India's directive on enrollment procedures for pre-sea courses and handling passport-related issues

The Directorate General of Shipping, India has published DGS circular No. 11 of 2024 emphasizing the need for timely batch detail submissions, addressing passport-related concerns for students, and outlining procedures for handling exceptions.

This circular was published on 23 April 2024.

1. Deadline Adherence for MTIs: The circular underscores the importance of adhering to deadlines for uploading batch details in the e-Governance module. This system ensures efficient management and tracking of course enrollments and student data. The specified time frames for different courses provide clarity and uniformity across all DGS approved Maritime Training Institutes (MTIs), ensuring that administrative processes are streamlined and courses can commence smoothly.
2. Extension Request for Students Without Passports: The Directorate has received representations from various institutes conducting Pre-Sea courses highlighting a common issue. Many students seeking admission to these courses do not possess passports at the time of enrollment. In response to this challenge, these institutes have requested an extension of the deadline from the standard 15 days to a more accommodating period of 6 months from the commencement date of the Pre-Sea Course. This extension aims to provide students with sufficient time to obtain their passports, thereby facilitating their participation in the courses without undue constraints.
3. STCW Compliance Board Proposal: To address the passport-related issue, the matter was deliberated upon in the 22nd STCW Compliance Board Meeting held on 13th March 2024. During the meeting, the Compliance Board proposed a systematic approach. Institutes are required to submit details of students lacking passports, including their names, dates of birth, and course names, before the commencement of the respective courses. Once these students obtain their passports, the MTIs are instructed to request the Deputy Director-General of Shipping (Training) to grant backdated permission for entering batch details. This proposed procedure ensures that students' enrollment status is accurately documented and updated in a timely manner.
4. Submission of Details by MTIs: In light of the above considerations, the circular directs MTIs to promptly submit details of students who do not possess passports but seek admission to Pre-Sea courses. These details should be submitted within 15 days from the batch start date to the training branch. Subsequently, permissions will be granted retrospectively, with reference to the date of enrollment, once the students' passport details are provided. This approach aims to accommodate students' needs while maintaining the integrity of enrollment records and regulatory compliance.
5. Approval and Implementation: The circular concludes by affirming that the directives contained therein have received approval from the Competent Authority. This ensures that the outlined procedures are officially sanctioned and must be followed by all concerned parties, including MTIs and regulatory bodies.

For more information, please see the document below (available only to subscribers):

Uploading of Batch Details in E-Gov Module for Conduct of Classes