1. IPSEM Code
Manual Content
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2. IPSEM CODE Manual of Procedures Example
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3. Mission Statement & Vision
The Port of ……….. Mission Statement defines our business and sees its purpose as:
To promote and Develop Our Natural Harbour as a World Class Port facilitating the Efficient Movement of Goods and People to and from the Marketplace.
The Port of ………. has set as it’s Vision :
To Deliver to Future Generations a Thriving Port Business with Modern and Efficient Systems and Facilities.
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4. Policy - Key Values
The following are some Key Values central to our Policy:
- Act with Integrity, Openness and Vibrancy
- Maintain the Highest Standards of Corporate Governance
- Treat all Stakeholders with Trust and Respect
- Acknowledge that Our People are Our Greatest Asset.
- Promote a Healthy, safe and Secure Workplace
- Aim for Quality and Cost-efficient services
- Be responsive to Customer Needs
- Develop and Operate State of the Art Facilities
- Promote a Continuous Improvement ethic.
- Respect the Principles of Environmental Sustainability
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5. Chief Executive Officer
Policy - Commitment
The Port ……… will ensure the compliance of it’s facilities under the provisions of Regulation (EC)
No 725/2004 of the European Parliament and Council, Chapter X1-2 of the 1974 Safety of Life at Sea Convention and Part A of the International Code for the Security of Ships and of Port Facilities (ISPS Code).
In the name of the Port ……, I make a personal commitment to this Policy, which is vital for our future,
and I count on your active participation and support.
Chief Executive Officer
Port of XXXXXX
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6. Port Authority Safety Statement
The Port ……… is fully committed to implementing the
provisions of the Safety, Health and Welfare at Work Act
1989, the new Safety Health and Welfare at work
Bill 2004 and any other relevant safety legislation.
The Port ……… policy for management of health and safety
covers :
- Contractors
- Stevedores
- Haulers
- Accidents and Dangerous Incidents
- Personal Protective Equipment
- Construction Regulations 1995
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7. Port Authority Safety Statement
This policy may be changed from time to time after review by Management and the Safety Committee.
Any person who feels this policy needs reviewing should highlight the matter to their manager without delay.
The Port policy on public safety is :
- To restrict access to danger areas
- To direct the public by using safety notices and signs
- To provide safety guidelines to staff dealing with public
- To use security equipment and security services,
where appropriate.
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8. 3 - Port Authority Responsibilities & Authority
Port Authority responsibilities and authority
Port Authority Organization General Chart
Port Authority Organization Harbour Master & Operations Manager
Port Authority Organization Engineering Manager
Harbour Master’s responsibilities and authority
Marketing Executive
Secretary Financial Manager
Manager Engineering Services
Senior Engineer Maintenance
Deputy Harbour Master Port Facility Security Officer (PFSO)
Operations Managers Terminal A and B.
