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GUIDANCE FOR RECORDING OF OPERATIONS IN THE OIL RECORD BOOK (PART I) MACHINERY SPACE OPERATIONS

All Oil Record Book entries should be made as per the latest IMO regulations/amendments in

All Oil Record Book entries should be made as per the latest IMO regulations/amendments in force; guide lines printed in the latest Flag State Oil Record Book front pages and latest guidance notes / circulars provided by the company.

Operations should be recorded in chronological order as they have been executed on board. All

Operations should be recorded in chronological order as they have been executed on board. All entries should be made as the operation is carried out and writing in the Oil Record Book should not be delayed to the next day. Do not leave any blank lines between successive entries.

All Entries are to be signed by the engineer officer in charge of the operations

All Entries are to be signed by the engineer officer in charge of the operations concerned. Also each entry must be countersigned / initialled by the Chief Engineer. Each completed page shall be signed by the Master of the vessel.

It is recommended that when the Master leaves the vessel, the last partly completed page

It

is recommended that when the Master leaves the vessel, the last partly completed page in the

Oil Record Book should be endorsed by the outgoing Master and a line drawn after the last entry across the remainder of the page. Subsequent entries should start on a new page of the Oil Record Book and be endorsed by the new Master.

The oil record book must be kept on board for 3 years from the last

The oil record book must be kept on board for 3 years from the last entry made.

Dates should be entered in dd-MONTH-yyyy format, e.g., 01-JAN-2011.

Dates should be entered in dd-MONTH-yyyy format, e.g., 01-JAN-2011.

Tank nomenclature should be recorded as per the format noted within the International Oil Pollution

Tank nomenclature should be recorded as per the format noted within the International Oil Pollution Prevention Certificate (IOPPC) Supplement.

Chief Engineer is fully responsible for all entries in the Oil Record Book and he

Chief Engineer is fully responsible for all entries in the Oil Record Book and he should train other engineers in making entries and ensure all entries made in the Oil Record Book are correct.

All entries to be made with black ball pen. Entries recorded in pencil are not

All entries to be made with black ball pen. Entries recorded in pencil are not acceptable. If a wrong entry has been recorded in the Oil Record Book (ORB), it should immediately be struck through with a single line in such a way that the wrong entry is still legible. The wrong entry should be signed and dated, with the new corrected entry following. No white ink (correction fluid) to be used to delete any entries in the oil record book.

All certified engineer officers should be familiar with OWS (incl. testing of 15ppm alarm) and

All certified engineer officers should be familiar with OWS (incl. testing of 15ppm alarm) and Incinerator operation. Incineration or landing ashore of oily garbage and used filters should be recorded in the Garbage Record Book only.

The bilge overboard valve must be kept locked in the shut position at all times

The bilge overboard valve must be kept locked in the shut position at all times and not be opened without the consent of Chief Engineer. The keys shall be kept by the Chief Engineer in

a

secure place.

Two spare sets of Filter / Coalescer elements are to be maintained on board. Requisition

Two spare sets of Filter / Coalescer elements are to be maintained on board. Requisition for spares to be sent as soon as one set is used.

Sufficient spare parts shall be maintained on board for the Bilge and Sludge pump. A

Sufficient spare parts shall be maintained on board for the Bilge and Sludge pump. A spare Bilge Pump Motor and if the bilge pump is of screw type one stator and if, of the reciprocating type, one set of valves, piston rings and liner shall be available on board.

Sludge retained onboard = sludge produced - (water evaporated + water drained from sludge collection

Sludge retained onboard = sludge produced - (water evaporated + water drained from sludge collection + sludge burnt in Incinerator or burnt in Boiler + sludge landed ashore).

In case of an emergency, if it becomes necessary to transfer oil and/or water from

In case of an emergency, if it becomes necessary to transfer oil and/or water from an IOPPC tank to a non-IOPPC tank; this MUST be discussed with the Superintendent with full details for approval.

Page 1 of 16

LIST OF ITEMS TO BE RECORDED

(A)

Ballasting or cleaning of oil fuel tanks

 

1

Identity of tank(s) ballasted.

 

2

Whether cleaned since they last contained oil and, if not, type of oil previously carried.

3

Cleaning process:

 

.1

position of ship and time at the start and completion of cleaning;

.2

identify tank(s) in which one or another method has been employed (rinsing through, steaming, cleaning with chemicals; type and quantity of chemicals used, in m 3 );

.3

identity of tank(s) into which cleaning water was transferred and the quantity in m 3 .

4

Ballasting:

 

.1

position of ship and time at start and end of ballasting;

 

.2

quantity of ballast if tanks are not cleaned, in m 3 .

(B)

Discharge of dirty ballast or cleaning water from oil fuel tanks referred to under Section (A)

5

Identity of tank(s).

 

6

Position of ship at start of discharge.

 

7

Position of ship on completion of discharge.

8

Ship's speed(s) during discharge.

 

9

Method of discharge:

.1

through 15 ppm equipment;

.2

to reception facilities.

10.

Quantity discharged, in m 3 .

