SAQA All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.
SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED UNIT STANDARD: 

Complete financial, statutory and operational shipping documentation 
SAQA US ID UNIT STANDARD TITLE
117683  Complete financial, statutory and operational shipping documentation 
ORIGINATOR
SGB Transport and Logistics Operations 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 11 - Services Transport, Operations and Logistics 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular  Level 5  Level TBA: Pre-2009 was L5 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Reregistered  2018-07-01  2023-06-30  SAQA 06120/18 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2024-06-30   2027-06-30  

In all of the tables in this document, both the pre-2009 NQF Level and the NQF Level is shown. In the text (purpose statements, qualification rules, etc), any references to NQF Levels are to the pre-2009 levels unless specifically stated otherwise.  

This unit standard does not replace any other unit standard and is not replaced by any other unit standard. 

PURPOSE OF THE UNIT STANDARD 
A Learner competent against this unit standard will know and demonstrate an understanding of:
  • Disbursement accounts calculations.
  • Agency Remuneration calculations.
  • The preparation of accounts and budgets for vessel operations.
  • Statutory documentation required for port shipping activities.
  • Operational documentation and procedures required for port shipping activities. 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    The credit calculation is based on the assumption that learners are already competent in terms of the following unit standards when starting to learn towards this unit standard:
  • Know and Apply the Basics of Accounting procedures and controls
  • Understand the roles and responsibilities of the players within the Ships Agency environment. 

  • UNIT STANDARD RANGE 
    The scope of this Unit Standard is for any person working in the ships agency environment where knowledge and understanding of the accounting procedures associated with the calculations of ships disbursements and agency remuneration, and the various types of statutory and operational documentation is required.

    The context of this Unit Standard refers to knowledge components, aspects and accounting practices in the ships operation section of the ships agency environment in South Africa, together with the role and types of documentation associated with ships operations, cargo handling and port activities
    The level assigned to this Unit Standard is appropriate because a fairly narrow range of knowledge and cognitive skills is applied. The range includes innovative responses to concrete but sometimes unfamiliar problems within the shipping environment using basic analytical interpretation of information. 

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Calculate ships disbursements. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    All expenditure associated with the vessel operations is monitored and recorded accurately, using applicable tariffs. 

    ASSESSMENT CRITERION 2 
    Freight tax, where applicable, is calculated according to statutory requirements. 

    ASSESSMENT CRITERION 3 
    Ships agency remuneration items as per Industry Body (e.g. ASABOSA) recommendations and/or company / principal - specific agreements is calculated. 

    ASSESSMENT CRITERION 4 
    All disbursement actions required during the vessels stay in port (e.g. obtaining advance funds, arranging cash to Master, production of pro forma disbursement accounts) is effectively implemented. 

    SPECIFIC OUTCOME 2 
    Monitor and allocate/recover expenses/overdue accounts generated during vessels port stays. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Expenses incurred during vessel port stay are monitored, identified, categorised, recorded and calculated appropriately. 

    ASSESSMENT CRITERION 2 
    Expenses incurred are allocated to appropriate party (e.g. owners, time charterers, charterers and merchants). 

    ASSESSMENT CRITERION 3 
    All expense accounts associated with vessels stay in port are monitored and reconciled. 

    ASSESSMENT CRITERION 4 
    Final disbursement accounts are produced to ensure payments are received. 

    ASSESSMENT CRITERION 5 
    Final accounts for vessels stay in port are completed. 

    ASSESSMENT CRITERION 6 
    The stages in recovery of overdue accounts are explained and the procedures required for such recovery are demonstrated. 

    ASSESSMENT CRITERION 7 
    The value of a P&I Association in such procedures can be explained. 

    SPECIFIC OUTCOME 3 
    Know and understand and be able to work with Vessel Working Documentation. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    A Statement of Facts and a Timesheet is compiled. 

    ASSESSMENT CRITERION 2 
    Demurrage / despatch monies is calculated. 

    ASSESSMENT CRITERION 3 
    The necessary precautions that may be taken to minimise disputes with respect to "Notice of readiness" are demonstrated. 

    ASSESSMENT CRITERION 4 
    A Stowage Plan is interpreted in order to plan ships operations correctly. 

    ASSESSMENT CRITERION 5 
    A basic Stowage Plan for various vessel types is drafted. 

    ASSESSMENT CRITERION 6 
    Vessel arrival documentation is completed. 

