Further guidance for suggested operational implementation of Chapter VII in COM (2020) 1300 final VII. Recommendation for additional COVID-19 updated reporting by ships approaching EU ports The Maritime Declaration of Health (MDH) [ established by the International Health Regulations (IHR) (2005) ] is already required in accordance with EU law . It has to be reported by the master or any other person duly authorised by the operator of the ship to the competent authority designated by that Member State. The reporting is to take place via the National Single Window and prior to arriving in a port situated in a EU Member State: at least 24 hours in advance; or at the latest, at the time the ship leaves the previous port, if the voyage time is less than 24 hours; or if the port of call is not known or it is changed during the voyage, as soon as this information is available. The MDH is to be made available in the National Single Window. It allows any relevant authority to check the health status of persons on board a vessel before it enters its ports. COVID-19 spreads very quickly and has an incub ation period of up to 14 days. It is recommended that Member States request the ship’s master to communicate the following information to the relevant authority 4 hours before the estimated arrival in to the port of call: Total number of persons on board (both crew and passengers); Number of persons infected with COVID-19; Number of persons suspected to be infected with COVID-19 . This information can be communicated via marine VHF radio or through updated MDH. In order to provide some further clarifications and assistance the following suggestions are offered for the operational implementation of the guidance above. In point 2 - The MDH is to be made available in the National Single Window. It is suggested that the MDH is required, for as long as this extraordinary situations prevails, for ALL vessels and ALWAYS reported, irrespective of if there are cases or not onboard. In these extraordinary circumstances it has to be assumed that there either are already infected persons on board, or, it cannot be ruled out that PoB carry the virus and can cause spread even if showing mild or no symptoms. MDH template is provided in Annex 1. Contacts have been made with SHIPSAN and DG SANTE to allow for the NSW to be connected temporarily with the SHIPSAN database, where the MDH can be made accessible not only to health authorities but also other relevant authorities (e.g. maritime, port etc ). This will allow for sharing of the MDH not only within a MS but also between MS. Additional information on SHIPSAN is provided in Annex 2. Instructions for those not already connected are in Annex 3 . For those wishing to connect please make direct contact with the SHIPSAN staff. Why do this? – Some parties have raised the need to share information about the Corona situation and spread onboard as early as possible, to be aware and to start to prepare should the vessel change destination port . Or , alternatively, be able to offer to become designated port. Access to the SHIPSAN database will facilitate the competent authorities to monitor the health conditions on board as indicated in the MDH , that have been submitted to the previous and next ports of call and will provide information for risk assessment. This approach also reduce any additional reporting needs as far as possible and temporarily use established channels and platforms for exchange. In point 3 there is a need to request the ship’s master to communicate information specified therein . It is obviously for the coastal State to decide the best way to communicate this information. T his can be don e by using the attached (Annex 4 ) notice. What is important is that the master becomes aware of this request for update and how it should be done. Suggestions using appropriate means of communication include e.g. notice to mariners, NAVTEX or similar. In case an updated MDH is requested , it is suggested that only the attachment to the MDH with the lists of names (of those infected or s uspected of being infected ) is updated. It is important that the M ember S tate , if it is not already done , clearly establish how information reported by VHF is shared among relevant authorities e.g. health, medical, port etc , as the case may be in the State in question. It is for the M ember S tate in question to specify which VHF channel to be used or dedicated for this reporting (or alternative means e.g. mobile phone) Why do this? – COVID-19 spreads very easily quickly and has an asymptomatic incubation period of up to 14 days, where the infected person has few if any symptoms and does not realise that they are infectious. So, i n order t o have the most recent information possible given that there may well be changes regarding the number of infected persons on board since the initial reporting (24 hours in advance) , i t becomes crucial to have the mo st correct and up to date numbers of cases onboard. Hence, this may become important for the relevant authorities to (a) have the more up-to-date numbers, allowing (b) for a more correct assessment of the situation, and (c) be better prepared to handle the vessel when she is coming into port (e.g. everything from possible pilotage to urgent medica l assistance ) In addition to the above, EMSA has provided guidance to the Member States Authorities on how to use SSN Incident Report as a tool to exchange of information on COVID-19 cases on bo ard ships approaching EU ports (Annex 5 ).