 

(C)

Collection, transfer and disposal of oil residues (sludge)

 

11.

Collection of oil residues (sludge). Quantities of oil residues (sludge) retained on board.

The quantity should be recorded weekly 1 : (this means that the quantity must be recorded once a week even if the voyage lasts more than one week)

.1

identity of tank(s) …………………………………………

 

.2

capacity of tank(s)

m

3

.3

total quantity of retention

m

3

.4

quantity of residue collected by manual operation

m

3

 

(Operator initiated manual collections where oil residue (sludge) is transferred into the oil residue (sludge) holding tank(s).)

 

1 Only those tanks listed in item 3.1 of Forms A and B of the Supplement to the IOPP Certificate used for oil residues (sludge).

12.

Methods of transfer or disposal of oil residues (sludge).

 

State quantity of oil residues transferred or disposed of, the tank(s) emptied and the quantity of contents retained in m 3 :

.1

.2

.3

.4

to reception facilities (identify port) 2 , to another (other) tank(s) (indicate tank(s) and the total content of tank(s)) incinerated (indicate total time of operation); other method (state which).

tank(s) and the total content of tank(s)) incinerated (indicate total time of operation); other method (state
tank(s) and the total content of tank(s)) incinerated (indicate total time of operation); other method (state
tank(s) and the total content of tank(s)) incinerated (indicate total time of operation); other method (state

2 The ship’s master should obtain from the operator of the reception facilities, which includes barges and tank trucks, a receipt or certificate detailing the quantity of tank washings, dirty ballast, residues or oily

Page 2 of 16

mixtures transferred, together with the time and date of the transfer. This receipt or certificate, if attached to the Oil Record Book Part I, may aid the master of the ship in proving that the ship was not involved in an alleged pollution incident. The receipt or certificate should be kept together with the Oil Record Book Part

I.

(D)

13

14

15

Non-automatic starting of discharge overboard, transfer or disposal otherwise of bilge water which has accumulated in machinery spaces

Quantity discharged, transferred or disposed of, in m 3 . 3

Time of discharge, transfer or disposal (start and stop).

Method of discharge, transfer or disposal:

.1

.2

.3

through 15 ppm equipment (state position at start and end); to reception facilities (identify port) 2 , to slop tank or holding tank or other tank(s) (indicate tank(s); state quantity retained in tank(s), in m 3 ).

3 In case of discharge or disposal of bilge water from holding tank(s), state identity and capacity of holding tank(s) and quantity retained in holding tank.

(E)

16

17

18

(F)

19

20

21

Automatic starting of discharge overboard, transfer or disposal otherwise of bilge water which has accumulated in machinery spaces

Time and position at which the system has been put into automatic mode of operation for discharge overboard, through 15 ppm equipment.

Time when the system has been put into automatic mode of operation for transfer of bilge water to holding tank (identify tank).

Time when the system has been put into manual operation.

Condition of the oil filtering equipment

Time of system failure 4 .

Time when system has been made operational.

Reasons for failure.

4 The condition of the oil filtering equipment covers also the alarm and automatic stopping devices, if applicable.

(G)

22

23

24

25

(H)

26

(I)

Accidental or other exceptional discharges of oil

Time of occurrence

Place or position of ship at time of occurrence.

Approximate quantity and type of oil.

Circumstances of discharge or escape, the reasons therefore and general remarks

Bunkering of fuel or bulk lubricating oil

Bunkering:

.1

.2

.3

.4

Place of bunkering. Time of bunkering. Type and quantity of fuel oil and identity of tank(s) (state quantity added, in tonnes and total content of tank(s)). Type and quantity of lubricating oil and identity of tank(s) (state quantity added, in tonnes and total content of tank(s)).

Additional operational procedures and general remarks

Page 3 of 16

EXAMPLES

(C)

Collection, transfer and disposal of oil residues (sludge)

11.

Collection of oil residues (sludge). Quantities of oil residues (sludge) retained on board.

The quantity should be recorded weekly 1 : (this means that the quantity must be recorded once a week even if the voyage lasts more than one week)

.1

identity of tank(s) …………………………………………

 

.2

capacity of tank(s)

.3

total quantity of retention

.4

quantity of residue collected by manual operation

m

m

3

3

m

3

(Operator initiated manual collections where oil residue (sludge) is transferred into the oil residue (sludge) holding tank(s).)

1 Only those tanks listed in item 3.1 of Forms A and B of the Supplement to the IOPP Certificate used for oil residues (sludge).

Example 1

 

Weekly inventory of oil residues (sludge) tanks (tanks listed under item 3.1 in the Supplement to the IOPPC)

   

Item

 

Date

Code

no.

 

Record of operations / signature of officer in charge

dd-MONTH-yyyy

C

11.1

(Name of sec 3.1 Tank & Designation)

   

11.2

xx

m 3

   

11.3

xx

m 3

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

dd-MONTH-yyyy

C

11.1

(Name of sec 3.1 Tank & Designation)

   

11.2

xx

m 3

   

11.3

xx

m 3

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Note: A separate C 11.1, 11.2, 11.3 entry following the previous entry (exactly as shown above) is required for each tank listed under section 3.1 in the Supplement to the IOPPC.

