Approved General Manager

OIL TANKER MANUAL Date 19.04.2016

Chapter 4.7
Revision 3
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4.7 CARGO SAMPLING and ULLAGING PROCEDURE

4.7.1 General

Cargo samples are evidence of the condition of the product during the various phases of transport (storage at
terminal, arriving on board, loading, and passage, discharging). This procedure describes sample-taking
procedures and the legal background.

The number and the sampling point of the samples depend on the conditions in the charter party and ,the type of
cargo and the cargo transfer procedure.

To decide open or close sampling following criteria should be taken in to the consideration

Closed sampling has to be carried out as a requirement of the;

- Company procedure
- ISGOTT 11.8
- Contractual obligations
- Port/ National requirements

Vessel must carry out closed sampling through vapour locks using approved closed samplers for the following
cargoes:

1. Flammable Cargoes
2. Toxic and / or Hazardous Cargoes
3. Cargoes which are loaded under inert gas/ nitrogen blanket.

Each vessel shall be equipped with at least 1 piece CLOSE SAMPLING device.

Cargo samples are evidence of the condition of the product during the various phases of transport (storage at
terminal, arriving on board, loading, and passage, discharging). This procedure describes sample-taking
procedures and the legal background.

Depending on the cargo involved, a series of samples are taken to determine the ship’s preparedness for loading.

How many samples are taken depends on the conditions in the charter party and the type of cargo.

Unless specified otherwise, as a general rule a sealed sample should be taken for every tank carrying cargo.
Samples taken by the vessel bearing no signature from the surveyor or other authorized person, unless a very
good documented sample log is kept by the vessel, have no real value as evidence in legal actions. Samples must
be taken at the manifold prior to releasing cargo to the tanks to ensure that Shippers lines are clean.

Closed sampling device and UTI should be cleaned after use and should not be stored in the accommodation

4.7.2 Safety Precautions for Sampling

1. Sampling is risky, vapours or spray from the product may cause poisoning, caustic burns or scalding of
personnel. Release of small amounts of products may also cause problems on deck or the environment
(terminal, water). For these reasons, it is absolutely necessary to comply with the strictest safety regulations
and the requirements of the material safety data sheets.

2. Exposure to cargo or cargo water may cause health hazard to the crew. Sampling to be carried out as per
below procedures and should be supervised by an officer.
 Approved General Manager
OIL TANKER MANUAL Date 19.04.2016
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4.7.3 Closed Sampling Procedure

1. Closed sampling device to be used under supervision an officer.

2. Tape and Sampler must be kept clean and checked for cleanliness before putting in the tank to avoid
possible cargo contamination.
3. Person taking sample must wear proper and adequate protective gear. This includes protective gears for
eye, skin and respiratory system as appropriate.
4. It should be ensured that sampler is earthed at the vapour lock before lowering the equipment in the tank.
Some sampling equipment due to their inherent design do not require any additional bonding wire
connection, manufacturer’s operation manual should be consulted to verify this.
5. If the cargo tanks not fitted with full depth sounding pipe, Sampling should not take place until 30 minutes
after loading has been completed to ensure any static charges have been dissipated, in case static
accumulator cargoes are being handling. This waiting period is not required for inerted tanks or for
sampling to be done through full depth sounding pipe

6. Cargo tank may be under pressure or vacuum. Inadequate use of equipment may result with exposure to
the cargo or its vapour. Manufacturer guidelines to be followed. However following steps should be fully
complied with;
- connect the closed sampling device to the vapour lock and be sure that properly connected, when vapour
lock valve fully closed.
-connect the bonding cable
- open vapour lock valve
- take sample
- before disconnect the sampling system be sure that vapour lock valve fully closed.
- disconnect sampling device.

If special circumstances require open sampling to be carried out due to unavoidable and valid reasons, for
any of the cargoes listed above (which normally require closed sampling), Master can only permit this if
allowed by terminal or port regulations and after obtaining permission from Office and completed Risk
Assessment.

When seeking permission for open sampling, Master shall provide the following information:

1. Reasons for carrying out open sampling and why closed sampling is not possible.
2. Confirmation that written permission for open sampling has been obtained from terminal authorities.
3. Confirming that open sampling is permitted by local port regulations
4. Type of cargo (toxicity/flammability/reactive with oxygen etc)
5. Confirmation that SSSCL is suitably claused to state that open sampling is being carried out as requested by
surveyor.
6. Confirmation that the Risk Assessment Form has been carried out and a copy of same is to be sent to the Office
for review and acceptance.

4.7.4 Open Sampling Procedure

When samples are taken through tank openings (hatches), personnel should stay to the windward side of the
opening.

