
DayMonthYear
Date
Frequency
Months
Last Engine room Vent fan trips were last tested
DayMonthYear
Date
Frequency
Months
Last Emergency generator test
DayMonthYear
Date
Frequency
Months
Last Emergency generator On Load test
DayMonthYear
Date
Frequency
Months
Last engineers call alarm was tested
DayMonthYear
Date
Frequency
Days
Last E/Room bilge high level alarm system Test
DayMonthYear
Date
Frequency
Days
Last Engine local maneuvering station Test
DayMonthYear
Date
Frequency
Last Bunkering date
DayMonthYear
Date
Last Bunker sample analysis date
DayMonthYear
Date
Comments (Optional)
Approved Manuals
The following Manuals must be readily available:
SOPEP (Oil Tankers)SMPEP (Chemical Tankers)Damage stability ManualDamage Stability Shore assistanceVessel Response Plan (US Waters)California VRP (if applicable)COW ManualODME ManualTrim & Stability ManualP & A ManualOperation Manual (if applicable)Loading Manual (if separate from the Trim & Stability Manual)Damage Stability ManualVapor Emission Control System ManualVOC management plan:Ballast water management planInert Gas System Manual
Comments (Optional)
Other dates
Last ballast water exchange date
DayMonthYear
Date
Ballast water exchange method
Last safety committee meeting
DayMonthYear
Date
Frequency
Office response received
DayMonthYear
Date
Last Incident report
DayMonthYear
Date
Last Accident report
DayMonthYear
Date
Last near miss report
DayMonthYear
Date
Last Master’s Review of the SMS
DayMonthYear
Date
Frequency
Comments (Optional)
Once completed, keep the dates handy as a printout or in soft copy during the inspection.
Should be Empty:

Pre-Vetting Preparation

List of Documents - 1:

A few explanations:

List of Documents - 2:

List of Documents - 3:

List of Important dates & details:

Important LSA-FFA Expiry dates

Test records:

Test and Inspection dates:

Approved Manuals

Other dates