MARITIME DECLARATION OF HEALTH
To be completed and submitted to the competent authorities by the masters of ships arriving from foreign ports.
Submitted at the port of Date
Name of ship or inland navigation vessel arriving from sailing to
(Nationality)(Flag of vessel) Master’s name
Gross tonnage (ship)
Tonnage (inland navigation vessel)
Type of cargo
Amount of cargo
Valid Sanitation Control Exemption/Control Certificate carried on board? Yes No Issued at date .
Re-inspection required? Yes No .
Has ship/vessel visited an affected area identified by the World Health Organization? Yes No
Port and date of visit
List ports of call from commencement of voyage with dates of departure, or within past thirty days, whichever is shorter:
Upon request of the competent authority at the port of arrival, list crew members, passengers or other persons who have joined ship/vessel since
international voyage began or within past thirty days, whichever is shorter, including all ports/countries visited in this period (add additional
names to the attached schedule):
Name Joined From Date
Number of crew members on board
Number of passengers on board
Health questions
(1) Has any person died on board during the voyage otherwise than as a result of accident? Yes No
If yes, state particulars in attached schedule. Total no. of deaths
(2) Is there on board or has there been during the international voyage any case of disease which you suspect to be of an infectious nature?
Yes No If yes, state particulars in attached schedule.
(3) Has the total number of ill passengers during the voyage been greater than normal/expected? Yes No
How many ill persons?
(4) Is there any ill person on board now? Yes No If yes, state particulars in attached schedule.
(5) Was a medical practitioner consulted? Yes No If yes, state particulars of medical treatment or advice provided in attached schedule.
(6) Are you aware of any condition on board which may lead to infection or spread of disease? Yes No
If yes, please describe here.
(7) Has any sanitary measure (e.g. quarantine, isolation, disinfection or decontamination) been applied on board? Yes No
If yes, specify type, place and date
(8) Have any stowaways been found on board? Yes No If yes, where did they join the ship (if known)?
(9) Is there a sick animal or pet on board? Yes No
Note: In the absence of a surgeon, the master should regard the following symptoms as grounds for suspecting the existence of a disease of an
infectious nature:
(a) fever, persisting for several days or accompanied by (i) prostration; (ii) decreased consciousness; (iii) glandular swelling; (iv)
jaundice; (v) cough or shortness of breath; (vi) unusual bleeding; or (vii) paralysis.
(b) with or without fever: (i) any acute skin rash or eruption; (ii) severe vomiting (other than sea sickness); (iii) severe
diarrhoea; or (iv) recurrent convulsions.
I hereby declare that the particulars and answers to the questions given in this Declaration of Health (including the schedule) are true and correct
to the best of my knowledge and belief.
Signed
Master
Date Countersigned
Ship’s Surgeon (if carried)
Page 1 of 2
ATTACHMENT TO MARITIME DECLARATION OF HEALTH
Reported to a Drugs, medicines or
Port, date joined Nature of Date of onset of Disposal
port medical other treatment Comments
ship/vessel illness symptoms 1
officer? of case given to patient
Page 2 of 2
1
State: (1) whether the person recovered, is still ill or died; and (2) whether the person is still on board, was evacuated
(including the name of the port or airport), or was buried at sea.
Annex 2 Explanations and Instructions regarding SHIPSAN 1. How the SHIP-SAN database could be used for exchanging the Maritime Declaration of Health between competent authorities among the EU MS? - The NSW of each country can be interconnected to the SHIPSAN information system. The information of the Maritime Declaration of Health ( MDH ) submitted by masters at each NSW can be stored to the SHIPSAN MDH database. The users of the SHIPSAN MDH database will be able to view all the MDH submitted and stored to the SHIPSAN MDH database. Sensitive personal information is not stored in the SHIPSAN MDH database. 2. How Member Sates not yet connected could be connected ? Either directly or via their NSW? - The new updated European Database for storing MDH (attachment 1) is ready and has been installed at the following link: https://sis.shipsan.eu - The technical guide for the web service that is required for the interconnection of each NSW with the SHIPSAN MDH database is attached (attachment 2 ). The MDH database will receive data via web service. Then each NSW will communicate with us, follow the guidance and connect to the MDH database. - It suggested that at in each EU MS one person will be assigned to act as the national administrator and the person responsible to inform us about the users that should have access to the system. 3. Who to contact?
