Revalidation Online Application Guide 2015

Transcription

1 Introduction V1.1 June 2016 Joe Adam Bloggs 25/01/ /10/ /10/2015 J. A. Bloggs 11/10/ Welcome to the Revalidation Online Application Guide. It is now a requirement for all DPOs who were issued with a Nautical Institute DP certificate to revalidate their DP certificates every five years. This guide has been designed to assist you in successfully applying for your revalidated DP certificate via the Alexis Platform, which was launched on 1 January 2015 as a dedicated website for DP accreditation and certification. Although we have tried to include as much information as we can in this document, it is not a comprehensive guide to the whole revalidation process. Before you start completing your online application, it is essential that you read DP Training & Certification scheme v1.1 (page 27 onwards) and all of the Revalidation documents available on Page of the Alexis Platform website, to ensure you fully understand the revalidation process, requirements and the options available to you. Revalidation Help Page: Why the Revalidation Scheme Started The Revalidation of DP certificates was agreed with industry stakeholder (DPTEG) in 2013 during the review of the DP training scheme. The revalidation was set up for the follow reasons: a. It follows the principles of best practices and STCW revalidation of certificates; b. In the past scheme, a person who had not worked continuously on DP would have to repeat 180 DP sea time days in order to keep and validate his/her DP certificate. The revalidation process came to assist the industry and existing DPOs to maintain their DP skills and certificate as they continue working onboard of vessels or on DP related activities DPRHG-V1.1-06/06/2016 1

2 Introduction When to apply The revalidation of DP certificates started on 1 January 2015 and are being phased in as below: 2015: Revalidation of DP certificates issued from 1984 to 2002, 2009 and : Revalidation of certificates issued from 2003 to 2004 and : Revalidation of certificates issued from 2005 to 2006 and : Revalidation of certificates issued from 2007 to 2008 and : Revalidation of certificates issued in 2014 and so on You are required to apply for revalidation of your DP certificates in the same month that the certificate was initially issued and is showed on the DP certificate. You can complete your online application before the revalidation due date but please note that all DP sea time and other qualifying time must be dated within the previous five years of the date your application pack (physical documents) are received at The Nautical Institute Offices in London. How to apply Before sending your documents to us for verification and issuance of your new DP certificate it is a mandatory requirement that you apply online first. Any documents received without first applying online will be returned unprocessed by standard post (untraceable). The Nautical Institute does not accept any responsibility for documents lost in the post. You will first need to complete the online application as explained in this document. Once you have successfully attached your documents, completed, submitted and paid for your application you are then required to send your physical documents to DP Department at The Nautical Institute in London, UK (address on back page) for processing. Confirmation Letters A company confirmation letter is required to verify your DP sea time if you are using DP time in your application dated 1 January 2014 and after. For DP sea time dated before this (but within the previous five) a confirmation letter is not required. Please go to the back page of this documents for a sample of the confirmation letter and requirements, which is also available on the Revalidation Help Page. Why we require you to send your physical documents to The Nautical Institute Although, you have completed an online application and attached all of your required documents The reason we ask you to complete the online application and scan and attach your documents to your account is to save the DP teams time by them not having to enter details, sea time and uploading documents into each individual s account. This is to bring you a quicker and more efficient service as staff time is not taken up inputting data and scanning documents, freeing them up to process more applications in less time. New DP Certificates Revalidated certificates will be issued in the form of a plastic card the size of a credit card, which can be conveniently kept in your wallet. The new style DP certificate has a QR code that when scanned with a mobile phone or tablet will take you to the Alexis Platform website to show the certificate validity details. Apps for scanning QR codes can be found in the various app stores for all types of phones/tablets. DPRHG-V1.1-06/06/2016 2

