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Port agent

This apprenticeship is in development and is not yet ready to use

Why is this apprenticeship not ready for delivery?

An apprenticeship is only available for delivery when both the standard and assessment plan is approved and a funding band (core government contribution) has been assigned to the standard.

How can I get involved?

If you'd like to get involved and contribute to the development of this apprenticeship, please read about developing standards and assessment plans. You can email the trailblazer contact using the details on this page.

Key information

  1. Status: In development
  2. Ticked Proposal approved
    Ticked Occupational standard approved
    Ticked End-point assessment plan approved
  3. Reference: ST0544
  4. Level: 3
  5. Typical duration to gateway: 18 months
  6. Typical EPA period: 4 months
  7. Route: Transport and logistics
  8. Date updated: 05/05/2022
  9. EQA provider: Ofqual
  10. Review:

    This apprenticeship standard will be reviewed after three years

Print occupational standard

Details of the occupational standard

Occupation summary

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This occupation is found in the shipping industry and located in ports around the country. These ports range considerably in size, from major import/export centres through to much smaller and sometimes remote ports. Port agents work for commercial companies, that may be based in a port or off site.

The broad purpose of the occupation is to represent the vessel operators/owners to facilitate the efficient arrival, working, and departure of their vessels in a port. They do this by supporting vessel progress during a voyage (anywhere in the world) and by ensuring the vessel captain has the help and assistance they need. This support can be very wide-ranging, from making sure the vessel has the right permissions, and the correct crew complement, through to having enough provisions onboard.

Port agents spend a lot of their time communicating with other stakeholders to agree and coordinate activities, ensuring a safe and smooth voyage. While this occupation is often office based, port agents can expect to spend time working onboard vessels when moored in port. Typically, they may have a home port they work in most of the time, yet sometimes need to travel to different ports around the UK. A port agent must work flexibly, including some unsociable hours. And they can expect to be in and around the port in all weathers.

In their daily work, an employee in this occupation interacts with the vessel’s captain and crew who may be of any nationality. The scale and purpose of ports varies a lot, with each port being unique. The port agent will identify and interact with all parties involved in port operations, such as importers and/or exporters, the port authority, terminal operator, stevedores, government authorities (HMRC, Border Force, Port Health, Maritime and Coastguard Agency and Immigration), marine pilots, harbour masters, docking masters, company representatives, local ship providores, repairers and maritime equipment suppliers. A port agent is appointed by a Principal, who might be the vessel owner or vessel operator. A port agent must work to the overall instruction of the Principal.

An employee in this occupation will be responsible for completing their own port agency work within the limits of their responsibility. They must follow instructions, by delivering on the agreed commercial arrangement between their own organisation and the vessel owner or vessel operator.

They are also responsible for providing advice and support to the vessel captain during the voyage, for providing financial services (including cash float) as instructed by vessel owner/operator, and for arranging and overseeing cargo operations when in port.

They will arrange crew, purchase supplies needed by the vessel, and negotiate any work needed with local port suppliers. They also help support the safety and security of vessel related operations. And they must submit any reports or applications needed to comply with port requirements.

They do not arrange an agency agreement themselves or win new work for their organisation; this is instead the responsibility of a senior port agent or a sales/business development manager. They are expected to respond to incidents that affect the vessel, by taking decisions that help bring the operation back on course. Although a port agent must try to resolve any problems themselves, they will escalate issues beyond their authority to a senior port agent or manager in their own organisation and the vessel owner/operator. When a voyage is completed, the port agent must provide their closing reports, including a financial summary.

Typical job titles include:

Boarding clerk Port agent Ships agent

Occupation duties

Duty

KSBs

Duty 1 Deliver the commercial agreement between the port agency and the vessel owner or operator.

K7 K18 K21 K23

S4 S9 S10 S13 S15 S25 S27 S29

B1 B3 B4 B5

Duty 2 Monitor a vessels progress at sea and when in port. Provide updates to all affected stakeholders.

K2 K6 K13 K16 K17 K21 K23 K24

S2 S4 S8 S9 S10 S12 S13 S14 S15 S16 S17 S19 S21 S25 S27 S29

B3 B4 B5 B6

Duty 3 Provide recommendations to the vessels captain to aid progress on the journey.