Example 2

Recording of oil residue (sludge) collected by manual operation in oil residue (sludge) tank (tank listed under item 3.1 in the Supplement to the IOPPC)

   

Item

 

Date

Code

no.

 

Record of operations / signature of officer in charge

dd-MONTH-yyyy

C

11.1

(Name of sec 3.1 Tank & Designation)

 
   

11.2

xx

m 3 (Capacity of sec 3.1 Tank)

   

11.3

xx

m 3 (Total quantity retained after collection)

   

11.4

xx

m 3 collected from (Identification of source)

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Note: 1) Code C 11.1, 11.2, 11.3, 11.4 is not required to be done weekly but is to be done chronologically, i.e. as and when operator initiated manual collection is done where oil residue (sludge) is transferred into the oil residue (sludge) holding tank(s). This is to maintain a record of various oil residue (sludge) collections in order to ensure transparency. 2) Name of sec 3.1 Tank & Designation means as follows: Some ships have tank numbers for each tank and also a name. The name as mentioned in sec. 3.1 or 3.3 of the tank should be written exactly as it is given in the supplement to the IOPP certificate.

Page 4 of 16

Explanation: Examples of operator initiated manual collection where oil residue (sludge) is transferred into the oil residue sludge) tank(s) could be (but not limited to):

Collections of oil residue (sludge) from fuel oil drain tanks. Collection of oil residue (sludge) by draining engine sump tanks. Adding fuel oil to an oil residue (sludge) tank (all content of a sludge tank is considered sludge). Collection of sludge from bilge water holding tanks – in this case a disposal entry for bilge water is also needed under D in this case a disposal entry for bilge water is also needed under D 13, 14, 15.3. An exhaustive list of operations could be as below:

Collection/Transfer of waste oil to oil residue (sludge) holding tanks for subsequent disposal (Main engine sump oil, Aux. engine sump oil, steering gear hydraulic oil, Stern tube oil, etc) Collection/Transfer of residues collected during cleaning of Bilge Holding Tank to oil residue (sludge) holding
Collection/Transfer of residues collected during cleaning of Bilge Holding Tank to oil residue (sludge) holding tanks. sump oil, steering gear hydraulic oil, Stern tube oil, etc) Collection/Transfer of residues collected during cleaning
Collection/Transfer of residues collected during cleaning Fuel Oil Settling and Service tanks or other lubricating oil tanks to oil residue (sludge) holding tanks. of Bilge Holding Tank to oil residue (sludge) holding tanks. Collection/Transfer of Oil residues collected due
Collection/Transfer of Oil residues collected due to accidental spill / leakage in engine room to oil residue (sludge) holding tanks lubricating oil tanks to oil residue (sludge) holding tanks. Collection/Transfer of OWS oil residues manually drained
Collection/Transfer of OWS oil residues manually drained after cleaning to oil residue (sludge) holding tanks leakage in engine room to oil residue (sludge) holding tanks Collection/Transfer of residues in F.O./L.O./sludge tanks
Collection/Transfer of residues in F.O./L.O./sludge tanks leftover before and after cleaning to oil residue (sludge) holding tanks. drained after cleaning to oil residue (sludge) holding tanks Collection/Transfer of water containing oil residue from
Collection/Transfer of water containing oil residue from E/R bilge wells during/after cleaning to oil residue (sludge) holding tanks. and after cleaning to oil residue (sludge) holding tanks. Collection of oil drained manually from Bilge
Collection of oil drained manually from Bilge Primary Tank to oil residue (sludge) holding tanks. Collection of used oil from the Galley to oil residue (sludge) holding tanks.of water containing oil residue from E/R bilge wells during/after cleaning to oil residue (sludge) holding

Note: Manual transfers without a pump of small quantity, of E/R leakage oil, say about 5-10 liters per day, is not required to be entered in the ORB.

12. Methods of transfer or disposal of oil residues (sludge). State quantity of oil residues transferred or disposed of, the tank(s) emptied and the quantity of contents retained in m 3 :

.1

.2

.3

.4

to reception facilities (identify port) 2 , to another (other) tank(s) (indicate tank(s) and the total content of tank(s)) incinerated (indicate total time of operation); other method (state which).

tank(s) and the total content of tank(s)) incinerated (indicate total time of operation); other method (state
tank(s) and the total content of tank(s)) incinerated (indicate total time of operation); other method (state
tank(s) and the total content of tank(s)) incinerated (indicate total time of operation); other method (state

2 The ship’s master should obtain from the operator of the reception facilities, which includes barges and tank trucks, a receipt or certificate detailing the quantity of tank washings, dirty ballast, residues or oily mixtures transferred, together with the time and date of the transfer. This receipt or certificate, if attached to the Oil Record Book Part I, may aid the master of the ship in proving that the ship was not involved in an alleged pollution incident. The receipt or certificate should be kept together with the Oil Record Book Part I.

Note: Capacity of sludge tanks are not required to be recorded for C.12.1 to C 12.4 entries.