[email protected] I nterested MS should inform SHIPSAN whether they wish to link with the EU SHIPSAN information system. SHIPSAN can then first organize a trial connection and then proceed with the official connection. The MS can inform SHIPSAN about the users that should have access to the MDH database (at national or local level) and we will share the credentials (usernames and passwords). 4. How quick? - EU MS NSW can be invited to connect to the SHIPSAN database for MDH as from 16 April 2020. If the NSW does not operate yet, SHIPSAN will explore other solutions on a case-by-case basis. - SHIPSAN can provide to the competent authorities of EU MS at any time requested access and instructions for use of the database and to the communication network platform. 4. Possible other services the system could offer (within the port) Other components of the SHIPSAN information system are the following: - SHIPSAN Public Health Information - Communication network platform for EU ports, which has been used to follow up a total of 68 public health events (gastroenteritis, varicella, legionellosis , measles, dengue, meningitis, tuberculosis, chickenpox and influenza like illness, histamine intoxication due to tuna intake, malaria, possible Coxsackie virus disease, Scabbia ) on 60 ships, providing information on 2946 cases (reporting period: August 2011 - 20/11/2019). WHO, ECDC and DG SANTE have access to the platform as well as national authorities and port health authorities. - Database for recording inspection results and issuing Ship Sanitation Certificates. In this EU SSC database component of the SHIPSAN information system, more than 23,000 SSC has been issued until now by EU MS and many EU MS use the SHIPSAN information system as their national database. - If the competent authorities request access to all the components of the SHIPSAN information system, they will be able to view by searching the IMO number or the ship name: the MDH, the SSC that have been issued through the database and any public health event that has been linked with the ship and recorded in the database.
EU SHIPSAN ACT Joint Action EU HEALTHY GATEWAYS Joint Action MDH Web Service Documentation Version : 1. 0 Contents TOC \o "1-3" \h \z \u 1 Web Service PAGEREF _Toc468374871 \h 3 2 Web Service Parameters PAGEREF _Toc468374872 \h 4 3 Web Service Usage Example PAGEREF _Toc468374873 \h 6 4 Web Services Response PAGEREF _Toc468374874 \h 8 Web Service Service is available on https://sis.shipsan.eu/DesktopModules/Sdc.Certificates/StoreMDHNewWebService.asmx?wsdl Service provides gateway to add multiple MDH. Web Service Parameters StoreMDHNewWebService Parameters Table 1 MDH Properties Parameters Name Mandatory Format Example UserName Yes string ExmplUser Password Yes string 321!343$ List of MDH Yes MDH(Table 1) On Web Service Usage Example Description Attribute Data Type Submitted at the port of (LOCODE) SubmittedPortCode string Submitted at the port of (Name) SubmittedPortName string Submitted at the port of (Port Country Code) SubmittedPortCountryCode string Submitted at the port of (Port Country Code) SubmittedPortCountryName string Submitted Date SubmittedDate Date Name of ship or inland navigation vessel ShipName S tring ShipType ShipType S tring IMO No Imo S tring Registration ShipRegistration S tring Ship Flag (Country Code ) ShipFlagCode S tring Ship Flag (Country Name) ShipFlagName String A rriving from (LOCODE) PortFrom String A rriving from (Name) PortFromName String S ailing to (LOCODE) PortTo String S ailing to (Name) PortToName String Master’s name MasterName string Gross tonnage (ship) GrossTonnage Int Tonnage (inland navigation vessel) Tonnage Int Type of cargo CargoType 1=Hazardous, 2=Non Haardous Valid Sanitation Control Exemption/Control Certificate carried on board ValidSanitation 1= Yes , 2= No Valid Sanitation Issued at (LOCODE) ValidSanitationIssuedPortCode String Valid Sanitation Issued at (Port Name) ValidSanitationIssuedPortName String Valid Sanitation date ValidSanitationIssuedDate