User Manual for Recruitment and Placement Services

User Manual for Recruitment and Placement Services

(Seafarers Recruitment for Foreign Ships)
1. Go to Directorate General of Shipping website (www.dgshipping.com) following
screen appears.

2. Click eSamudra or eGovernance button to access eSamudra modules. Following

screen appears.

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3. Enter User Id and Password given by DGS. Click Login Button to go to next
screen.
4. If you are logging first time you need to change your password in the following
screen (New password should not be same as old password)

5. Enter your old password, new password and confirm new password. Scroll down
screen click Accept button.

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6 After clicking accept button the login screen appears you login to system entering
User id and New Password. Following screen appears.

7. This screen shows the user name. Users will have authorization to access to the
modules (which labels are in blue colors).

8. Click Recruitment and Placement label to go to next screen.

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9. Go to Submit Application menu and Sign on. Click Foreign Ship menu following
screen appears.

10. Enter Seafarers CDC No as printed in CDC (CDC No Start with Character and
number Space between character and No. Ex – MUM 1234, BY 1234, A 1234 if CDC is
issued from Mumbai SMO Office(don’t use small letters like mum1234) or CH 1234, MS
4567 if CDC Issued from Chennai or CL 12345 if CDC is issued from Calcutta). If CDC

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numbers have any other prefix of more than two characters, enter the prefix leave a space
and enter the number. Don’t Put -,/,. Between characters and numbers.
If CDC numbers do not have any prefix, then enter the number as printed.

11. Enter Seafarers Date of Birth as printed in CDC (If CDC No and Date doesn’t match
system will give message CDC Not Matched- However the data will be accepted and
verified in due course)

12. Click Continue button. Following screen appears.

13. If Seafarers data available in data base the system shows the details like Name, Indos
No etc. Users are not allowed to make changes in the application.
14. If Seafarers data is not available in data base, users are allowed to enter Seafarers
details like name, INDOS No, Date Of Birth, Nationality, CDC date of Issue, CDC Place
of Issue and CDC Expiry Date as printed in CDC. These are non mandatory fields. Click
Continue button to go to next screen.

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15. Ship details are captured in this screen.

15.1 Official No (Alpha numeric field)
15.2 Name of the Ship (Mandatory Field)
15.3 Flag (Mandatory Field to be select from the list. Users are not allowed to
select Indian Flag1).
15.4 Click view button view Rank following screen appears.

1
For RPS users undertaking placement of Indian seafarers on Indian Ships, they will have to go through the
articles of agreement module for which a separate notification will be issued.

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15.5 Click on select button to select rank.

15.6 Port of Registry.

15.7 IMO No
15.7 Gross Tonnage

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15.8 Power in Kilo Watt

15.9 Trade. (This is a free text field wherein the users are requested to enter if the
ship is in international trade or coastal trade or in short international (NCV) trade. This
field is optional and not mandatory)

16. Click Continue button to go to next screen.

17. This screen captures Sign On details.

17.1 Date of Engagement / Agreement (Mandatory Field)
17.2 Sign on Ship (Date should be greater than Date of Agreement)
17.3 Sign of Ship (Date should be greater than Date of Agreement and Date Sign
on Ship).
17.4 Date of completion of Contract or Date of Arrival to India (Date should be
greater than (Date of Agreement, Date Sign on Ship and Date Sign of Ship).
17.5 If seafarer signing off before due date click Yes button and give reason
remark field (If user click Yes button Remark field appears) else click No button.

18. Click Submit Button.

If the events of sign on/off ship and completion of contract/arrival in India have not
occurred, (i.e the date of signing on ship, sign off ship and date of completion of
contract/arrival in India are not known at the time of entering the first event i.e date of
commencement of contract), the user can submit the data on or after the date of signing
of contract. If the dates are known subsequently the user can log in and repeat the
process above to submit the sign on/off details and date of completion of contract/arrival

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in India as an when the respective event has occurred. The past record of the seafarer as
entered by the user is fetched for this purpose.

Reports

19. Go to Reports menu click on Monthly Report menu following screen appears.

20. Select Date from and To date and click Report button. Following screen appears.

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21. Click Click to View Report label to view report. Report appears as follows.

Note: The report is shown as an Adobe acrobat file which can be saved / printed. Kindly
download and install Adobe Acrobat reader version 5.0 or later to view / print this report.

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Creating Data File for Upload:

To facilitate data exchange (some users handling large volumes of seafarer placements in
a month/week may wish to upload the data instead of keying in the data) a system has
been developed to accept data files in CSV format. In order that the file upload process
and subsequent data transfer process to be successful the format of the file and the data
should be in a predefined manner. CSV format can be created from any spreadsheet
program (Microsoft Excel) or from any database.