Following procedures should be followed when carrying out open sampling:

1. Sampling shall be carried out under supervision an officer.

2. Open sampling shall as far as possible be done through a tank cleaning hatch or other similar opening.
Tank Dome shall not normally be opened for this purpose.
3. When samples are taken through tank openings (hatches), personnel should stay to the windward side of
the opening.
4. Concerned crew members have been made aware of the hazards and safety precautions to be taken
while open sampling.
5. Crew in the area has donned proper protective gear for eye, skin and respiratory system
 Approved General Manager
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6. Pressure in the tank has been released through PV valve.

7. All access doors to accommodation remain shut till such time that open gauging is in progress and gases
are being released to the atmosphere.
8. Waiting period of 30 minutes after loading is allowed for static accumulator cargoes before any sampling
can be taken up.
9. Time of keeping ports open is minimized.
10. Synthetic ropes or tapes must not be used.

4.7.5 Pump Stack Sampling

There may be requirement wherein samples may have to be drawn by screwing on these sampling devices directly
to the pump drains. In such cases vessel shall exercise the following precautions:

1. There should be at least a double valve segregation between the location of the pump drain and manifold
flanges.
2. The Master valve for the tank must have been pressure tested and found intact.
3. The manifold blank flanges to be completed tightened and must not be opened during the duration of sampling.
4. The pump must be operated at the least possible speed to have minimal cargo flow.
5. All personnel involved in sampling are to be protected with applicable personal protective equipment and
respiratory protection as applicable. Antidotes if any to be kept standby.
6.The sampling area is restricted for access.
7. Once the sampling is completed, the remaining cargo is to be blown back into the tanks using Nitrogen and
relevant valves closed.

4.7.6 Storage of Samples

All samples that remain on board are to be properly stored according to Compatibility Chart in the designated
sample locker. ¶ Samples which react with each other dangerously shall not be stowed close to each other.

The sample locker shall be:

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• cell divided in order to avoid shifting of the bottles at sea,

• cells/shelves sahll made of material fully resistant to the different liquids intended to be stowed,
• locker shall be equipped with adequate ventilation arrangements¶

Storing samples even for brief periods, in accomodation not intended for this purpose (i.e. cargo office) is
prohibited.
Samples shall not be retained on board longer than necessary, in general samples can be disposed off three
months after discharge of the cargo, unless:

• There is a cargo claim, or

• There are special instructions from Charterers.

4.7.7 Disposal of samples and record keeping

Samples should be disposed of by following methods

1. Delivery to loading masters or cargo surveyors by taking a receipt

2. Annex 1 cargo samples( Gasoil,gasoline,Naphta … etc) can only be drain to the cargo slop tank from
sounding pipes and recorded to oil record book part II as required

Sample disposal records shall be kept as below;

A) Annex 1 cargo samples( Gasoil,gasoline,Naphta … etc) drained to Cargo Slop Tank ;

- Oil Records Book ( Part II) entries must be under code “O”

Oil record book part II and Cargo record book; entries must be contain below information
- Sample seal number, ID of sampler (ship, SGS, etc )
- Cargo grade and tank ID (methanol, 4P)
- Voyage number, received port (13-2010 LIVERPOOL)
- Sample quantity (500 ml, etc)

Oil record book part I entries to be done as total drained quantity.

4.7.8 Release of samples to third parties

Samples must only be released to third parties under direct instructions from Charterer’s and/or Management
Office and a detailed receipt has to be obtained for each sample.

Sample log to be updated. Samples relating to a cargo claim may only be handed over to a representative of a P&I
Club and after getting a receipt for the same.

4.7.9 Sampling programme

Cargo samples are taken for the purpose of the checking whether the cargo satisfies a given specification or not.
Samples are also taken to establish if contamination has occurred during the voyage, during loading or unloading
or prior to loading.

The cargo samples should be sealed and marked on board; particularly if no independent surveyor is present.The
ship should keep one sample for future reference in case of any disputes arising.

A complete sampling programme consists of the following elements:

• From the shore tank.

• From the shore line (usually taken at ships manifold connection on commencement of loading)
• Ship’s line/pump stuck if required by charterers
 Approved General Manager
OIL TANKER MANUAL Date 19.04.2016
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• First foot if required by charterers

• From the all loaded tanks after completion of loading.

• From the all loaded tanks before commencement of discharging

The sample must be marked showing clearly the name of the product, where taken from, carry the date and
signature of the inspector.

The number of samples to be asked from the inspector should always be a minimum of two samples of each of the
above. One sample to be retained on board for the vessel, and the other one to be given to the receivers.

If the inspector has instructions to supply only one sealed sample, the Master is authorised to request additional
samples and to undertake to be ready to pay for them.

If still inspectors refused to take/deliver samples, same should be taken by vessel under written witness i.e. master
+ chief off + duty off.

