1. OVID Refresher Inspector Course
A Guide to the uniform inspection procedure
Presentation D, New Edition 2013

2. Report quality / Inspector behaviour sources of information
Members
Recipients / readers of inspection reports
Vessel Operators
OCIMF report review

3. OVID Report Quality Sub standard report discovered or reported
Complaint is checked and reviewed
Submitting member contacted
Submitting member contacts their inspector
Repeat issues with an inspectors report quality will result in disciplinary action as per Accreditation Guidelines

4. Important Do’s and Don’ts
Do use all of your experience to observe situations that may pose safety or pollution threats
Do add comments to a Yes response BUT ONLY when you observe unusually positive situations
Don’t waste time inserting OVPQ data
Don’t use subjective comments
Don’t use the words “Pass” or “Fail”
Don’t load the Additional comments box with info that should be recorded in response to the questions
Don’t make any suggestions for corrective actions

5. What inspectors should not be doing
Being inconsistent with answers:
The inspector and the report are devalued when either reviewers in the Oil Company or the vessel operators get a “no” observation on one issue then a “yes” comment on an associated question, or cases where questions were answered “yes” with additional comments that were opposite in intent.
Example:
Selecting “N/A” to evidence of training contractors in the content of vessel SMS, and commenting vessels own personnel do repairs and maintenance.
Then the next question about evidence of contractors being familiarised with vessel emergency procedures has “Yes” selected and “as part of the JSA” for comment.
Answering “Yes” and then adding comment that indicates that “Yes” is not entirely correct, or the comment doesn’t even address the question.
Putting in “leading” comments such as “this is not a requirement” or “this is not a normal practice”. This tends to lead the vessel operator into making such a response, rather than actively explaining or justifying their operational practice.

6. What inspectors should not be doing
Putting in unnecessary comments such as “The vessel has several kits around the vessel” to question “Are first aid kits readily available and subjected to regular inspection to confirm their contents”.
Putting “Not Seen” or “Not Applicable” when a “No” answer is more appropriate.
Examples include:
No chart corrections done, inspector had put “not seen”. DP1 Vessel FMEA never done, inspector had put “not applicable”.
Is an up to date OCIMF OVPQ available on board? (NS) Inspector Observations: Not completed by operator
Is a recent operator's audit report available and is a close-out system in place for dealing with non-conformities? (NS)
Inspector Observations: There were NC reports available which had been raised during the last operators audit but the audit was not available.

7. What inspectors should not be doing
Telling ship staff what they should be doing, or making recommendations for changes on board. Such actions are not part of the OVID process.
Confrontations or arguments with ship staff over inspection issues. This still happens occasionally, sometimes an inspector is annoyed by the crew’s poor attitude and loses patience; Sometimes the crew or master is confrontational.
In the latter case, the inspector may contact the submitting company for guidance on whether to continue o terminate the inspection.

8. What inspectors should be doing
Answering the question, as it is written, or as the guidance notes suggest. Not interpreting or aligning answer with local practice.
Using knowledge and professionalism to identify good or poor controls, practices, procedures, and of course false data. Indicating actual state of affairs with non-judgemental observations and positive comments
Observations should always accompany a “No” selection
Comments can be written to provide explanatory information for the Oil Company, such as explaining why a NA has been selected
If unable to get a suitable answer from ship staff after a few minutes, the question should be answered “No” and explanation put in the Observation. Vessel Operator can then find out why and explain in Operator responses.

9. What inspectors should be doing
At the end of the inspection, discussing with the Captain each Observation and any other findings to ensure that there is no misunderstanding over what was said.
Observations should not normally be changed at this point (unless a genuine error of understanding over the question has occurred) but a positive comment may be added if something has been corrected or made safe – even if fixed whilst inspector is on board, the observation still remains.
Comments, particularly positive ones can show a vessel operator in a good light, but should only be made when they add value to the report.

10. Inspector observations – suggestions should not be given

11. Inspector observations – suggestions should not be given

12. Inspector observations – suggestions should not be given

13. Inspector observations – suggestions should not be given

14. Do not make any suggestions for corrective actions (OVID)
Was a comprehensive passage plan available for the previous voyage and did it cover the full voyage from berth to berth utilising appropriate charts and publications?
Inspector Observations: Entire Passage planning procedure and operation needs to be reviewed and upgraded. Other Inspector Comments: Berth to berth plans were not
available.
No positions were marked on the charts.
Radar parallel indexing was not used.
T & P did not appear to be up to date.

15. Do not make any suggestions for corrective actions (OVID)
Are there specific procedures covering working at height or over-side work?
Inspector Observations: PTW system should be reviewed to include both working at height and over-side work. Other Inspector Comments: A scaffolding course is required in Canada. No procedures or permits are in place.

16. Do not make any suggestions for corrective actions (OVID)
Is the cargo deck area clearly visible from the bridge control position?
Inspector Observations: Officers should be aware of
restricted areas and have them covered with CCTV. Other Inspector Comments: View is obstructed by
crane and ROV equipment.

17. Inspector observations – issue rectified during inspection-What’s the problem here…

18. Observations – clearly worded

19. Inspector Observations
Yes with comments
Yes with unnecessary comments

20. Inspector Observations
Is this to much?

21. Inspector Observations

22. Inspector Observations
Is this enough time to conduct an inspection?
5 months into the future?
Good practice

23. Inspection Feedback In the last 12 months 1468 OVID Reports purchased
Simple errors
Use of NS
In the last 12 months
1468 OVID Reports purchased
38 Feedbacks received; 21 were positive

24. Inspection Feedback
Inspectors opinion
Should have been a ‘N’