Crew Familiarisation Under ISM Code Section 6: What's Required

Every year, crew changeovers account for a disproportionate number of safety incidents onboard superyachts. New crew arrive, they are eager to get started, and the familiarisation process gets squeezed into the first chaotic hours alongside. The ISM Code exists specifically to prevent this kind of shortcut, and auditors know exactly where to look.

ISM Code Section 6 is one of the most scrutinised areas during both internal and external audits. It is also one of the areas where I see the most non-conformities raised, not because the requirements are complex, but because the documentation is incomplete or the process is treated as a formality. This guide covers what the Code actually requires, what STCW adds on top, and how to build a familiarisation process that survives an audit.

Who Needs This?

Crew familiarisation requirements under the ISM Code apply to any yacht that operates under a Safety Management System. Specifically:

• All yachts of 500 GT and above operating commercially under the ISM Code
• Yachts voluntarily complying with ISM (common under LY3 and REG requirements)
• All new crew joining the vessel, regardless of rank or department
• Crew transferring between vessels within the same management company
• Crew returning after extended leave where vessel modifications have occurred
• Temporary crew, day workers, and riders who will be onboard during operations

What the ISM Code Requires

ISM Code Section 6, titled “Resources and Personnel,” sets out the overarching requirement. The relevant paragraphs are 6.2, 6.3, and 6.7.

Section 6.2

The Company must ensure that each vessel is manned with qualified, certificated, and medically fit seafarers in accordance with national and international requirements.

Section 6.3

The Company must establish procedures to ensure that new personnel and personnel transferred to new assignments are given proper familiarisation with their duties. Instructions that are essential to be provided prior to sailing must be identified, documented, and given.

Section 6.7

The Company must ensure that the vessel’s personnel are able to communicate effectively in the execution of their duties related to the SMS.

STCW Requirements: Regulation A-VI/1

The STCW Convention reinforces and expands on the ISM familiarisation requirements. STCW Regulation VI/1 and Section A-VI/1 of the STCW Code require that all seafarers receive familiarisation training before being assigned to any duties onboard.

Mandatory Familiarisation Under STCW A-VI/1

STCW A-VI/1, Paragraph 1 requires that seafarers employed onboard must receive familiarisation training in the following areas before being assigned duties:

Basic Safety Training (STCW A-VI/1, Paragraphs 2-4)

All seafarers must also hold valid certificates for the four elements of basic safety training: personal survival techniques, fire prevention and firefighting, elementary first aid, and personal safety and social responsibilities. These are prerequisites that must be verified before the crew member joins, not during familiarisation.

What Familiarisation Must Cover

Based on ISM Section 6.3 and STCW A-VI/1, your familiarisation programme must address the following areas at a minimum.

General Safety (All Departments)

Every crew member, regardless of their role, must be familiarised with:

• Muster stations and emergency signals: Where to go and what each alarm means
• Life-saving appliances: Location and operation of liferafts, lifejackets, immersion suits, EPIRBs, SARTs
• Firefighting equipment: Location of extinguishers, hose stations, fixed systems, fire doors, and dampers
• Escape routes: Primary and secondary routes from their cabin and work area
• Man overboard procedures: Their specific role in the MOB response
• Watertight integrity: Location and operation of watertight doors, scuttles, and openings
• Pollution prevention: SOPEP actions, OWS procedures, garbage management
• Vessel-specific hazards: Tender operations, swim platform procedures, helicopter operations

Department-Specific Familiarisation

Beyond the general safety items, each department has specific familiarisation requirements.

Deck Department:

• Bridge equipment and navigation systems
• Anchor windlass and mooring equipment operation
• Tender launch and recovery procedures
• Gangway and passerelle operations
• Watchkeeping procedures and standing orders

Engine Department:

• Main engine and generator start/stop procedures
• Emergency shutdown systems and locations
• Fuel and lube oil system configurations
• Bilge and ballast system operations
• Fire detection and fixed suppression systems
• Planned maintenance system (PMS) access and use

Interior Department:

• Guest safety briefing responsibilities
• Galley fire suppression systems
• Laundry equipment hazards and isolation procedures
• Chemical storage and MSDS/SDS locations
• Hygiene and food safety procedures

Documentation Requirements

The ISM Code does not prescribe a specific form or format for familiarisation records. However, auditors expect to see clear evidence that the process occurred, what was covered, and who delivered it.