3 Introduction Apple IT Products Our system support team have advised us that on Apple products, the JavaScript needs to be enabled for the website to run correctly. This function can be checked through the settings on the browser. We recommend that you use Mozilla Firefox or Google Chrome. To ensure full functionality on the website. Five Year Validity Period The five year validity period is calculated by the date your physical paper documents are received at The Nautical Institute offices in London, after you have firstly applied online. Therefore, on receipt of your application by The Nautical Institute, all of the DP sea time/qualifying employment period and supporting documents required under the revalidation scheme must be dated within the previous five years. DPRHG-V1.1-06/06/2016 3

4 Logging into your account Start Go to the Alexis Platform website and click on Login to access the DP Online application system. DP Help Page The Help page contains all of the requirements, guides, FAQs, downloadable forms, etc. The Help Page is subdivided into the different schemes available. Click on Revalidation to access these documents. Further information can also be found by clicking on the Certification. DPRHG-V1.1-06/06/2016 4

5 Logging into your account Please read all the instructions on this page very carefully to ensure you complete your application properly and provide all of the documents required when attaching them to your online account and also when sending your application pack to The Nautical Institute offices in London for processing. Lower down this page also contains the disclaimer and terms of service for DP applications. Click Continue and Confirm to verify you have read the instruction and accept the conditions of the disclaimer and terms of services. This will then take you through to the login page. DPRHG-V1.1-06/06/2016 5

6 Logging into your account NMD DP Certificate Holders NI DP Certificate Holders As an NI DP certificate holder, you will already have an account on our system that your current certificate details are linked to, you will therefore need to choose this option. Please do not create a new account. If you create a new account you will not see the option to revalidate. Creating a new account will also prevent you from applying using the correct account that is linked to your previously issued DP certificate. This is because you have two accounts on the database and the system does not know which one to use. If you create a new account, the system will not validate your existing DP certificate and in this case, you will then need to contact us and wait for this issue to be rectified, which will cause a delay in you being able to apply for your revalidated DP certificate. The Nautical Institute can only revalidate DP certificates originally issued by The Nautical Institute. If you hold an NMD DP certificate you will first need to convert it to an NI DP certificate. We are currently developing a new path to allow NMD certificated holders to apply online before sending their documents to us to convert their certificates. We currently do not have a date when this will be ready. Please check the website regularly for updates. NMD logbook holders who have been issued with an NI DP certificate can revalidate as described in the box on the left for NI DP certificate holders. Do not create a new account if you are revalidating. DPRHG-V1.1-06/06/2016 6

7 Logging into your account You need to enter your login details here. Your username will be your address as in the example shown. If you did not register an address when your certificate was originally issued, did not update your contact details on our old system, or do not know your login details, you will need to contact the DP department to update your login details. Please and provide the following information: Full name Date of birth Personal address Certificate number Certificate issue date Name of Familiarisation Vessel Example Please note that the address must be a personal one and not that of a ship or a company. Forgot your password? This link can be used to have your password sent to your address. Please note that the address that you enter must be the same as the address on your account. If you do not have an address linked to your account, this option will not work and you will need to contact the DP department for assistance. DPRHG-V1.1-06/06/2016 7

8 My Account Home Page Overview 5 7 Attachments Once you complete the application, click here to attach the required documents. They must be in PDF format and no more than 5MB per file. 8 Status and Category When you log into your account for the first time your status will read Certificate Issued. Communication Notes If you wish to contact us regarding an issue you are experiencing with your application, you can do so by either sending an to the DP department or by entering a communication note from your account. To add a new note click on the link above the Communication Notes box. When you attach your files they will appear here. 9 Payments When you have successfully completed your application and made your payment. The payment details will appear at the bottom of the page. Click on the payment details to download and print if required. 2 Please click on here to check your name, date of birth, address, etc, are correct and amend where necessary Help is at Hand There is a blue question mark in the top right hand corner of each page. Hovering over the? with your mouse brings up the help text. Please read these carefully as they contain further instructions/ requirements to help you complete each page correctly. Photograph Please click on Upload photo to attach your photograph. You need to upload a 3x4cm passport size photograph here. The pose should also be to passport requirements as this picture will appear on your DP certificate. If you need to change an already uploaded photograph just click on Update at the top of the photograph. 3 This is where your current certificate details are shown. If there are no details displayed, you may be logged into an incorrect account. Please contact the DP department for assistance. This is where you click to start filling in your revalidation application. If you do not fully complete and submit the application, the next time you log into your account the Revalidate (Old Scheme) option will no longer be there. Instead, you will see the Complete application option as shown below. Please click on this to continue with your application. If you do not see the option to revalidate, please contact the DP department for DPRHG-V1.1-06/06/2016 8