K2 K6 K10 K11 K16 K17 K23 K24

S2 S4 S7 S8 S9 S10 S12 S13 S15 S19 S24 S25 S29

B1 B3 B4 B5 B6

Duty 4 Book a vessel in and out of port. This includes co-ordinating the berthing plan with all parties involved, such as the port authority.

K1 K2 K3 K4 K7 K10 K11 K13 K14 K15 K16 K17 K21 K23 K24

S2 S5 S7 S8 S12 S15 S16 S19 S20 S24 S25 S29

B1 B3 B4 B5 B6

Duty 5 Arrange marine pilots and tugboat services to ensure safe arrival and/or departure of the vessel. Coordinate these activities with key stakeholders such as harbour masters, tug boat operators, marine pilots, docking masters and company representatives.

K1 K2 K3 K7 K10 K11 K13 K14 K15 K16 K21 K23 K24

S2 S5 S7 S8 S12 S14 S15 S16 S19 S25 S29

B1 B3 B4 B5 B6

Duty 6 Agree a cargo plan between the vessel and terminal/stevedore for the safe loading / discharge of cargo.

K1 K2 K4 K10 K12 K13 K14 K15 K16 K21 K23 K24

S2 S5 S7 S8 S12 S14 S15 S16 S19 S24 S25 S29

B1 B3 B4 B5 B6

Duty 7 Identify and secure port terminal and stevedoring services for specific vessel and cargo types.

K1 K2 K3 K4 K5 K7 K11 K13 K14 K15 K16 K21 K23

S2 S5 S7 S8 S12 S14 S15 S16 S19 S20 S24 S25 S29

B1 B3 B4 B6

Duty 8 Oversee the delivery of cargo operations as planned. Mitigate any issues that arise and report progress to the vessel operator, charterer and/or owner, cargo interests, next agent, and any other interested parties.

K1 K2 K4 K5 K7 K10 K11 K13 K14 K16 K23

S2 S8 S14 S15 S19 S20 S21 S25 S29

B1 B3 B4 B5 B6

Duty 9 Report the details of cargo to the relevant customs authority.

K1 K2 K3 K4 K7 K8 K11 K12 K13 K14 K17 K21 K23

S1 S2 S3 S12 S14 S15 S16 S17 S18 S19 S20 S25 S29

B3 B4 B6

Duty 10 Plan and organise required changes of crew with the ship manager and captain of the vessel, in line with relevant customs regulations.

K9 K13 K15 K16 K21 K23 K24

S2 S5 S6 S8 S14 S15 S16 S18 S19 S21 S25 S29

B1 B3 B4 B6

Duty 11 Provide all required information on crew and passengers to local authorities.

K1 K2 K3 K7 K8 K9 K11 K12 K13 K14 K17 K21 K23

S1 S2 S3 S6 S12 S14 S15 S16 S17 S18 S19 S20 S25

B3 B4

Duty 12 Arrange provision of stores needed by the vessel prior to arrival or during the port stay. This includes fuel, spare parts, drinking water and any other bespoke requirements.

K2 K13 K14 K15 K16 K21 K23 K24

S2 S5 S7 S8 S14 S15 S16 S19 S24 S25 S29

B1 B3 B4 B5 B6

Duty 13 Provide financial services for the vessel. In particular, arrange cash from the vessel operator/owner to provide the vessel captain with a suitable cash float.

K12 K18 K19 K20 K21 K22 K23

S5 S15 S18 S24 S25 S26

B3 B4

Duty 14 Complete the “statement of fact” – keeping track of all activities concerning the vessel from the moment it has arrived at port until the completion of all cargo operations and the departure of the ship, thereby accurately recording the vessels operations and any delays.

K1 K2 K7 K12 K17 K18 K19 K20 K21 K22 K23

S12 S15 S16 S17 S18 S23 S25

B3 B4

Duty 15 Complete the vessels disbursement account to the vessel operator/owner – compiling all the invoices incurred in the vessels call at the port.

K7 K12 K17 K18 K19 K20 K21 K22 K23

S12 S15 S16 S18 S22 S25

B3 B4

Duty 16 Identify incidents and emergencies that impact the vessel, its crew, or cargo. Provide a remedy (within limits of own role) or escalate to relevant stakeholder organisations.

K6 K10 K11 K23 K24

S8 S10 S11 S13 S15 S19 S20 S21 S29

B1 B2 B3 B4 B5 B6

Duty 17 Work to provide a profitable service for both your own organisation and the vessel operator.

