8 Administrative requirements for ships, which are using the SAR data provider system

  8.1 The procedure described in this section is that for passenger ships that transit many SAR regions and choose to use the SAR data provider system. These ships and/or their operators will identify a SAR data provider (seeking advice from relevant SAR services as necessary) and will complete and maintain a SAR co-operation plan drawn up in accordance with the framework set out in appendix 2 of these Guidelines. The second flow diagram in appendix 3 illustrates this process. The procedure for ships not using the SAR data provider system is described in section 7 above.

  8.2 If the SAR data provider system is being used, the ship or company and the SAR data provider each complete their own sections of the framework, as appropriate. Module 4 'Media relations' and module 5 'Periodic exercises' should be considered jointly. Module 4 is intended to contain brief details of how the company will co-ordinate with the SAR services their response to news media interest in any emergency, and should include contact details of the company's press/public relations officers. The requirements of module 5 are considered in more detail at section 9 below.

  8.3 Controlled copies of the completed co-operation plan should be distributed by the company and be held by the ship, the company and the SAR data provider. A controlled distribution system should be used to ensure that all parties maintain an up-to-date copy.

  8.4 All parties should know where SAR data is held. Each copy of the plan should therefore contain a controlled distribution list, and each party to it should ensure that all relevant staff is aware of its existence, where it is stored and how it may be used.

  8.5 It is not essential that every RCC through whose SAR region the ship trades should hold a copy of the co-operation plan on file, only that each RCC should be able to obtain a copy from the relevant SAR data provider without delay. The SAR data provider holds copies of the co-operation plan for onward distribution to the co-ordinating RCC on request, in the event of an emergency or for contingency planning purposes.

  8.6 Likewise it is not essential for the ship to carry details of each and every SAR region's resources, if the SAR data provider system is being used. However, the ship should always be able to obtain such details.

  8.7 It is recommended that the ship carry on board details of the SAR services in regions in which she spends the majority of her time. But as a minimum, the ship should carry contact details for her SAR data provider, as set out in the framework in appendix 2.

  8.8 The co-operation plan should be written in:

• .1 the on-board working language(s) of the passenger ship; and

• .2 English and, if agreed, a language or languages commonly used by the ship, the company, and the SAR data provider.

 The aim is that all those likely to need to refer to the co-operation plan should have a copy readily available in a language in which they are fluent. The co-operation plan may be provided and distributed electronically if agreed between the ship, the company and the SAR data provider. The SAR data provider must maintain a copy of each co-operation plan in at least the English language and should be able to transmit it immediately to the co-ordinating RCC on request, in the event of an emergency or for contingency planning purposes. Paragraph 6.5 above details the required capabilities of the SAR data provider in this context.

  8.9 SAR co-operation plans, once they have been agreed for a particular ship, should be recognised by the SAR services of all Administrations.

  8.10 The originator of each module of the co-operation plan (the ship, the company or the SAR data provider, as appropriate) is responsible for keeping it up-to-date and ensuring that all those holding controlled copies of the module are advised of changes. Each holder of a controlled copy of the co-operation plan is responsible for making and recording notified changes.

  8.11 It is necessary to have a means of identifying who is acting as a particular ship's SAR data provider, to enable co-ordinating RCCs to obtain a copy of the co-operation plan on request, in the event of emergency or for contingency planning purposes.

  8.12 The International SAR Co-operation Plans Index enables users to look up a ship by any of three means of identification (name, callsign or MMSI), and to identify who is that ship's SAR data provider and how to contact them. Information in the Index is deliberately limited: the co-operation plans themselves are the prime documents. Index entries are submitted and kept up-to-date by the SAR data provider.

  8.13 Index entries and any subsequent amendments should be submitted by the SAR data provider to:

• International SAR Co-operation Plans Index

  HM Coastguard

  Pendennis Point

  Castle Drive

  FALMOUTH TR11 4WZ

  United Kingdom

  tel: +44 1326 211569

  fax: +44 1326 319264

 The telephone is staffed 0845 - 1700 local time, Monday to Friday.

 Entries should be made for all passenger ships using the SAR data provider system in accordance with these Guidelines; i.e, ships which trade through many SAR regions. Entries for other passenger ships trading internationally will also be accepted. Entries should include:

• ship's name;
• callsign;
• MMSI;
• company identity;
• SAR data provider identity; and
• SAR data provider's 24-hour contact telephone number.

  8.14 Entries received are added to the International SAR Co-operation Plans Index, which has been linked to the website of the United Kingdom's Maritime and Coastguard Agency at www.mcga.gov.uk/sandr/coop.htm. Users with access to the Internet are recommended to visit this website to obtain the details of a particular ship's SAR data provider. Instructions on use of the Index are included on the site. Users who do not have access to the Internet are invited to contact MRCC Falmouth (24-hour telephone: +44 1326 317575) if a SAR co-operation plan is required in an emergency. MRCC Falmouth will then provide the caller with details of the relevant SAR data provider and will be able to assist further if required.

  8.15 It should be noted that, although the International SAR Co-operation Plans Index is administered at MRCC Falmouth; and MRCC Falmouth also acts as SAR data provider for some ships, the two functions are distinct. Generally, it is recommended that operators choose a SAR data provider within the ship's geographical area of operation.

  8.16 It is, however, essential, if the SAR data provider system is to be used, that an entry is made on the International SAR Co-operation Plans Index as described in paragraph 8.13 above.