The users can create the dataset with the following fields as described in the table below

Field Description Type Field

Attribute
CDC NO The Continuous Discharge Alpha Numeric Mandatory
Certificate Number as issued to
the Indian Seafarer

RANK Rank code for the seafarer Number (1 to Mandatory

49)2
NAME OF VESSEL Name of the ship Character Mandatory
FLAG OF THE Country Code for the Ships flag Character 3
Mandatory
VESSEL
DATE OF Date of Current Engagement of dd/Mon/yyyy4 Mandatory
COMMENCEMENT the seafarer
OF CONTRACT
DATE OF SIGNING Date of sign off from the ship dd/Mon/yyyy Optional (leave
OFF blank if the
option is used)
DATE OF Date of termination of current dd/Mon/yyyy Optional (to be
COMPLETION OF engagement on the ship in the inserted only
CONTRACT / rank being served for the seafarer after the actual
ARRIVING INDIA completion of
contract else
leave blank)
REMARKS IF ANY Any remarks as applicable Text Optional

An example of the table for intimating the commencement of contract for a seafarer is
shown below

2
Refer to Annexure-1 for Rank codes
3
Refer to Annexure-2 for Flag codes. Kindly Note that Flag Code for India has been omitted as the upload
facility is available for Indian seafarers placement on Foreign Flag ships
4
Example: 03/Apr/2007 for 3rd April 2007

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Upload file-1 (say on 1st April 2007)

CDC No. Rank Name of Flag of Date Of Date Of Date of Remarks if any
Vessel the Commencement Signing Completion
Vessel of Contract 'Off' of
Contract/
arriving
India
CL 185 Grace NONIS6 27/Mar/2006
1234567

An example of the table for intimating the completion of contract and subsequent
commencement of another contract (transfer) of contract for the same seafarer as
indicated above is shown below

Upload file-2 (say on 1st May 2007)

CDC No. Rank Name of Flag Date Of Date Of Date of Remarks if any
Vessel of the Commencement Signing 'Off' Completion
Vessel of Contract of Contract/
arriving
India

CL 18 Grace NONIS 27/Mar/2007 27/Apr/2007 27/Apr/2007 Transfer to another

1234567 ship

CL 18 Glory LR 30/Apr/2007
1234567

An example of the table for intimating the final completion of contract for the same
seafarer as indicated above seafarer is shown below

Upload file-3 (say on 1st June 2007)

5
Indicates “Chief Engineer” Refer to Rank codes in Annexure-1
6
Indicates NIS (Norway) Flag Refer to Flag codes in Annexure-2

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CDC No. Rank Name of Flag Date Of Date Of Date of Remarks if any
Vessel of the Commencement Signing 'Off' Completion
Vessel of Contract of Contract/
arriving
India

CL 18 Glory LR7 30/Apr/2007 25/May/2007

1234567

Upload CSV File Process

After preparation of the data file as shown above the physical process of uploading is as
follows:
Don’t upload excel files
Don’t include S.No
Don’t put, (coma) in the data

7
Indicates Liberian Flag. Refer to Flag codes in Annexure-2

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21. To upload file go to Upload menu and click Upload File (CSV) following screen
appears.

22. Click Browse button to browse CSV File following screen appears.

23. Select file and click Open button following screen appears.

24. Click Submit button to upload CSV file following confirmation screen appears.

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Any data not in the required format will be rejected.

