Guidance for Completing the Application Form (Form – SR620-01ApF)
The revised application form has been designed to capture the relevant particulars required for:
i.
Issuing the VISR Endorsement;
ii.
Maintaining the STCW database as required under the Convention;
iii.
Issuing the VISR Seaman’s Discharge books when necessary. Therefore, please ensure that all of the relevant particulars are filled in accurately and legibly using block letters (upper case) and in black or blue colour only.
Particulars of Applicant:
Surname: This should be the same name as that appearing in the certificate being recognized. Please note that a lot of time is being wasted unnecessarily trying to identify the correct name for this entry. Depending on the local customs the priority for surname may differ. However, for the purpose of Endorsement, it should be the one appearing on the underlying certificate.
Given names: As appearing on the underlying certificate.
Date of birth: As appearing in the underlying certificate. For verification purposes, a copy of the Passport or the National Identification Document must be provided.
Place of birth: As appearing in the identification document.
Nationality; Passport number: As per current passport.
Sex; Colour of eyes; Distinguishing marks; Height (in metres): As shown on current Passport or ID.
Address: The current address of the applicant. Note: this is not the Owner’s/Crew Agent’s address - it is the personal address of the seafarer.
Name of next of kin; Relationship: These items are mainly required for the Seaman’s Discharge books for the purpose of notification in case of emergency. However, each applicant must still fill these in.
Address of next of kin:
As applicable.
Particulars of Certificate held:
Capacity: As appearing in the underlying STCW 95 Certificate and Endorsement, i.e., ‘Officer in Charge of a Navigational Watch’; ‘Chief Engineer Officer’ etc. Please ensure that the highest capacity relevant to the type of ships on which a seafarer is required to serve is entered.
Applicable STCW regulation: e.g. II/1 – Officer in Charge of a Navigation Watch; IV/2- Radio Operator; III/2 Chief engineer officer, etc.
Number: This is the number appearing on the underlying certificate and not the number appearing on the Endorsement. However, if the certificate had been issued under Regulation I/2, paragraph 4, where the certificate and the endorsement are combined, then that number should be used.
Date of issue: This is the original date of issue of the certificate, which could be a date earlier than 5 years. This date may not coincide with the date of issue of the STCW endorsement. However, this date is important for tracking purposes and hence must be filled in.
Date of expiry: This is the date of expiry of the underlying certificate. If the certificate does not show this date, then the expiry date of endorsement will prevail.
Issuing Country: Country issuing the certificate and the STCW endorsement, independent of the nationality of the seafarer.
Last revalidation date: Reference is made to Regulation I/11 of the Convention with regards to the revalidation of certificates. Some national certificates may not have an expiry date but the STCW endorsement relating to such a certificate will show the validity which is not more than five years (but could be less) from the date of issue. In the event that a certificate does not show the revalidation date, the date shown on the national endorsement should be used.
Endorsements (if any): These are the endorsements issued by the issuing authority on the certificate which will be carried on to the VISR endorsement as appropriate.
Supporting documents submitted:
Please ensure that copies of all relevant supporting documents are attached to the application. Failure to provide appropriate documentation results in unnecessary correspondence and delays in the application process. A useful checklist is provided within the Application Form for the benefit of the applicant. Please use this checklist to ensure that all required documents are enclosed with the application before it is dispatched. In order to cut down the cost and confusion, please do not send any documents other than those required in this checklist. If necessary, the VISR will request additional documents following review of the application. Note: The VISR may call for the original documents from time to time as part of the verification and scrutiny process.
Certificate of Competency: A copy of the original certificate of competency (underlying certificate) in its entirety must be attached. This must be a legible copy showing all of the particulars, signatures etc., and must be legible. The certificate must be valid for at least three (3) months from the date of application. The certificate of competency must accompany the requisite 1995 STCW endorsement, which must also be valid. Where necessary, the parent certificate should be revalidated in accordance with Reg. I/11 of the convention and an endorsement to that effect must appear on the relevant certificate. If the Certificate has been issued in a language other than English, then a translation in to English must be attached and an attorney must attest to the authenticity of any such document.
STCW Endorsement: Unless the certificate is included within the endorsement, every certificate of competency must accompany a STCW 1995 endorsement attesting to the issue of a certificate. This endorsement must show the correct reference to the certificate to which it attests. The applicant is responsible for ensuring the accuracy of the endorsement. If any anomalies are found, then they must be verified through the issuing Administration prior to forwarding to this office. The endorsement must be in the format approved by the Convention and it should contain all the particulars as applicable. The VISR will not consider any application without a proper STCW 95 Endorsement attached to it.