Example 3

 

Disposal of oil residue (sludge) via shore connection

 
   

Item

 

Date

Code

no.

Record of operations / signature of officer in charge

dd-MONTH-yyyy

C

12.1

xx m 3 sludge from (Name of sec 3.1 Tank & Designation), xx m 3 retained,

     

to identity or name of sludge receiver, i.e. barge, tank truck or shore facility” during port stay (Name of Port)

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Page 5 of 16

Note: Ships' masters should obtain from the operator of the reception facilities, which includes barges and tank trucks, a receipt or certificate detailing the quantity of oil residue (sludge) transferred, together with the time and date of the transfer. This receipt or certificate, if attached to the Oil Record Book Part I, may aid the master of the ship in proving that his ship was not involved in an alleged pollution incident. The receipt or certificate should be kept together with the Oil Record Book Part I.

Example 4

Draining of water (disposal) from an oil residue (sludge) tank listed under item 3.1 in the Supplement to the IOPPC, to a bilge water holding tank listed under item 3.3 in the Supplement to the IOPPC

   

Item

 

Date

Code

no.

Record of operations / signature of officer in charge

dd-MONTH-yyyy

C

12.2

m 3 water drained from (Name of sec 3.1 Tank & Designation), xx m 3 retained,

xx

     

to (Name of sec 3.3 Tank & Designation), retained in tank xx m 3

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Note: For the above operation, collections of bilge water i.e. rise in Bilge tank need not be accounted for, so only one entry is required.

Example 5

Transfer from one oil residue (sludge) tank to another oil residue (sludge) tank, both listed under item 3.1 in the Supplement to the IOPPC

 
   

Item

 

Date

Code

no.

Record of operations / signature of officer in charge

dd-MONTH-yyyy

C

12.2

m 3 sludge transferred from (Name of sec 3.1 Tank & Designation), xx m 3 retained,

xx

     

to (Name of sec 3.1 Tank & Designation), retained in tank xx m 3

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Example 6

 

Incineration of oil residue (sludge) in Incinerator

 
   

Item

 

Date

Code

no.

Record of operations / signature of officer in charge

dd-MONTH-yyyy

C

12.3

xx

m 3 sludge from (Name of sec 3.1 Tank & Designation), xx m 3 retained,

     

Burned in Incinerator for xx hours

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Note: Effective 1 January 2011, amended item 3.2.1 in supplement to IOPPC refers to incinerator maximum capacity in terms of kW or kcal/h and not l/h or kg/h as earlier; since the quantity incinerated depends on the Calorific Value of the substance incinerated which will vary, depending on the composition of oil residue (sludge). However, capacity in terms of l/h or kg/h will be given in the type approval certificate and/or instruction manual of the incinerator which is to be used for guidance.

Example 7

 

Burning of oil residue (sludge) in Boiler

 
   

Item

 

Date

Code

no.

Record of operations / signature of officer in charge

dd-MONTH-yyyy

C

12.4

xx

m 3 sludge from (Name of sec 3.1 Tank & Designation), xx m 3 retained,

     

Burned in Boiler for xx hours

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Page 6 of 16

Example 8

 

Evaporation of water (disposal) from an oil residue (sludge) tank listed under item 3.1 in the Supplement to the IOPPC

 
   

Item

 

Date

Code

no.

Record of operations / signature of officer in charge

dd-MONTH-yyyy

C

12.4

xx

m 3 water evaporated from (Name of sec 3.1 Tank & Designation), xx

m 3 retained

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Example 9

 

Regeneration of fuel oil from oil residue (sludge)

 
   

Item

 

Date

Code

no.

Record of operations / signature of officer in charge

dd-MONTH-yyyy

C

12.4

xx

m 3 sludge disposed by regeneration of xx m 3 fuel in (Fuel Tank &

Designation) and xx m 3 of water in (Name of sec 3.3 Tank & Designation)

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Note: The above entry for regeneration of fuel oil is only permitted if mentioned as an approved means of disposal under section 3.2.3 in the IOPPC Supplement.

Note: 1. In case of an emergency, if it becomes necessary to transfer oil residue (sludge) from an IOPPC tank to a non-IOPPC tank; this must be discussed with the Superintendent, and the operation should be recorded in the ORB under code C 12.4. 2. When the Fuel Oil drain tank is included in section 3.1 of IOPPC supplement, then the following transfer options may be available depending on the existing approved pipeline arrangement:

a. Connection only to sludge pump - entry to be made under Code C 12.2. b. Connection to both F.O. transfer pump and sludge pump - when using the sludge pump, entry to be made under Code C 12.2 and when using the F.O transfer pump, entry to be made using Code C 12.4.

(D)

Non-automatic starting of discharge overboard, transfer or disposal otherwise of bilge water which has accumulated in machinery spaces

13

Quantity discharged, transferred or disposed of, in m 3 . 3

14

Time of discharge, transfer or disposal (start and stop).

