Form T-3-001, the Version 1 Date Effective: December 10, 2015 Section: N/A Page 1 of 11 BoD: YES TAC: YES December 8, 2015 OFFSHORE SERVICE VESSEL DYNAMIC POSITIONING AUTHORITY, THE AUTHENTICATION AND PROTECTION OF PROSPECTIVE DPOS AND DPO S IDENTITY. Standard Training Provider General Information This section is included on each form in the RFA package to ensure the OSVDPA is able to keep track of each training provider s information and readily find the name of the individual that complete the forms (the Point of Contact). Name of the Training Provider. List the name of the company seeking accreditation. Name of the Point of Contact. See the Definitions and Instructions section. Rights and Responsibilities Acknowledgement 1. In the spaces below, list the names and OSVDPA certificate or approval number or if the individual qualifies as a Principal (See, for every individual authorized by the training provider or otherwise responsible for: Receiving applications from Prospective DPOs, verifying the Prospective DPO is eligible to attend the Phase 1 (Induction) Course, and verifying the identity of Prospective DPOs; OSVDPA logbooks prior to the time these books are provided to DPOs or Prospective DPOs, providing DPOs or Prospective DPOs their OSVDPA LB-1-CV, the OSVDPA In-Scheme Logbook (Current Version) and logging the serial numbers of these books into the OSVDPA database; Ensuring Prospective DPOs appear eligible to attend the Phase 3 (Simulator) Course; Verifying the identity and eligibility of a Prospective DPO or DPO to schedule and attend a Phase 4 or Phase 5 Assessment; or The Training Provider s course competition certificates prior to the time these certificates are provided to Prospective DPOs, providing these certificates to Prospective DPOs, or tracking these certificates. OSVDPA OSVDPA OSVDPA OSVDPA Principal Seeking approval during accreditation Principal Seeking approval during accreditation Principal Seeking approval during accreditation Principal Seeking approval during accreditation
Form T-3-001, the Version 1 Date Effective: December 10, 2015 Section: N/A Page 2 of 11 BoD: YES TAC: YES December 8, 2015 OSVDPA OSVDPA OSVDPA Principal Seeking approval as part of accreditation Principal Seeking approval as part of accreditation Principal Seeking approval as part of accreditation 2. If any of the individuals listed in Question 1 cannot sign Form P-2-CV because they are not a Principal or not approved or certified by the OSVDPA, list their name(s), the name(s) of a supervising individual, and the name of the attachment containing the supervising individual s Form P-3-CV below (See Definitions and Instructions for more information): Supervisor s Name of signed Form P-3-CV Supervisor s Name of signed Form P-3-CV Supervisor s Name of signed Form P-3-CV Supervisor s Name of signed Form P-3-CV Procedures for Accepting Prospective DPOs into Phase 1 Courses and initial verification of the Prospective DPO s Identification 3. Provide email address(es) for those responsible for receiving or verifying the information contained in Form P-1-CV, the Prospective DPO Approval (Current Version) from Prospective DPOs seeking to attend Phase 1 (Induction) Courses. The OSVDPA shall provide access to the OSVDPA Prospective DPO database to these individuals. All individuals listed above must be listed in Question 1 and have signed Form P-2-CV or had a supervisor sign Form P-3-CV on their behalf.
Page 3 of 11 4. How will the training provider accept the Form P-1-CV (e.g. via website, only via email attachment)? 5. What identification information shall be required by the training provider when the Form P-1-CV is sent to the training provider by the Prospective DPO? 6. Where will the records sent in by Prospective DPOs seeking to apply for the Training Provider s Phase 1 (Induction) Course be kept, and for how long with the Training Provider keep this information? 7. How will Prospective DPOs be notified that their application to the Phase 1 (Induction) Course at the training provider has been accepted / scheduled? 8. Training providers offering a Blended Phase 1 (Induction) Course, answer the questions below. 8.1. At what point will access to the computer-based portion of the course be provided to the Prospective DPO? 8.2. How will access to the online portion of the course be provided?
