Circular174/2018To:Owners,Managers,SurveyorsandDeputyRegistrarsSubject:MLCOn-BoardComplaintsProcedureDate:14thMay2018SummaryThiscircularrevoke68/2013Shipsarerequired,byRegulation5.1.5,paragraph1,tohaveon-boardproceduresforthefair, effective and expeditious handling of seafarer complaints alleging breaches of therequirements of this Convention (including seafarers’ rights). The requirement relating totheseproceduresisoneofthemattersinthe16areasthatmustbeinspectedandcertified.ScopeoftheMLCComplaint:Under theMLC, 2006 seafarers have to be properly informed of their rights and of theremedies available in case of alleged non-compliance with the requirements of theConvention and whose right to make complaints, both on board ship and ashore, isrecognizedintheConvention.Those that own or operate MLC ships, are required to develop and carry out plans forensuringthattheapplicablenationallaws,regulationsorothermeasurestoimplementtheMLC,2006areactuallybeingcompliedwith.FlagStateResponsibilities:Theobligation (under StandardA5.1.5, paragraph2, of theMLC, 2006) is on countries toadoptlawsorregulationstoensurethatappropriateon-boardcomplaintproceduresareinplace.Guideline B5.1.5, paragraph 1, recommends subject to any relevant provisions of anapplicablecollectiveagreement, thatamodel for thoseproceduresshouldbedevelopedby the competent authority in close consultation with shipowners’ and seafarers’organizations.Masterresponsibility:ThemastersofMLCshipsareresponsibleforcarryingouttheMLCshipowners’statedplans,andforkeepingproperrecordstoevidenceimplementationoftherequirementsoftheMLCConvention.

MinimumcontentofComplaintProcedure:Every Cook Islands flagged vessel shall provide seafarers with a copy of the On-BoardComplaintsprocedureapplicable.TheOn-BoardComplaintsprocedureshallinclude:

- the competent authority contacts information in the flag state(mlc@maritimecookislands.com)

- eachseafarers’countryofresidenceauthority,ifdifferentfromtheFlagStateo “Informationaboutthenationalcompetentauthorityforcountriesthathave

ratifiedtheMLC,2006alongwithothernationalinformationcanbefoundonILOMLC 2006website under the linkMLC, 2006 database. The competentauthorityshouldbeabletoprovidetheinformationregardingcomplaints.”

- thenameofoneormorepersonsonboardtheshipwhocan,onaconfidentialbasis,provide seafarers with impartial advice on their complaints and also assistanceregarding the procedure for the processing of complaints available on board theship.

AimandlanguageofMLCComplaintprocedure:TheMLC,2006doesnotcontainamodel,butsetsoutsomebasicprinciples inRegulation5.1.5 and Standard A5.1.5. These principles include the aim to resolve complaints at thelowestpossible level,but toallowa right toappealdirectly to themasterorappropriateexternalauthorities,aswellastherightfortheseafarertobeaccompaniedorrepresented,andtoreceiveimpartialadvice,andsafeguardsagainstvictimizationforfilingcomplaints.Thepurposeof thiscircular is to informusersof theCook IslandsRegistry thataspertheOn-BoardComplaintsprocedureestablishedby theMaritimeLabourConvention,2006 (MLC,2006),allCook Islands vessels must keep on board the procedure for the fair, effective andexpeditious handling of seafarer complaints alleging breaches of the provisions of theMaritimeLabourConvention,2006(MLC,2006)(includingseafarers’rights)andalsoacopyshallbekeptinEnglishandtheonboardofficiallanguage.EachvesselorMLCShipownershalldeveloptheOn-BoardComplaintsprocedures fortheprocessingofcomplaintson-board.TimingoftheMLCComplaint:Complaintsshouldbesoughttoberesolvedatthelowestlevelpossible;andonlywhenthemattercannotberesolvedtothesatisfactionofbothparties,shallitbeelevatedtothenextlevel.The complainant seafarer shall submit his/her complaint in writing within 7 days of theoccurrence,oraccordingtothecircumstancesto:

- Superiorofficer- Headofdepartment- Master

If,withintheperiodofseven(7)days,thecomplaintonboardhasnotbeenresolved,thentheperiodshallbeextendedforseven(7)moreadditionaldays,withthesolepurposetofind a favourable solution, which shall be recorded on the registries of the ship and beavailabletothecompetentauthorities.Theshipownerandtheseafarerconcernedshallhaveaperiodoffourteen(14)daystherefromtosolvethematter.If after 14days, the complaint hasnot been solved, theneither party shall havea 7-dayperiodtobringthemattertotheMaritimeCookIslandsAdministration.Seafarers have the right to complain directly to the master and where they consider itnecessary, to the Maritime Cook Islands, MLC, 2006 Contact Point or to appropriateexternalauthorities(StandardA5.1.5,paragraph2)tomlc@maritimecookislands.comThe Complaint should be submitted no more that 21 days after the Complaint Formissuancedate.WhocanmakeaComplaint?StandardA5.2.1,paragraph3,providesthata“complaint”meansinformationsubmittedby:-aseafarer-aprofessionalbody-anassociation-atradeunionor,- generally,anypersonwithan interest in the safetyof the ship, includingan interest insafetyorhealthhazardstoseafarersonboard.Seafarer’srights:Thecomplainantseafarershallnotbevictimized.All complaints and decisions on them shall be recorded and a copy provided to thecomplainantseafarer.UnderRegulation5.2.2oftheMLC,2006acomplaintbyaseafarerallegingabreachoftherequirementsoftheMLC,2006(includingseafarers’rights)maybemadetoanauthorizedofficer in the port at which the seafarer’s ship has called in accordance with StandardA5.2.2.