15

Method of discharge, transfer or disposal:

.1

through 15 ppm equipment (state position at start and end);

.2

to reception facilities (identify port) 2 ,

.3

to slop tank or holding tank or other tank(s) (indicate tank(s); state quantity retained in tank(s), in m 3 ).

3 In case of discharge or disposal of bilge water from holding tank(s), state identity and capacity of holding tank(s) and quantity retained in holding tank.

Page 7 of 16

Example 10

 

Pumping of bilge water overboard from tank listed in item 3.3 in the Supplement to the IOPPC

 
   

Item

 

Date

Code

no.

 

Record of operations / signature of officer in charge

dd-MONTH-yyyy

D

13

xx

m 3 bilge water from (Name of sec 3.3 Tank & Designation), Capacity

xx

m 3 , xx m 3 retained

   

14

Start: hh:mm, Stop: hh:mm

 
   

15.1

Through 15 ppm equipment overboard

 
     

Position start: xx deg xx min N/S, xx deg xx min E/W

 
     

Position stop: xx deg xx min N/S, xx deg xx min E/W

 
     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Note: 1. For Oil Content Monitors(OCMs) complying with MEPC 107(49), the time recorded in D14 should

correspond with the time as recorded by the OCM.

2. For ships fitted with an alarm printer, the time recorded in the ORB should correspond with the time of alarm activation in the alarm printer, since it is expected that the 15 ppm alarm will activate sometimes during the operation.

3. The clock (time indicated) in the OCM is to be set to UTC time once for all and should NOT be changed every time with the change in the ship’s time.

4. The timing of the alarm printer / ECR alarm monitor should be same as that of the ship’s clock. This should be verified prior to start of the OWS operation.

5. Considering due efficiency of the system, ensure the total time of operation and quantity disposed off corresponds with the throughput of the OWS, as stated in Form A / B of the IOPP Certificate supplement.

Example 11

 

Disposal of bilge water via shore connection

 
   

Item

 

Date

Code

no.

Record of operations / signature of officer in charge

dd-MONTH-yyyy

D

13

xx m 3 bilge water from (Name of sec 3.3 Tank & Designation), Capacity xx m 3 , xx m 3 retained

   

14

Start: hh:mm, Stop: hh:mm

   

15.2

to “identity or name of sludge receiver, i.e. barge, tank truck or shore facility” during port stay (Name of Port)

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Note: Ships' masters should obtain from the operator of the reception facilities, which includes barges and tank trucks, a receipt or certificate detailing the quantity of oily bilge water transferred, together with the time and date of the transfer. This receipt or certificate, if attached to the Oil Record Book Part I, may aid the master of the ship in proving that his ship was not involved in an alleged pollution incident. The receipt or certificate should be kept together with the Oil Record Book Part I.

Example 12

 

Pumping of bilge water from engine-room bilge wells to a tank listed under item 3.3 in the Supplement to the IOPPC

 
   

Item

 

Date

Code

no.

 

Record of operations / signature of officer in charge

dd-MONTH-yyyy

D

13

xx

m 3 bilge water from engine room bilge wells

   

14

Start: hh:mm, Stop: hh:mm

 
   

15.3

To (Name of sec 3.3 Tank & Designation), retained in tank xx m 3

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Page 8 of 16

Example 13

Transfer of bilge water between tanks listed in item 3.3 in the Supplement to the IOPPC (e.g. from Bilge Primary tank to Bilge tank )

   

Item

 

Date

Code

no.

Record of operations / signature of officer in charge

dd-MONTH-yyyy

D

13

m 3 bilge water from (Name of sec 3.3 Tank & Designation), xx m 3 retained,

xx

   

14

Start: hh:mm , Stop: hh:mm

   

15.3

To (Name of sec 3.3 Tank & Designation), retained in tank xx m 3

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Example 14

Disposal of bilge water from tank listed in item 3.3 in the Supplement to the IOPPC to oil residue (sludge) tank listed in item 3.1 in the Supplement to the IOPPC (e.g. at the time of Bilge tank cleaning / transfer of the contents of Bilge Primary tank)

   

Item

 

Date

Code

no.

 

Record of operations / signature of officer in charge

dd-MONTH-yyyy

D

13

xx

m 3 bilge water from (Name of sec 3.3 Tank & Designation), now xx m 3

   

14

Start: hh:mm Stop: hh:mm

 
   

15.3

Collected in (Name of sec 3.1 Tank & Designation), retained in tank xx

m

3

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

dd-MONTH-yyyy

C

11.1

(Name of sec 3.1 Tank & Designation)

 
   

11.2

xx

m 3 (Capacity of sec 3.1 Tank)

   

11.3

xx

m 3 (Total quantity retained after collection)

   

11.4

xx

m 3 collected from (Name of sec 3.3 Tank & Designation)

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Note: A code C 11.1, 11.2, 11.3, 11.4 entries as shown above is also to be made as this operation is a manual operator initiated operation.

(E)

Automatic starting of discharge overboard, transfer or disposal otherwise of bilge water which has accumulated in machinery spaces

16

Time and position at which the system has been put into automatic mode of operation for discharge overboard, through 15 ppm equipment.