Passport: A copy of a passport showing the particulars of the seafarer must be attached. In the absence of a passport, a copy of a national identification document must be attached. In either case, this document must be current and must bear the photograph of the applicant. Note: A Seaman’s Discharge book will not fulfill this requirement.
Medical Fitness Certificate: The format of this certificate must comply with the recommended format adopted by the International Labour Organization (ILO) and World Health Organization (WHO). This certificate must be valid for at least three (3) months from the date of application.
The ship owners and applicants must ensure that the date of issue and the expiry date are given in the certificate. It must be emphasized that the validity of medical fitness certificate must be maintained at all times in order to keep the certificate of competency and the endorsement current. An expired medical certificate will automatically cause the parent certificate and it’s endorsement to expire simultaneously.
Note: The validity of the Medical Fitness Certificate is dependent on the age of the applicant. Under 18 years medical examination every year, 18 years and under 40 every 5 years and 40 years and over every 2 years.(ref:MGN156)
Record of sea service: Applicants must be able to substantiate their sea service through documentary evidence. The best form of evidence may be contained in the Seaman’s Discharge Book. For this purpose, a clear copy of the discharge book may be submitted. In the event this is not possible, a Certificate of Discharge and sufficient documentary evidence of approved sea service, attested to by the ship owner, may be submitted. In any event, record of sea service beyond three (3) years will not be required.
GMDSS ROC/GOC: From 1st February, 2002 all deck officers must hold either the GMDSS, Restricted Operator or General Operator Certificate. Radiocommunications is a function relevant to deck officer qualifications and it is an element forming part of the STCW 95 endorsement under Regulation IV of the Convention. Therefore, a GMDSS certificate must be attested to by an appropriate STCW endorsement issued by the Administration issuing the certificate.
Note:
A certificate issued by a college conducting the GMDSS course will not be regarded as fulfilling this requirement unless it is accompanied by a proper STCW endorsement issued by an Administration.
Three passport size photographs: Three (3) recent passport size photographs in colour, showing the full face, are required with the application. One photograph will be used for processing the endorsement, one will be used for the discharge book (if required) and the third will remain in the file for verification along with the application. A responsible person certifying that it is the true photograph of the person concerned must endorse one photograph. The other two photographs must contain the name of the person on the reverse. Please ensure that photographs are standard size passport photograph, other sizes will be rejected.
Three signatures: The applicant’s signature in the first box relates to the declaration by applicant. This signature will remain with the application for verification at any time. The two specimen signatures in the bottom of the page will be used for the preparation of the endorsement and (if required) the discharge book.
Note: It is very important to ensure that the signature does not protrude outside of the boxes provided. This must be emphasized as one of these boxes will be removed and fixed to the endorsement where the holder’s signature is required. The Endorsement will then be laminated prior to dispatching. Any signature protruding outside of the signature box will result in the rejection of the application.
Advanced fire fighting: Persons intending to serve on a tanker must have completed this course at an approved facility and should hold a certificate to that effect. A copy of this certificate must be submitted.
Familiarization course (oil tanker, chemical tanker or liquefied gas tanker): In addition to the advanced fire fighting course, a person intending to serve on board a tanker at the operational level must have completed a familiarization course at an approved facility. This course must be appropriate to the type of tanker involved (oil, chemical or liquefied gas). Documentary evidence in the form of a certificate giving reference to the appropriate STCW regulations must be submitted.
Tanker endorsement (oil tanker, chemical tanker or liquefied gas tanker):
In addition to completing the tanker familiarization courses, masters, chief engineers, chief mates, second engineer officers (at management level) and any other persons with immediate responsibility for cargo operations who intend to serve on a tanker shall hold a valid tanker endorsement issued by an Administration. A copy of this tanker endorsement must be forwarded with all applications relating to service on tankers at the management level.
Note: It must be emphasized that completion of a tanker familiarization course alone does not fulfill all the requirements necessary for obtaining a tanker endorsement. In order to obtain the complete tanker endorsement, a person must serve on board an appropriate type of tanker undertaking an approved specialized training programme supervised by a qualified person for a period of not less than three months. Following completion of three months of on board training, the seafarer must obtain a report from the master or chief engineer confirming the approved sea service on board as appropriate to the tanker. This report should contain a statement from the master or chief engineer to the effect that the seafarer is competent to carry out cargo handling duties safely in the tanker specified (oil tanker, chemical tanker or liquefied gas tanker).
