Enhanced Monitoring of Recognized Organization Performance and Administrative Accountability Measures
| CIRCULAR | Circular No. 035 (Amended) |
| SUBJECT | Enhanced Monitoring of Recognized Organization Performance and Administrative Accountability Measures |
| FROM | Office of the Maritime Administrator, Vanuatu International Shipping Registry |
| TO | All Recognized Organizations, shipowners, managers, Special Agents, Flag State Inspectors and relevant stakeholders |
| AMENDMENT DATE | 20 August 2026 |
| EFFECTIVE DATE | Upon publication |
| STATUS | Version 2.0 – Supersedes the prior version of Circular No. 035 |
Authority and legal status. This Circular is issued by the Maritime Administrator under the functions and powers conferred by the Maritime Act [CAP 131], as amended by the Maritime (Amendment) Act No. 21 of 2025, including section 10C where applicable, and any additional written authority lawfully applicable to the subject. It shall be read with applicable mandatory IMO instruments and controlled VISR policies. It does not convert a direct statutory power into a delegated power, transfer a function assigned by law to another State entity, or amend any valid appointment, concession or other governing instrument.
Related controlled policies: VISR-QMS-POL-GOV-001 – Governance, Statutory Authority, Responsibility and Strategic Performance Policy; VISR-QMS-POL-CI-002 – IMSAS Compliance, Internal Audit, Corrective Action and Continual Improvement Policy; VISR-QMS-POL-REC-005 – Document and Records Control, Retention and IMSAS Evidence Management Policy; VISR-QMS-POL-COMP-007 – Competence, Training, Resource Planning and External Technical Experts Policy; VISR-QMS-POL-PSC-008 – International Fleet PSC Performance, Detention and Corrective Action Policy.
1. Purpose and scope
This Circular establishes active and documented monitoring of every Recognized Organization authorized to perform statutory survey, audit, certification or related work on behalf of Vanuatu. It supports the RO Code, the III Code and the State's obligation to retain effective control of functions entrusted to ROs.
2. Performance information and indicators
• PSC detentions, RO-related deficiencies, repeated deficiencies, overdue recommendations and failures to notify VISR.
• Accuracy, timeliness, validity and traceability of statutory certificates and survey or audit reports.
• Compliance with the written authorization, Vanuatu instructions, reporting duties and approval conditions.
• Surveyor and auditor competence, geographical coverage, independence, conflicts, complaints and corrective-action performance.
• Casualties, major non-conformities, class suspensions or withdrawals and significant third-party audit findings.
• Responsiveness to Registry inquiries, evidence requests, meetings, audits and fleet-wide corrective measures.
3. Monitoring methods
• Remote file and certificate review, data analysis, comparison with PSC and casualty records and verification of implementation of VISR instructions.
• Risk-based office or remote audits, vertical contract audits and observation of statutory surveys or audits.
• Coordination meetings addressing fleet and RO performance, trends, root causes and agreed actions.
• Use of credible audit information from other administrations, industry bodies or accreditation mechanisms where appropriate.
• Targeted review following a detention, serious casualty, certificate failure, complaint or adverse trend.
4. Corrective and accountability measures
• Written observation, non-conformity or corrective-action request with deadline and effectiveness review.
• Additional training, enhanced reporting, restricted scope, prior notification or approval conditions.
• Suspension of individual surveyors, auditors, offices, vessel types, services or new work.
• Suspension, non-renewal or withdrawal of RO authorization where justified and lawfully available.
• Review of affected vessels, companies and certificates and notification to competent authorities where required.
5. Fair process and records
RO measures will be based on verified evidence, risk and proportionality. Except for urgent protective action, VISR will state the material concerns and allow the RO a reasonable opportunity to respond. Monitoring, decisions, corrective actions and closure evidence must be retained in the RO oversight register and IMSAS evidence repository.
Compliance records and communications
All applications, approvals, notices, reports, evidence, decisions, acknowledgements and corrective-action records required by this Circular must be transmitted through an official VISR channel and retained in the controlled Registry file in accordance with the VISR records policy. Communications from unverified domains or persons without written authority must not be relied upon.
Official contact: technical@register-vu.com. Urgent safety, casualty, sanctions or fraud matters must also be copied to info@register-vu.com and reported without delay.
Enforcement, reasons and reconsideration
Non-compliance may result in enhanced inspection, corrective-action requirements, service restrictions, suspension, administrative penalties, withdrawal or revocation of documents, or deletion from the Registry, to the extent authorized by law and the applicable written authority. Except where immediate protective action is necessary for safety, security, sanctions compliance, documentary integrity or preservation of evidence, an affected person will be notified of the material grounds and given a reasonable opportunity to respond. A request for reconsideration must be submitted in writing to the Office of the Maritime Administrator with supporting evidence within ten business days of the written decision, unless a shorter period is stated because of an urgent risk.
Supersession and effective application
This amended Circular supersedes the prior version of Circular No. 035 from the effective date stated above. Existing obligations, liabilities, investigations, fees and corrective actions arising under the prior version remain enforceable to the extent lawfully incurred and are to be administered under the clearer procedures stated in this amended version. If this Circular conflicts with a later Act, regulation or controlled VISR policy, the higher or later instrument prevails and the Circular shall be updated through document control.
| Saade Makhlouf Maritime Administrator of the Republic of Vanuatu Vanuatu International Shipping Registry |
Issued in Port Vila and New York 20 August 2026 |
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