(NAR) VOL. 24 NO. 2 / APRIL - JUNE 2013
I. OBJECTIVES
II. COVERAGE
This Circular shall apply to all maritime education programs, training courses and assessment of competence of seafarers carried out by METIs and assessment centers, both government and private, as required under the following Chapters of the STCW Convention:
III. DEFINITION OF TERMS
For purposes of this Circular, the following terms and such other terms defined herein shall be construed as follows:
IV. GENERAL PROVISIONS:
2.1 | Focuses on the competence outcome of the education, training and assessment – the students/trainees; |
2.2 | Looks on core processes and procedures that are instrumental to the competence outcome of maritime education programs, training courses and assessment of competence of seafarers; and, |
2.3 | Intends to make METIs and assessment centers as well as all academic, training personnel and support staff responsible for the program, training course or assessment they carry out. |
V. QUALIFICATIONS AND COMPOSITION OF THE MONITORING TEAM:
1.1 | Must not be involved in the activities of or connected to the METI or assessment center concerned; | |
1.2 | Has knowledge and understanding of the maritime education program(s), training course(s) and/or competence assessment to be monitored; | |
1.3 | Attended the orientation(s) conducted by the Administration and the member agency concerned on the policies, rules and procedures on the monitoring of maritime education programs, training courses and/or assessment of competence of seafarers; | |
1.4 | Must have experience in conducting monitoring activities for at least three (3) times as under study; | |
1.5 | In addition to the foregoing, evaluators must: | |
1.5.1 | have appropriate work-related experience corresponding to the training course or program to be monitored; | |
1.5.2 | if the training course or program involves the use of simulator, should have gained practical operational experience and appreciation on the use of simulators. |
2.1 | Have experienced conducting monitoring activities for at least five (5) times as a member; | |
2.2 | Should pass the evaluation by the Administration or the member agency concerned; and, | |
2.3 | Have completed an auditor’s course. The monitoring team leader and member(s) shall be duly assigned and specified in the document authorizing the conduct of a monitoring activity. |
3.1 | For the monitoring of training courses carried out by maritime training institutions: | |
3.1.1 | One (1) MARINA – STCW Office personnel; | |
3.1.2 | One (1) personnel and one (1) Evaluator who has the technical knowledge and experience on the training course to be monitored in the case of training courses under the jurisdiction of TESDA or NTC; | |
3.1.3 | One (1) MARINA – STCW Office Evaluator who has the technical knowledge and experience on the training course to be monitored. | |
3.2 | For the monitoring of maritime education programs carried out by maritime education institutions: | |
3.2.1 | One (1) CHED - Office of Programs and Standards (OPS) maritime education personnel; | |
3.2.2 | One (1) MARINA – STCW Office personnel; | |
3.2.3 | One (1) CHED maritime education Evaluator who has the technical knowledge and experience on the maritime education program to be monitored; and, | |
3.2.4 | One (1) MARINA – STCW Office Evaluator who has the technical knowledge and experience on the maritime education program to be monitored. | |
3.3 | For the monitoring of assessment of competence of seafarers carried out by assessment centers: | |
3.3.1 | One (1) personnel from the government agency concerned; | |
3.3.2 | One (1) MARINA – STCW Office personnel; | |
3.3.3 | One (1) Evaluator from the government agency concerned who has the technical knowledge and experience relevant to the competence assessment to be monitored, and, | |
3.3.4 | One (1) MARINA – STCW Office Evaluator who has the technical knowledge and experience relevant to the competence assessment to be monitored. | |
3.4 | A maximum of two (2) observers (as under study) may also be allowed to join a monitoring activity. | |
3.5 | The personnel and evaluators of the STCW Administration and the member agency concerned who shall form part of the monitoring team are the official representatives and alter ego of the Administration and the member agency concerned during the conduct of every monitoring activity. As such, they shall perform their respective roles and tasks with utmost responsibility and accountability and shall observe confidentiality of the monitoring findings, documents and information gathered. |
VI. PROGRAMMING AND PLANNING OF MONITORING ACTIVITIES
1.1 As a general rule, an annual program of monitoring activities should be prepared not later than the 15th day of January yearly. 1.2 The Administration shall be responsible for the annual programming of monitoring activities for the training courses under its jurisdiction. 1.3 The respective member agencies shall be responsible for the annual programming of monitoring activities for maritime education programs, training courses and assessment of competence of seafarers carried out by METIs and assessment centers under their respective jurisdictions. 1.4 The annual monitoring program shall indicate the following: 1.4.1 Name of METIs and/or assessment centers and the maritime education programs, training courses or competence assessment to be monitored; 1.4.2 Scheduled date(s) of monitoring activities; 1.4.3 Agency’s assigned personnel and evaluator; and, 1.4.4 Name and signature of the person who prepared and the official who approved the annual monitoring program. 1.5 The member agency concerned shall transmit its approved program of monitoring activities to the STCW Administration for concurrence and assignment of MARINA – STCW Office personnel and Evaluator(s) who shall join each and every monitoring activity. 1.6 Upon its concurrence, the Administration shall transmit the program of monitoring activities back to the member agency concerned with the MARINA – STCW Office personnel and evaluator(s) assigned to join each and every monitoring activity. 1.7 The preparation of budgetary and other administrative requirements as well as all other pre-monitoring arrangements needed to facilitate the conduct of such activities shall be in accordance with the concerned agency’s administrative rules and procedures.
