Page : 1 of 17

Date : 01.01.2003
Guideline to Doc.- N : 8.0
Prepared : Personal
Masters Approved : Personal
Rev.- N : 02/03

CONTENTS

8.1 Crew Change

8.2 Documentation

8.3 Appraisals

8.4 Promotions

8.5 Termination of Employment

8.6 Companys Drug & Alcohol Policy

8.7 Accidents (Personnel Injury)

8.8 Illness

8.9 Working Clothes

 Page : 2 of 17
Date : 01.01.2003
Guideline to Doc.- N : 8.0
Prepared : Personal
Masters Approved : Personal
Rev.- N : 02/03

8.1 Crew Change

For each of the vessels managed by PHOENIX Reederei a rotation plan will be
worked out for each crewmember, in co-operation with the Personnel Dept. and
Kaliningrad, as well as with the Master of the vessel. To ensure the rotation plan is
always up-to-date the Master of the vessel every three month will send a Vacation
Plan to the office and Kaliningrad by e-mail.

8.1.1 Policy
The Companys planning policy is to assign
The Right People to the Right Ship at All Times
In order to ensure that this policy is successful, the following procedures will be
adhered to.

8.1.2 Information
All vessels will send on a three month basis a vacation plan like Form- N 8.1.2
Vacation & Relief Planning or a similar message by e-mail to the office and the
office at Kaliningrad.
Kaliningrad and PHOENIX Reederei will check with the crewmembers on leave and
available to re-join.

8.1.3 Procedures
Following procedures should be followed when crew changes to be carried out :

a) The Master will inform Kaliningrad and PHOENIX about vessels rotation with
ETAs and agent details.
b) Kaliningrad will inform PHOENIX and the vessel in which port the crew
change will be carried out.
c) Kaliningrad will inform vessels agent about travel arrangements and details of
ON- and OFF-Signer and to be advised to arrange the o.k. to board and
transport of crewmembers.
d) The Master will keep Kaliningrad and PHOENIX closely informed about any
changes in vessels schedule and / or ETA.
e) If a transit visa or visa is required for ON-Signer, same to be arranged by
PHOENIX well in advance.
f) After the relief took place, the Master should send an up-dated crew list to
Kaliningrad and PHOENIX.
If any un-foreseen problems arising which can have affect to the smooth operation of
crew change the Master has to inform Kaliningrad and PHOENIX immediately.
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Date : 01.01.2003
Guideline to Doc.- N : 8.0
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8.1.4 Familiarisation and verification on Board

To ensure that all new joined crewmembers are instructed in accordance with the
ISM-Code to their duties, the following procedures to be followed within the 24 hrs a
new crewmember has joined the vessel.
The Master
a) to cross check the documents of the joined crewmember about validity and
completeness and to report irregularities to Kaliningrad and PHOENIX
All certificates and documents of crewmembers to be kept at Masters
Office/Cabin.
b) draw up the seamans passport according to the regulations of the flag state,
ensures that the Muster Roll has been corrected and the crewmember has been
instructed about his station
c) ensures that new joined Officers and Ratings, especially in key functions as Ch.
Officer, Ch. Engineer, Bosun and Cook are properly briefed about the current
state of their tasks onboard and, if necessary have given written notes about
specific items
d) ensures that new crewmembers are able to operate the safety and communication
equipment / installations to perform their normal and safety duties
e) ensures that new joined crewmembers are familiar with the contents (and the
location on board) of the QA documents which concern their duties
f) ensures that the joining crewmember has been instructed with respect to the
ISM-Code and Companies QA-System

Kaliningrad / PHOENIX
a) records the crew change in the data base by updating the personal record of the
joined and relieved crewmember

8.1.5 Personnel Records and Certificates

The Companys computerised data base contains all relevant details of its sea going
personnel like, full record of sea service, training, certificates and medical records
and is continuously being updated.
All personnel within the Personal Dept. and Kaliningrad have access to the data base.
Kaliningrad makes sure and guarantees that at all times (24 hrs a day / 7 days per
week) PHOENIX has access to the data base via Internet and the database it self is
back up daily.
All matters related to personnel and confidential reports shall be kept in locked
drawers.
No personnel records shall be filed by the superintendent.
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Date : 01.01.2003
Guideline to Doc.- N : 8.0
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Masters Approved : Personal
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8.2 Documentation

