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Work Environment Policy
All shipping companies, regardless of size and area of activity, must have a work environment policy that states which work environment you want to achieve on board the vessels. The policy may contain general goals that show the desired direction, but also concrete goals that can be followed up. If the activity comprises ten full-time employees or more, the work environment policy must be in writing.
Systematic Work Environment Management
Systematic Work Environment Management (SAM) is the method to prevent accidents and ill-health on board and ensure that the work environment meets the legislation requirements. Systematic work environment management must be a natural part of the daily operations, both during day-to-day operations and in the event of changes (for example, reorganisations, new constructions, or the introduction of new work and production methods).
Routines must be in place to show how and when SAM is to be implemented and who is to participate in that work. Routines may also be required for tasks not directly described in the SAM regulations. When purchasing goods and services, for example, the work environment must be taken into account, which can be ensured through established routines. The same applies to the introduction of new employees, relocated, trainees, and minors.
Within the systematic work environment management, there must be risk assessments of all the tasks and conditions that can lead to ill health and accidents. Risk assessments must be made when new machines, production technology, products, or substances are put into use, but also in the event of changes in organization and staffing. There must be decisions and routines for how the risk assessments are to be carried out. There should also be routines for more general investigations of working conditions, such as safety patrols based on checklists. The employer is responsible for carrying out risk assessments.
If risks or deficiencies are discovered in the work environment, they must be remedied as soon as practicable. Serious deficiencies must be corrected immediately. If measures cannot be taken directly, an action plan must be drawn up. The plan must state when an action is to be implemented and who is responsible for the implementation. The action plan shall be discussed in the safety committee. Every year, the employer must make a documented follow-up of the work environment management.
After an action has been taken, check as soon as possible if the result was as expected. Sometimes the measure needs to be supplemented with additional efforts. Documentation is required to be able to plan and follow up on the work environment management systematically. An action plan, risk assessments, and compilations of accidents and occupational diseases must be documented in writing within all shipping companies. If the business has ten or more full-time employees, it must fully comply with the regulations of SAM. This includes written documentation of policy, routines, division of tasks, work environment manager, and the annual follow-up of SAM.
To assure the safety of the staff onboard, special representatives should be appointed. Depending on the ship's size and the number of employees working there, it can either be a safety representative or a local safety committee. Both the representative and the members of the committee have regulations regarding professional secrecy that protects the employee.
The assignment covers everything from technical issues to maintaining a commitment to the work environment.
Safety representatives shall be appointed on ships with more than five full-time employees...
...but may also be selected on ships with smaller crews. The number of safety representatives is decided based on, among other things, staffing, watchkeeping and work organisation. It is common for there to be a safety representative for each department. Shipowners and trade unions have joint responsibility for ensuring that the safety representative receives sufficient training to carry out their assignment. On ships with several safety representatives, there shall be a chief safety representative to coordinate the activities and represent the other safety representatives in some issues. In contact with the employer, it is often the chief safety representative who represents the onboard employees.
The safety committee includes representatives of the employer, trade unions, and employees. The safety committee mainly deals with general issues within the work environment area, but the committee cannot, in any way, take over the employer's responsibility for the work environment.
Others who participate in adaptation and rehabilitation matters also have a duty of confidentiality.
Duty of confidentiality means to not, without permission, disclose or use information that he or she has learned in the role of a safety representative.
This can apply to professional secrets, work procedures, business relationships, personal information, or anything that is important for the country's defense. However, safety representatives and members of the safety committee may consult with their trade unions in individual cases, provided that they state that there is a duty of confidentiality.