Declaration by Applicant: The applicant must make the relevant declaration attesting to the accuracy and truthfulness of the information provided. By signing this declaration, the applicant subjects himself to the relevant laws of the flag State (Virgin Islands). Also, refer to the guidance note above relating to signatures on the checklist.
Specimen Signatures:
Please refer to the guidance note above relating to signatures on the checklist.
Declaration by Owner:
There are three declarations to be made by the owner (owner includes the manager, operator, crewing agent or any body appointed by the owner relating to crewing of his ship): the first relates to knowledge of the English language, the second to the Maritime Legislation of Virgin Islands and the third that the owner has sighted all original documents. Copies of all original documents must be certified by a responsible person ( Master / Owner / Notary Public).
1. Knowledge of English Language: Masters and officers serving on board a Virgin Islands vessel must be proficient in both spoken and written English. The detailed requirements are given in the application form under this item. It is the responsibility of the owner to ensure that the master and officers comply with this requirement through the necessary measures. Recommended criteria for English language assessment provided in Annex 5 MGN 221(M) Virgin Islands surveyors will verify compliance with this requirement during shipboard inspections and audits.
A responsible person appointed by the company must sign this declaration attesting to the applicant’s knowledge of the English language. The particulars of the signatory must be completed.
2. Knowledge of Maritime Legislation of Virgin Islands: Paragraph 2 of Regulation I/10 of the Convention requires officers serving at the management level to have an appropriate knowledge of the maritime legislation of the Administration relevant to the functions they are permitted to perform.
In the United Kingdom, in order to comply with requirements, applicants are required to pass a relevant examination (UK- LAP) at a specified marine office in the UK.
The Virgin Islands will introduce its own system of assessment relating to this subject in due course. In the mean time, it shall be the owner’s responsibility to ensure that masters and officers serving at management level on their ships comply with this requirement prior to assigning them to their ships. In addition, the owners must provide a complete set of Virgin Islands Laws and Regulations to each ship under their ownership and must also keep a complete set at their office.
A responsible person appointed by the company must sign this declaration attesting to the knowledge of the applicant in Virgin Islands Maritime Legislation. The particulars of the signatory must be completed.
Capacity in which the seafarer is required to serve: The owners must enter the capacity/rank in which the officer is required to serve on board their ships. This information will assist this office in the preparation of the BVISR Endorsement in relation to allocating limitations for Capacity and Functions.
Name of ship (if known): If known, the owners may indicate the name of the ship on which the seafarer will be employed. This information will enhance the search capabilities of the database and assist the invoicing process.
Statutory Fee: The cost of issuing a Virgin Islands STCW endorsement is set by the fees regulations. Please refer to current Fee Regulation Schedule. The owner shall be responsible for settling this cost and, therefore, satisfactory arrangements must be made in this respect to avoid delays.
Courier charges: The applicant/owner has three options:
1.
Provide pre-paid courier envelop. Note: An “international” account number must be provided in order for this office to send packages pre-paid.
2.
Include the appropriate funds with the application(s) as follows:
i.
US $40.00 for shipments within the US and Caribbean;
ii.
US $50.00 for shipments elsewhere.
Note: It is not necessary to pay a courier charge for each application if sending more than one as the Endorsements will likely be shipped back as a single package.
3.
Receive a monthly invoice form the BVISR and settle the invoice promptly. This invoice will provide details as to courier charges incurred for the previous period.
Incomplete Application forms: Owners and applicants must make every effort to complete and submit the application with all of the necessary supporting documents. A checklist is provided in the application form to assist this process. The above guidance notes give detailed information as to the requirements for each entry. With above arrangements in place, it is envisaged that the incomplete applications will be kept to a minimum. Note: There will be an additional cost of US $25.00 for reviewing incomplete applications.
Section allocated “For official use only”: Please ensure that this section is left blank as it will be used by the examiners at this office for the approval process.
It is intended that the above guidance notes will be helpful to applicants in completing the application form. These guidelines are based on the current legislation and practices of this Administration and are subject to changes from time to time to comply with new requirements.
Owners and applicants may contact this office through the contact particulars given in the heading of this document if further information is required.
Virgin Islands
Shipping Registry
Road Town
Tortola
British Virgin Islands