Sampling is always performed under witness of ship’s officer.

If the vessel loading the cargo from trucks or wagons, a manifold sample must be taken at the beginning of each
truck or wagon.

If the loading is performed from different shore tanks, a manifold sample must be taken at the beginning of each
shore tank.

If there is any unusual condition seen on the cargo sample, loading must be stopped immediately and surveyor,
terminal and vessel’s operator must be informed.

Some times suppliers / shippers wish to make a first foot sampling as a first step of the loading process. This
although and after the survey inspector has accepted the cleanliness of the survey inspector has accepted the
cleanliness of the tank and signed a dry/clean tank certificate.

In case of a dispute or argument with the survey inspector relating to the cleanliness of a tank to be loaded by a
certain product, the master shall “never take it upon himself to ask for a foot sample unless specifically authorised
to do so by head office.

If for whatever reason only one sample was handed over by the inspector “”this should never be handed over to
the receivers, only kept on board. “”

For the handing over of sealed samples to the receivers use the company’s standard form. This form must be
signed by chief officer and by an authorised person, acting behalf of the receivers, having named and position
clearly stated.

First Foot sampling

After examination of the tanks, piping etc. for cleanliness it is usual to load sensitive chemicals into the ship’s tanks
to a level of approximately 30 cm. and then take the samples from the tanks, presuming that any previous residues
in the piping are by then dissolved into the new cargo (“soak test “).

First Foot sample’ refers to filling the tank approximately at one foot innage level. However, with solidifying cargo
such as phenol sufficient cargo should be in the tank to cover the total length of the heating coils.

If a “soak test “upon loading is turned down by the surveyor or the shipper and loading stopped, the chief officer
should then request sealed and identified samples of the cargo lot in question, from the ship’s tanks as well as
from the shore tanks .By these means the ship owner may be able to protect his interests in case of any dispute.
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Sometimes drip samples are taken from the loading manifold during loading. This method is simple, but not always
fully representative. The pumping rate may vary during the transfer, whilst the sampling rate is more or less
constant. Furthermore it is difficult to guarantee the proper identify of sample taken over a long period of time. This
is not meant to discourage the ship’s officers from taking a drip -sample during loading may be the only way to
establish whether a cargo was contaminated during the pumping on board or ashore.

Line flushing
If a product is to be loaded into several tanks, certain amount of cargo is transferred from tank to tank until in the
last a foot sample can be taken, or all tanks will receive ‘one foot’ cargo.

4.7.10 Ullaging

For the precautions refer to Chapter 8 Static Electricity, 8.4.6 Ullaging, Sampling

All vessels equipped with fixed cargo tank measuring system. Additionally vessel shall carry at least 2 pieces
portable UTI system on board.

In the case of any failure in the fixed mesauring system, UTI system shall be used. However when UTI system is in
use during Cargo operation due to failure of the fixed measuring system, following shall be taken in to the
consideration.

- Minimum Cargo tank, which fixed system failed, shall be operated in one step (ex: if 3 of the fixed
measuring system failed, in each step minimum Cargo tank, which fixed system failed, shall be operated)
- More frequent measuring shall be carried out from the tanks, which fixed system failed.

Cargo tank may be under pressure or vacuum. Inadequate use of equipment may result with exposure to the
cargo or its vapour. Manufacturer guidelines to be followed. However following steps should be fully complied with;

- connect the UTI to the vapour lock and be sure that properly connected, when vapour lock valve fully closed.
-connect the bonding cable
- open vapour lock valve
- take measurement
- before disconnect the measuring device be sure that vapour lock valve fully closed.
- disconnect sampling device.

When it is not possible to undertake closed gauging and/or sampling operations, open gauging will need to be
employed. This will involve the use of equipment passed into the tank via an ullage or sampling port .This cause to
release to cargo vapour.

As cargo compartments may be in a pressurized condition, the opening of vapour lock valves, ullage ports or
cover and the controlled release of any pressure should only be undertaken by supervision of Chief Officer.
When measuring or sampling, care must be taken to avoid inhaling gas. Personnel should therefore keep their
heads well away from the issuing gas and stand at right angles to the direction of the wind. Standing immediately
upwind of the ullage port might create a back eddy of vapour towards the operator. In addition, if cargo is harmful
and/or toxic, consideration may have to be given to the use of breathing apparatus. Chief Officer is responsible to
take all necessary precautions and determination of appropriate personal protective equipment.
When open gauging procedures are being employed, the tank opening should only be uncovered long enough to
complete the operation.

For the static accumulator cargoes, 30 minutes relaxion period must be observed if the sounding pipe not full
depth and the if the tanks not inerted.

Do not use ropes or tapes made of synthetic materials for lowering into cargo tank at any time.