17

Time when the system has been put into automatic mode of operation for transfer of bilge water to holding tank (identify tank).

18

Time when the system has been put into manual operation.

Example 15

Pumping of bilge water overboard via 15 ppm equipment from tank listed in item 3.3 in the Supplement to the IOPPC or from engine-room bilge wells

Item

no.

Date

Code

Record of operations / signature of officer in charge

dd-MONTH-yyyy

E

16

Pump start hh:mm at xx deg xx min N/S, xx deg xx min E/W from (Name

of sec 3.3 Tank & Designation)

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

18

Stop hh:mm

Page 9 of 16

Example 16

Transfer of bilge water from engine-room bilge wells to a tank listed under item 3.3 in the Supplement to the IOPPC

Item

no.

Date

Code

Record of operations / signature of officer in charge

dd-MONTH-yyyy

E

17

Transfer start hh:mm to (Name of sec 3.3 Tank & Designation) Stop hh:mm

18

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

(F)

Condition of the oil filtering equipment

19

Time of system failure 4 .

20

Time when system has been made operational.

21

Reasons for failure.

4 The condition of the oil filtering equipment covers also the alarm and automatic stopping devices, if applicable.

Example 17

Failure of Oily Filtering Equipment, Oil Content Meter or stopping device

 
   

Item

 

Date

Code

no.

Record of operations / signature of officer in charge

dd-MONTH-yyyy

F

19

hh:mm

   

20

hh:mm (might be unknown if spare parts has been ordered)

   

21

(Reason for failure, if known)

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Note: 1. The condition of the oil filtering equipment also covers the alarm and automatic stopping devices, if applicable.

2. A code (I) entry (see example 25) should also be made indicating that the overboard valve was sealed shut due to non working Oil Filtering Equipment or Oil Content Meter.

3. On the date where the system is functional again, a new entry using code F 19, 20, 21 (see example 18) should be made where F 19 is the date and time of the initial failure and F 20 is the time the system is functional again.

Example 18

When proper operation of the Oily Filtering Equipment, Oil Content Meter or stopping device is restored

Item

no.

Date

Code

Record of operations / signature of officer in charge

dd-MONTH-yyyy

F

19

hh:mm (the same as in example 17)

20

hh:mm (the time the system is functional)

21

(Reason for failure, if known)

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Note: 1. The condition of the oil filtering equipment also covers the alarm and automatic stopping devices, if applicable. 2. A code (I) entry (see example 26) should also be made indicating that the overboard valve was unsealed, since the operation of the Oil Filtering Equipment or Oil Content Meter has been restored.

Page 10 of 16

(G)

Accidental or other exceptional discharges of oil

22

Time of occurrence

23

Place or position of ship at time of occurrence.

24

Approximate quantity and type of oil.

25

Circumstances of discharge or escape, the reasons therefore and general remarks

Example 19

Accidental Pollution

Item

no.

Date

Code

Record of operations / signature of officer in charge

dd-MONTH-yyyy

G

22

hh:mm

23

Place or Position: xx deg xx min N/S, xx deg xx min E/W

24

Type and Quantity of oil residue (if known)

25

Circumstances of the discharge

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Note:

1. If failure of Oil Filtering Equipment or Oil Content Meter related equipment is involved, appropriate Code (F) entry is to be made in ORB.

2. Relevant sections of the SOPEP (SMPEP) are to be used to combat oil spills at sea.

3. Examples of circumstances of discharge include, but are not limited to:

Oil Content Meter failure. Fuel tank overflow. Ruptured bunkering hose/flange. Fuel tank leakage (due to collision or grounding).

(H)

Bunkering of fuel or bulk lubricating oil

26

Bunkering:

.1

Place of bunkering.

.2

Time of bunkering.

.3

Type and quantity of fuel oil and identity of tank(s) (state quantity added, in tonnes

.4

and total content of tank(s)). Type and quantity of lubricating oil and identity of tank(s) (state quantity added, in tonnes and total content of tank(s)).

Example 20

 

Bunkering of Fuel oil

   

Item

 

Date

Code

no.

Record of operations / signature of officer in charge

dd-MONTH-yyyy

H

26.1

(Name of Port)

   

26.2

Start: dd-mm-yyyy / hh:mm

Stop: dd-mm-yyyy / hh:mm

   

26.3

xxxx MT of ISO-8217 HFO x.x% S bunkered in tank(s):

 
     

aaa MT added to (Tank name & Designation), now containing bbb MT

     

ccc MT added to (Tank name & Designation), now containing ddd MT

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Page 11 of 16

Example 21

 

Bunkering of Bulk Lubricating oil

   

Item

 

Date

Code

no.

Record of operations / signature of officer in charge

dd-MONTH-yyyy

H

26.1

(Name of Port)

   

26.2

Start: dd-mm-yyyy / hh:mm Stop: dd-mm-yyyy / hh:mm

   

26.4

xx MT (Type of Oil) bunkered in tank(s):

     

xx MT added to (Tank Name & Designation), now containing xx MT

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Note: 1. Separate entries required for each grade of fuel oils and lubricating oils respectively. 2. This entry is not required if lubricating oils are delivered onboard in packaged form (55 gallon drum, etc.).