8.2.1 Documents
Scanned in copies of all documents of all sea going personal to be kept under
Companys data base in order to be checked and printed out at any time if necessary
by Kaliningrad or PHOENIX.
1. Passport all relevant pages giving identification, expiry, visas if any
2. Seamans Bookall relevant pages with endorsements and sea going records
3. S.T.C.W. copies of ALL certificates
4. Licenses ALL certificates of competency with endorsements
5. Flag State copies of ALL flag state documents (endorsement, seamans
book etc.)
6. Medical copy of medical certificate, Drug & Alcohol Test
7. Vaccination copy of all relevant pages
8. Application one copy with passport picture

8.2.3 Documents Required to be Carried by Seafarer

All seafarer joining a ship must carry originals of all the documents (1 to 7) as per
above plus his signed employment contract (2 copies) and hand same to the Master
when arriving on board.

8.3 Appraisals
Appraisals of Seafarers to be prepared by head of the relevant department and to be
forwarded to Kaliningrad in order to be entered into the data base, whenever the
seafarer signs off, and/or whenever the Master, Ch. Officer or Ch. Engineer signs off.
Companys form (Form- N 8.3.1) to be used.
Appraisals of masters senior officers will be made by superintendents during their
visits to the vessel.
NO copy of the report to be kept on board.
Appraisals are important as they play a valuable role in the Companys promotion
and planning policies.

8.4 Promotions
Promotions will be made strictly on the basis of merit and good reports received
from the Master and/or Superintendents. Proposals for promotion will be given by
the Master and/or Superintendents on the basis of appraisal reports and actual
performance.
Proposed candidates for promotion to Master or Ch. Engineer will be reviewed by
PHOENIX Reederei and if the proposal is accepted, the candidates will be put on the
promotion list.
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8.5 Termination of Employment

PHOENIX Reederei will deploy every measure of fairness and give the seafarer the
benefit of any doubts before it terminates the seafarers contract of employment.
However, in all cases, the decision of the management will be final and binding.
Superintendents will propose, on the basis of their own appraisals, and of the
appraisals received from the ship about an officer and / or rating :
a) ARE NOT TO BE RE-EMPLOYED
b) ARE TO BE DISMISSED IMMEDIATELY
Such proposals must be substantiated with good reasons.
The final decision, whether a seafarer is to be dismissed, or not, will be done by the
Personnel Dept. in consultation with the Marine and Technical Department.

8.5.1 Dismissal
It is Companys policy to ensure that all Employees are given sufficient opportunity
to amend their shortfalls and improve upon their shortcomings, before any action
which may result in the termination of the employment of the Employee. The only
exception to this policy is if in the opinion of the Master, the seafarer becomes a
threat to the safety to others, the vessel, its cargo or where any of his actions could
lead to incidents of pollution.
Masters are advised to keep a proper record of all un-seamanlike acts of a
crewmember. It is only after a crewmember has been given sufficient written
warnings and opportunities and still shows no signs of improvement, a legal
termination of his employment or dismissal is possible.
Masters are to be specifically cautioned about the consequences that are
involved in cases where seafarers may be dismissed without proper and
reasonable cause or where the dismissal may be improper.

8.5.2 Disciplinary Procedures in Emergencies

In an event of any emergency where the safety of the ship or its crew is at stake, the
Master is entitled to look for immediate and unquestioning obedience of orders from
his officers and his crew.
Likewise, all crew and officers must obey their superiors without any questions.
Failure to do so will lead to dismissal.
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8.5.3 Disciplinary Procedures in Other Situations

The Company expects from its seagoing personnel :
Punctuality
For the efficient operation of the vessel it is important to be in time for reporting to
watch and duty. Absence at the time of sailing in particular may seriously delay the
ship.