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Annexure-1

Rank Codes
Code Rank Aliases
1 Master Captain
2 Chief Officer Mate, 1st Officer
3 Second Officer 2nd Mate,
4 Watch Keeping Deck Officer 3rd Mate/4th Mate
5 Deck Cadet Cadet Deck
6 Master (NCV) Captain (NCV)
7 Chief Officer (NCV) Mate (NCV), 1st Officer (NCV)
8 Second Officer (NCV) 2nd Mate (NCV),
Watch Keeping Deck Officer
9 (NCV) 3rd Mate/4th Mate (NCV)
10 Officer (Others) Administrative Officer, Purser, Chief Purser, Crew Purser,
11 Deck Petty Officer Deck Fitter, Deck Machinist, Deck Mechanic, Pumpman,
12 Deck Watchkeeping Rating Seaman Helmsman, Quarter Master
13 Deck Serang Bosun
Assistant Pumpman, Deck Cassab, Seaman I, Seaman II, Ordinary
Seaman (OS), Deck Utility hand, Assistant Bosun, Security Guard,
Plumber, Assistant Plumber, Carpenter, 2nd Carpenter, Joiner,
14 Deck Rating Driver, Crane Driver, Junior Ordinary Seaman (Jr.OS)
15 Trainee Deck Rating Deck Rating Trainee
Staff Captain, Deputy Master, Cadet Instruction Officer, Chief
16 Other Senior Deck/Nautical Officers Officer-Supercargo, Pilot, Superintendent
Gas Officer, Safety Officer, Dynamic Positioning Officer, Security
17 Other Deck/Nautical Officers Officer, Fire Officer
18 Chief Engineer Chief Engineer
19 2nd Engineer 1st Assistnt Engineer, 1st Engineer
20 3rd Engineer 2nd Assistant Engineer
21 Watch Keeping Engineer Officer 3rd Assistant Engineer, 4th Engineer, 4th Assistant Engineer
Trainee Marine Engineer (TME), 5th Engineer, 4th Assistant
22 Junior Engineer Engineer
23 Engineer Cadet Cadet Engine
24 Chief Engineer (NCV) Chief Engineer (NCV)
25 2nd Engineer (NCV) 2nd Engineer (NCV)
Watchkeeping Engineer Officer
26 (NCV) 3rd Engineer (NCV), 4th Engineer (NCV)
27 Electrical/Electronics Officer Electrical/Electronics Officer
Assitant Electrical/Electronics
28 Officer Wireman, Trainee Electrical Officer,
Engine Fitter, Engine Machinist, Fitter, Fitter/Welder, Turner,
Welder, Fitter-Turner, Fitter-Reefer, Assistant Fitter, Chief
Mechanic, Instrument Technician, Plant Supervisor, Refrigeration
Mechanic, Computer Operator, Mechanic (Motor Vehicle),
29 Engine Petty Officer Automobil
30 Engine Watchkeeping Rating Oiler, D/Greaser, Donkeyman,
31 Engine Serang Engine Bosun, Chief Motorman, Chief Stoker,
32 Engine Rating Engine Cassab, Motorman, ERR II, Fireman), Wiper,
33 Trainee Engine Rating Engine Rating Trainee
34 Other Senior Engineering Officers Staff Chief Engineer, Staff Engineer, Superintendent
Gas Engineer, Electrical Instruction Engineer, Cadet Electrical, A/C
35 Other Engineering Officers Engineer, Reefer Engineer, RORO Engineer, Deck Engineer,
36 Polyvalent Officer Trainee Polyvalent Officer Trainee

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Code Rank Aliases

37 GP Rating Deck/Engine Rating, GP1, GP2, GP3
38 GP Rating Trainee GP Trainee
39 Radio Officer Radio Officer, Chief Radio Officer,
40 Junior Radio Officer Assistant Radio Officer
41 Radio Officer Trainee Trainee Radio Officer
42 Doctor Doctor
43 Doctor-Assistant Nurse, Pharmacist
44 Catering Officer/Chief Steward Catering Officer, Chief Steward,
45 Cook Chief Cook, Second Cook, Third Cook, Crew Cook,
General Steward (GS), Utility Steward (US), Saloon Utility Hand
46 Saloon Rating (Sal. UH), Messman, Laundryman, Mess Boy
47 Trainee Saloon Rating Saloon Rating Trainee
48 Cook Trainee Trainee Cook,
49 Crew (Others) SGM Fitter, Flying Squad / Riding Squad, Repair Team,

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Annexure-2

Flag Code
Code Name
AF Afghanistan
AL Albania
DZ Algeria
AS American Samoa (United States)
AD Andorra
AO Angola
AI Anguilla (United Kingdom)
AQ Antarctica
AG Antigua and Barbuda
AR Argentina
AM Armenia
AW Aruba (Netherlands)
AU Australia
AT Austria
AZ Azerbaijan
BS Bahamas
BH Bahrain
BD Bangladesh
BB Barbados
BY Belarus
BE Belgium
BZ Belize
BJ Benin
BM Bermuda (United Kingdom)
BT Bhutan
BO Bolivia
BA Bosnia and Herzegovina
BW Botswana
BR Brazil
IO British Indian Ocean Territory
BN Brunei Darussalam
BG Bulgaria
BF Burkina Faso
BI Burundi
KH Cambodia
CM Cameroon
CA Canada
CV Cape Verde
KY Cayman Islands (United Kingdom)