9 Update Your Personal Details This page is accessed via the Update your personal details link on the My Account Home page. Please check your details are correct and amend where necessary. Name Is the spelling of your name correct with the right capitalisation? joe adam bloggs JOE ADAM BLOGGS Joe Adam Bloggs Title If you are a Chief Officer, please use Mr and not C/O in the title list. Only use Sir if you have been knighted by a member of the realm such as the Queen or other head of a country. Please note that your full name and title will be printed on the inside label of your logbook, therefore if your rank is displayed on the label certificate and you change rank, your certificate label will be incorrect and will not be changed until you are due to revalidate your certificate again. This is the mailing address where your documents will be sent. Please note that our couriers cannot deliver to PO Boxes, as the documents need to be signed for on delivery. Delivery to addresses in Russia You will need to provide a company address where your documents can be delivered. You will also need to provide the name of a person at the company for whose attention the documents can be addressed. This is a requirement of our couriers as they do not deliver to private home addresses in Russia. Organisation Name To add your company name to your mailing address you need to type the official company name otherwise the system will not recognise it. Contact Telephone Number A contact telephone number is a mandatory requirement by our couriers as they may need to contact you to organise delivery of your documents. Please do not use any special characters other than alphabetical letters found on a standard UK keyboard (e.g. â, é, ø), otherwise you may not be able to log back into your account. Click on Update to save any changes and return to the My Account Home page. DPRHG-V1.1-06/06/2016 9

10 What do you want to do now? - Your Options Before deciding which option you wish to choose and to make sure you meet the requirements of your choice, please read the document DP Training and Certification Scheme, which is available via the DP Help page on the NI Alexis Platform website. Upgrade If you hold a Limited DP certificate you cannot upgrade and revalidate at the same time. If you have continuous DP time recorded in your logbook since being issued with your Limited DP certificate; have a minimum of 60 DP2/3 days dated after the issuance of your DP certificate and dated within the previous five years; have a Statement of Suitability (Section F Upgrade) signed off on your last vessel; then you should upgrade instead of revalidating. Once issued, your upgraded Full DP certificate will have a five year validity date. IMCA Logbooks Please note that although we accept DP time recorded in IMCA logbooks for revalidation purposes. You cannot upgrade your DP certificate using this type of logbook. If the time you wish to use to upgrade is recorded in an IMCA logbook, you will need to have it re-entered into your NI or NMD DP logbook to make this DP sea time eligible for use. Revalidate Offshore Certificate This option is for a straight revalidation to be reissued with the same type of DP certificate you currently hold. E.g. Old Certificate New Certificate Limited Limited Full Full Convert to Shuttle Tanker Click here to convert your current DP certificate to a Shuttle Tanker certificate. If you work on Shuttle Tankers and have not accumulated enough DP days to revalidate your DP certificate, you may wish to consider converting your Limited or Full DP certificate to a Shuttle Tanker Restricted certificate. If you already hold a Shuttle Tanker Restricted certificate you will see the following option instead. DPRHG-V1.1-06/06/

