**Executive Summary**
This circular from the Directorate General of Shipping (DGS), issued on June 8, 2020, addresses the quality standards system of Maritime Training Institutes (MTIs) in compliance with the STCW Convention. It mandates a "Report of Quality Standard Systems of the Maritime Training Institute" to be completed by inspectors prior to inspections, and it requires lead internal auditors, CIP inspectors, and MMD inspectors to have undertaken the “Assessment, Examination and Certification of Seafarers” (AECS) Course. The circular takes effect immediately.
**Key Points / Main Content**
* **Compliance with STCW Convention:**
* MTIs must comply with Regulation I/8 of the STCW Convention, ensuring continuous monitoring through a quality standards system.
* MTIs are required to have the latest applicable ISO certification.
* The STCW requirements and the STCW code must be understood.
* **Inspections and Reporting:**
* A "Report of Quality Standard Systems of the Maritime Training Institute" must be completed by inspectors before conducting course approval, intake capacity enhancement, or CIP inspections, using the format in the Annexure.
* Inspections shall not be conducted if the answer to any requirement mentioned in the report is "NO"; in that case, detailed comments must be provided on a separate sheet.
* **Deficiencies and Non-Conformity:**
* Any deficiency in the quality standard system is treated as a major non-conformity.
* MTIs are given a maximum of 15 days to remove deficiencies.
* Failure to rectify deficiencies within 15 days must be reported to the Directorate and jurisdictional MMD, which may prevent the MTI from uploading batch details and take other actions.
* **Auditor Requirements:**
* The Lead Internal Auditor of the MTIs, CIP Inspectors and MMD Inspectors are required to have undertaken the “Assessment, Examination and Certification of Seafarers" (AECS) Course.
**Impact Analysis**
**Impact: Maritime Training Institutes (MTIs)**
* Must ensure their quality standards systems comply with the STCW Convention and possess the latest applicable ISO certification.
* Subject to stricter inspections and reporting requirements.
* Failure to meet quality standards can result in the inability to upload batch details for approved courses and other actions.
**Action Required:**
* Comply with the new inspection and reporting requirements.
* Rectify any deficiencies in their quality standards systems within the specified timeframe.
* Ensure the Lead Internal Auditor of the MTIs, CIP Inspectors and MMD Inspectors undertake the “Assessment, Examination and Certification of Seafarers” (AECS) Course.
**Impact: Inspectors**
* Must complete the "Report of Quality Standard Systems of the Maritime Training Institute" before inspections.
* Must provide detailed comments when requirements are not met.
* Must notify the Directorate and jurisdictional MMD of unrectified deficiencies.
**Action Required:**
* Use the provided report format for inspections.
* Thoroughly assess MTIs' compliance with quality standards.
**Impact: Directorate General of Shipping (DGS) and Jurisdictional MMD**
* Responsible for overseeing the implementation of the circular.
* Responsible for following up on deficiency reports and taking necessary action.
**Action Required:**
* Monitor MTIs' compliance with quality standards.
* Take appropriate action against MTIs that fail to meet requirements.
Key Entities Referenced
International Convention on Standards of Training, Certification and Watch-keeping for Seafarers' (STCW) Convention: The international treaty setting standards for maritime personnel training and certification, and a central reference point for the circular.
Directorate General of Shipping: The primary issuing body of the circular and regulator for maritime affairs in India.
Maritime Training Institutes (MTI): The entities directly affected by the circular’s requirements for quality standards and ISO certification.
Merchant Shipping (STCW) Rules, 2014: Indian rules referenced for empowering the Directorate General of Shipping to supervise training and assessment.
"Report of Quality Standard Systems of the Maritime Training Institute": The mandatory report to be completed by inspectors, outlining the required quality standards of MTIs.
SHIPPINGMSHIPPING,
DIRECTORATE GENERAL OF
GOVT. OF INDIA, MUMBAI
TRAINING BRANCH Ref : QMS 7.0
IS / ISO Clause No. 7.1
Sub : Quality Standards System of File No. 2l -
Maritime Training Institute TR/CrR/6(13)t20te
Approved by
:
Director DGS Circular No. : 23 of 2020 Dated 08.06.2020
General of
Shipping, GoI
l.
Whereas the Regulation I/8 of the International Convention on "standards of
Training, Certification and Watch-keeping for seafarers' (STCW) Convention,
1978, as amended requires each party to ensure that _
"In
accordance with the provisions of Section A - I/8 of the STCW Code,
all training, qssessment of competence, certification including medical
certification, endorsement and revalidation octivities carried out by non-
governmental agencies or entities under its authorie are continuously
monitored through a quality standards system to ensure achievement of
defined obiectives, including those concerning the qualifications and
experience of instructors and assessors,,.
2. Whereas in compliance to the STCW requirement, the Directorate made it
mandatory for all Maritime Training Institutes (MTI) to have latest applicable
ISO certification.