K15 K16 K19 K20 K22 K23

S4 S7 S9 S15 S21 S24 S25 S27

B1 B3 B4 B5

Duty 18 Deal with any enquiries or complaints about the port agency services you are responsible for.

K12 K15 K16 K17 K23

S12 S14 S15 S28 S29

B1 B2 B3 B4 B5


KSBs

Knowledge

K1: Local agencies and the regulatory authorities that impact Port Agency. Back to Duty

K2: Procedures for managing the vessel / port information systems. Back to Duty

K3: Regulations that apply to the different types of vessel class that may use Port Agency. Back to Duty

K4: A range of different cargo types. Back to Duty

K5: A range of stevedoring operations that can be used to load/unload cargo. Back to Duty

K6: Techniques for responding to the changing conditions that can commonly hinder vessel progress including changes to tidal and meteorological conditions. Back to Duty

K7: Type of Charter Party, agency agreements and terms relevant to each vessel and / or port visit. Back to Duty

K8: Local customs clearance procedures. Back to Duty

K9: Immigration processes for vessel leavers / joiners. Back to Duty

K10: Relevant health and safety regulations and legislation. Back to Duty

K11: The International Ship and Port Facility Security Code. Back to Duty

K12: The principles for correct storing and sharing of data in accordance with the UK Government Data Protection legislation. Back to Duty

K13: The local specialist Maritime roles and how they support Port activity. This includes, for example, appointed Person, Port Facility Security Officer (PFSO), mooring services, health professionals and marine / cargo surveyors. Back to Duty

K14: Statutory powers of the relevant Port State, their responsibilities, duties and codes. Back to Duty

K15: Negotiation techniques. Back to Duty

K16: The principles of stakeholder relationship management. Back to Duty

K17: Different forms of communication (written, verbal, electronic). Back to Duty

K18: The banking procedures that impact vessels and crew. This includes cash availability, currency exchange rates, proof of receipt of payments and letters of credit. Back to Duty

K19: Bills of lading, their function and importance in transactions. Back to Duty

K20: Charges, terms and conditions of subject port / harbour authority of each vessel call. Back to Duty

K21: Principles of project management and a range of project planning tools. Back to Duty

K22: Principles of Port Agency related budget management. Back to Duty

K23: Techniques for working alone and in a team. Back to Duty

K24: The range of sustainable practices applicable to Port Agency including in-house practices and partner policies. Back to Duty

Skills

S1: Complete the required national and local reporting systems with required vessel and cargo data. Back to Duty

S2: Identify and comply with all local, national and international regulations and legislation that apply. Back to Duty

S3: Interpret and complete information required on International Maritime Organisation vessel / voyage information forms. Back to Duty

S4: Identify the needs of the vessel (within limits of own authority). Back to Duty

S5: Source vessel services for the time and place when these are needed. Back to Duty

S6: Coordinate crew arrivals/departures required to meet ships complement. Back to Duty

S7: Negotiate a positive outcome for the vessel that meets the contractual arrangement. Back to Duty

S8: Identify and apply sustainable practices. Back to Duty

S9: Plan and prioritise workload to meet objectives. Back to Duty

S10: Identify and mitigate risks associated with the vessel and port operations. Back to Duty

S11: Respond to unexpected situations and incidents, offering an appropriate remedy. Back to Duty

S12: Adopt a communication method that takes account of the audience and is suitable for the circumstances. Back to Duty

S13: Make informed recommendations that aid the vessels progress, prioritising health, safety and security. Back to Duty

S14: Maintain a network of stakeholders. Back to Duty

S15: Utilise the strengths of teams to support vessel progress. Back to Duty

S16: Apply relevant IT reporting solutions to assist vessel progress, for example using software required by a particular Government covering the ports jurisdiction. Back to Duty

S17: Report on vessel progress, using the required format (e.g., Maritime pro formas). Back to Duty

S18: Store data correctly and only share data when it is permitted in accordance with legislation and regulation. Back to Duty

S19: Comply with relevant health and safety procedures. Back to Duty

S20: Comply with relevant security procedures. Back to Duty

S21: Monitor vessel progress against expected plans. Back to Duty

S22: Create the required disbursement accounts. Back to Duty

S23: Create a required “Statement of Fact”. Back to Duty

S24: Match supplier quotations with the services/goods needed to support vessel operations. Back to Duty

S25: Apply project management techniques needed to deliver port agency within budget. Back to Duty

