Section 7.5 Monitoring Cargo Quality and Quantity During Loading

Once loading commences, the ship’s responsibility shifts from preparation to active oversight of the cargo coming onboard. This is not a passive process. Continuous monitoring of both the quality and quantity of the bulk cargo being loaded is essential to ensure it conforms to the shipper’s declaration, meets contractual specifications, and that the agreed-upon amount is loaded safely and accurately. The Master, through the diligent efforts of the Chief Officer and deck watch officers, must implement procedures for this ongoing vigilance. Failure to identify and address issues with cargo quality or quantity during loading can lead to serious safety hazards, cargo claims, commercial disputes, and operational inefficiencies.

1. Importance of On-the-Spot Monitoring:

Early Detection of Problems: Identifying issues with cargo quality (e.g., excessive moisture, contamination, deviation from declared properties) or quantity discrepancies as they occur allows for immediate action, rather than discovering problems after loading is complete when rectification is much more difficult and costly.

Preventing Unsafe Conditions: If the cargo being loaded exhibits properties different from those declared (e.g., higher moisture content than certified for a Group A cargo, signs of self-heating in a Group B cargo), immediate intervention is necessary to prevent an unsafe condition from developing onboard.

Protecting Commercial Interests: Ensuring the correct quality and quantity of cargo is loaded is vital for fulfilling charter party obligations and preventing claims for shortage or damage.

Compliance with Regulations: Verifying that the cargo loaded matches the description and properties declared under the IMSBC Code.

Evidence Collection: Contemporaneous observations and records made during loading provide valuable evidence in case of subsequent disputes.

2. Monitoring Cargo Quality During Loading:

This involves a combination of visual inspection, comparison with declared specifications, and sometimes, sampling.

A. Visual Inspection of Cargo Being Loaded:

Consistency with Description and Samples: The officer on watch should visually compare the appearance of the cargo coming from the shiploader/conveyor with the description provided in the shipper’s declaration and, if pre-loading samples were provided and inspected, with those samples. Look for:

Color and Texture: Does it match the expected appearance?

Particle Size: Is it consistent with the declared size range? Are there excessive fines or oversized lumps?

Homogeneity: Is the cargo uniform, or are there patches of different material, color, or wetness?

Signs of Contamination: Watch for:

Foreign Objects: Wood, plastic, metal debris, rags, or other contaminants mixed with the cargo.

Previous Cargo Residues from Shore Equipment: Ensure the terminal’s loading equipment (conveyors, hoppers, spouts) is clean and not introducing contaminants.

Discoloration: Unusual colors or stains that might indicate contamination or chemical changes.

Excessive Moisture (Especially for Group A and Moisture-Sensitive Cargoes):

Does the cargo appear significantly wetter than expected or certified?

Is there free water draining from the cargo on the conveyor or as it lands in the hold?

Does it splatter excessively or show signs of becoming fluid? (This is a major red flag for Group A cargoes).

Excessive Dust: While some dust is normal for many bulk cargoes, an unusually high level of dust generation could indicate a problem with the cargo’s condition (e.g., too dry, excessive fines) or pose a health/safety hazard and environmental concern.

Signs of Self-Heating (for Group B Cargoes):

Steam or vapor rising from the cargo as it’s loaded (especially if ambient conditions don’t explain it).

Unusual odors (e.g., acrid, sulphurous, or “hot” smells).

Discoloration indicative of heating.

(If safe to do so and equipment is available) Spot temperature checks of the cargo on the conveyor or in the stockpile, comparing with ambient temperature.

Odors: Any unusual or unexpected odors emanating from the cargo should be investigated.

B. Comparison with Shipper’s Declaration and Specifications:

The officer on watch should have access to the key details from the shipper’s declaration (BCSN, Group, declared properties, TML/MC for Group A).

If visual observations raise concerns that the cargo does not match its declared properties, this is a serious issue.

C. Sampling During Loading (If Required or if Concerns Arise):

Routine Sampling: For some trades or by specific agreement, samples of the cargo may be taken at regular intervals during loading by the ship’s crew, an independent surveyor, or jointly. These samples are often sealed and retained for later analysis if quality disputes arise.

Sampling Due to Concerns: If the officer on watch observes potential quality issues (e.g., suspected high moisture, contamination), they should:

Immediately inform the Chief Officer and Master.

Attempt to take representative samples of the suspect cargo from the loading stream (if safe to do so) or from the hold surface.

Document the location, time, and reason for sampling.

Procedures for Sampling: Follow established best practices for taking representative samples to avoid bias. Use clean sampling tools and containers. Label samples clearly.

D. Action if Non-Conforming or Suspect Cargo is Observed:

STOP LOADING (or loading into the affected hold): This is the immediate and most crucial action if there is a genuine concern about cargo quality that could affect safety (e.g., suspected liquefaction risk, self-heating) or result in significant contamination.

Inform Master and Chief Officer Immediately.

Notify Shipper/Terminal Representative: Clearly communicate the concerns and the reasons for stopping.

Take Samples (as above).

Issue a Letter of Protest (LOP): If loading is stopped due to concerns about cargo quality provided by the shipper/terminal, or if non-conforming cargo is loaded despite objections, an LOP should be issued to protect the vessel’s interests.