Date Re-inspection required? ReinspectionRequired 1= Yes , 2= No Has ship/vessel visited an affected area identified by the World Health Organization? VisitedAffectedArea 1= Yes , 2= No Port of visit (LOCODE) AffectedAreaPortCode String Port of visit (Name) AffectedAreaPortName String Date of visit AffectedAreaDate Date Number of crew members on board CrewMembers Int Number of passengers on board Passengers int (1) Has any person died on board during the voyage otherwise than as a result of accident? HasDied 1= Yes , 2= No Total no. of deaths Deaths int Is there on board or has there been during the international voyage any case of disease which you suspect to be of an infectious nature? Infectious 1= Yes , 2= No Has the total number of ill passengers during the voyage been greater than normal/expected? IllGreater 1= Yes , 2= No How many ill persons? Ills int Is there any ill person on board now? HasIllNow 1= Yes , 2= No Was a medical practitioner consulted? MedConsulted 1= Yes , 2= No Are you aware of any condition on board which may lead to infection or spread of disease? MayLeadSpread 1= Yes , 2= No Has any sanitary measure (e.g. quarantine, isolation, disinfection or decontamination) been applied on board? SanitaryMeasure 1= Yes , 2= No Sanitary Type SanitaryType String - 1| = Quarantine, 2| = Isolation, 3| = Disinfection, 4| = Decontamination, 5| = Other Sanitary Type , Other SanitaryOtherTypeDescr String Sanitary Date SanitaryDate Date Sanitary Place SanitaryPlace string Have any stowaways been found on board? HasStowaways 1= Yes , 2= No Stowaways From (LOCODE) StowawaysPortFromCode string Stowaways From (Port Name) StowawaysPortFromName string Stowaways From (Country Code) StowawaysCountryFromCode String Stowaways From (Country Name) StowawaysCountryFromName String Is there a sick animal or pet on board? HasSickAnimals 1= Yes , 2= No Signed Signed 1= Yes , 2= No Counter Signed CounterSigned 1= Yes , 2= No List of MDH Details Mdh Details Properties Description Attribute Data Type Port (LOCODE) JoinedPortCode String Port (Name) JoinedPortName String D ate joined JoinedDate Date Nature of illness Illness String Date of onset of symptoms SymptomsDate Date Reported to a port Medical officer? Reported 1= Yes , 2= No Disposal of case Disposal1 String - 1=Person recovered, 2=Person is still ill, 3=Person died Disposal of case 2 Disposal2 String - 1=Person still on board, 2=Person was evacuated, 3=Person buried at sea Disposal of case 2, Other Disposal2Other String Port of Disposal (LOCODE) DisposalPortCode String Port of Disposal (Name) DisposalPortName String Drugs, medicines or other Treatment given to patient Drugs String Comments Comments String 85060 6467283 Notes Date Format : [-]CCYY-MM-DDThh:mm:ss[Z|(+|-)hh:mm] SanitaryType Format: “x|y|” Notes Date Format : [-] CCYY-MM-DDThh:mm:ss [Z|(+|-) hh:mm ] SanitaryType Format: “ x|y |” List of Ports of Call Mdh Port of Call Properties Description Attribute Data Type Port (LOCODE) PortCode String Port Name PortName String D ate joined Date Date 85060 6467283 Notes Date Format : [-]CCYY-MM-DDThh:mm:ss[Z|(+|-)hh:mm] SanitaryType Format: “x|y|” Notes Date Format : [-] CCYY-MM-DDThh:mm:ss [Z|(+|-) hh:mm ] SanitaryType Format: “ x|y |” List of Passengers/Crew Members Mdh Port of Passengers/Crew Members Properties Description Attribute Data Type Port (LOCODE) PortCode String Port Name PortName String Country ( Code ) CountryCode String Country Name CountryName String D ate joined Date Date Name Name String Web Service Usage Example StoreMDHWebService Xml Example <soap:Envelope xmlns:soap="http://www.w3.org/2003/05/soap-envelope" xmlns:sis="https://sis.shipsan.eu/"> <soap:Header/> <soap:Body> <sis:StoreMDHNew> <sis:MDHNewDtoList> <!--Zero or more repetitions:--> <sis:MDHNewDto> <sis:MDHNewDetailDtoList> <!--Zero or more repetitions:--> <sis:MDHNewDetailDto> <sis:JoinedPortCode>DKAAR</sis:JoinedPortCode> <sis:JoinedPortName></sis:JoinedPortName> <sis:Illness>TEST</sis:Illness> <sis:SymptomsDate>22/07/2019</sis:SymptomsDate> <!