S26: Provide financial services that meet needs of the vessel (within limits of given authority). Back to Duty

S27: Quality assure work in accordance with organisational requirements and contractual arrangements. Back to Duty

S28: Handle complaints in line with organisational requirements. Back to Duty

S29: Problem solves changes in circumstances impacting vessel progress. Back to Duty

Behaviours

B1: Sources solutions and seeks to continuously improve and develop. Back to Duty

B2: Resilient under pressure. Back to Duty

B3: Team-focused and works effectively with others. Back to Duty

B4: Acts in a professional and ethical manner. Back to Duty

B5: Takes ownership of work. Back to Duty

B6: Promotes sustainable practice. Back to Duty


Qualifications

English & Maths

Apprentices without level 2 English and maths will need to achieve this level prior to taking the End-Point Assessment. For those with an education, health and care plan or a legacy statement, the apprenticeship’s English and maths minimum requirement is Entry Level 3. A British Sign Language (BSL) qualification is an alternative to the English qualification for those whose primary language is BSL.

Other mandatory qualifications

Institute of Chartered Shipbrokers Foundation Diploma in Port Agency

Level: 3

The Institute approved this qualification for inclusion when approving the original Port Agency Standard. There are elements of "hard sift" - ie it is far easier to gain employment with the foundation diploma. This is because ICA qualifications act as a passport to working in certain sectors. But it also allows for greater rigour and structure in the apprenticeship training - ie a "type 2" qualification. There has never been an apprenticeship in Port Agency before. As the sole professional body, ICS offers a well established qualification that will provide this structure, especially in the early years of apprenticeship delivery. This revision mainly affects the EPA, the standard has just been brought into line with the Institute's latest guidance on quality. Therefore the Trailblazer group considers there is a continued need for this qualification to remain mandatory.

Print EPA plan

End-point assessment plan

AP01

Introduction and overview

This document explains the requirements for end-point assessment (EPA) for the port agent apprentices. End-point assessment organisations (EPAOs) must follow this when designing and delivering their EPA.

Port agent apprentices, their employers and training providers should read this document.

An approved EPAO must conduct the EPA for this apprenticeship. Employers must select an approved EPAO from the Education and Skills Funding Agency’s Register of end-point assessment organisations (RoEPAO).

A full-time apprentice typically spends 18 months on-programme (this means in training before the gateway) working towards competence as a port agent. All apprentices must spend at least 12 months on-programme. All apprentices must spend at least 20% of their on-programme time completing off-the-job training.

This EPA has 3 EPA methods.

The grades available for each EPA method are:

EPA method 1 - test:

EPA method 2 - professional discussion underpinned by portfolio:

EPA method 3 - practical demonstration with questions:

The result from each EPA method is combined to decide the overall apprenticeship grade. The following grades are available for the apprenticeship:

EPA summary table

On-programme (typically 18 months)

Training to develop the knowledge, skills and behaviours (KSBs) of the occupational standard.

Training towards English and mathematics qualifications at Level 21, if required.

Training towards any other qualifications listed in the occupational standard.

The qualification(s) required are:

Institute of Chartered Shipbrokers Foundation Diploma in Port Agency

Compiling a portfolio of evidence.

End-point assessment gateway





The employer must be content that the apprentice is working at or above the level of the occupational standard.

The apprentice’s employer must confirm that they think the apprentice:

  • is working at or above the occupational standard as a port agent
  • has the evidence required to pass the gateway and is ready to take the EPA

An apprentice must have passed any other qualifications listed in the port agent occupational standard ST0544.

The qualification(s) required are:

Institute of Chartered Shipbrokers Foundation Diploma in Port Agency

Apprentices must have achieved English and mathematics at Level 21.

An apprentice must submit all gateway evidence to the EPAO. The EPAO must review the evidence. When the EPAO confirms the gateway requirements have been met, the EPA period starts and typically takes 4 months to complete. The expectation is that the EPAO will confirm the gateway requirements have been met.

For the professional discussion underpinned by portfolio, the apprentice will be required to submit a portfolio of evidence.

Apprentices must submit any policies and procedures as requested by the EPAO.

