The authorisation manual of the Danish Maritime Authority (Extracts)

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1 The authorisation manual of the Danish Maritime Authority (Extracts) General conditions The authorisation scheme An authorisation authorises a company or an individual in Denmark to perform assignments on behalf of the Danish Maritime Authority in the specified area of authorisation. It is a requirement for being authorised that these conditions are met. Companies in the EU with a similar authorisation issued by the national authorities are accepted. Legal basis The act on safety at sea, as amended, part 8. The authorisation order. Authorisation to carry out surveys of small fishing vessels. Capacity requirements The authorisation does not include the right to issue certificates or the like in connection with conversions or assignments carried out by the company/individual authorised. Initial authorisation must be carried out by impartial institutions (be it classification societies, relevant test institutes or other companies/individuals authorised). Subsequent periodic control can be performed. As regards the capacity requirements, reference is made to the authorisation order. General requirements for acquiring an authorisation from the Danish Maritime Authority 1. The authorised company must have a quality management system containing the procedures that ensure that the assignment specified is carried out in accordance with the guidelines of the Danish Maritime Authority. 2. The company/individual authorised must have wide experience with the performance of the assignment specified as well as knowledge about the relevant regulations in force. 3. The company/individual authorised must have the equipment necessary to carry out the assignment specified. 4. The company/individual authorised must make sure that the persons carrying out the assignment specified have the relevant training and education and are sufficiently experienced in the field to be able to carry out the assignment specified. 5. The expenses of the company/individual authorised in connection with the assignment specified are irrelevant to the Danish Maritime Authority and are considered an issue between the giver of the assignment and the company/individual authorised. 6. The company/individual authorised must permanently be engaged in the area within which it is authorised. 1

2 7. The company/individual authorised is obliged to inform the Danish Maritime Authority of any changes made to its contact details, including changes to the company name, postal address, the name of contact the person, , telephone number, etc. In addition, the descriptions of each individual field of authorisation stipulate specific competence requirements for the personnel and specific requirements for, for example, equipment and reporting. Requirements for the company s quality management system The company must have a quality management system that contains the procedures necessary to ensure that the assignment specified is carried out in accordance with the guidelines of the Danish Maritime Authority. The quality management system must be available to the company s employees and contain the following: Procedures (including work processes and the distribution of responsibilities) as well as instructions for each individual work process ensuring that the assignment specified is carried out in accordance with the submitted guidelines of the Danish Maritime Authority, which include the current legal basis and regulations as well as the general conditions of the Authorisation Manual. A description of how the company ensures and checks the quality of the assignment in connection with the authorisation granted. An overview of the equipment required in order to be able to carry out the assignment specified. An overview showing how the company s employees hold the qualifications required under the authorisation. A brief description of how the company meets the capacity requirements. Appeals against refusals Decisions made by the Danish Maritime Authority in pursuance of the act on safety at sea can, in general, not be brought before any higher administrative authority. In addition, reference is made to order no. 744 of 24 June 2013 on the transfer of certain powers to the Danish Maritime Authority and on the right of appeal, etc. issued by the Danish Maritime Authority. Inspection and audit of the company/individual authorised The Danish Maritime Authority performs inspections and audits of the individuals and companies authorised. An inspection has the form of a technical inspection of the equipment required, the work process as well as the personnel s qualifications. An audit has the form of an audit of the quality management system of the company/individual authorised, including procedures and instructions, the personnel s qualifications and records of completed assignments. In connection with inspections and audits, the necessary documents related to the authorisation must be available. An inspection or an audit will be arranged beforehand with the company/individual authorised. 2

3 Verification visit The Danish Maritime Authority can, at any point in time, carry out a verification visit to a company authorised. Verification visits can, for example, take place in connection with applications for or renewals of authorisations. Validity and renewal of authorisations An authorisation remains valid for a maximum of five years after the date of issue. If an authorisation is requested to be renewed, the company/individual authorised must send an application for renewal to the Danish Maritime Authority. The authorisation will automatically be discontinued upon expiry. New regulations The company/individual authorised is obliged to keep updated about current legislation in the area within which it operates on behalf of the Danish Maritime Authority. Publication The Danish Maritime Authority publishes the names of the companies/individuals on the webpage of the Danish Maritime Authority. Special conditions Special conditions may apply when an authorisation is granted. For example, the company/individual authorised can be an individual or company that only in special cases carries out assignments in the area concerned. In this connection, shorter periods of authorisation may be granted. Documentation of the assignment carried out Documentation of the assignment carried out must always be handed over to the ship, and a copy must be kept by the company/individual authorised for at least five years. Only if it is required under the description of each individual area, must documentation of installation, testing, survey or approval be submitted within each individual area of authorisation. Annulment of authorisation The Danish Maritime Authority can annul an authorisation if: discrepancies are identified in the manner in which the assignment specified is carried out and/or documented, individuals holding the qualifications required are no longer employed, the general conditions that have formed the basis of the authorisation are not met. An authorisation cannot be annulled until the company/individual authorised has been consulted and must be motivated and accompanied by appeals guidelines. 3

4 Area 9 LRIT Legal basis Notice B from the Danish Maritime Authority (SOLAS), chapter V, regulation 19-1 (Long-Range Identification and Tracking of Ships (LRIT)). Requirements for the company 1. Companies in the manufacturing industry must be manufacturers of the relevant equipment (Inmarsat C) and be able to document the quality of the equipment. 2. Companies in the service industry must be able to document that they are working in the area. 3. In both cases, the companies must through their applications convince the Administration that they are capable of carrying out the assignment by: holding the necessary experience and competence. And the contact person of the company must be given. Qualification requirements for the personnel The company must have personnel that: have completed a relevant technical training programme in the radio/electronics area, have knowledge about the regulations applicable to these systems, and have good experience from the maritime industry. Requirements for the performance of authorisation assignments (regulations, standards or guidelines) The company authorised must perform tests in accordance with the IMO Guidance on the survey and certification of compliance of ships with the requirement to transmit LRIT information. Documentation of approval and inspection, etc. Submission of checklists, digitalised information, etc. 1. The company/individual authorised must following a satisfactory test and approval submit a conformance test report to the ship. 2. A copy must be submitted digitally to the Danish Maritime Authority, cfs@dma.dk. 3. A copy of the conformance test report must be kept by the company for at least five years on the ship s file. The following information must be evident from the documentation submitted to the Danish Maritime Authority: 1. The name and address and CVR number of the company/individual authorised. 2. The name, port of registry, IMO number, official number and distinctive number or letters of the ship. 3. The place and date of the approval/survey and the name of the one(s) who have carried out the approval and/or survey. 4

5 Application and maintenance of the authorisation Application with documentation is submitted to the Danish Maritime Authority, The application must contain the following: 1. Name and address of the company. 2. CVR number, telephone number and address. 3. Number of the area of authorisation. 4. A description of how the applicant meets the conditions and requirements. 5. Attach, if relevant, any documentation in the form of, for example, exam certificates and work experience of the employees involved. 6. In addition, a description of the equipment used. 7. Date and signature. The Danish Maritime Authority considers the application. If relevant, a visit to the company is arranged. The Danish Maritime Authority issues a certificate of authorisation with a validity of a maximum of five years if the conditions and requirements are met. The authorisation is submitted to the company and published on the webpage of the Danish Maritime Authority. In case changes are made to the company affecting the authorisation, such as name, address, telephone numbers, qualifications, etc., the Danish Maritime Authority is contacted by cfs@dma.dk The Danish Maritime Authority carries out an inspection or a verification visit as agreed. The authorisation must be renewed in case of expiry or changed conditions. 5