--Date Format: dd/MM/yyyy--> <sis:Reported>1</sis:Reported> <!--Values: 1=Yes, 2=No--> <sis:Disposal1>1</sis:Disposal1> <!--Values: 1=Person recovered, 2=Person is still ill, 3=Person died--> <sis:Disposal2></sis:Disposal2> <!--Values: 1=Person still on board, 2=Person was evacuated, 3=Person buried at sea--> <sis:DisposalPortCode>USVVZ</sis:DisposalPortCode> <sis:DisposalPortName>USVVZ</sis:DisposalPortName> <sis:Drugs>Bla bla</sis:Drugs> <sis:Comments>Nothing</sis:Comments> </sis:MDHNewDetailDto> <sis:MDHNewDetailDto> <sis:JoinedPortCode>DEABF</sis:JoinedPortCode> <sis:JoinedPortName>DEABF</sis:JoinedPortName> <sis:Illness>Katii</sis:Illness> <sis:SymptomsDate>15/01/2020</sis:SymptomsDate> <!--Date Format: dd/MM/yyyy--> <sis:Reported>2</sis:Reported> <sis:Disposal1></sis:Disposal1> <sis:Disposal2>2</sis:Disposal2> <sis:DisposalPortCode>USVVZ</sis:DisposalPortCode> <sis:DisposalPortName></sis:DisposalPortName> <sis:Drugs></sis:Drugs> <sis:Comments>One comment</sis:Comments> </sis:MDHNewDetailDto> </sis:MDHNewDetailDtoList> <sis:PortCallDtoList> <sis:PortCallDto> <sis:PortCode>USVVZ</sis:PortCode> <sis:PortName>USVVZ</sis:PortName> <sis:Date>20/02/2020</sis:Date> <!--Date Format: dd/MM/yyyy--> </sis:PortCallDto> </sis:PortCallDtoList> <sis:ShipPassengerDtoList> <sis:ShipPassengerDto> <sis:PortCode>USVVZ</sis:PortCode> <sis:PortName>USVVZ</sis:PortName> <sis:CountryCode></sis:CountryCode> <sis:CountryName></sis:CountryName> <sis:Date>18/02/2020</sis:Date> <!--Date Format: dd/MM/yyyy--> <sis:Name>T Fake</sis:Name> </sis:ShipPassengerDto> <sis:ShipPassengerDto> <sis:PortCode>DEABF</sis:PortCode> <sis:PortName>DEABF</sis:PortName> <sis:CountryCode></sis:CountryCode> <sis:CountryName></sis:CountryName> <sis:Date>19/02/2020</sis:Date> <!--Date Format: dd/MM/yyyy--> <sis:Name>LOIPO</sis:Name> </sis:ShipPassengerDto> </sis:ShipPassengerDtoList> <sis:SubmittedPortCode>ESAXO</sis:SubmittedPortCode> <sis:SubmittedPortName></sis:SubmittedPortName> <sis:SubmittedPortCountryCode></sis:SubmittedPortCountryCode> <sis:SubmittedPortCountryName></sis:SubmittedPortCountryName> <sis:SubmittedDate>02/03/2020</sis:SubmittedDate> <!--Date Format: dd/MM/yyyy--> <sis:ShipName>Atlantic Pioneer</sis:ShipName> <sis:ShipType></sis:ShipType> <sis:Imo>9190080</sis:Imo> <sis:ShipRegistration></sis:ShipRegistration> <sis:ShipFlagCode></sis:ShipFlagCode> <sis:ShipFlagName></sis:ShipFlagName> <sis:PortFromCode>NOAFT</sis:PortFromCode> <sis:PortFromName></sis:PortFromName> <sis:PortToCode>ESAXO</sis:PortToCode> <sis:PortToName></sis:PortToName> <sis:MasterName>TEST</sis:MasterName> <sis:GrossTonnage>100</sis:GrossTonnage> <sis:Tonnage>100</sis:Tonnage> <sis:CargoType>1</sis:CargoType> <sis:CargoAmount>5</sis:CargoAmount> <sis:ValidSanitation>2</sis:ValidSanitation> <!--Values: 1=Yes, 2=No--> <sis:ValidSanitationIssuedPortCode>ESAXO</sis:ValidSanitationIssuedPortCode> <sis:ValidSanitationIssuedPortName></sis:ValidSanitationIssuedPortName> <sis:ValidSanitationIssuedDate>15/05/2020</sis:ValidSanitationIssuedDate> <!--Date Format: dd/MM/yyyy--> <sis:ReinspectionRequired>2</sis:ReinspectionRequired> <!--Values: 1=Yes, 2=No--> <sis:VisitedAffectedArea>2</sis:VisitedAffectedArea> <!--Values: 1=Yes, 2=No--> <sis:AffectedAreaPortCode>ESAXO</sis:AffectedAreaPortCode> <sis:AffectedAreaPortName></sis:AffectedAreaPortName> <sis:AffectedAreaDate>28/02/2020</sis:AffectedAreaDate> <!--Date Format: dd/MM/yyyy--> <sis:CrewMembers>50</sis:CrewMembers> <sis:Passengers>10</sis:Passengers> <sis:HasDied>2</sis:HasDied> <!--Values: 1=Yes, 2=No--> <sis:Deaths>0</sis:Deaths> <sis:Infectious>2</sis:Infectious> <!--Values: 1=Yes, 2=No--> <sis:IllGreater></sis:IllGreater> <!--Values: 1=Yes, 2=No--> <sis:Ills>5</sis:Ills> <sis:HasIllNow>2</sis:HasIllNow> <!--Values: 1=Yes, 2=No--> <sis:MedConsulted>1</sis:MedConsulted> <!--Values: 1=Yes, 2=No--> <sis:MayLeadSpread>2</sis:MayLeadSpread> <!--Values: 1=Yes, 2=No--> <sis:SanitaryMeasure>1</sis:SanitaryMeasure> <!--Values: 1=Yes, 2=No--> <sis:SanitaryType>1|3|</sis:SanitaryType> <!