Drugs & Alcohol

Strict compliance with the companys Drug & Alcohol Policy is an absolute
requirement.

Unauthorized Persons
The ship rules and/or port authority rules on bringing unauthorized persons on board
must strictly be observed.

Offensive Weapons
These are not allowed to be brought or carried on board.

Smoking
Smoking is not permitted in prohibited areas, particularly on vessels carrying
explosive or inflammable materials. Ships rules controlling smoking and use of
naked lights or unapproved electric torches must be scrupulously obeyed. All
Vessels carrying dangerous/flammable cargoes are to have designated smoking
areas. These are to be marked and explained to the staff.

Duties
Every crewmember must carry out his duties efficiently exercising due diligence to
the best of his ability and to be informed clearly about his duties.

Property
Whilst the Seafarer is on board, he is responsible for the maintenance and upkeep of
all gear and facilities in the accommodation provided for him by PHOENIX
Reederei. The seafarer is expected to take care of and make proper use of tools
provided on board and used within the scope of his duties.

Relationship
The seafarer is expected to be aware of the needs of his colleagues, especially the
fact that some people need to sleep whilst others are awake, thus causing excessive
noise is not permitted, nor is any anti-social behaviour, such as the use of abrasive
language, aggressive attitudes and offensive personal habits, permitted.
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Date : 01.01.2003
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Rev.- N : 02/03

8.5.4 List of Serious Offences

Enumerated below is the list of serious offences which could lead to dismissal from
the ship.
a) assault
b) wilful damage to ship or any property on board
c) theft or possession of stolen property
d) possession of weapons
e) possession of unlawful drugs
f) indulging in smuggling or drug trafficking
g) conduct endangering the ship or persons on board
h) combining with others relating to safety of vessel or its navigation
i) disobedience of Masters orders, especially if pertaining to safety of vessel
j) sleeping on duty or not being in place of duty
k) being under the influence of alcohol or drugs
l) smoking or using other appliances in areas prohibited by the Master
m) intimidation, coercion and interference with work of others
n) behaviour which seriously detracts from social well-being of others
o) causing or permitting unauthorised persons to be on board the vessel
p) repeatedly committing minor offences despite warnings

8.5.5 List of Minor Offences

a) minor act of negligence, neglect of duty, disobedience or assault
b) unsatisfactory work performance
c) poor time keeping
d) stopping of work prior to the authorised time
e) failure to report for work without a satisfactory reason
f) absence from place of duty, or from ship without leave
g) offensive, or disorderly behaviour
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8.5.6 Warnings and Dismissals

A seafarer committing a minor offence will be seen by a superior who will establish
if the offence is committed. If the offence is minor in nature, he will issue an
informal verbal warning and the matter will stay closed.
If the offence is of a more serious nature, or a repetition of a similar minor offence, a
formal warning will be given by the head of department and recorded in the official
log book. Alternatively, the case may be referred to the Master. All major offences
must be referred to the Master.
The Master must deal with the cases referred to him as soon as possible. He must
inform the seafarer of the alleged offence and give him an opportunity to admit or
deny and to make any statement he wishes, in response to the alleged offence.
After a careful and thorough investigation, the Master must verbally inform the
seafarer whether or not, he finds the seafarer having committed the offence. If the
Master concludes that the seafarer has committed the offence, he may :
a) give him a warning
b) give him a written reprimand
c) consider to dismissal the seafarer from the ship
The Master must enter details of the offence and the action he has taken in the
official log. The seafarer must be given a copy of all entries made in the log book
relating to his offence and he must acknowledge receipt.
No seafarer on board a vessel will be dismissed without the confirmation of the
Company.
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Constructive Dismissal
Have you reduced the seafarers wage by reducing his opportunities
for overtime, without his agreement ? Yes
No
Have you reduced the seafarers rank without his agreement ? Yes
No
Have you taken steps to replace the seafarer without informing him ? Yes
No
Have you treated the seafarer in a discriminatory manner, i.e.
concerning his race, colour or sex ? Yes
No
Have you demanded a higher performance from the seafarer than
from others for similar jobs ? Yes
No
Have you consistently undermined the seafarers authority ? Yes
No
The employee /
Have you denied the seafarers rights under his contract of seafarer may complain
employment or the Crew Agreement ? Yes
that he been unfairly
No or constructively
dismissed and if he can
Have you been deliberately unfair to the seafarer in any way ? Yes prove to have been so,
the Tribunal or the
No Unions may treat the
Have you wronged the seafarer inadvertently without subsequently case as being one of
apology ? Yes unfair dismissal.