Relief Operations Manager Terminal A and B /
Relief Alternative Port Facility Security Officer (RAPFSO)
Senior Berthing Master
Purchasing Officer
Safety Committee organization and mission
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9. 3 - Port Authority Responsibilities & Authority
In regard to the IPSEM code requirements the responsibilities and authority of top management are visible through commitment in :
- Creating and maintaining awareness of the importance to fulfill safety,
health, environmental protection and meeting client expectations
- Establishing the safety, health, environmental protection and quality
objectives and planning
- Establishing and integrating a management system reflecting the
objectives of the policy
- Performing management reviews of the management system
- Ensuring the availability of resources to reach these objectives,
including any legal requirements applicable to its services and
obligations
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10. 3 - Port Authority Responsibilities & Authority
In regard to the IPSEM code requirements the responsibilities and authority of top management are visible through commitment in :
- Ensuring that the Port Strategic and Business Plans are developed
within the scope of Local, National, E.U. and International Plans
and Directives
Ensuring the compliance of the Port facilities under the provisions
of Regulation (EC) No 725/2004 of the European Parliament and
Council, Chapter X1-2 of the 1974 Safety of Life at Sea Convention
and Part A of the International Code for the Security of Ships and
of Port Facilities ( ISPS Code )
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11. 3 - Port Authority Organization Board of Directors and
Chief Executive Officer
Harbour Master
Deputy Chief Executive
Operations Manager
Secretary
Manager Finance
Marketing Executive
Deputy
Harbour
Master PFSO
Engineer Services
Manager
Operations
Manager
Terminal A
Operations
Manager
Terminal B
Senior
Engineer
Maintenance
Relief Ops
Manager
APFSO
Senior
Berthing
Master
Purchasing
Officer
PFSO : Port Facility Security Officer
APFSO: Assistant Port Facility Security Officer

12. 3 - Port Authority Organization Harbour Master
Deputy Chief Executive &
Operations Manager
Deputy Harbour Master &
Operations Manager
PFSO
Clerical &
Administrative
Operations
Manager
Terminal A
Operations
Manager
Terminal B
Operations
Manager/
APFSO
Pilots
Tug Captain
&
Pleasure Craft
Terminal A
Container
Terminal B
Bulk
Operation.
Operators
Pilots
Senior
Berthing
Master
Terminal B
Ferry
Operation
Pilot Launch
Operations
Crew
Berthing
Masters

13. Harbour Master Responsibilities & Authority
The Harbour Master’s primary responsibility is the safety of navigation and to ensure compliance of Bye-laws, Dangerous Substance Regulations and the proper maintenance of port property pertaining to marine operations.
In regard to the requirements of the IPSEM Code the Harbour Master has the responsibilities and authority for :
- Implementing the safety, health and environmental protection policy in the port,
- Motivating the personnel and companies in the observations of the policy,
- Issuing appropriate orders and instructions in a clear and simple manner,
- Verifying that specified requirements are observed, and
- Reviewing the port safety, heath and environmental protection management
system and reporting its deficiencies to the Chief Executive Officer.
The Harbour Master has the overriding authority and the responsibility to make
decisions with respect to safety of navigation and pollution prevention and request the Port Authority’s assistance as may be necessary.
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14. The Deputy Harbour Master is acting as the Designated Person
Responsibilities & Authority
The Deputy Harbour Master is responsible to the Harbour Master and understudies his responsibilities in his absence for :
- Ensuring the safety of navigation in the port.
- Ensure that the provisions of the Harbours Act 1996, Port Bye-Laws
and other regulations pertaining to the Harbour are complied with.
- Supervision of quay operations in the port.
- Ensuring compliance with the dangerous substance regulations.
- Supervision of pilots, launch crew, pilot launches and VTS.
- Supervision of operation of Oil Pollution Emergency Plans, prevention
and clearance of oil pollution
- Ensuring compliance with the ISPS Code requirements and regulations.
The Deputy Harbour Master is acting as the Designated Person
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15. Function of the Safety Committee
The Safety Committees functions are to review health and safety issues and recommend remedial actions to management.
The issues for review include:
- Matters referred to the Safety Committee by Management.
- Matters referred to the Safety Committee by the Safety Representative.
- New safety legislation, information and guidelines which may be relevant
to the company’s activities.
- Review accident and incident reports.
- Changes in procedures and equipment which may materially affect health
and safety of the employees, contractors and third parties.
- Review personal protective equipment (PPE) and recommend changes
as per legislation and/or requirement.
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16. 4 - Designated Person Responsibilities & Authority
Designated Person Responsibilities and Authority
PFSO ( Port Facility Security Officer ) Responsibilities
and Authority
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17. 4 - Designated Person Responsibilities & Authority
- To review and monitor the company’s compliance with the code.
- Review all accidents, incidents and near-misses that are reported to the
company to ensure that any lessons learned are incorporated into the code.