(I) Additional operational procedures and general remarks

Example 22

 

Entry pertaining to an earlier missed operational entry

   

Item

 

Date

Code

no.

 

Record of operations / signature of officer in charge

dd-MONTH-yyyy

I

 

Entry pertaining to an earlier missed operational entry

(1)

-

dd-MONTH-yyyy

C

12.2

xx

m 3 sludge transferred from (Name of sec 3.1 Tank & Designation),

(2)

xx

m 3 retained

     

to (Name of sec 3.1 Tank & Designation), retained in tank(s) xx m 3

     

Signed (1)

       

Signed(2)

Note: 1. Date (1) to be the date of the original operation.

2. Date (2) to be the current date i.e. the date the entry is made.

3. Signed (1) Signature of Officer making Ientry.

4. Signed (2) Signature of Officer making missed entry.

Example 23

De-bunkering of Fuel oil

Item

no.

Date

Code

Record of operations / signature of officer in charge

dd-MONTH-yyyy

I

xxxx MT of ISO-8217 HFO x.x% S de-bunkered from tanks:

xxxx MT removed from (Tank Name & Designation), now containing xxx MT

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

De-bunkered to "identity or name of receiver i.e. barge, tank truck or shore facility" in "Name of Port"

Start: dd-mm-yyyy / hh:mm Stop: dd-mm-yyyy / hh:mm

Note: Include receipt & certificate from receiver for amount & type of fuel oil de-bunkered.

Page 12 of 16

Example 24

Declaration of quantities retained in bilge water holding tanks ref. MEPC.1/Circ.640 record weekly

Item

no.

Date

Code

Record of operations / signature of officer in charge

dd-MONTH-yyyy

I

Weekly Inventory of Bilge Water Tank(s) (Name of sec 3.3 Tank & Designation)

capacity xx m 3 , xx m 3 retained

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Note: 1. As per AESM policy, this entry must be made weekly for tank(s) listed under section 3.3 of IOPPC supplement, e.g. bilge holding tank, bilge primary tank, etc. (as applicable). 2. This entry should be made every week directly after the weekly record of items under Code C 11.1, 11.2, 11.3 for oil residue (sludge) tank(s).

Example 25

Sealing of MARPOL Annex I related valve and/or equipment

Item

no.

Date

Code

Record of operations / signature of officer in charge

dd-MONTH-yyyy

I

Overboard valve (valve number) from 15 ppm bilge water separator unit sealed

Seal no. xxxxxxx

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Example 26

Breaking of seal on MARPOL Annex I related valve and/or equipment

Item

no.

Date

Code

Record of operations / signature of officer in charge

dd-MONTH-yyyy

I

Overboard valve (valve number) from 15 ppm bilge water separator unit unsealed

for normal operation of 15 ppm unit

Seal no. xxxxxxx

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

General Guidance Additional Recordings under Code (I)

Example 27

Testing of 15 ppm alarm and operation of automatic stopping device, i.e. 3-way valve or bilge pump auto stop of Oily Water Separator unit (as applicable)

Item

no.

Date

Code

Record of operations / signature of officer in charge

dd-MONTH-yyyy

I

15 ppm alarm and operation of 3-way valve / bilge pump auto stop of OWS unit tested and found satisfactory

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Note: Automatic stopping device by way of auto stop of bilge pump will be applicable on those OWS units where a 3- way valve arrangement is not fitted.

Page 13 of 16

Example 28

Testing of ‘zero’ check of 15 ppm setting of Oil Content Meter unit

Item

no.

Date

Code

Record of operations / signature of officer in charge

dd-MONTH-yyyy

I

‘Zero’ check of 15 ppm setting of OCM unit done and found satisfactory

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Example 29

15 ppm ‘function test’ of Oil Content Meter unit using testing fluid

Item

no.

Date

Code

Record of operations / signature of officer in charge

dd-MONTH-yyyy

I

15 ppm ‘function test’ of OCM unit done using testing fluid and found satisfactory

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Example 30

Maintenance of Oily Water Separator unit

Item

no.

Date

Code

Record of operations / signature of officer in charge

dd-MONTH-yyyy

I

Opened and inspected OWS unit, filters cleaned / renewed

After maintenance checked operation of OWS unit and OCM unit and found satisfactory

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Example 31

Calibration of Oil Content Meter unit by Maker’s representative

Item

no.

Date

Code

Record of operations / signature of officer in charge

dd-MONTH-yyyy

I

15 ppm unit of Oil Content Monitor calibrated by (Name of Maker’s

representative) in (Name of Port) Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Example 32

Complete renewal of Oil Content Meter unit

Item

no.

Date

Code

Record of operations / signature of officer in charge

15 ppm unit of Oil Content Monitor renewed by (Ship staff from spare

dd-MONTH-yyyy

I

unit available on board) / (Name of Maker’s representative) in (Name of Port)

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Page 14 of 16

Example 33

Testing of 15 ppm alarm unit of Oil Content Meter and Oily Water Separator unit operation by PSCO / Internal Auditor / Superintendent (as applicable)

Item

no.