No
Have you unreasonably required the seafarer to do work other than
his own without his agreement ? Yes
No
Have you publicly treated the seafarer with marked discourtesy ? Yes
No
Have you denigrated the seafarer to others ? Yes
No
Have you tried to bring the seafarer into contempt or ridicule ? Yes
No
Have you in any way tried to force the seafarer to sign off ? Yes
No
You will probably not held liable to have dismissed the seafarer ? Yes
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Disciplinary Action

Is the offence of the seafarer serious ? No

Yes
Has the head of the department given a talk to the seafarer ? No
Yes
Have you given an opportunity to the seafarer to voice himself ? No
Yes
Even though he may arrogant about his view; have you given him a
chance to improve ? No

Yes
Despite that, is the seafarer still continuing to jeopardise the safety or Do not consider the
operation of the vessel ? No dismissal. Should be
allowed to continue on
Yes board.
In the presence of the head of the department and at least 2/3 other
witness, has the seafarer been warned in writing ? No

Yes
Has a copy, a warning signed by the seafarer and others been given
to him ? No

Yes
Have you informed the company and ask them to inform the crewing
agents ? No

Yes
On the confirmation of the company you may make another log entry
and dismiss the seafarer. No
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8.6 Controlling the use of Drugs & Alcohol

The Company Drug & Alcohol Policy is posted on every company vessel. However,
the stated policy may be amended by the company or when required by flag state
regulations.
Likewise, it is the companys policy that all joining staff will undertake a D & A-
Test before going on board any vessel, however, pre-joining testing may be waived,
by the company, if proper approved testing facilities are not available in the country
from which the seafarer is recruited. Pre-joining tests may also be waived in
emergency situations where immediate employment or the seafarer does not allow
sufficient time for the D & A-Test to be completed.

8.6.1 Drugs
Any crewmember found in contravention of companys drug policy and its
procedures, will be instantly dismissed.
All crewmembers are herewith reminded that in certain countries possession of, or
dealing in illegal drugs can result in a death penalty.

8.6.2 Alcohol
Excessive consumption of alcohol can have serious adverse effects on an individuals
health and his ability to act alert. Any person found to have an alcohol problem will
not be employed on board a PHOENIX Reederei managed vessel.
Beware : Using alcohol together with medicines can produce hazardous effects.

8.6.3 Maximum Alcohol Consumption

Alcohol is only allowed in strictly limited quantities and its consumption has to be
controlled by the Master to ensure that :
a) prior to commencement of or during watch or duty blood alcohol levels are
preferably to be zero it should in no case exceed 40 mg/100 ml, which equals
0,4
b) therefore each crewmember shall observe a period of abstinence from alcohol
prior to scheduled watch keeping, duty or work periods
See table below with average abstinence periods for alcohol reduction.
It must be born in mind that below mentioned figures and values are average and that
the exact impact of a certain amount of alcohol consumption on the human body will
vary, depending on individual characteristics of each person.
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Average Abstinence Periods for Alcohol Reduction

Resulting blood Abstinence period

Type of beverage Alcohol content Volume alcohol content for reduction
(average) (average)

Ordinary beers or lagers About 5 % 30 cl. 0.19 1 hour

Strong beers or lagers About 10 % 30 cl. 0.38 2 hours

Spirits & liquors About 40 % 3 cl. 0.15 1 hour

Table whine About 12 % 10 cl. 0.15 1 hour

Sherry & fortified wine About 20 % 6 cl. 0.15 1 hour

8.6.4 Alcoholic drinks in Islamic Countries

Strict laws are in force in most Islamic countries regarding the consumption, sale or
smuggling of alcohol. Prior to arrival in any port where these laws apply all
crewmembers must be aware of the penalties, such as public flogging, which are
imposed for breaches of local laws. All alcohol must be locked in the bonded store in
accordance with the port requirements.
Consequently, alcohol use or possession in cabins is not allowed.