Page 4 of 11 8.3. How will the training provider verify and monitor the Prospective DPO s activity and progress in completing the computer-based portion of the Phase 1 (Induction) Course? 8.4. How will the training provider control access to this portion of the Phase 1 (Induction) Course? 9. What procedures will the training provider utilize when it suspects a case of fraud in a Form P-1-CV? The answer to this Section should address (at a minimum): what steps shall be taken to determine if there is, in fact, a case of fraud, when the OSVDPA shall be notified, and what actions the training provider shall take against the individual(s) who participated in the fraudulent action(s). Verification of Identity at the Beginning of training courses. 10. When a Prospective DPO arrives at the training center to begin an OSVDPA training course, how will the training provider verify the Prospective DPO s identity? 10.1. What documents shall be accepted by the training provider as proof of identity?
Page 5 of 11 10.2. How will the training provider convey to Prospective DPOs which documents the training provider shall bring with them to the training center in order to verify their identity? 10.3. What are the training provider s procedures if a Prospective DPO does not have acceptable identification documents when they attend an OSVDPA training course? 10.4. Will the training provider make paper or electronic records of the documents presented by the Prospective DPO to prove their identity? If so, where will these copies be stored, how long will they be kept, and who will have access to these files? 10.5. Will the training provider provide the individual(s) conducting the validation of Prospective DPO s identity training in identifying fake or fraudulent documents? 11. Describe the procedures to be followed by the training provider if it encounters fraudulent documents during the verification discussed in Question 10 (if all or a portion of these procedures are the same as Question 9, feel free to provide reference that answer).
Page 6 of 11 Providing of OSVDPA Logbook to Prospective DPOs. 12. Describe how the training provider will provide OSVDPA LB-1-CV, the OSVDPA In-Scheme Logbook (Current Version) to Prospective DPOs. 13. Provide email address(es) for those responsible for handling, providing, ordering, cataloging, or receiving logbooks The OSVDPA shall provide access to the OSVDPA Prospective DPO database to these individuals. If these individuals are already listed in Question 3, that information should be listed on the first line. All individuals listed above must be listed in Question 1 and have signed Form P-2-CV or had a supervisor sign Form P-3-CV on their behalf. 14. Logbook Storage and Handling. 14.1. Prior to being provided to Prospective DPOs, where will the logbooks be stored? 14.2. Confirm that this location shall remained locked and shall not be utilized for other functions.
Page 7 of 11 14.3. Detail any additional measures utilized to ensure there is no inappropriate access or use of OSVDPA logbooks. 14.4. Detail the procedures the training provider shall utilize if it suspects or detects an issue of fraud in the providing of OSVDPA logbooks to DPOs or Prospective DPOs. The answer to this question should address (at a minimum): what steps shall be taken to determine if there is in fact a case of fraud, when the OSVDPA shall be notified, what actions the training provider shall take against the individual(s) who participated in the fraudulent action(s) (if all or a portion of these procedures are the same as Question 9, feel free to provide reference that answer). Verification of Experience at the Beginning of the Phase 3 (Simulator) Course 15. Describe the procedures the training provider shall utilize to verify Prospective DPOs have gained requisite experience, as recorded in OSVDPA LB-1-CV, prior to attending the Phase 3 (Simulator) Course. 15.1. Describe the procedures the training provider shall utilize if a Prospective DPO shows up for the Phase 3 (Simulator) Course without having gained the required experience, or lacking signatures or ship stamps in his or her logbook.
Page 8 of 11 15.2. Describe the procedures the training provider shall utilize if an instructor or other individual suspect fraud in how a Prospective DPOs logbook has been filled out when/if the logbook is reviewed during the Phase 3 (Simulator) Course (if all or a portion of these procedures are the same as those listed under another/other question(s), feel free to provide reference that/those answer(s)). 15.3. Describe the procedures the training provider shall utilize if an instructor does not believe the Prospective DPO has gained the competency to successfully complete the Phase 3 (Simulator) Course. Assessment Procedures 16. Detail any differences from the training course related answers above in the verification procedure utilized by the training providers for DPOs, or Prospective DPOs contact or show up at a training center to conduct a Phase 4 or Phase 5 Assessment. Sample Certificates 17. Attach to this form copies of the training provider s Phase 1 (Induction) Course and Phase 3 (Simulator) Course competition certificates and list in the space below the name of the attachment. 18. Describe the process the training provider shall utilize to produce the Course Completion Certificates (e.g. will the training provider utilize a third party for the design, production, or distribution of these certificates, if so how will quality be controlled).