End-point assessment (typically 4 months)

Re-sits and re-takes

  • Re-take and re-sit grade cap: pass
  • Re-sit timeframe: typically 2 month(s)
  • Re-take timeframe: typically 3 month(s)

1For those with an education, health and care plan or a legacy statement, the apprenticeship’s English and mathematics minimum requirement is Entry Level 3. British Sign Language (BSL) qualifications are an alternative to English qualifications for those who have BSL as their primary language.

Length of end-point assessment period

The EPA will be taken within the EPA period. The EPA period begins when the EPAO confirms the gateway requirements are met and is typically 4 months.

The expectation is that the EPAO will confirm the gateway requirements are met and the EPA begins as quickly as possible.

EPA gateway

The apprentice’s employer must confirm that they think the apprentice is working at or above the occupational standard as a port agent. They will then enter the gateway. The employer may take advice from the apprentice's training provider(s), but the employer must make the decision.

Apprentices must meet the following gateway requirements before starting their EPA.

These are:

  • achieved English and mathematics at Level 21.

Portfolio of evidence requirements:

Apprentices must compile a portfolio of evidence during the on-programme period of the apprenticeship. It should contain evidence related to the KSBs that will be assessed by this assessment method. The portfolio of evidence will typically contain 12 discrete pieces of evidence. Evidence should be mapped against the KSBs.

Evidence may be used to demonstrate more than one KSB; a qualitative as opposed to quantitative approach is suggested. Evidence sources may include:

This is not a definitive list; other evidence sources can be included.

The portfolio should not include reflective accounts or any methods of self-assessment. Any employer contributions should focus on direct observation of performance (for example witness statements) rather than opinions. The evidence provided should be valid and attributable to the apprentice; the portfolio of evidence should contain a statement from the employer and apprentice confirming this.

The EPAO should not assess the portfolio of evidence directly as it underpins the discussion. Independent assessors should review the portfolio of evidence to prepare questions for the discussion assessment method. They are not required to provide feedback after this review.

Apprentices must submit any policies and procedures as requested by the EPAO.

The EPA period starts when the EPAO confirms all gateway requirements have been met. The expectation is they will do this as quickly as possible.

Assessment methods

The assessment methods can be delivered in any order.

The result of one assessment method does not need to be known before starting the next.

Test

Overview

A test is an assessment for asking questions in a controlled and invigilated environment.

Rationale

This EPA method is being used because:

• The Port Agent occupation is subject to wide-ranging regulation and legislation and a multiple-choice test is an efficient way of assuring that the apprentice has all of the necessary fact based knowledge that will enable them to deliver their work in compliant ways.

• It allows for the efficient testing of knowledge where there is a right or wrong answer

• It allows for flexibility in terms of when, where and how it is taken

• It allows larger volumes of apprentices to be assessed at one time.

Delivery

This method must be appropriately structured to give the apprentice the opportunity to demonstrate the KSBs mapped to this EPA method to the highest available grade.

The test can be computer or paper based.

The test will consist of 30 multiple-choice questions.

Multiple-choice questions will have four options, including one correct answer.

Apprentices must be given at least 2 weeks notice of the date and time of the test.

Test administration

Apprentices must have 45 minutes to complete the test.

The test is closed book which means that the apprentice cannot refer to reference books or materials whilst taking the test.

The test must be taken in the presence of an invigilator who is the responsibility of the EPAO. Specialised (proctor) software can be used if the test can be taken on-line, to ensure the security of the test.

The EPAO must have an invigilation policy setting out how the test must be conducted. It must state the ratio of apprentices to invigilators for the setting and allow the test to take place in a secure way.

The EPAO must verify the identity of the apprentice.

The EPAO is responsible for the security of the test including the arrangements for on-line testing. The EPAO must ensure that their security arrangements maintain the validity and reliability of the test.

Marking

The test must be marked by independent assessors or markers employed by the EPAO. They must follow a marking scheme produced by the EPAO. Marking by computer is allowed where question types support this.

A correct answer gets 1 mark(s).

Any incorrect or missing answers get zero marks.

The EPAO is responsible for overseeing the marking of the test. The EPAO must ensure standardisation and moderation of written response test.

Assessment location

Apprentices must take the test in a suitably controlled and invigilated environment that is a quiet room, free from distractions and influence. The EPAO must check the venue is suitable.

The test could take place remotely if the appropriate technology and systems are in place to prevent malpractice. EPAOs must verify the apprentice’s identity and ensure invigilation of apprentices for example with, and not limited to, 360 degreecameras and screen sharing facilities.