8.6.5 Detected Drug or Alcohol Abuse

In case a crewmember has been found impaired by drugs or alcohol while on duty,
will immediately be dismissed. Consequently, the Master will inform Kaliningrad
and PHOENIX and send his written report to the office. Such report should be
countersigned by subject crewmember and, if available, a relevant witness.

8.6.6 After Incidents

After any serious maritime accident an alcohol test will be carried out on the Master
and Officer on watch as well as on crew involved.
The reason is to proof beforehand to any party involved that impairment by alcohol
did not contribute to causing the incident. This can be vital in limiting vessels
responsibility, as well as in protecting vessels and crews reliability, and thus
owners commercial image as a reputable and safely operating Company.
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8.6.7 Responsibilities and Authorities

The Master has the responsibility to make sure that :
a) the implementation of PHOENIXs policy is ensured
b) the use of drugs & alcohol is controlled

The Master is authorised to :

a) take measures which prevent the use of drugs and the abuse of alcohol
b) dismiss any of the crew possessing, distributing or selling illegal drugs and/or
alcohol

PHOENIX and Kaliningrad have the responsibility to make sure that :

a) this policy is maintained and controlled by arranging, distribution of relevant
information to parties concerned, providing adequate means of control and
taking care of proper follow-up in case of detected abuse
b) an appropriate briefing of joining crew is carried out regarding the contents of
this policy, and for the recording of their agreement by having each
crewmember sign a corresponding declaration of agreement

The Officers & Ratings have the responsibility to make sure that :
a) they comply with the Drug & Alcohol Policy including this procedure
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Drug & Alcohol Policy

(Violation of this policy will warrant immediate dismissal and/or legal action)
PHOENIX Reederei GmbH, is committed to the following policy regarding Drugs & Alcohol as part of
their overall health and safety policy. The purpose of the policy is to maintain safe and efficient
operational standards on all ships and to promote the health and well being of its seafarers. The policy is
also intended to ensure that interests of its personnel are protected in any investigation following a marine
casualty.
The Drug & Alcohol Policy arises out of a recognition that efficiency is impaired by the consumption of
Drugs and/or Alcohol. Such impairment is an additional and unacceptable hazard to the safe operation of
the vessel and all on board. In such circumstances, it is essential that the ships personnel understand the
reasons why strict controls must be exercised over the consumption of alcohol and drugs. In view of the
above, all officers and watch keeping ratings, selected to join vessels, will be required to undergo a Drug
& Alcohol- Test. All personnel will be subjected to random testing for drugs by qualified shore body. For
alcohol abuse they will be tested by breath analyser by the Master.
The policy will apply to ALL personnel aboard vessels. When vessels are within port limits, ships staff
are required to be governed by the applicable local law.
The Master, officers and ratings must not at any time consume alcohol in such quantity that may impair their
efficiency or judgement.
The following restrictions apply to the consumption of alcoholic beverages by those serving on board PHOENIX
Reederei managed vessels :
1. At no time whilst serving on board a vessel may the Master, officers or ratings have a blood alcohol
concentration of 0,4 or greater. Ships personnel are not allowed to commence scheduled duties with a
blood alcohol concentration greater than 0,4
2. All vessels entering or operating in waters subject to the jurisdiction of the United States of America
must prohibit the consumption of ALL alcohol beverages by the vessels personnel twenty-four (24)
hours prior entering U.S. territorial waters. This ruling will remain in effect until the vessel clears the U.S.
territorial waters.
Whilst this does not preclude the consumption of alcoholic beverages whilst on shore leave, U.S. Coast
Guard regulations require that an individuals blood count content does not exceed 40mg/100ml (0,4 )
and that no alcohol is consumed four hours prior to a scheduled period of duty. U.S. Coast Guard
regulations also require employers to maintain procedures to test for the presence of drugs and alcohol.
All ships personnel reporting for duty and appearing to be under the influence of alcohol or drugs must be
reported to the Master. It is the duty of the Master to take whatever action he considers appropriate to protect the
safety of the ship. In such circumstances the seafarer will be subject to disciplinary action which may include
termination of employment.
Where any doubt exists as to the Masters ability to perform his duties through impairment by alcohol, then the
Ch. Officer and Ch. Engineer must jointly assess the situation and may request the Master to take a breath
analyser test. In the event that a test indicates excess blood alcohol, or clear evidence of impairment exists, then
the Company must be informed immediately and the chief officer should assume command forthwith.
The sale of alcohol on board will only be conducted by the Master or an authorised person. It is strictly forbidden
for any ships personnel to bring alcoholic beverages and drugs on board.
All company officials, supernumeraries and visitors on board the ship, are subject to the same policy restriction.
Any person who is attending on board a ship to assist in the navigation, carry out repairs, or maintenance, or for
any other ships business must not be allowed to carry out their duties if they appear to be impaired through
drugs or alcohol.
Drug trafficking is a serious criminal offence and will be dealt with as per law.
Managing Director of PHOENIX Reederei GmbH
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8.7 Accidents (Personnel Injury)