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Code Name
CF Central African Republic
TD Chad
CL Chile
CN China
CX Christmas Island
CC Cocos (Keeling) Islands
CO Colombia
KM Comoros
CG Congo
CD Congo, The Democratic Republic of the
CK Cook Islands
CR Costa Rica
CI Côte d'Ivoire
HR Croatia
CU Cuba
CY Cyprus
CZ Czech Republic
DK Denmark
DKDIS DIS (Denmark)
DJ Djibouti
DM Dominica
DO Dominican Republic
EC Ecuador
EG Egypt
SV El Salvador
GQ Equatorial Guinea
ER Eritrea
EE Estonia
ET Ethiopia
FK Falkland Islands (Malvinas) (United Kingdom)
FO Faroe Islands (Denmark)
FJ Fiji
FI Finland
FR France
GF French Guiana (France)
PF French Polynesia (France)
GA Gabon
GM Gambia
GE Georgia
DE Germany
GH Ghana
GI Gibraltar (United Kingdom)
GR Greece
GL Greenland (Denmark)

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Code Name
GD Grenada
GP Guadeloupe (France)
GU Guam (United States)
GT Guatemala
GN Guinea
GW Guinea-Bissau
GY Guyana
HT Haiti
HM Heard Island and McDonald Islands
VA Holy See (Vatican City State)
HN Honduras
HK Hong Kong (China)
HU Hungary
IS Iceland Deleted: IN ... [1]
ID Indonesia
XZ Installations in International Waters
IR Iran, Islamic Republic of
IQ Iraq
IE Ireland
GBIOM Isle of Man (United Kingdom)
IL Israel
IT Italy
JM Jamaica
JP Japan
JO Jordan
KZ Kazakhstan
KE Kenya
KI Kiribati
KP Korea, Democratic People's Republic of
KR Korea, Republic of
KW Kuwait
KG Kyrgyzstan
LA Lao People's Democratic Republic
LV Latvia
LB Lebanon
LS Lesotho
LR Liberia
LY Libyan Arab Jamahiriya
LI Liechtenstein
LT Lithuania
LU Luxembourg
MO Macao (China)
MK Macedonia, The former Yugoslav Republic of
MG Madagascar
Code Name

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PTFNC Madeira (Portugal)

MW Malawi
MY Malaysia
MV Maldives
ML Mali
MT Malta
MH Marshall Islands
MQ Martinique (France)
MR Mauritania
MU Mauritius
YT Mayotte (France)
MX Mexico
FM Micronesia, Federated States of
MD Moldova, Republic of
MC Monaco
MN Mongolia
MS Montserrat
MA Morocco
MZ Mozambique
MM Myanmar
NA Namibia
NR Nauru
NP Nepal
NL Netherlands
AN Netherlands Antilles (Netherlands)
NC New Caledonia (France)
NZ New Zealand
NI Nicaragua
NE Niger
NG Nigeria
NONIS NIS (Norway)
NU Niue
NF Norfolk Island
MP Northern Mariana Islands
NO Norway
OM Oman
PK Pakistan
PW Palau
PA Panama
PG Papua New Guinea
PY Paraguay
PE Peru
PH Philippines
PN Pitcairn (United Kingdom)
PL Poland
Code Name

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PT Portugal
PR Puerto Rico (United States)
QA Qatar
RE Réunion (France)
RO Romania
RU Russian Federation
RW Rwanda
SH Saint Helena (United Kingdom)
KN Saint Kitts and Nevis
LC Saint Lucia
PM Saint Pierre and Miquelon (France)
VC Saint Vincent and the Grenadines
WS Samoa
SM San Marino
ST Sao Tome and Principe
SA Saudi Arabia
SN Senegal
CS Serbia and Montenegro
SC Seychelles
SL Sierra Leone
SG Singapore
SK Slovakia
SI Slovenia
SB Solomon Islands
SO Somalia
ZA South Africa
GS South Georgia and the South Sandwich Islands
ES Spain
LK Sri Lanka
SD Sudan
SR Suriname
SJ Svalbard and Jan Mayen
SZ Swaziland
SE Sweden
CH Switzerland
SY Syrian Arab Republic
TW Taiwan, Province of China
TJ Tajikistan
TZ Tanzania, United Republic of
TH Thailand
TL Timor-Leste
TG Togo
TK Tokelau
TO Tonga
TT Trinidad and Tobago
Code Name

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TN Tunisia
TR Turkey
TM Turkmenistan
TC Turks and Caicos Islands (United Kingdom)
TV Tuvalu
UG Uganda
UA Ukraine
AE United Arab Emirates
GB United Kingdom
US United States
UM United States Minor Outlying Islands
UY Uruguay
UZ Uzbekistan
VU Vanuatu
VE Venezuela
VN Viet Nam
VG Virgin Islands, British
VI Virgin Islands, U.S.
WF Wallis and Futuna (France)
EH Western Sahara
YE Yemen
ZM Zambia
ZW Zimbabwe

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IN India