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Home › ISM in Practice › Crew Familiarization and Training
Operational guide · SMS process

Crew Familiarisation and Training

The ISM Code doesn't just ask you to train the crew: it asks you to demonstrate that every new member knows their duties before the ship leaves port.

familiarizationtrainingISM par. 6SMS

Operational Explanation

The ISM Code (paragraph 6) requires that every new crew member, and every member transferred to a new assignment related to safety and environmental protection, receive adequate familiarization with their duties. The essential instructions to be given prior to sailing must be identified, documented and actually delivered, not simply listed in a procedure.

Familiarization typically covers: the shipboard organization and lines of communication, the location and use of safety and emergency equipment relevant to the individual's assignment, safety-critical operating procedures relevant to their role, and the duties assigned in the muster list. This complements, without replacing, the professional training required by STCW for the specific qualification.

Regulatory Reference

ISM Code, paragraph 6 (Resources and Personnel): the Company must ensure each ship is suitably manned with qualified, certificated and medically fit personnel, and that new personnel receive proper familiarization with their duties; complementary professional training requirements under STCW.

Scope of Application

Every new crew member joining the ship, and every member transferred to a different assignment with safety or environmental protection responsibilities.

Procedure / How to Complete It

  1. Identify, in the SMS procedure, the essential instructions to be given prior to sailing for each shipboard role.
  2. Conduct familiarization on the shipboard organization, lines of communication and duties assigned in the muster list.
  3. Verify practical knowledge of the location and use of the safety and emergency equipment relevant to the specific role.
  4. Document completion of familiarization with the signature of the new member and the responsible officer, within the timeframe set by internal procedure (typically before sailing or within a limited number of days of joining).
  5. Schedule periodic refresher training for personnel already on board, not just for new arrivals.

Practical Example

Example of application: a new Third Officer, joining a few hours before departure, receives from the Chief Officer a documented briefing on shipboard organization, muster duties, the location of PPE and internal communication procedures, with a completion signature before the ship leaves the berth.

What Typically Goes Wrong

The absence of documented familiarization for a new crew member is one of the most frequent non-conformities found in ISM audits, often discovered only after an incident in which the crew member involved did not know the procedure or the location of the equipment relevant to their role.

Common Mistakes Mistake Library

MistakeConsequenceHow to avoid it
Familiarization treated as a formality to be signed off, without real knowledge transferCrew nominally 'familiarised' but unprepared in a real emergencyConduct familiarization as an active briefing with a practical check, not just a signed form
Familiarization postponed until after departure due to lack of time before joiningShip under way with personnel not adequately instructed on safety dutiesGive before sailing the instructions the Company has identified as essential, in condensed form if time is limited, and complete the rest of the familiarization within the timeframe in the procedure
No periodic refresher for crew already on board, only for new arrivalsKnowledge deteriorates over time even for experienced personnelSchedule periodic refresher training even for already-familiarised crew

What the PSCO Checks

ISM auditors and, indirectly, Port State Control Officers (PSCOs) verify through crew interviews whether crew members actually know their safety duties; inconsistent answers or ignorance of muster duties are a sign of inadequate familiarization.

Operational Tips

Preparation checklist

Educational checklist. This summary supports learning and preparation only. It does not replace the vessel’s approved procedures, manuals, statutory documents, company SMS, or applicable official requirements. Completing it demonstrates neither compliance nor readiness for an inspection: it shows that a list has been read, not that the ship is in order. Always verify the current documents carried on board.

FAQ

Does ISM familiarization replace STCW training?
No: they are complementary. STCW training certifies general professional qualification, while ISM familiarization covers specific adaptation to the ship and the role assigned on board.
How long before departure must familiarization be completed?
The ISM Code requires the essential instructions to be given before departure; the Company's internal procedure sets the operational detail, but the principle is that a new member must not sail without knowing the safety-critical duties.
What does an ISM auditor check regarding familiarization?
Typically they directly interview the most recently joined crew members, checking whether they know the shipboard organization, their muster duties and the location of the safety equipment relevant to them.

Related Topics

Non Conformity (NC) ManagementEmergency Preparedness and Contingency PlanMusters and Abandon Ship Drill

Last substantive revision of this page: 29 August 2026 · page fingerprint e93ae5f1ae43