Circular 08/2019 issued on 06 May 2019 by the Department of Merchant Shipping advises Owners, Managers, Masters and Representatives of Ships under the Cyprus Flag as to the revised procedure and instructions regarding the issuance of Continuous Synopsis Record Document for Cyprus Flag Ships.
Please note below general information on the Continuous Synopsis Record, as also provided in the Guidelines attached to the Circular mentioned above,
The International Convention for the Safety of Life at Sea 1974, as amended, (SOLAS 74), Chapter XI-1, Regulation 5 requires every ship to which Chapter I of SOLAS applies to be issued with a Continuous Synopsis Record (CSR) document.
The CSR document is to be kept onboard and provides the history of the ship with respect to the information recorded therein.
The relevant requirements apply to cargo ships of more than 500 gross tonnage and all passenger ships engaged on international voyages.
Definitions & Abbreviations applicable:
“Administration” means the government whose flag the vessel is entitled to fly
“Cargo Ship” means any ship which is not a passenger ship
“Company” means the owner of the ship or any other organisation or person such as the manager, or the bareboat charterer, who has assumed the responsibility for the operation of the ship from the owner of the ship (regulation IX/1 of SOLAS 74)
“CSR” means Continuous Synopsis Record “CSR Document” issued by the Administration “CSR Form 1”: Application for Continuous Synopsis Record Document for the Ship with IMO Number: “CSR Form 2”: Amendments to the Continuous Synopsis Record Document No…. for the Ship with IMO Number: “CSR Form 3”: Index of amendments to the Continuous Synopsis Record Document No…. for the Ship with IMO Number:
“DoC”: Document of Compliance
“ISSC”: International Ship Security Certificate
“Passenger Ship” means a ship which carries more than twelve passengers
“SMC”: Safety Management Certificate
“SOLAS 74”: The International Convention for the Safety of Life at Sea, 1974, as amended.
The first CSR document issued to a ship is numbered “1” and subsequent CSR documents are to be numbered accordingly. The sequential numbering continues across change of flag for the life of the ship.
Each original CSR shall be sent to the ship and kept on-board throughout its lifetime.
The Administration is required to keep a copy of each CSR document issued to the ship.
Whenever issuing a CSR document to a ship, the Administration will have to provide all requested information, indicating with “N/A”any information which does not apply to the particular case. For example, the information regarding the bareboat charterer has to be completed if the ship is actually bareboat chartered.
Application for issuance and amendments may be made from: (i) The owner of the ship; or (ii) The Management Company of the ship; or (iii) The Master of the ship; or (iv) An Authorised representative of the owner or management company, provided that the name and contact details have been communicated to the Administration by either the owner or the manager of the ship prior to the submission of the application / forms.
Regarding the First CSR Document (for new builds),in such case the Company or Master must complete the CSR Form 1 (Application for First CSR Document). The original CSR Form 1 must be kept on-board the ship’s CSR File until original CSR No.1 is delivered on board.
Regarding a change of Flag , in such case a new CSR Document the Company or Master must complete the CSR Form 2 (Amendments to the CSR Document No.) and CSR Form 3 (Index of amendments to the CSR Document No.). The original CSR Forms 2 & 3 must be attached on the current CSR document until the new original CSR document is delivered on-board.
For the issuance of new CSR document, the following documents (if applicable) must be forwarded to this Administration: (i) Copies of CSR Forms 2 & 3, and (ii) Copies of all previous CSR documents, and (iii) Copy of company’s DoC, (iv) Copy of ship’s SMC, and (v) Copy of ship’s ISSC, and (vi) Copy of ship’s Class Certificate.
For the issuance of amended CSR for existing ships on the Register of Cyprus Ships in case of any changes of the information record on the current Cyprus CSR document, the Company or Master must fill in only these changes on CSR Form 2 and complete CSR Form 3. The original CSR Forms 2 & 3 to be attached on the current CSR document until the amended original CSR is delivered on-board. For the issuance of amended CSR document the following documents must be forwarded to the Administration: (i) Copies of CSR Forms 2 & 3, and (ii) Relevant documents for changes.
In cases where the said ship is to leave the Register of Cyprus Ships –the Closed CSR Document must be issued. When a ship is to be deleted from the Register of Cyprus Ships and in order to speed up the issuance of the closed CSR document, the owners / managers / master / authorised representatives must communicate in writing the name of ship’s new flag
In cases of Parallel-In and Parallel-Out Registered Ships:
Parallel-In (i.e. a ship remains registered in a foreign register but flies the flag of Cyprus ) the procedures for the issuance of new, amended or closed CSR documents apply.
Parallel-Out Registered (i.e. when a ship remains registered in the Register of Cyprus Ships but flies the flag of foreign country), a CSR document evidencing such transaction must be issued. Therefore, the owners are requested to ensure that a relevant request is submitted to and the relevant CSR document is received prior of the issuance of new CSR document from the foreign registry.
When receiving the Original CSR document on-board, the Master must check the sequential number and review the document to ensure that all entries are correct and in accordance of the amended form(s) attached to the current CSR document (if not the first CSR Document). After having verified that sequential number and entries are correct the Master shall date and sign the second page of the CSR document. The CSR document shall then be placed in the ship’s CSR File. If the Master identifies any inconsistencies or mistakes on the new CSR document received on-board, the Registry shall be immediately informed for further actions.
If for any reason, the CSR document(s) issued by the Administration is/are lost or damaged, the owners / managers / Master / authorised representatives should contact the Registry in order to provide signed and stamped duplicates. For ships deleted from the Register of Cyprus Ships where the original CSR document or CSR documents issued are not onboard the ship, all missing CSR documents will be re-issued provided that: (i) A written request is submitted by the new owner providing sufficient reasoning; and (ii) the new owner has appointed an authorised representative (name of whom to be notified to this) to collect these documents from the offices of the Shipping Deputy Ministry in Limassol – Cyprus; and (iii) The appropriate fees have been paid in advance.