    SPECIFIC OUTCOME 4 
    Know understand and be able to work with statutory and operational ship documentation in the port operations cycle. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Documentation required for clearing the ship with statutory authorities including Customs, Port Health and Immigration, is completed. 

    ASSESSMENT CRITERION 2 
    The procedures for Noting Protest are demonstrated. 

    ASSESSMENT CRITERION 3 
    Procedures and documentation to put a party on notice is implemented. 

    ASSESSMENT CRITERION 4 
    Procedures for signing on and off of crew and the responsibility for repatriation are demonstrated. 

    SPECIFIC OUTCOME 5 
    Know, understand and be able to work with Cargo Documentation. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Bills of lading in Port Agency are completed (with particular emphasis on the problems arising from the delivering of cargo without B/Ls being presented). 

    ASSESSMENT CRITERION 2 
    Know and apply information contained in government regulations for imports and exports. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
    1. Any institution offering learning that will enable achievement of this unit standard must be accredited by any relevant ETQA.

    2. Moderation of assessment will be overseen by the relevant ETQA at its discretion.

    3. Moderation should encompass achievement of competence described in both individual unit standards as well as the integrated competence described in the qualification. 

    UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
    Essential embedded knowledge will be assessed through assessment of the Specific outcomes in terms of the stipulated Assessment criteria. Candidates are unlikely to achieve all the Specific outcomes, to the standards described in the Assessment criteria, without knowledge of the listed embedded knowledge. This means that for the most part, the possession or lack of the knowledge can be directly inferred from the quality of the candidate's performance. Where direct assessment of knowledge is required, Assessment criteria have been included in the body of the unit standard.

    The following embedded knowledge is addressed in an integrated way in the unit standard:
    1. Basic bookkeeping.
    2. The relationships and differences between fixed and variable costs related to vessel operations.
    3. The procedures required for ship's arrest and other debt recovery mechanisms for overdue funds owing as a result of vessels stay in port.
    4. The principles of financial budgeting associated with ships operations.
    5. Arrival documentation; the concept of "arrived ship" and the vital importance of tendering "Notice of Readiness"
    6. The role and functions of the bill of lading in international trade and be aware of the effect of other national legislation on B/Ls.
    7. The differences between basic port-to-port B/Ls, Through B/Ls, Combined
    Transport B/Ls and Sea Waybills and understand the importance of the main clauses that impact on the Port Agent.
    8. The agents role in issuing B/Ls at loading port and his responsibility in avoiding fraud, including understanding "clean" and "dirty" applied to B/Ls and the problems arising with the use of "dirty" B/Ls and the implications of issuing Letters of Indemnity.
    9. The role and purpose of cargo documentation such as Booking Notes, Shipping Notes, Mates Receipts, Dangerous Cargo Declarations, Cargo Manifests, etc.
    10. Container terminal requirements for documentation, including sequence lists
    11. The reason for, validity of and importance of, ships certificates including Ships Register; Loadline Certificate; Safety Construction, Safety Equipment and Safety Radio Certificates; International Oil Pollution Prevention certificate; De-rat infestation certificate.
    12. The issuer of the various certificates and documents associated with ships operations; the impact of validity and how they affect the operational processes in the port.
    13. Documentation for vessels stay in Port
    14. Circumstances and documentation required for incidents of smuggling, drug trafficking, stowaways and illegal immigration. 

    UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO WORKING 
    Work effectively with others as a member of the team responsible for satisfying the customer through accurate and timeous management of accounts and the management and control of documentation related to the vessels stay in port and any freight that is handled. 

    UNIT STANDARD CCFO ORGANISING 
  • Organise and manage themselves and their activities with regard to the monitoring, recording, calculating and reporting of revenues and expenses associated with the vessels stay in port.
  • Organise and manage themselves and their activities with regard to the monitoring and controlling of documentation associated with the vessels stay in port and handling of freight. 

  • UNIT STANDARD CCFO COLLECTING 
    Collect, analyse, organise and critically evaluate information concerning revenue and expenditure associated with vessels stay in port. 

    UNIT STANDARD CCFO COMMUNICATING 
    Communicate effectively using visual, mathematical and/or language skills - orally or written - with all parties involved in the revenues and expenses related to the vessels stay in port. 