2.1 The agency concerned having jurisdiction of the maritime education programs, training courses or assessment of competence of seafarers to be monitored shall convened the monitoring team to a meeting not later than ten (10) working days before the scheduled activity for purposes of the following: 2.1.1 Preparing the monitoring plan; 2.1.2 Identifying and assigning the areas of evaluation and other tasks to be assigned to each of the monitoring team members; and, 2.1.3 Advance review of available documents and information on the METI or assessment center’s results of previous monitoring of the maritime education program(s), training course(s) or assessment of competence of seafarers. 2.2 A monitoring plan shall indicate the following: 2.2.1 Scope and objective(s) of monitoring; 2.2.2 Key areas of evaluation and assigned evaluator(s); 2.2.3 Methods of monitoring; 2.2.4 Date, estimated time and duration of the activity; and, 2.2.5 Resources needed. 2.3 The approved monitoring plan shall be transmitted to the METI or assessment center by the STCW Administration or the member agency concerned not later than five (5) days before the scheduled date of monitoring for information.
VII. CONDUCT OF MONITORING
Every monitoring activity shall be conducted using the Outcomes-Based Monitoring Instrument adopted by the STCW Administration and the member agency concerned and shall be in accordance with the following:
1.1 | Scope and objective(s) of monitoring; |
1.2 | Key areas of evaluation and assigned evaluator; |
1.3 | Methods of monitoring; |
1.4 | Estimated time and duration of the activity; and; |
1.5 | Confidentiality of monitoring findings, documents and information. |
2.1 | Interview of responsible personnel/staff for the key area being evaluated; |
2.2 | Checking and review of the relevant quality processes, procedures and documentations; |
2.3 | Class observation; |
2.4 | Practical exercise / assessment of competence observation; |
2.5 | Random interview of students/trainees/assessees; |
2.6 | Testing and checking of relevant facilities and laboratory equipment; and, |
2.7 | Checking and gathering necessary objective evidences relevant to the key area evaluated. |
VIII. MONITORING FINDINGS
2.1 | Conformance – shall refer to the compliance with the required standards or system elements and procedures for the implementation of the maritime education program(s), training course(s) or assessment of competence of seafarers carried out by the METI or assessment center concerned. This shall be labeled as “Satisfactory (SAT)” in the monitoring log and report as provided in the succeeding provisions herein. | |
2.2 | Non-conformance – shall refer to the deficiency or non-compliance with the required standards and procedures for the implementation of the maritime education program(s), training course(s) or assessment of competence of seafarers carried out by the METI or assessment center concerned, which shall be categorized into: | |
2.2.1 | Major Non-conformance (MNC) – shall refer to the absence of one or more of the required system elements of the Quality Standards Systems or a situation which raises significant doubt that the education, training or assessment of competence meets the specified standards and requirements and competence outcome. It can also be: | |
• A group of Minor non–conformances indicating inadequate implementation or effectiveness of the system relevant to an element of the standard; • A Minor non–conformance that is persistent or is not corrected by the organization within the prescribed period as provided in this Circular. | ||
2.2.2 | Minor Non-conformance (mNC) – shall refer to a single system failure or lapse in conformance with a procedure relating to the applicable standards for the implementation of the maritime education program(s), training course(s) or assessment of competence of seafarers carried out by the METI or assessment center concerned. This failure does not indicate a system breakdown nor raises doubt that the education, training, or assessment meets the specified standards and requirements and competence outcome. | |
2.3 | Observation (OBS) – is not a non-conformance but something that could lead to a non-conformance if not properly addressed or a finding without clear evidence to verify that it constitutes a non-conformance. |
IX. PREPARATION AND SUBMISSION OF MONITORING REPORT
X. ACTION ON THE MONITORING REPORT
XI. SANCTIONS AND PENALTIES:
The procedure for the imposition of the appropriate sanctions and penalties shall be based on the provisions of this Circular and the appropriate policies, rules and procedures issued by the member-agency.
XII. REPEALING CLAUSE:
Any provision of existing MARINA Circulars, Rules and Regulations and other issuances pertaining to the monitoring of maritime education programs, training courses or assessment of competence of seafarers carried out by METIs and assessment centers which are inconsistent with this Circular is hereby repealed and/or modified accordingly.
XIII. SEPARABILITY CLAUSE:
Should any provision or part of this Circular be declared by any competent authority to be invalid or unconstitutional, the remaining provisions or parts hereof shall remain in full force and effect and shall continue to be valid and effective.
XIV. EFFECTIVITY:
This MARINA Circular shall take effect fifteen (15) days after its publication once in a newspaper of general circulation.
By Authority of the Board
(SGD.) ATTY. NICASIO A. CONTI
Officer-In-Charge