11 Revalidation Options When you click on Revalidate from the My Account Home page, you will be taken to this screen. Are you applying only for sea time? If you are only using DP sea time (i.e. Min 150 DP days dated within the previous five years) to revalidate your DP certificate, you should click on this option only. Are you applying as a consultant or any other activity? If you are a DP professional and have been engaged in an occupation The Nautical Institute considers as being equivalent to the DP sea service (i.e. DP lecturer/instructor, DP surveyor, DP consultant, DP auditor, DP superintendent, DP supervisor), and have qualifying time through your employment activity that can be used to revalidate your certificate, either wholly or partly, you will need to click on this option to enter this time. Please read the Revalidation Requirements on our website for further details. For instructions on how to add these entries on your online account, please go to page 20. Are you applying with DP Activities and DP seatime? If you are a DP professional but also want to use some DP seatime please click on this option. You will then be able to choose DP activities and DP seatime. For instructions on how to add these entries on your online account, please go to page 20. DPRHG-V1.1-06/06/

12 Applying with sea time only using Blue/Green NI Logbook Logbook Types Overview You are taken to this page when you click on this from the Revalidation Options shown on the previous page. NI Black Logbook These logbooks were issued from January 2013 December If you were issued with a DP certificate before January 2013 you should not own one of these logbooks. NI Blue / Green (Small) Logbook These are the original logbooks and were issued up to December If you were issued with an NI Blue/ Green Logbook they were not printed with numbers. Please note that the logbook number which appears on your account is automatically generated by the system and has the 3 letter prefix Blu. Even if you have a green NI logbook or a red NMD one, the 3- letter prefix will still be Blu. IMCA/DPVOA Logbook DP sea time recorded in these logbooks have been approved for use as part of the revalidation scheme. If you only own one NI logbook Please DO NOT click on the option to Enter New/Another Blue/ Green Logbook. Click on Watchkeeping to add your new DP sea time. Enter New Logbook Only click on these options if you are adding a new logbook to your application. Click Back to Overview to return to the My Account Home page. DPRHG-V1.1-06/06/

13 Applying with sea time only using NI Blue/Green Logbook Adding New Watchkeeping Time 1 You will only need to add a new Simulator course into the application if you had to repeat this course as part of the revalidation requirements. When you click on Watchkeeping from the Logbooks Overview page you will be taken to the screen below. The entries you see are the previous entries used to gain your original DP certificate. You do not need to do anything with these entries. Please only add the new DP seatime required for the revalidation. Editing Entries Click on in the Action column on the same row as the entry you wish to edit. This will take you to the watchkeeping screen where you can amend your entry. Please do not edit any entries dated before the certificate issue date that you did not create yourself. Deleting Entries Click on in the Action column on the same row as the entry you wish to delete. Please do not delete any entries that you did not create yourself. Doing so may corrupt your application and delay you being able to revalidate your DP certificate. This list will show the old watchkeeping time we currently have for you in our records that was used when you originally applied for a DP certificate. 2 Click on the Add more Watchkeeping option to enter your new DP sea time needed for your revalidation. If you do not enter any additional DP sea time to your application and try to Submit your application you will receive an error message asking for a Simulator course to be added. This is because the system cannot recognise any additional DP seatime since the certificate was issued and is presuming that you do not have any DP time. DPRHG-V1.1-06/06/

14 Applying with sea time only using NI Blue/Green Logbook Finding and Entering Vessel Names When you click on from the Logbook Overview page you will be taken to this page. Finding the Ship Name The vessels are listed under their current name. If you cannot find the vessel you wish to enter DP sea time for, search under the IMO number instead. If the vessel is not listed on our database under its name or IMO number, please send a copy of the vessel s classification certificate to the DP department at dp@nautinst.org so it can be added to our database. Click on the down arrow to display the list of ships names. Use the scroll bar to the far right of the screen to scroll down the list of names. Typing the first letter of the ship s name will move you down to the ships beginning with that letter eg. Typing B will move you to the beginning of the ship names starting with the letter B. Typing at least the first three letters of the ship s name in quick succession will bring you to the part of the list with ships beginning with the three letters you typed. eg. type BRE to find the ship name Bremona. You can then either use the list s scroll bar to the right of the screen; your mouse wheel; or the down arrow on your keyboard to move down the list and highlight the correct ship s name. This search method can also be used for other fields throughout the online application with drop down menus. If the vessel is not showing under the ship or IMO Number do not use a sister ship to complete your application, otherwise your application will be returned to you as unsuccessful. You must enter the correct information only. the DP department with a copy of the vessel s classification certificate as instructed above. Scroll bar DPRHG-V1.1-06/06/