Ja . Whereas the Directorate had conducted various workshops, seminars and
symposiums to create awareness of quality in maritime education and training.
4. Whereas it is noted that many MTIs are not yet meeting the requirements of the
quality systems as required by the STCW Convention.
Page 1 of 35. whereas it is noted that the internal audits, clp inspections and MMD
inspections were not effectively carried out with regard to the srcw
convention requirements. Also noting that the root cause of ineffective
inspection was due to lack of understanding of the provisions of STCW
Convention and its Code.
6. whereas it is noted that major findings are relating to quality standards systems
of MTIs.
7. whereas the Director General of Shipping, Govemment of India is empowered
to supervise training and assessment under Rule 75 of Merchant Shipping
(STCW) Rules,20l4.
8. Now, therefore, taking cognizance of the above, the Directorate has decided the
following to ensure that the achievement of defined objectives, including those
conceming the qualifications and experience of instructors and assessors are
continuously monitored through a quality standards systems.
8.1. A "Report of Quality Standard Systems of the Maritime Training Institute', shall
be completed mandatorily by the inspectors prior undertaking inspections for
course approval, inspections for enhancement of intake capacity or frequency of
batches, cIP inspections. The format of the report is enclosed as Annexure to
this Training Circular.
8.2. Inspectors for the above mentioned inspections shall not conduct inspection if
the answer to any of the requirement mentioned is No. The inspector shall
provide comments in detail on a sepaxate sheet in such case.
8.3. Any deficiency noticed in the quality standard system shall be treated as major
non-conformity. The inspector shall give the MTI a maximum time of fifteen
(15) days to remove the deficiency. If the deficiency is not removed within the
fifteen days, the inspector shall immediately notifr the Directorate and the
jurisdictional MMD. The Directorate upon receiving such information may
Page 2 of 3prevent the MTI from uploading batch details for any approved courses and take
any other action as deemed fit.
8'4'
The Lead Intemal Auditor of the MTIs, CIP Inspectors and MMD Inspectors are
required to have undertaken the "Assessment, Examination and Certification of
Seafarers" (AECS" Course successfully in addition to other qualification
as
required.
9. This Training circular enters in to force with immediate effect.
10. This issues with the approval of the Director of
Generar Shipping,
Governmentof India.
(Ashish Wankhede)
DDG (Training)
Page 3 of 3Annexure ' Report of quality standard system of Maritime Training lnstitute
SN Requlrement Yes / No
L Quality policy mentions compliance to srcw convention and srcw code reqrirenrents
specifically.
2 Qrrtity oUj
3 lssuance of course certificates is included in the Scope of thg euality Manual.
!
Scope as mentioned in Quality Manual is same as mentioned in the euality Certifiiate.
5 Procedure for awareness of staff for eMS is documented in eMS.
q Proc"drre for d"
7 Course content is periodically and effectively reviewed.
!
Exercises are included in course material, lesson plan, time table.
9 Quality manual has been periodically and effectively reviewed.
10 Procedure for carrying out internal assessment for CtP inspections is fottow"a-iler appiiirUte
DGS guidelines / Orders.
71 Course outline, lesson plan, learning objectives, syllabus is well defined and available for all
approved course.
72 Duration of course conducted is not less than the defined duration of course.
13 Assessment of practical training is documented and records maintained.
74 Procedure for admissions of candidates is documented in the QMS anA effeaivef implementeA
15 Procedures for verifying the sea service is documented in the QMS and effectively implemented.
16 Eligibility criteria is verified while admitting candidates i! approved course.
77 Procedure for assessing the performance of candidate daily/ weekly/ monthly is documented in
the QMS and effectively implemented.
,
18 Procedures to d"rl
documented In the QMS and effectively implemented.
19 Written Assessment paper questions are relevant to the topics taught.
20 Training plan for faculty and instructors is available.
PA<; al aF
d2_Faculty/lnstrUctorsarequalified(e.g'VlcT,TsTA)asrequireuuysffi
quidelines.
The substitute for faculty / instructor is mentioned in the Lesson pt.nl rir" rrol".
Procedures for supervision and evaluation of faculty / instructor is documented in tf," etvls .na
Riskassessmentiscarriedoutandwaysto.itig
like FPFF, AFF, PST, PSCRB, etc.
Proceduresforcontrolofdocumentsisdocu,ent"
Feedback forms from candidates are anonymous and do not ,"re.l idEntity of.andida6
Scopeofinternalauditisclearlydefined.lnternalauditsare"rffi
of STCW Convention requirements.
ProceduresinQualityManualforevaluation/",uitsots",,@
Swimming pool / outsourced. etc) is documented in the eMS and effectively implemented.
Lead lnternal Auditor has undertaken AECS course
lnternal Audit observations are closed within 3 months. corrective
"Eio*l*n.ont*iti",
raised are described in detail with r root cause a
lf any of the answer to the above requi."."nt
d(:
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