Vessel Particulars Questionnaire Participant Registration Information

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WELCOME TO OCIMF OPERATOR REGISTRATION APPLICATION

This registration process is provided to operators for the submission of a vessel's Harmonised Vessel Particulars Questionnaire (HVPQ) and response to inspection reports in to the SIRE system. The submission of an updated and current HVPQ is a mandatory requirement before any SIRE inspection can be agreed with an OCIMF submitting member.

In order to gain HVPQ access into the SIRE System, an Operator must submit an Application using OCIMF’s website along with a certificate or an evidential document to prove that they are the rightful operator of the vessel as defined below. In this Application, the Operator must designate the name of the vessel(s), the type of vessel(s) for which it is the Operator, together with corresponding LR/IMO or other unique identification numbers

“VESSEL OPERATOR” DEFINITION

For the purpose of the SIRE Programme, a Vessel Operator is defined as the company or entity which exercises day to day operational control of, and responsibility for, a vessel. The operator is the company or entity which holds the evidential document to prove that they are the rightful operator meeting the above definition. The registered owner of a vessel may or may not be the Operator.

Only the rightful Vessel Operator meeting the above definition criteria and having the necessary evidential document to prove that they are the right operator meeting the above definition should complete this application for the registration in the SIRE system.

Only the Operator of a vessel can complete and submit a HVPQ to the SIRE System.

DECLARATION

OCIMF

OCIMF is a voluntary association of oil companies having an interest in the marine transportation and terminalling of crude oil, liquefied natural gas, liquefied petroleum gas, their derivatives and related organic compounds. Essentially, it is concerned with the safe conduct of these operations and the prevention of pollution. It represents its membership before intergovernmental, governmental and other organisations. OCIMF is incorporated in Bermuda with a branch office in London. The current membership of OCIMF embraces over 100 companies and groups world-wide.

REVISED OCIMF SHIP INSPECTION REPORT (SIRE) PROGRAMME

In 1993, OCIMF established a programme whereby OCIMF Members submitted their ship Inspection reports to OCIMF for distribution to OCIMF Members and certain qualifying non-OCIMF Members (collectively referred to as “Programme Recipients”).

In the spirit of continuous improvement this programme was developed over the years to include Barges. The Programme to which this Application relates is the latest revision (2000) of the Ship Inspection (SIRE) Report Programme.

Participation in the Programme, as either an inspecting OCIMF Member or as a Programme Recipient, is strictly voluntary and each Programme Recipient determines independently how to evaluate the information contained in the Reports received under the Programme.

Uniform Vessel Inspection Procedure

The SIRE Programme requires that participating Submitting Companies follow an Uniform Inspection Procedure. This consists of two elements i.e. an Inspection Element and a Report Element. All information, guidance to users and reporting is retained within the SIRE web-based system “WebSerm” SIRE Report Manager.

The Inspection Element uses a series of detailed inspection questionnaires as appropriate for the type of vessel inspected. These questionnaires address issues associated with safety and pollution prevention.

The Report Element is developed from the completed electronic questionnaire that is submitted by the Inspector, either directly to the SIRE web site, or to the submitting company for further processing prior to transmission to the vessel operator and to SIRE.

Ship Operator Report Involvement

Under the SIRE Programme, the operator of the vessel which is the subject of a Report is provided with an electronic copy of the Report, and a covering sheet containing a four by four digit unique identifier number with a security PIN number, by the Submitting Company. The Operator is asked to electronically submit written comments relating to the Report to OCIMF’s SIRE System within 14 days of receiving the report for storage and subsequent distribution.

Using the unique identifier will ensure that the Operator is automatically logged in to the correct report. If no responses are made within the 14 day period then the report will become available without original comments and described as such within the SIRE Index.

Programme Output

Reports and Operator comments are made available to Programme Recipients in electronic form.

Programme Index

The SIRE System also creates and feeds a computerised Index giving information about the Reports and any Operator comments received under the Programme.

HARMONISED VESSEL PARTICULARS QUESTIONNAIRE (HVPQ)

OCIMF has published a Harmonised Vessel Particulars Questionnaire which requires information about ship particulars and required or customary on board documents of a permanent or semi-permanent nature, primarily related to safety and pollution prevention. This document is separate and apart from the above discussed Vessel Inspection Questionnaire (VIQ).

HVPQ and the Programme

The HVPQ has been incorporated as a mandatory element under the Programme. When used in conjunction with the Programme, this Questionnaire is to be answered by the Operator and then sent to the SIRE System. The Questionnaire, however, must be so answered and sent in electronic form. This will require a computer and specialised OCIMF software. The software will allow a printout of the HVPQ. OCIMF will make the software available to Operators free of charge. OCIMF will not provide a computer.

The Operator would require to electronically transmit a HVPQ directly to the SIRE System. Once entered into the SIRE System, the HVPQ will be made available (in electronic form only) to Programme Recipients. The SIRE System Index will identify all HVPQs on file in the System.

To best complement an inspection under the Programme, a completed and current HVPQ (in either electronic or paper form) should be on board at the time of a ship inspection and have been sent (as above described) to the SIRE System.

The SIRE System, however, will accept a HVPQ for a ship only if there is a Report for that ship in the SIRE System.

Once a HVPQ is received into the SIRE System, there should be no need for an Operator to make any further HVPQ transmission to the System except to correct or keep current previously submitted HVPQ information.

When used, as above described in connection with the Programme, the HVPQ has two main functions;

  1. to assist the ship Inspector by having at hand completed and up to date basic ship information which the Inspector may need during the inspection -thus allowing the Inspector to better utilise inspection time on board; and
  2. to assist the OCIMF inspecting Member and Programme Recipients in their individual and separate overall evaluations of the ship.

All communications with the vessel operator are through the SIRE website. Please ensure that your e-mail addresses are kept up to date in the SIRE system.

DISCLAIMER

OCIMF DOES NOT WARRANT OPERATOR IDENTITY AND IS NOT RESPONSIBLE FOR THE CHOICE OF SHIPS INSPECTED, THE INSPECTORS CHOSEN, THE PERFORMANCE OF THE INSPECTIONS OR THE CONTENT OF THE REPORTS, OPERATOR COMMENTS AND/OR VPQ RESPONSES DISTRIBUTED UNDER THE PROGRAMME. OCIMF IS INVOLVED ONLY IN THE RECEIPT, ORGANISATION AND DISTRIBUTION OF THE FOREGOING PROGRAMME OUTPUT. OCIMF DOES NOT REVIEW OR EVALUATE SUCH OUTPUT AND EXPRESSES .