15 Applying with sea time only using NI Blue/Green Logbook Entering Dates Once you select the ship s name the IMO number is automatically inserted; or the Ship s name is automatically inserted if you select the vessel by its IMO number. You then need to enter the vessel s DP Class. Dates Joined and Left Vessel These dates must be entered in DD/ MM/YYYY format. Click in the blank space under the Date Joined/Left headings to type the date. You can also use the calendar that appears to select the date. The Number of Days field is automatically inserted once you fill in the dates joined and left vessel. Only entries that have been signed and stamped in your logbook can be used towards the time required to revalidate your DP certificate. Confirmation letters are only required for DP sea time dated on or after 1 January Complete the remaining fields on this page. If the Location or DP system for your vessel are not listed, please leave them blank as they are not mandatory fields. Click to save the current entry and bring up a new Watchkeeping screen to enter additional sea time entries. Click to save the current entry and be taken back to the NI Blue/Green logbook Watchkeeping List screen (Page 13) Clicking here will discard the current entries (without saving) and take you back to the Logbooks Overview (page 12) DPRHG-V1.1-06/06/

16 Adding New Watchkeeping Time IMCA Logbooks When you click on Enter New/Another IMCA logbook from the Logbooks Overview page you are taken to the page below. Do not add your IMCA logbook here. This is for the NI s black logbook only and as the data in both logbooks are different, you will not be able to correctly enter your DP time. This is the number on the inner title Page near the front of your IMCA/ DPVOA logbook. Click to save and return to the Logbook Overview page. Click to return to the Logbook Overview page without saving. DPRHG-V1.1-06/06/

17 Adding New Watchkeeping Time IMCA Logbooks If you do not have the minimum required 150 DP days to revalidate and you need to repeat the Simulator course, please ensure that the training centre record this in your NI logbook. This can then be logged onto the online application here. From the Logbook Overview page, click on DP Sea Time to add new DP entries from your IMCA/DPVOA logbook. DPRHG-V1.1-06/06/

18 Adding New Watchkeeping Time IMCA Logbooks DP time recorded in hours If you have recorded your DP time in your IMCA logbook in hours, enter the number of hours here. Mode Please choose whether you were on Active or Passive mode. Please note only Active DP time can be used to revalidate a DP certificate. DP time recorded in days If the DP time in your IMCA logbook is only recorded in days, you currently need to enter your time for each entry in hours also. DP time required to revalidate is a minimum of 2 hours per day at the DP desk. Therefore to calculate your time in hours you will need to times the total Number of Days by 2. e.g. 22 days x2 = 44 hours. When you have finished adding all of your entries click here. Click to save the current entry and bring up a new DP Sea Time screen to enter additional DP sea time entries. Only entries that have been signed and stamped in your logbook can be used towards the time required to revalidate your DP certificate. Click to to save save the the current current entry and take be taken you back to to the current IMCA logbook DP Sea Time List screen (next (top of page). next page). Clicking here will discard the current entries (without saving) and take you back to the main Logbook Overview screen (bottom of next page). The hours recorded in an individual s logbook will be divided by 2 to get the number of DP days that the person has obtained in the last 5 years. This produces the formula below: Total number of hours for each embark / 2h) =< X Where X cannot be more than the number of days of that embarkation. The 2 hours comes from the definition of DP sea time for the offshore industry. DPRHG-V1.1-06/06/

19 Adding New Watchkeeping Time IMCA Logbooks This page shows you all the watchkeeping time you have added from your IMCA logbook. Click here to return to the Logbook Overview page. Click here to return to the My Account home page. DPRHG-V1.1-06/06/

20 Revalidation Options for DP Professionals Clicking on this from the Revalidation Options screen on page 11 will bring you to this page. Please choose carefully, which option you select here as this will determine what options will available to you to enter your DP time. Applying with DP Professional Activities AND DP Sea time If you are a DP professional and have DP sea time as well as activities in your professional capacity to use in your application. Please click on this option. This option shows both Watchkeeping and DP Activities on the Logbook Overview page. Applying with DP Professional Activities ONLY If you are a DP professional and are only using qualifying time in your job capacity to apply for revalidation, without any DP sea time, you need to choose this option. Please note the NI Logbook on the Logbook Overview page will only have the option for DP Activities as shown below. DPRHG-V1.1-06/06/

21 Revalidation Options for DP Professionals Applying with DP Sea Time and DP Activities Clicking on this from the previous screen will bring you to this page. Entering Data for the following Phases Adding Watchkeeping Click on Watchkeeping to enter DP sea time to your application. Read page 11 onwards for instructions on how to do this. Adding DP Activities Click on DP Activities to enter qualifying time under this category. DPRHG-V1.1-06/06/

22 Revalidation Options for DP Professionals Adding DP Activities Activities From and To Dates You need to enter the start and end dates for each activity. E.g. DP Instructors need to enter the dates of each of the classes they teach. Enter the name of the organisation your completed your activity with. Please see page 15 for instructions on how to enter dates. The Number of Days are automatically inserted. Click to save the current entry and bring up a new DP Activities screen to enter additional entries. Click to save the current entry and take you back to the current logbook DP Activities List screen (below). Clicking here will discard the current entries (without saving) and take you back to the Logbook Overview page. Confirmation letters for DP Instructors must list the dates for the actual time that they have completed. We are unable to accept letters that block through for example, DP Instructor from 2011 to The time will need to be broken down accordingly the same as DP seatime. DPRHG-V1.1-06/06/

23 Submitting your application When you have filled in all of the DP sea time required for you to qualify to revalidate your DP certificate and have attached your photograph and all of the required documents. Click on Submit Application. Make Payment is greyed out and inaccessible until you successful submit your application and your status changes to Eligible. DPRHG-V1.1-06/06/

24 Submitting your application On this page you are required to confirm all of the documents you have scanned and attached to your account. If you have not scanned and attached any of the items on the list please select Cancel and attached the required documents before trying to submit again. Please ensure you attach a scan of your original DP certificate. Please note the last item in the list Signed application only becomes available once you have successfully submitted and paid for your application. You will therefore need to tick this as well as all of the other mandatory items in the list to be able to progress to the next stage. Once you have submitted your application, please print the application template following the instructions on the next page. Additional Section C and F forms and course certificates are not required for revalidations but you still need to tick these This is also a checklist of the documents you are to be able to submit your application. required to send to The Nautical Institute in your application pack when applying to revalidate your DP certificate. If you receive an error message when you click on submit, please read the message carefully and check the part of your application it is referring to and make amendments where necessary. If you have fully checked your application and believe you have completed it correctly, but are still receiving the error message, please contact the DP department for assistance. DPRHG-V1.1-06/06/

25 Submitting your application Common Issues The most common error message received is shown below and is caused by one of the following: IMCA Logbook You have not entered the hours for the DP sea time entries. Please see page 18 for further details on entering DP time into IMCA logbooks section of the online application. NI and/or IMCA Logbook You have entered DP time in your application that is over five years old. E.g. You have an entry with sea time dates ranging from 07/03/ /03/2010 and you try to submit your application on 13/03/2015. The system returns an error message because the dates 07/03/ /03/2015 in the entry have passed the five year validity period and have expired. In this case you will need to delete the entire entry or adjust the entry to show only the dates that are still valid. Please note, the DP sea time that was originally in the NI Logbook section of your application, before you started entering additional dates is not affected by the five year validity rule. This is because they are dated before the issue date of your DP certificate and the system only counts time after the certificate was issued towards your current revalidation application. Another common issue is applicants not entering any additional time since the date their original certificate was issued. DPRHG-V1.1-06/06/

26 Submitting your application Common Issues If you receive an error message when trying to submit your application, when you return to the My Account Home page, you will see that your Status has changed to Not Eligible. You will be able to go back into your account and add/amend additional information before resubmitting. DPRHG-V1.1-06/06/

27 Submitting your application When you have successfully submitted your application and return to the My Account home page, you will see that the Status changes to Eligible and Submit Application is greyed out meaning this stage of the application has now been completed. The Make Payment option is now available to click on. Please proceed to the payment pages via this. DPRHG-V1.1-06/06/

28 Making Payment Click on your chosen payment method then click on Proceed to Payment to complete your payment details. DPRHG-V1.1-06/06/

29 Making Payment with Credit/Debit Cards Common Problems Use of a Non-Standard Keyboard: as this type of keyboard is common outside the UK and in particular Europe & South America, many non-uk users may encounter problems when using such a keyboard. In order to remedy the problem please ensure that characters and symbols entered match with a standard keyboard. (e.g. â becomes a; é becomes e; ø becomes o) When paying for the courier please ensure that you check the following: Address Matching address entered on website must match records held with the credit card company. Postcode/ZIP Matching same as with the credit card company. Card Verification usually 3-digit security code. Verification Process put in place by the individual s Bank: this process is outside the control of the Nautical Institute as this has been set up by the user s bank to reduce the risk of fraud. Please contact the bank. Repeated attempts at processing: the EPDQ system may lock-out the individual if excessive attempts have been made at processing card payments. This is a fraud preventative measure by the individual s credit card issuer. The individual can try a different computer to attempt processing. Once you have completed your payment details, click on Submit Payment. DPRHG-V1.1-06/06/

30 Making Payment with PayPal Existing PayPal Account Holders If using PayPal for the payment method, please click here to log into your account and follow the instructions to complete the payment. Non PayPal Account Holders Non PayPal account holders can make a payment using their credit or debit card or can sign up for a new PayPal account to complete the payment. DPRHG-V1.1-06/06/

31 Downloading the PDF Application Form Checklist Template When you have successfully made your payment and return to the My Account home page, you will see that the Status changes to Submitted / Paid and both Submit Application and Make Payment are now greyed out. Meaning both of these stages of the application have now been completed. Click on PDF Checklist Template (Revalidation) to download and print the checklist. Once signed and completed, please scan and attach it using the Attachments. The Certificate Date and Valid till details are now blank. Once issued, your new certificate details will appear here. When you have completed the online application and your documents are received in the NI offices, a letter of indemnity will be ed to you. This will confirm that you are currently in the process of revalidating your certificate and that it is with the NI. Once your status is showing as Certificate Issued (and the certificate date is the current year), do not click on Revalidate or any other options. If you do, it will change your application status from Certificate Issued and prevent us from printing your certificate on the scheduled date. This will lead to delays with the return of your documents. DPRHG-V1.1-06/06/