--Value Format: "x|y|". Valid Values: 1| = Quarantine, 2| = Isolation, 3| = Disinfection, 4| = Decontamination, 5| = Other--> <sis:SanitaryOtherTypeDescr>nah</sis:SanitaryOtherTypeDescr> <sis:SanitaryPlace>here</sis:SanitaryPlace> <sis:SanitaryDate>23/02/2020</sis:SanitaryDate> <!--Date Format: dd/MM/yyyy--> <sis:HasStowaways>1</sis:HasStowaways> <!--Values: 1=Yes, 2=No--> <sis:StowawaysPortFromCode>ESAXO</sis:StowawaysPortFromCode> <sis:StowawaysPortFromName></sis:StowawaysPortFromName> <sis:StowawaysCountryFromCode>SP</sis:StowawaysCountryFromCode> <sis:StowawaysCountryFromName>SP</sis:StowawaysCountryFromName> <sis:HasSickAnimals>2</sis:HasSickAnimals> <!--Values: 1=Yes, 2=No--> <sis:Signed>help</sis:Signed> <sis:CounterSigned>tester</sis:CounterSigned> </sis:MDHNewDto> </sis:MDHNewDtoList> <sis:UserName>host</sis:UserName> <sis:Password>m96!%$bhyt64r5</sis:Password> </sis:StoreMDHNew> </soap:Body> </soap:Envelope> -1270 38583 Notes Date Format : dd/MM/YYYY SanitaryType Format: “x|y|” Notes Date Format : dd/MM/YYYY SanitaryType Format: “x|y|” Web Services Response Response message Response Code Description Empty List. 004 Empty List of MDH or xml in bad format Authentication failed 001 User authentication failed. W rong credentials MDH Submited. 000 Commited successfully as many MDH as the value of mdhSubmitted attribute value Permis sion Denied 002 The user is not authorized to register MDH
0 9525 0 0 SafeSeaNet Incident Report Guidelines Addendum – Reporting COVID-19 cases on board ships Version : 1.0 Date: 15 /04/2020 Document History Version Date Changes Prepared Approved 1.0 0 8 /04/2020 First version EMSA EMSA Table o f Contents TOC \o "1- 4 " \h \z \u 1. Introduction PAGEREF _Toc37249587 \h 2 2. How to use SSN Incident Report type “Others” for COVID-19 cases PAGEREF _Toc37249588 \h 2 2.1 Which vessels should be reported PAGEREF _Toc37249589 \h 2 2.2 Who is responsible for the transmission of such information PAGEREF _Toc37249590 \h 2 2.3 What information should be shared PAGEREF _Toc37249591 \h 2 2.4 To whom the information should be transmitted PAGEREF _Toc37249592 \h 3 3. Examples PAGEREF _Toc37249593 \h 3 3.1 Example 1: Reporting cases on COVID-19 on board the vessel PAGEREF _Toc37249594 \h 3 3.2 Example 2: Providing feedback to Incident Report on cases on COVID-19 on board the vessel PAGEREF _Toc37249595 \h 4 Introduction SafeSeaNet is as a tool that can be used by Member States Authorities to facilitate the exchange of information on COVID-19 cases on board ships approaching EU ports . The purpose of this addendum to the Incident Report Guidelines is to provide guidance to the Member States Authorities on how to use SSN Incident Report functionality for this reporting . The current addendum is only applicable during t he COVID-19 pandemic , as such was not included in the Guidelines document. The current version 2.1 of the Incident Report Guidelines is available at EMSA website: http://emsa.europa.eu/ssn-main/documents/item/1137-ssn-incident-report-guidelines-v120.html How to use SSN Incident Report type “Others” for COVID-19 cases Member States may share with other Member States , on a voluntary basis and through the Incident Report type “ O ther s ” , additional information (other than those specifically mentioned in VTMIS Directive ) that may consider posing a potential hazard to shipping or a threat to maritime safety, the safety of individuals or the environment . S uch case is the exchange of information on possible cases of COVID-19 infection on board vessels and the measures taken b y the c ompetent authorities of Member States. The Incident Report type “Others” may be used for serving this purpose . Member States Authorities with permission to report Incident Reports to SafeSeaNet may use the SSN web interface - “Send Notifications” available through the EMSA Portal : https://portal.emsa.europa.eu Clarifications on the use of Incident Report type “Others” are presented below: W hich vessels should be