Master / Pilot exchange

What is a PILOT? Pilots are individuals with a good understanding of local conditions, who can communicate with the various port functions such as traffic control, harbor office, tugs and berthing master in the local language.

Pilot’s Job Pilots assist ships’’ Masters in safely navigating their vessels within pilotage areas by advising them of prevailing local conditions such as currents, state of tide, depth of water, existing traffic and traffic expected during the course of the passage, availability of tugs and their power and berthing arrangements.

Pilot’s Role Pilots also advise Masters as to which VHF channels should be monitored within various areas. Unless specifically agreed and mandated (such as, in Panama Canal or Keil Canal etc.), the Pilot acts as an advisor to the Master. The Master has the overall responsibility for Pilot’s actions and he is free to ask for a different Pilot or take over control when the need arises in the interest of safe Navigation.

Master/Pilot Exchange purpose of the exchange: to ensure that both the boarding Pilot and the vessel’s bridge team exchange basic information prior to the Pilot boarding the vessel. Two Master/Pilot Exchange forms developed by the International Chamber of Shipping The “Ship to Shore” form is designed to provide the Pilot with practical information about the vessel, its status and performance, and its pertinent equipment. The “Shore to Ship” form provides the ship with information about the intended pilotage passage.

Pilot’s responsibility ....'to conduct a ship' must not be confused with 'being in command of a ship'. The first expression refers to an action, to a personal service being employed; the second to a power. The question whether a pilot has control of navigation is a question of fact not of law. The fact that a pilot has been given control of the ship for navigational purposes does not mean that the pilot has superseded the master.

Master’s command Despite the duties and obligations of a pilot, his presence on board does not relieve the master or officer in charge of the watch from their duties or obligations for the safety of the ship. The Master is, and, remains in command; he is the authority on board. He may, delegate part of this authority to subordinates and to outside assistants whom he employs to navigate his ship - i.e. pilots. A delegation of power is not an abandonment of authority but one way of exercising authority.

Master-Pilot Conference Each pilotage assignment should begin with a conference between the pilot and the master. The initial conference is an opportunity not only to exchange information that the pilot and master each needs, but also for the pilot and the master to establish an appropriate working relationship. The conference should convey, and be consistent with, the principle that the pilot and the master/bridge crew each has an important role in the navigation of the vessel. The amount and subject matter of the information to be exchanged in the initial conference should be determined by the specific navigation demands of the pilotage operation. For some vessel movements, particularly those involving a long run or difficult maneuvers at the beginning of the movement, not all relevant information must, or should, be exchanged in the initial conference; additional information can be exchanged as the movement proceeds.

Points that are exchanged: Ship to Shore: Ship’s identity Communication information Pilot boarding information Ship’s particulars Anchors Maneuvering details at current condition. ME details. Equipment Defects relevant to Navigation

Points that are Exchanged: Shore to ship: Ship requesting Pilot Originating authority Pilot boarding instructions. Berth and Tug details Local weather and sea conditions. DETAILS OF THE PASSAGE PLAN including abort points / emergency plans REGULATIONS including VTS reporting, anchor / lookout attendance, max allowable draught OTHER IMPORTANT DETAILS including navigation hazards, ship movements

Checklist MASTER / PILOT INFORMATION EXCHANGE. HAS A PILOT CARD BEEN HANDED TO THE PILOT? HAS THE PILOT BEEN INFORMED OF THE LOCATION OF LIFESAVING APPLIANCES PROVIDED FOR HIS USE? HAVE THE PROPOSED PASSAGE PLAN, WEATHER CONDITIONS, BERTHING ARRANGEMENTS USE OF TUGS & OTHER EXTERNAL FACILITIES BEEN EXPLAINED BY THE PILOT & AGREED WITH THE MASTER? IS THE PROGRESS OF THE SHIP & THE EXECUTION OF ORDERS BEING MONITORED BY THE MASTER & OFFICER OF THE WATCH? We strongly recommend, that during arrival / departure ports, the Main Engine is kept on Engine Control and Engineers have tested the engines from ECR and Local station and are familiar with quick change over from ECR to Local control, if and when needed.

Publications to be referred

Sample checklists

Sample Pilot Cards

Sample Pilot Cards

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