SSTG Cadet Official Documentation Policy.

Introduction:

This policy applies to all Officer Trainees undertaking full time college study as part of their cadet training programme, whose training is managed by the SSTG.

When you join a ship there is a considerable list of documentation that you may be required to take with you.

3. Without some of these documents it is possible that the ship you are serving on could face unnecessary delays, or even worse, detention. Pay particular attention to any specific company instructions that you may be given with respect to what you may be required to have with you on any particular ship.

Remember, in most cases you will need to have the original documentation with you; photocopies will not normally be acceptable but it is worth checking with your company and if a photocopy is acceptable take that and leave the original in a safe place at home.

Take particular care whilst travelling and ensure you have a photocopy at home for reference should you need to refer to it in case of loss of the original.

If you do mislay or lose any important documents report the fact to the Master straight away. There may be little that can be done to find or retrieve it but it may help the Master to know that it has been mislaid or is not available. Remember, in some cases it may be a requirement to report the loss of certain documents to the relevant authorities.

Obtaining a duplicate document may be impossible in certain cases. However, it will nearly always be easier to start the process of applying for a replacement as soon as possible as any delay is likely to involve more checks being made or reference to archive material before any progress can be achieved.

Also bear in mind that obtaining a replacement document could involve a significant fee which your company, or the SSTG, may have paid in the first instance. You are unlikely to be reimbursed second time around. So the cost may be down to YOU!

Occasionally, you will be required to send such documentation to your company, the MCA or maybe the SSTG. Please follow the following guidelines when doing so:-

• Always take photocopies before sending off any original documents.

• Make detailed notes of what is sent and the date.

• Always use a secure form of postage e.g. registered mail.

• Check that mail is delivered and signed for. In the case of registered mail this can be done on line.

• Obtain a clear understanding of when to expect the return of original documents.

Follow up promptly if documents are not received within the stated timescale.

Updated:     14 May 2024