Appropriate steps must be taken to safeguard the confidentiality of these complaints(StandardA5.2.2,paragraph7)andthereceiptofthecomplaintshouldberecordedbytheauthorizedofficerand, in theevent thatmattersarenot resolvedat theship-board level,and it is not a matter for a more detailed inspection by a PSCO then the flag State’scompetentauthoritymustbecontactedforadviceandacorrectiveplanofaction.IncaseswherethereisnoreplyfromtheflagStateandthematterisnotresolved,thenthe port State is required to send a copy to the ILO Director-General and to theappropriateshipowners’andseafarer’sorganizationsintheport.PortStateControl:PortStateControlOfficers (PSCOs)mayalsobeentrustedwithhandlingand investigatingcomplaintsmadebyseafarersonshipsvisitingtheirports.Ifcomplainthandlingisnotpartoftheirfunctions,theyshouldbeabletodirectseafarerstothe competentofficial for handling complaints or to receive complaints for transmittal tothecompetentofficial.Theinspectioninportsmustbelimitedtoareviewofthecertificateanddeclarationexceptinthefollowingfourcases:

(a) therequireddocumentsarenotproducedormaintainedorarefalselymaintainedorthedocumentsproduceddonotcontaintheinformationrequiredbytheConventionorareotherwiseinvalid;or

(b) therearecleargrounds forbelieving that theworkingand livingconditionson theshipdonotconformtotherequirementsoftheConvention;or

(c) there are reasonable grounds to believe that the ship has changed flag for thepurposeofavoidingcompliancewiththeConvention;or

(d) there isacomplaintallegingthatspecificworkingand livingconditionsontheshipdonotconformtotherequirementsofthisConvention.

Inanyofthosecasesamoredetailedinspectionmaybecarriedouttoascertaintheworkingandlivingconditionsonboardtheship.Such inspectionmust in any case be carried outwhere theworking and living conditionsbelievedorallegedtobedefectivecouldconstituteaclearhazardtothesafety,healthorsecurity of seafarers or where the authorized officer has grounds to believe that anydeficiencies constitute a seriousbreachof the requirementsof thisConvention (includingseafarers’rights).MCIadditionalrequirements:Copy of the present circular should be posted onboard in all the relevant locations,togetherwithcopyof:

- MLCHandlingComplaintProcedure- MLCComplaintForm

MLCOnboardComplaintform:SeafarersmayusetheOn-BoardComplaintsFormforcomplaintsrelatedtoanymatterthatisallegedtoconstituteabreachoftheprovisionsoftheMaritimeLabourConvention,2006(MLC,2006).

Ifyouhaveanyqueries,pleasecontactmlc@maritimecookislands.com

MCI MLC 2006 Contact Point

Technical Department mlc@maritimecookislands.com

Page 1 of 3

This form is a model provided by Maritime Cook Islands – to be used at the discretion of the MLC Shipowner.

Vessel details Name Type of vessel IMO Number

Port of Registry Gross Tonnage Call Sign

Company’s MLC 2006 Designated Person’s* contact details

Name: Position: Telephone number: Email Address :

*or other person appointed by the Company

Details of the Sender Name: Position (if any): Telephone number: Email Address :

Details of the Seafarer Name: Position: Nationality: Embarkation Date: MCI COC n. (if any)

Telephone number: Email Address :

Contract Details

Employer: Employee: Type of Contract (defined, undefined, voyage contract)

Salary: Starting Date: Termination date:

Competent authority in the seafarer’s country of residence (if applicable)

COOK ISLANDS ON BOARD COMPLAINT FORM

Ship Registration FORM 92

v.3

MCI MLC 2006 Contact Point

Technical Department mlc@maritimecookislands.com

Page 2 of 3

Name of authority: Contact person: Position: Telephone number: Email Address :

Name of person(s) on board authorised to assist complainants

Name: Position: Telephone number: Email Address :

Name: Position: Telephone number: Email Address :

Protection & Indemnity policy details (if available)

P&I Name: Policy Number: Expiry Date: Email Address :

MCI MLC 2006 Contact Point

Technical Department mlc@maritimecookislands.com

Page 3 of 3

Briefly describe your compliant

(Attach additional pages / evidence if required)

Signature: Print Name:

Date: