Scope and Coverage
- Applies to all maritime education programs, training courses, and competence assessments conducted by government and private METIs and assessment centers.
- Covers programs pursuant to STCW Chapters II & III (Deck/Engine), IV (Radio Communication), V (Special Training), and VI (Occupational Safety and Survival).
Key Definitions
- Administration/STCW Administration: DOTC through MARINA as the implementing agency.
- Assessment Center: Entity authorized to conduct competence assessments.
- Evaluator: Qualified authorized monitor of maritime education and assessment.
- MHEIs: Higher education institutions authorized by CHED to offer maritime education.
- MTIs: Institutions authorized by the Administration to offer maritime training.
- METIs: Both MHEIs and MTIs.
- Maritime Education Programs: Approved education for Marine Officers in navigation or engineering (BSMT and BSMarE).
- Member Agencies: CHED, TESDA, PRC, and NTC with MOAs with MARINA.
- Monitoring: Series of evaluations verifying compliance and achievement of objectives.
- Monitoring Team: Group of qualified evaluators conducting monitoring.
- Quality Standards System: Documented policies and internal quality control related to training and assessment.
- STCW Convention: International maritime training and certification convention, as amended.
- Training Course: Lessons/modules for skills, knowledge, and certification per STCW.
General Provisions on Monitoring
- Continuous monitoring is mandated under STCW Regulation I/8 through a quality standards system.
- Monitoring duties are assigned exclusively to qualified, independent persons unaffiliated with the institutions.
- Outcomes-Based Monitoring Instrument is used focusing on competence outcomes, core processes, and accountability.
- Joint monitoring with member agencies is required, limited to authorized personnel.
- METIs' Quality Standards System manuals and audit reports must be available during monitoring.
Qualifications and Composition of Monitoring Team
- Members must be independent from METIs/assessment centers, knowledgeable, oriented, and experienced.
- Evaluators require relevant work experience and simulator experience if applicable.
- Lead Evaluator requires at least five prior monitoring experiences, passing evaluation, and auditor training.
- Minimum composition varies by activity type, e.g., MARINA, member agency personnel, and evaluators knowledgeable on the program.
- Monitoring team members act as official representatives and must observe confidentiality and accountability.
Programming and Planning of Monitoring Activities
- Annual monitoring program prepared by January 15 and approved by relevant agency.
- Programs specify institution, program/course assessed, dates, assigned personnel, and signatures.
- Member agencies coordinate with MARINA for concurrence and assignment of monitoring personnel.
- Pre-monitoring meetings prepare monitoring plans, assign evaluators, and review prior reports.
- Monitoring plans detail scope, objectives, methods, schedule, and required resources.
- METIs/assessment centers receive monitoring plans five days before monitoring.
Conduct of Monitoring
- Opening meeting discusses scope, objectives, key evaluation areas, methods, schedule, and confidentiality.
- Evaluation includes interviews, document review, class/practical observation, facility inspection, and evidence gathering.
- Team deliberates findings confidentially.
- Closing meeting presents findings to METI/assessment center officials for clarification.
- Monitoring log and report prepared and signed.
Monitoring Findings and Ratings
- Findings rated as Conformance, Minor Non-conformance, Major Non-conformance, or Observation.
- Conformance indicates satisfactory compliance.
- Minor Non-conformance: Single procedural lapse not affecting overall competence.
- Major Non-conformance: Significant deficiency questioning competence outcome or system failure.
- Observations: Potential issues not yet non-conformance; Noteworthy efforts may also be noted.
- Major Non-conformance to courses/assessments results in suspension pending corrective action and re-evaluation.
- Major Non-conformance to education programs demands corrective plan within 15 working days and may lead to program phase-out if unresolved.
- Minor Non-conformance corrective action within 3 months; failure escalates to major.
- Observations to be addressed within 1 year.
Monitoring Report Preparation and Submission
- Monitoring log and report document findings and recommendations with supporting evidence annexed.
- Report submitted within three working days of activity completion.
Action on Monitoring Report
- Monitoring results officially communicated within seven days after report submission.
- Further actions follow agency policies and are reported to MARINA.
Sanctions and Penalties
- Imposition follows provisions of this Circular and member agency rules and procedures.
Repealing Clause
- Inconsistent existing circulars, rules, and issuances on monitoring are repealed or modified accordingly.
Separability Clause
- Invalid provisions declared unconstitutional do not affect the validity of remaining provisions.
Effectivity
- Circular takes effect 15 days after publication in a newspaper of general circulation.