32 Downloading the PDF Checklist Template and sending your documents The Copy of signed application referred to in the Submit checklist, is the PDF Checklist Template. This only becomes available on the My Account home page when you successfully make your payment. Please print and complete this form to add to the documents to be sent in for processing. Please read and complete the application form fully ensuring that you have attached all of the documents listed to your online account and have also included it in your application pack. Application Pack Checklist Please make sure you have enclosed the following Original DP logbook Original IMCA logbook (if applicable) Original DP certificate Original confirmation letters that are validating your DP sea time if claiming time on or after 1 January 2014 Copy of your passport personal details page (to verify the correct spelling and order of your names) Original PDF Checklist (completed, signed and dated) Now package and send your DP documents to the address below by courier for processing. Please DO NOT write in these boxes. They are for use by The Nautical Institute only. DP Department (Revalidation) The Nautical Institute 202 Lambeth Road LONDON SE1 7LQ United Kingdom Once we receive your documents you will be sent a letter that indemnifies you for up to 3 months. This is to cover you whilst your documents are with us being processed to show your employer and official authorities that you do hold a DP certificate. DPRHG-V1.1-06/06/

33 Requirements Revalidation Online Application Guide 2015 In order to further improve the integrity of the application process and to prevent cases of fraud, The Nautical Institute requires additional documentation, in the form of a testimonial letter from shipping companies, to be submitted with every application. This letter must match the following criteria: Be written by the shipping company on original company headed paper, which must also include the company contact details; a direct address for the signatory, is very helpful as it enables us to contact them easily if further verification is required. Company logos must be of a high resolution and appear clear. Letters received with logos that appear pixelated and/or blurry will not be accepted by The Nautical Institute; Contain the company s official stamp or seal. Signed and stamped by the Operations Manager, Marine Superintendent or other position directly involved with the operations of the vessel with their full name. (Letters signed by Masters, Agency staff and HR personnel are not acceptable). Signatures and stamps must be ink originals, not digital scans. Contain the full job title of the signatory. (Not abbreviated) Dated (the letter should be written and therefore dated, only once the DPO has achieved the necessary experience). State that the applicant has trained/worked as a DPO on board the vessel(s) listed. The following information must be included for each sea time entry: Vessel name, GRT, IMO number, DP class, trip dates (from and to), total days on DP, DPO s rank and dates on DP. Please note that for dates on DP we require each day to be written individually in DD/MM/YY format. Confirm the total time the applicant has performed as a DP operator on board the vessel(s). Total Days on DP and Dates on DP must only include actual DP time served on board the vessel(s). Time on leave/attending courses, or not involved in DP operations must not be included. Each entry in the letter must be broken down and listed as individual trips. Limited and Unlimited DPO certificate holders revalidating only need to provide confirmation of DP watchkeeping time gained after the 1st January 2014 as per the revalidation requirements. Sea time experience, not covered by a letter will not be considered for the DP application unless the candidate can prove extenuating reasons. When the requested confirmation letter has been obtained, please include the original with your application documents and send them by courier to The Nautical Institute; (photocopies and ed scans of letters cannot be accepted). Note that this letter does not replace the entries, signatures and stamps in the logbook, which needs to be sent along with this document to The Nautical Institute. Applications with confirmation letters not meeting with the above requirements will be subject to delay. Here is a sample of the letter required. This is available on our website together with an editable version in MSWord format. Confirmation Letter For further information, contact: DP Department, The Nautical Institute, 202 Lambeth Road, LONDON SE1 7LQ, UK Tel +44(0) (Tuesdays and Thursdays only) Fax +44(0) dp@nautinst.org Website DP sea time confirmation letters are required by The Nautical Institute for any DP sea time being used in your application dated 1 January 2014 or after. The confirmation letter is to enable us to cross-check the DP sea time recorded and signed off by the Master in your logbook against the company s records on whose vessel(s) you obtained the DP sea time. Confirmation letters are another main reason why applications are rejected due to them not meeting the guidelines set out by The Nautical Institute. There is a DP sea time confirmation letter template available for use in the Revalidation section of the Alexis Platform website DP Help Page, for your company s ease. This contains all of the required wording and data columns needed to enable us to verify the information recorded in your logbook and confirm that you have met the DP sea time requirements. DPRHG-V1.1-06/06/