Question and resource development

EPAOs must write a test specification and question bank. The specification must be relevant to the occupation and demonstrate how to assess the KSBs shown in the mapping. It is recommended this is done in consultation with employers of this occupation. EPAOs should maintain the security and confidentiality of EPA materials when consulting employers. The questions must be unpredictable. A question bank of sufficient size will support this. The test specification and questions must be reviewed at least once a year to ensure they remain fit-for-purpose.

EPAOs will develop purpose-built question banks and ensure that appropriate quality assurance procedures are in place. For example, considering previous item performance data, item analysis, standardisation, training and moderation. EPAOs will ensure that questions are refined and developed to a high standard.

EPAOs must ensure that apprentices have a different set of questions in the case of re-sits or re-takes.

EPAOs must produce the following materials to support the test:

  • independent assessor assessment materials which include:
    • training materials
    • administration materials
    • moderation and standardisation materials
    • guidance materials
    • grading guidance
    • test specification
    • sample test and mark schemes
    • live tests and mark schemes
    • question bank
  • EPA guidance for the apprentice and employer

Professional discussion underpinned by portfolio

Overview

In the professional discussion, an independent assessor and apprentice have a formal two-way conversation. It gives the apprentice the opportunity to demonstrate their competency across the KSBs as shown in the mapping.

Rationale

This EPA method is being used because

• a competent port agent must manage a range of complex and sometimes unpredictable events, that may occur at sea, or beyond UK territory. This is very difficult to naturally observe within a limited timescale. it allows the apprentice to be assessed against KSBs that may not naturally occur during other assessment methods.

• it allows scope for the apprentice to demonstrate the depth and breadth of KSBs, allowing for a distinction marking.

Delivery

The professional discussion must be structured to give the apprentice the opportunity to demonstrate the KSBs mapped to this EPA method to the highest available grade.

The purpose of the independent assessor's questions will be to explore how the apprentice discharges their port agency responsibilities to vessels under their remit. It will focus on the apprentice’s occupational competence and whether they have met the KSBs, using the portfolio to underpin this. It will involve questions that will focus on the apprentice’s experiences when delivering port agency services in the port(s) they are contracted to.

The EPAO must give an apprentice 2 weeks notice of the professional discussion.

The independent assessor must have at least 2 week(s) to review the supporting documentation.

Apprentices must have access to their portfolio of evidence during the professional discussion.

Apprentices can refer to and illustrate their answers with evidence from their portfolio of evidence, however the portfolio of evidence is not directly assessed.

The professional discussion must last for 45 minutes. The independent assessor can increase the time of the professional discussion by up to 10%. This time is to allow the apprentice to respond to a question if necessary.

For the professional discussion, the independent assessor must ask at least 7 questions. Follow-up questions are allowed. The independent assessor must use the questions from the EPAO’s question bank or create their own questions in-line with the EPAO’s training. The professional discussion must allow the apprentice the opportunity to demonstrate the KSBs mapped to this EPA method at the highest possible grade.

The independent assessor conducts and assesses the professional discussion.

The independent assessor must keep accurate records of the assessment. The records must include the KSBs met, the grade achieved and answers to questions.

The independent assessor will make all grading decisions.

Assessment location

The professional discussion must take place in a suitable venue selected by the EPAO (for example the EPAO’s or employer’s premises).

The professional discussion can be conducted by video conferencing. The EPAO must have processes in place to verify the identity of the apprentice and ensure the apprentice is not being aided.

The professional discussion should take place in a quiet room, free from distractions and influence.

Question and resource development

EPAOs must write an assessment specification and question bank. The specification must be relevant to the occupation and demonstrate how to assess the KSBs shown in the mapping. It is recommended this is done in consultation with employers of this occupation. EPAOs should maintain the security and confidentiality of EPA materials when consulting employers. The questions must be unpredictable. A question bank of sufficient size will support this. The assessment specification and questions must be reviewed at least once a year to ensure they remain fit-for-purpose.

EPAOs will develop purpose-built question banks and ensure that appropriate quality assurance procedures are in place, for example, considering standardisation, training and moderation. EPAOs will ensure that questions are refined and developed to a high standard.

EPAOs must ensure that apprentices have a different set of questions in the case of re-sits or re-takes.