    UNIT STANDARD ASSESSOR CRITERIA 
    Assessors should keep the following principles in mind when designing and conducting assessments against this unit standard:
  • Focus the assessment activities on gathering evidence in terms of the main outcome expressed in the title to ensure assessment is integrated rather than fragmented. Remember we want to declare the person competent in terms of the title. Where assessment at title level is unmanageable, then focus assessment around each Specific outcome, or groups of Specific outcomes.
  • Make sure evidence is gathered across the entire range, wherever it applies. Assessment activities should be as close to the real performance as possible, and where simulations or role-plays are used, there should be supporting evidence to show the candidate is able to perform in the real situation.
  • Do not focus the assessment activities on each assessment criterion. Rather make sure the assessment activities focus on outcomes and are sufficient to enable evidence to be gathered around all the Assessment criteria.
  • The Assessment criteria provide the specifications against which assessment judgments should be made. In most cases, knowledge can be inferred from the quality of the performances, but in other cases, knowledge and understanding will have to be tested through questioning techniques. Where this is required, there will be Assessment criteria to specify the standard required.
  • The task of the assessor is to gather sufficient evidence, of the prescribed type and quality, as specified in this unit standard, that the candidate can achieve the outcomes again and again and again. This means assessors will have to judge how many repeat performances are required before they believe the performance is reproducible.
  • All assessments should be conducted in line with the following well documented principles of assessment: appropriateness, fairness, manageability, integration into work or learning, validity, direct, authentic, sufficient, systematic, open and consistent

    Additional Notes
    In presentation of this Unit Standard, the training approach should be proportioned as follows:

    1. Theory: 60%
    2. Tutorial: 40% 

  • REREGISTRATION HISTORY 
    As per the SAQA Board decision/s at that time, this unit standard was Reregistered in 2012; 2015. 

    UNIT STANDARD NOTES 
    Accreditation process (including moderation):
    Methods and tools of assessment:
    The following methods of assessment have been identified as the preferred measurement and assessment of learner competence in the above-mentioned Assessment Criteria

    1. Oral assessment methods (e.g. presentations)
    2. Written assessments/case studies/projects
    3. In-situ observation OR simulation
    4. Practical demonstration
    A portfolio of evidence - valid, reliable and authentic evidence from past achievements and experience may serve to supplement the assessment of applied competence.
    These methods must be carefully selected based on the purpose of the assessment (For example, the written method could be used to assess knowledge or on-job demonstration for practical competence). The assessment must integrate a number of different methods (no less than two of those detailed above) in order to give the assessor reliable and valid proof of competence and evidence of required attitudes

    The following tools may be used to supplement the above minimum assessment methods:

    Valid, reliable and authentic evidence (presented as a portfolio of evidence) from past achievements and experience may serve to supplement the assessment of applied competence. The portfolio should include inter alia:

    1. Written statements from persons (e.g. current and/or previous employer, colleague, peer, manager, external customers) confirming competence of the learner
    2. Relevant certificates or awards
    3. Previous assessment records
    4. Journals/logbook


    Conducting assessments
    1. Anyone assessing a learner against this unit standard must be registered as an assessor with the relevant ETQA and be familiar with the full text and subject matter content of the Unit Standard being assessed.
    2. The assessor must ensure that the assessment covers the specific outcomes, critical cross-field outcomes and essential embedded knowledge. 

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Core  58759   National Certificate: Ports and Harbours  Level 5  Level TBA: Pre-2009 was L5  Passed the End Date -
    Status was "Reregistered" 
    2015-06-30  TETA 
    Elective  49155   Further Education and Training Certificate: Shipping  Level 4  NQF Level 04  Reregistered  2023-06-30  TETA 
    Elective  65529   Further Education and Training Certificate: Transport Operations  Level 4  NQF Level 04  Reregistered  2023-06-30  TETA 


    PROVIDERS CURRENTLY ACCREDITED TO OFFER THIS UNIT STANDARD: 
    This information shows the current accreditations (i.e. those not past their accreditation end dates), and is the most complete record available to SAQA as of today. Some Primary or Delegated Quality Assurance Functionaries have a lag in their recording systems for provider accreditation, in turn leading to a lag in notifying SAQA of all the providers that they have accredited to offer qualifications and unit standards, as well as any extensions to accreditation end dates. The relevant Primary or Delegated Quality Assurance Functionary should be notified if a record appears to be missing from here.
     
    1. Aldabri 106 Institute for Quality Pty Ltd 
    2. Edu Wize Group Pty Ltd 
    3. Learning Exchange Pty Ltd 



    All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.