reported Any commercial ship with a COVID-19 case or suspected case on board that has reported the information to the coastal or port authority of a Member State. W ho is responsible for the transmission of such information The messages will be inserted in SSN by the responsible authorities of the Member States to report Incident Reports in SSN. The information may be collected via different channels such as through VTSs, port and health Authorities based on the Maritime Health Declaration or other mode of communication ( e.g. VHF). W hat information should be shared The number of cases of infection and suspected cases including the date/time of the report . Additional information considered relevant by the Authority might be also included . I t is also possible to attach a document to the I ncident R eport. The Incident Report will not contain any personal information. An example of the structured message included in the field “Description” is the following: COVID 19 status on board at 1255Z -202 00406 - XX infect ed - XX susp ect - no medical assistance required at present * The underlined parts will not change A common message structure facilitate s the easy access to information. T o whom the information should be transmitted The I ncident R eport should be sent only to the M ember S tates located on the planned route of the vessel and the next port of call , or in the same geographical area (that might provide assistance if required) . In the field " A ction Requested " the following information could be included : “ Information about COVID case ” . Example s Examples on how to use the Incident Reporting mechanism for the COVID - 19 cases are presented below: Example 1 : Reporting cases on COVID-19 on board the vessel The ship master has reported to the coastal station of Member State “A” that there are suspect cases of COVID-19 infection among the crew, but medical assistance is not requested. The ship is continuing her voyage to the next port of call in Member State “B” passing close to the territorial waters of other Member States. The Member State “A” decides to disseminate information to the other Member States which might be requested to provide medical assistance should the health situation on board deteriorates. An Incident Report type “Others” is then shared via SSN with the following “Description”: COVID 19 status on board at 1255Z-20200407 - 2 infect ed - 10 suspect - no medical assistance required at present 4445 2033270 Possibility to attach document 0 Possibility to attach document -130810 2880995 Select recipients for distribution 0 Select recipients for distribution 1355090 2623819 3660140 2576830 0 0 402590 671195 Following the reception of such information, the Member States concerned m ay take appropriate actions and the next port of call in Member State “B” prepar e to provide medical assistance. Example 2: Providing feedback to Incident Report on COVID-19 cases As a follow up to the previous example, t he ship arrives at the port of call in Member State “B”, where medical assistance is provided. T he 2 infected crew members are taken to hospital for further tests and the 10 susp ected cases are checked and found not affected by COVID-19. The ship waits for the d isinfection operation and the infected crew change before the ship departs for the next port of call in Member State “C”. The Member State “B” should inform the other Member States sending a f eedback message via the Incident Report type “Others” which is shared via SSN with the following “Description”: COVID 19 status on board at 1 43 5Z-202004 10 - 0 infect ed - 0 suspect – situation resolved 3451170 2199640 0 0 534036 2354580 2540 1564640 Possibility to attach document 0 Possibility to attach document
Saatja: Rene Arikas <
[email protected]>
Saadetud: 17.04.2020 08:08
Adressaat: Merli Tasane <
[email protected]>
Teema: Ed: implementation of Chapter VII of Commission Guidance (2020) 1300
Manused: Annex 1 MDH Template.pdf; Annex 3 SHIPSAN connection.docx; Annex 4 model