Page 9 of 11 19. Prior to being provided to the Prospective DPOs, where will blank copies of the course completion certificate be stored? 20. Describe the process of how the course completion certificates shall be provided to the Prospective DPOs. 20.1. Will the training provider supply replacement course competition certificates? If so, describe the process the training provider shall utilize to provide such a certificate. Protection of Personal Identifying Information. 21. Describe all types of documents and files the training provider utilizes that may contain Personal Identifying Information (See, e.g. admission forms, payment accounts, student records, etc. 22. Describe the training provider s procedures for retention of documents and files (paper copies and electronic) containing the Personal Identifying Information of DPOs or Prospective DPOs. This answer should include (at a minimum) who will have access to the storage location of these documents/files, how long they shall be kept, and how copies will be deleted/destroyed (if all or a portion of these procedures are the same as those listed under another/other question(s), feel free to provide reference that/those answer(s)).
Page 10 of 11 23. Describe the steps the training provider has taken to secure its internal computer network or other networks utilized by the training provider to store Personal Identifying Information (See. 24. Describe any training the training provider provides to its employees or contractors relating to the protection of Personal Identifying Information. 25. Describe any other efforts the training provider engages in to protect the Personal Identifying Information of Prospective DPOs and DPOs. Disclaimer and Signature. The below must be signed by the Principal of the Training Provider (See Definitions and Instructions, Section) I certify that my answers, the information included above, and the associated attachments are true and complete to the best of my knowledge. If this application leads to OSVDPA Approval, I understand that false or misleading information in my application or interview may result in the revocation of my approval. Signature: Printed Date: MM/DD/YYYY Definitions. Definitions and Instructions. Auditor. An individual approved by the OSVDPA as capable of systematically and independently obtaining and objectively evaluating evidence for the purposes of determining if the asset or entity meets the criteria developed by the OSVDPA.
Page 11 of 11 Certified DPO. An individual holding a current certification as a dynamic positioning operator by the OSVDPA, the Nautical Institute, or a DNVGL-approved DPO training program. For the OSVDPA this means a Class A DPO Certificate or a Class B DPO Certificate. Personal Identifying Information. Any information, by itself or in combination with other information, which could identify a specific person. Such information includes, but is not limited to: credit card or financial institution account numbers or PINs; medical information; tax identification numbers, or social security numbers. Point of Contact. An individual who has intricate knowledge and can answer OSVDPA questions about the training provider, vessel operator, or other OSVDPA partnering entity s proposal, application, request, or submission. For training providers, this individual shall be listed publically as the point of contact for prospective DPOs and DPOs. This does not need to have signed a Form P-2-CV, Participant Rights and Responsibilities Acknowledgement (Current Version), or Form P-3-CV, Participant Supervisory Rights and Responsibility Acknowledgment (Current Version) or be a Principal of the entity. Principal. A representative of the training provider, vessel operator, or other OSVDPA partnering entity who is authorized to contractually obligate the entity. Instructions for completing this form. 1. This form can be completed electronically or traditional pen and paper versions. 2. If being completed electronically, the form must be saved as a PDF with the signature required above completed in ink or provided by a recognized electronic signature system. 3. All attachments should be clearly and distinctly named, with the names readily apparent on the attachments, either as the title of the document (for electronic attachments) or in a visible location on the first page of a paper attachment. 4. Include all relevant forms in packet before submitting. 5. Once completed, the application shall be sent to Ben.Berson@OSVDPA.org (if completed electronically) or mailed to OSVDPA, 201 St. Charles Ave., Suite 114-274, New Orleans, LA 70170. 6. The OSVDPA welcomes any questions or concerns of applicants. Questions may be directed to the email address listed above or made via phone at +1 (504) 528-9414.