It is the Companies policy and it should be the first priority on each vessel to avoid
accidents and injuries to vessels personal. Therefore all and each crewmember are
ask to follow safety instructions given by international regulations, Company and
head of department for their own safety, the safety of their colleagues, the vessel and
the environmental.

8.7.1 Accident Report

If one of the crewmembers suffers an accident the following procedures to be
followed.
a) First Aid to be given to the injured person immediately
b) if any doubt about the seriousness of the casualty or in doubt whether or not
there are any internal injuries, contact medical assistance via MEDICO or
contact port authorities when in port
c) examine whether or not the injured person need to be given ashore immediately
or at next port, if any doubt contact MEDICO or port authorities when in port
d) entrance in vessels log book to be made, stating name of injured person, time,
name of witness and short description of accident
e) entrance in vessels medicine log book to be made regarding the treatment given
f) Accident Report (Form- N 8.7.1) to be filled in and to be send to company
together with all reports from doctor and or hospital, if any

In any of the above cases the Company to be informed immediately by e-mail or

telex or, if necessary by phone as well.
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8.8 Illness

8.8.1 Illness at Port

If one of the crew becomes sick or ill while in port, treatment should be given in the
best known way and as per medical instruction book.
If in any doubt of what kind of illness the crewmember has, the agent should be
contacted to arrange a visit to the doctor ashore. Form N 8.8.1 to be used.

8.8.2 Illness at Sea

If one of the crew becomes sick or ill at sea he should be treated in the best known
way and as per medical instruction book.
If any doubt in the way of treatment and or any doubt in what kind of illness the
crewmember has, medical assistance has to be ask for via MEDICO.
In case of a serious illness and when advised by MEDICO that the crewmember need
to be landed ashore immediately, following procedures should apply :
a) check for the nearest possible port and distance
b) contact Company by phone immediately in order to nominate an agent
c) contact the agent to pass him all required information
d) state time and position in vessels log book when altering course to that port
e) treat crewmember as advised by MEDICO until he has been landed
f) if time enough pack crewmembers belongings and hand everything, including
his papers to the agent
g) after crewmember has been landed proceed to port of destination
h) keep log book record of all steps
i) send full report including log book extract to company

During all time you are requested to stay in close contact with the Company.
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8.9 Working Clothes

8.9.1 General
The Company is supplying general working clothes for each crewmember.
To keep a stock of all sizes on all kind of working clothes on board the ship is not
economical and not the intention of the company. Therefore, the Company expects a
crewmember signs on a ship to have his own working clothes in order to commence
his duties until he will be supplied with Company working clothes.

8.9.2 Working Clothes Supplied by Company

Working clothes supplied by the Company are belongs to the Company and to be
handled like Companys belongings.