information template on reporting health status.docx; Annex 2 Information on Shipsan
database.docx; Advice on Implementation of Chapter VII in COM (2020) 1300 final.docx;
Annex 5 - SSN-IR-Guidelines_Addendum_COVID-19.docx
Dsse
Saatja:
[email protected] <
[email protected]>
Saatmisaeg: 16 April 2020 19:32
Adressaat:
[email protected];
[email protected];
[email protected];
[email protected];
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[email protected]; ual-
[email protected];
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[email protected]; Rene Arikas <
[email protected]>; Tarmo Ots
<
[email protected]>;
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[email protected];
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[email protected]; jean-philippe.quitot@developpement-
durable.gouv.fr;
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Koopia:
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Teema: implementation of Chapter VII of Commission Guidance (2020) 1300
Dear all,
As promised earlier today, you will find attached additional explanation and advice on how the provision
of information on health status of crew and persons on board in the context of CIVID19 emergency can
be organized.
The main document to read, of the many attachments, is the Advice on Implementation of Chapter VII.
It will the guide you through all the other attachments.
In case you had any questions, Jacob Terling will be able to provide all necessary clarifications.
Kind regards
Magda
Director D - Waterborne
Directorate General for Mobility and Transport
DG MOVE
Rue de Mot 28, 1040 Brussels
Belgium
Tel. +32.2.295.5609
Annex 4 Model information for giving notice to [ the master] [ mariners ] on requirements for certain updated information regarding COVID-19 Risks on Board Subject: COVID -19 pandemic and the Maritime Declaration of Health Purpose : Give notice to ships/mariners regarding certain information required in points (4) and (6) of the Maritime Declaration of Health to be updated due to the rapid spread of COVID-19 virus Addressed to: The master Notice : The Maritime Declaration of Health shall be reported/notified in ALL cases for ALL vessels approaching any port in [ EU/EEA MS ] [ List of ports in the EU/EEA MS ]. In accordance with EU Legislation (Directive 2010/65 on reporting formalities Annex part B point 8) the Maritime Declaration of Health should be notified by the master or any other person duly authorised by the operator of the ship, prior to arriving in a port situated in a European Union Member State, via the National Single Window [ reference ] to the competent authority designated by that Member State: (a) at least 24 hours in advance; or (b) at the latest, at the time the ship leaves the previous port, if the voyage time is less than 24 hours; or (c) if the port of call is not known or it is changed during the voyage, as soon as this information is available. In Addition – the following information should be updated and reported via radio/VHF [ Channel X ] 4 hours before the estimated time of arrival: Total number of persons on board (both crew and passengers) Number of persons infected with COVID-19 Number of persons suspected to be infected with COVID-19 (showing symptoms ) This information is to update the information required in points (4) and (6) of the Maritime Declaration of Health ((4) Is there any ill person on board now? Yes ........ No …..... If yes, state particulars in attached schedule. (6) Are you aware of any condition on board which may lead to infection or spread of disease? Yes ........ No …..... If yes, state particulars) For all COVID-19 reporting please use separate attachment(s). N.B. The information communicated via VHF is deemed to have been signed in the same way as the Maritime Declaration of Health ‘I hereby declare that the particulars and answers to the questions given in this Declaration of Health (including the schedule) are true and correct to the best of my knowledge and belief. Signed / Master’