Date

Code

Record of operations / signature of officer in charge

dd-MONTH-yyyy

I

15 ppm alarm unit of OCM and OWS unit operation checked by PSCO / Internal Auditor / Superintendent at (Name of Port) and found satisfactory

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

BILGE PRIMARY TANK OPERATIONS

Note: Tank nomenclature should be recorded as per the format noted within the IOPPC Supplement.

Example 34

Pumping (Transfer) of bilges (large quantity) from engine room bilges to Bilge Primary tank and from Bilge Primary tank 3rd chamber continuously flowing into Bilge tank during transfer.

   

Item

 

Date

Code

no.

 

Record of operations / signature of officer in charge

dd-MONTH-yyyy

D

13

xx

m 3 bilge water from engine room bilge wells

   

14

Start: hh:mm, Stop: hh:mm

 
   

15.3

To Bilge tank via Bilge Primary tank, retained in Bilge tank xx m 3 and

retained in Bilge Primary tank xx m 3

 
     

Signature /Name/Rank/ dd-MONTH-yyyy

C/E sign

Example 35

Transfer of bilges (less quantity) to Bilge Primary tank, allowing it to settle in Bilge Primary tank and then to be drained to Bilge tank after a few hours or next day.

   

Item

 

Date

Code

no.

 

Record of operations / signature of officer in charge

dd-MONTH-yyyy

D

13

xx

m 3 bilge water from engine room bilge wells

   

14

Start: hh:mm, Stop: hh:mm

 
   

15.3

To Bilge Primary tank, retained in tank xx m 3

 
     

Signature /Name/Rank/dd-MONTH-yyyy

C/E sign

Example 36

Manual draining of bilge water from Bilge Primary tank to Bilge tank (when done)

   

Item

 

Date

Code

no.

Record of operations / signature of officer in charge

dd-MONTH-yyyy

D

13

xx

m 3 bilge water from Bilge Primary tank, xx m 3 retained

   

14

Start: hh:mm, Stop: hh:mm

   

15.3

To Bilge tank , xx m 3 retained

     

Signature /Name/Rank/dd-MONTH-yyyy

C/E sign

Page 15 of 16

Example 37

Collection of oil drained manually from Bilge Primary Tank to Bilge Separated Oil Tank (when done)

   

Item

 

Date

Code

no.

 

Record of operations / signature of officer in charge

dd-MONTH-yyyy

C

11.1

Bilge Separated Oil Tank (exactly as stated in 3.1 of IOPPC supplement)

   

11.2

xx

m 3 (capacity of BSOT)

   

11.3

xx

m 3 (quantity remaining in BSOT after draining)

   

11.4

xx

m 3 collected from Bilge Primary tank

     

Signature /Name/Rank/ dd-MONTH-yyyy

C/E sign

Note: Additionally an entry under D 13, 14, 15.3 should be made as it is similar to collection of sludge from bilge water holding tanks.

Example 38

Transfer of bilge water to the Bilge Primary tank and this water being evaporated by heating from this tank

Item

no.

Date

Code

Record of operations / signature of officer in charge

dd-MONTH-yyyy

I

xx m 3 bilge water evaporated from Bilge Primary tank, xx m 3 retained

Signature /Name/Rank/ dd-MONTH-yyyy

C/E sign

Following examples (T1 & T2) are only applicable for Tankers with slop tanks:

Example T1

Transfer of sludge from engine-room oil residue (sludge) tank to deck/cargo slop tank

   

Item

 

Date

Code

no.

Record of operations / signature of officer in charge

dd-MONTH-yyyy

C

12.4

xx

m 3 sludge from (Name of sec 3.1 Tank & Designation), xx m 3 retained,

     

Transferred to Deck Slop Tank [Designation]

     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Note: 1. Requires this method listed in the IOPP Supplement under item 3.2.3 (from 1 January 2011).

2. Requires an entry in the Oil Record Book Part II using code (J).

3. sludge is transferred from multiple tanks in engine-room a separate entry must be made in ORB Parts I &

If

II

for each transfer

Example T2

Transfer of bilge water from tank listed in item 3.3 in the Supplement to the IOPPC to deck/cargo slop tank

   

Item

 

Date

Code

no.

 

Record of operations / signature of officer in charge

dd-MONTH-yyyy

D

13

xx

m 3 bilge water from (Name of sec 3.3 Tank & Designation), Capacity

xx

m 3 , xx m 3 retained

   

14

Start: hh:mm, Stop: hh:mm

 
   

15.3

Transferred to Deck Slop Tank (Designation)

 
     

Sign / Name / Rank / dd-MONTH-yyyy

C/E sign

Note: 1. Requires this method listed in the IOPP Supplement under item 3.2.3 (from 1 January 2011).

2.

Requires an entry in the Oil Record Book Part II using code (J).

3.

If

bilge water is transferred from multiple tanks in engine-room a separate entry must be made in ORB Parts

I & II for each transfer

Page 16 of 16