- To maintain an active role in the risk assessment activities undertaken by
the company.
- To review the scope, conduct, frequency and findings of risk assessments to
ensure that they are up to date and valid.
- To monitor the safety and water pollution prevention aspects of port / ship
operations and ensuring the proper allocation of resources.
- To prepare and maintain a schedule of internal IPSEM audits at least once
a year to ensure compliance with the code.
- Prepare an annual written report for the Harbour Master summarizing all the
year’s marine accidents, incidents and near-misses.
- Prepare an annual written report for Management comprising a summary
of audits, their findings, trends, recurring issues, conclusions and
recommendations.
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18. 4 - Designated Person The Designated Person for IPSEM Code is also
acting as the Port Facility Security Officer
- Conducting the initial survey of the port facilities
- Ensuring the development and maintenance of the Port Facility Security
Plans
- Undertaking regular inspections of the facilities
- Recommending modifications too the PFSP as required
- Enhancing security awareness of port personnel and visitors/contractors
- Ensuring adequate security training for port personnel
- Implementing and exercising of the PFSP
- Maintaining records of incidents
- Ensuring that the facilities are maintained in compliance of the ISPS
Code requirements
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19. 5 - Company & Operator Responsibilities & Authority
Responsibilities and Authority of any company operating in
the Port jurisdiction
General requirements for hire contractors
General requirements for suppliers of machines with drivers
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20. 5 - Company & Operator Responsibilities & Authority
It is required that each company operating in the Port :
Nominates a designated person which will be responsible for Safety, Health
and Environment Protection.
This designated person should have direct access to the higher management
level of it’s company and will also be in direct contact, as necessary, with the
Designated Person and Management of the Port.
Companies operating port facilities within the port shall ensure that their
facilities are in full compliance of the ISPS Code and shall appoint a
Port Facility Security Officer.
A person may be designated for one or more facilities.
His/her duties are specified in the “responsibility and authority” of a PFSO
- Prepares and implements a safety statement adapted to the nature and
risk of its activities to protect all the personnel operating in the port and
the surrounding population.
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21. 5 - Company & Operator Responsibilities & Authority
- Suppliers must have adequate insurance cover for both Public Liability and
Employers Liability in place and satisfy Port Insurance brokers that this is so
on an annual basis.
- Machines must be well maintained, be free of oil / water leaks and not emit
undue smoke. No maintenance other than routine checks may be undertaken
on the port premises.
- Contractors must inform the company prior to hire if machines have been
engaged in the handling of toxic materials or any other hazardous material.
- Contractors, when delivering machines must ensure that the exterior of the
machine, including chassis, is reasonably clean.
- In the case of cranes or other lifting gear, the contractor must have current
test and inspection certificates for each machine, and if requested, submit
them to the Operations Manager / Engineering Supervisor.
- Contractors must at all times keep a tidy workplace by avoiding littering and
cleaning up any mess of their making immediately.
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22. 6 - Resources & Personnel
Procedure to recruit employees general operatives.