Essential Records

Your familiarisation documentation should include:

1. A familiarisation checklist signed by both the crew member and the person delivering the training
2. Date and time of each familiarisation session
3. Specific topics covered with enough detail to demonstrate the content, not just a tick-box
4. Department-specific sections signed off by the relevant Head of Department
5. Master’s sign-off confirming all essential pre-sailing items have been completed
6. Follow-up training dates for items that could not be completed before sailing

Handover Procedures

When a crew member is relieving someone in the same position, a structured handover is essential. The handover record should cover:

• Ongoing maintenance or defect items
• Outstanding flag state or class requirements
• Current operational status of critical equipment
• Upcoming inspections, surveys, or audits
• Any vessel-specific procedures or standing orders that differ from the norm

Practical Implementation Steps

Building a robust familiarisation programme is straightforward if you approach it systematically:

1. Define your vessel-specific familiarisation checklist. Start with the ISM and STCW requirements, then add items specific to your yacht (tender operations, helicopter procedures, submersible operations, etc.).

2. Split the checklist into pre-sailing essentials and extended familiarisation. Pre-sailing items must be completed before departure. Extended items can be completed within the first 48 to 72 hours onboard.

3. Assign responsibility for delivery. The Safety Officer or First Officer typically coordinates, but department heads must deliver their own sections.

4. Create a tracking system. Whether digital or paper-based, you need a way to see at a glance which crew have completed familiarisation and which items are outstanding.

5. Include a practical demonstration element. Ticking a box that says “shown location of fire extinguishers” is weak. Have the crew member physically locate and identify equipment.

6. Schedule a follow-up check. Within the first week, the HOD or Safety Officer should verify that the crew member can recall and act on the familiarisation content.

7. Integrate with your SMS. The familiarisation process should be a documented procedure within your Safety Management System, with clear references in your training manual.

Our crew familiarisation checklist template covers all ISM and STCW requirements with vessel-specific customisation options, department-specific sections, and pre-sailing essential items clearly identified.

Common Audit Findings

These are the non-conformities and observations I see raised most frequently during ISM audits related to Section 6:

• Familiarisation completed after sailing. Pre-sailing essential items were not completed before the vessel departed. This is a major non-conformity.
• Generic checklists with no vessel-specific content. A checklist that could apply to any vessel does not satisfy the requirement for vessel-specific familiarisation.
• Missing signatures. The crew member signed but the person delivering the training did not, or vice versa.
• No evidence of department-specific familiarisation. General safety items were completed but there is no record of engine, deck, or interior-specific training.
• Handover records absent or incomplete. Key crew changes (Captain, Chief Engineer, Chief Officer) with no documented handover.
• Training matrix not updated. The crew member completed familiarisation but the vessel’s training matrix does not reflect their current status.
• Language barriers not addressed. ISM Section 6.7 requires effective communication. If crew members do not share a common working language, there must be documented measures to address this.

Frequently Asked Questions

Does familiarisation need to be repeated if a crew member returns after short leave?

It depends on what changed while they were away. If the vessel configuration, equipment, or procedures have not changed, a brief re-familiarisation covering any updates is sufficient. If significant modifications were made (new firefighting system, changed muster list, modified emergency procedures), a full re-familiarisation of the affected areas is required. Document whatever you deliver, even if it is a brief update.

Can familiarisation be delivered digitally or does it need to be in person?

The ISM Code does not prohibit digital delivery, and many vessels use tablet-based systems or e-learning modules for the general safety content. However, practical elements (physically locating equipment, demonstrating emergency procedures) must be conducted in person onboard. The best approach is a blended model: digital delivery for knowledge-based content, followed by a physical walkthrough and practical demonstration. Both must be documented.

What happens if a crew member joins and the vessel needs to sail immediately?

ISM Section 6.3 is clear that essential pre-sailing instructions must be given before departure. If there is genuinely not enough time to complete all items, you must identify the absolute minimum safety-critical items (muster station, escape routes, emergency signals, lifejacket location) and complete those before sailing. Document that the remaining items will be completed within a specified timeframe after departure, and ensure they are. An auditor will accept a phased approach if it is documented and followed through, but not if essential safety items were skipped entirely.