Seek Expert Advice: The Master may need to contact the company (DPA, technical department) and P&I Club for advice, especially if serious safety hazards are suspected or if significant commercial implications are likely. Independent surveyors may need to be called.

Do Not Resume Loading: Until the issue is resolved to the Master’s satisfaction (e.g., cargo is replaced, re-certified, or adequate assurances and indemnities are provided, though the latter should be approached with extreme caution where safety is concerned).

3. Monitoring Cargo Quantity During Loading:

Ensuring the correct quantity of cargo is loaded is a key commercial responsibility. Discrepancies between ship and shore figures are common, and proactive monitoring can help identify and resolve them early.

A. Cross-Checking Ship’s Figures with Shore Figures:

Ship’s Figures: Derived primarily from:

Intermediate Draft Surveys: Conducted by ship’s staff or jointly with independent surveyors at agreed intervals (e.g., after a certain tonnage is loaded, or at the end of a shift).

Ullage/Sounding of Cargo in Holds: For some cargoes with a known stowage factor and a relatively level surface, ullages can provide an estimate of the volume, and thus weight, loaded into each hold. This is less accurate than draft surveys but can be a useful interim check.

Shore Figures: Provided by the terminal, usually from:

Conveyor Belt Weighers (Belt Scales): These continuously weigh the cargo passing over the conveyor. Their accuracy depends on proper calibration and maintenance.

Weighbridges (for truck or rail deliveries to stockpile/silo, less direct for ship loading).

Silo/Hopper Level Indicators.

Regular Comparison: The officer on watch should regularly (e.g., every hour, or per hatch) obtain the loaded quantity figure from the terminal operator and compare it with the ship’s own estimated figure (from ullages or interim draft calculations).

B. Investigating Discrepancies Promptly:

Small Discrepancies: Minor differences are normal due to inherent inaccuracies in both ship and shore measurement methods. A typical acceptable tolerance might be around 0.5% to 1%, but this can vary.

Significant Discrepancies: If a consistent or large discrepancy arises, it must be investigated immediately:

Re-check Ship’s Calculations: Double-check ullage readings, draft survey inputs, and calculations for any errors.

Query Shore Figures: Ask the terminal to verify their scale readings, calibration, and ensure they are recording for the correct vessel/holds.

Joint Checks: If possible, conduct joint draft readings or ullage measurements with a terminal representative.

Inform Master/Chief Officer and Agent.

Consider an Official Intermediate Draft Survey: If discrepancies persist and are significant, an official intermediate draft survey by an independent surveyor (possibly jointly appointed) may be necessary.

Do Not Let Discrepancies Accumulate: Addressing small discrepancies as they arise is easier than trying to reconcile a huge difference at the end of loading.

C. Monitoring Loading Rate and Stoppages:

Keep a record of the actual loading rate and compare it with the terminal’s declared or agreed rate.

Record all stoppages during loading, noting the time, duration, and reason (e.g., rain, loader breakdown, shifting loader, waiting for cargo, ship-related issue). This information is vital for the Statement of Facts and laytime calculations.

4. Documentation and Reporting (During Loading):

Accurate and contemporaneous records are essential.

Deck Log Book / Cargo Log:

Record start and stop times of loading for each hold.

Note quantities loaded per hold at regular intervals or per shift.

Document any observations regarding cargo quality (appearance, dust, moisture, contamination, odors, temperatures).

Record any stoppages, reasons, and duration.

Note any samples taken.

Document any communications with the terminal or shipper regarding quality or quantity issues.

Record results of any intermediate draft surveys or ullage calculations.

Loading Instrument Printouts: If the loading computer is updated regularly, printouts of intermediate stress and stability conditions can supplement logs.

Photographic/Video Evidence: If significant quality issues or contamination are observed, photographic or video evidence can be invaluable. Ensure date/time stamping if possible.

Letters of Protest (LOPs): Issue LOPs promptly for:

Loading of non-conforming or suspect cargo.

Significant discrepancies in quantity figures that cannot be resolved.

Undue delays caused by shore side (e.g., slow loading rate, equipment breakdown).

Any unsafe practices observed by shore personnel.

5. Master’s and Chief Officer’s Roles:

Master:

Overall responsibility for ensuring cargo quality and quantity monitoring procedures are in place and being followed.

Makes the final decision on whether to stop loading due to quality concerns.

Is kept informed of all significant observations, discrepancies, or issues by the Chief Officer.

Reviews and signs relevant LOPs.

Liaises with the company, P&I Club, and agents regarding serious issues.

Chief Officer:

Directly supervises the deck watch officers and crew involved in monitoring.

Ensures regular cross-checking of ship/shore figures.

Personally investigates any reported quality or quantity concerns.

Manages the process of taking samples if needed.

Oversees the accuracy of logbook entries related to cargo operations.

Ensures safe working practices are maintained by both ship and shore personnel during loading.

Continuous and vigilant monitoring of cargo quality and quantity during loading is not just good practice; it is an essential component of risk management, loss prevention, and professional ship operation. It ensures that the vessel sails with the right cargo, in the right condition, and in the right amount, safeguarding safety, commercial interests, and regulatory compliance.