Procedure to ensure that new personnel are given proper familiarisation
with their duties
Procedure to assess and record training
Procedure to qualify crane/machine operators
Procedure to qualify fire fighting personnel
Procedure to qualify first aid personnel
Procedure to prepare & train personnel for an emergency situation
Procedure to ensure that personnel are informed of
relevant rules, regulations, codes and guidelines
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23. 7 - Plans for Port Operations
Procedure for port entry requirements under ISPS Code
Port ISPS (International Ship and Port Security) Form
Procedure for notification of changes in Security Levels
Procedure to Implement Security Level Changes
Procedure to prepare berthing ( Other than Tankers )
BERTH REQUEST - General Form
Procedure to prepare berthing for Tankers
BERTH REQUEST - Tankers - Form C
PRE ENTRY Information for Tankers over 1,600 GRT- Form D
Procedure to handle vessels loading liquid bulk
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24. 7 - Plans for Port Operations
Procedure to handle vessels discharging liquid bulk
Procedure to handle containerized hazardous cargo ( Import )
Procedure to handle containerized hazardous cargo (Export )
Procedure to ensure safe storage of hazardous substance
Procedure to ensure safe bunkering operation
PRE-TRANSFER BUNKER CHECK LIST (1)
PRE-TRANSFER BUNKER CHECK LIST (2)
Procedure to implement port waste reception regulation
Procedure to operate the waste reception and handling plan
WASTE RECEPTION FACILITIES CHECK LIST
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25. 7 - Plans for Port Operations
Procedures ( general ) for containers Terminal A
Procedures for crane / straddle drivers at containers Terminal A
Procedure to receive an export container into the compound
Procedure to load a container ship
Procedure to discharge a container ship
Procedure to release an import container from compound
Procedures for crane / hopper drivers at Terminal B
Procedures for reach stacker drivers at Terminal B
Procedure to discharge a bulk carrier at terminal B
Procedure to discharge cars from a Ro/Ro vessel at Terminal A & B
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26. 7 - Plans for Port Operations
Procedure for reefer engineers entering the container compound
Operational procedure for VTS
Procedure for pilot launch crew
Procedure to prepare for pilotage – berthing operations
Procedure to embark a pilot on a vessel
Procedure to select and buy personnel safety equipment
Procedure to select and buy major safety equipment and material
Procedure to control purchased safety equipment and material
Procedure to answer to the requirements of a potential client
Procedure to measure the satisfaction of the client
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27. 7 - Procedure to embark a Pilot
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28. 8 - Emergency Preparedness
General principle for dealing with a marine Emergency Duty Officer-
Port Operations
Port emergency response plan
Procedure to assess risks in the port
Criteria for risk assessment
Procedure to plan annual drills and exercises
Procedure to do a drill or exercise
Procedure to prepare for man over board
recovery pilot launch
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29. 9 - Report & Analysis of N/C, Accidents, Incidents…
Procedure to issue a non-conformity report ( system and processes ) NON-CONFORMITY REPORT
Procedure to clear a non-conformity report
Procedure and when to issue an accident report ( Injury of people )
ACCIDENT REPORT
Procedure to report an known incident ( operational damages )
Procedure to report a hazardous occurrence ( near miss )
Procedure to treat a “general” customer complaint
Procedure to treat an environmental complaint
COMPLAINTS LOG
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30. 10 - Maintenance of Installation & Equipment
Procedure for Planned work repair for operational equipment
Procedure to execute an unexpected work repair for operational
equipment
Hot Work Permit
High Voltage Work Permit
Confined Space Permit
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31. 11 - Documentation
Procedure to identify the proper referential documentation
in order to prepare a procedure
Procedure to issue a procedure
Procedure to codify a procedure and an instruction
Procedure to implement a procedure
Procedure to issue a procedure revision
Procedure to cancel a procedure
Procedure to implement an instruction
Procedure to modify or cancel an instruction
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32. 11 - Documentation
Procedure to up-date the company organization chart
Procedure on period to keep obsolete documents
Procedure to prepare and review the list of records
Procedure to maintain operational records
Procedure to keep and maintain records and data
Procedure to prepare and review the list of certificates for operational
equipment and installations
Procedure on how long to conserve records of certificates for
equipment and installations
Procedure to maintain valid certificates for equipment and installations
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33. 12 - Verification, Review & Evaluation
Procedure to do a safety inspection of machinery
Procedure to verify occupational health and safety practices
Procedure to plan annual SEMS internal audits
Procedure to select and train an internal SEMS Auditor
Procedure to make a document review before a SEMS internal audit
DOCUMENT REVIEW - Form B
Procedure to prepare for a SEMS internal audit
Procedure to carry out and complete a SEMS internal audit
Procedure to do the SEMS annual review
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34. Documented System Key for success Procedure? Only one page
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