EPAOs must produce the following materials to support the professional discussion underpinned by portfolio:

  • independent assessor assessment materials which include:
    • training materials
    • administration materials
    • moderation and standardisation materials
    • guidance materials
    • grading guidance
    • question bank
  • EPA guidance for the apprentice and employer

Practical demonstration with questions

Overview

In a practical assessment, the independent assessor observes the apprentice completing a task or series of tasks set by the EPAO. The EPAO decides where it takes place, and the test environment must closely relate to the apprentice’s natural working environment.

The practical and responses to questions must be assessed holistically by the independent assessor when they are deciding the grade for the practical assessment.

Rationale

This EPA method is being used because

• It is a holistic assessment method requiring the demonstration of knowledge, skills and behaviours.

• Port agents take responsibility for vessels around the globe and so the natural lifecycle of a vessel scheduled to arrive or depart a UK port can be several weeks long. This makes direct observation difficult to achieve.

• Due to the variances in vessel timescales, it is difficult to plan with any reliability that a vessel will be in port at the time of the assessment.

This is a practical occupation best demonstrated through completing tasks in a real work setting. Questioning allows for the assessment of the breadth and depth of underpinning knowledge against the grading descriptors. This is a cost-effective method of testing and ensures validity by utilising available workplace equipment and resources .

Delivery

The practical demonstration with questions must be structured to give the apprentice the opportunity to demonstrate the KSBs mapped to this EPA method to the highest available grade.

The independent assessor must only observe one apprentice to ensure quality and rigour they must be as unobtrusive as possible.

The EPAO must give an apprentice 2 weeks notice of the practical assessment.

The practical demonstration with questions must take 2 hours.

The independent assessor can increase the time of the practical demonstration with questions by up to 10%. This time is to allow the apprentice to complete a task or respond to a question if necessary. The practical assessment and questioning must allow the apprentice the opportunity to demonstrate the KSBs at the highest possible grade.

The practical demonstration with questions cannot be split, other than for comfort breaks or to allow apprentices to move from one location to another. Where breaks occur, they will not count towards the total EPA time.

EPAOs must manage invigilation of apprentices at all times to maintain security of the EPA, in line with their malpractice policy. This includes breaks and moving between locations.

The independent assessor must explain to the apprentice the format and timescales of the practical demonstration with questions before it begins. This does not count towards the assessment time.

The independent assessor should observe the following during the practical assessment. These activities provide the apprentice with the opportunity to demonstrate the KSBs as shown in the mapping:

as the independent assessor is expected to take on the role of anyone with whom the apprentice wishes to engage with, all practical demonstrations with questions must be audio recorded. this will allow the independent assessor to review aspects of the recording before making their grading decisions, should this be needed. recordings must be reviewed on site and deleted before the independent assessor leaves the premises.

all activities relate to one fictitious vessel that is due in a fictitious port and, via acts of port agency, must be readied so that it in a position to leaves port .

at the start of the two hours of the practical demonstration with questions,the apprentice will be presented with a scenario to read that will note the details of the port , the type of vessel, its voyage/purpose, the nature of its call in port, the port agency contract, budget and the broad types of costs involved. each scenario should consist of narrative of no more than 2 sides of a4/1000 words in length. it may additionally include up to 2 diagrams that are not included in the 2 sides of aa/1000 words limit. to avoid predictability, epao’s will ensure the scenario covers all other relevant and some important but unnecessary information.

during the practical demonstration, the apprentice will be expected to simulate calls to people involved in the process or greet them face-to-face. each of these calls will be made to the independent assessor. at the beginning of the call, the apprentice must declare who they want to speak to, thus enabling the independent assessor to respond appropriately.

in all activities, the apprentice must take the role of the port agent, with the independent assessor taking on the role of any person whom the apprentice must engage with (e.g. the vessel master, or someone they need to source, such as a provider of crane services).

all of the following activities represent key stages in the port agency process and must be included in the practical demonstration, a practical assessment without these activities would hamper the opportunity for the apprentice to demonstrate occupational competence against the ksbs assigned to this assessment method:

• initial costs: the apprentice must create and send the independent assessor a proforma disbursement account (pda) for a vessel’s port call, having first made all necessary enquiries/negotiations. (a pda is an estimate of costs relating to port agency services.)

• pre-arrival: the apprentice will communicate via an appropriate means with the vessel ensuring that they have all necessary pre-arrival information.

• port call: the apprentice must coordinate operations, and update the appropriate people via suitable means, to de-brief on how and when the port services will be completed.

• final disbursement: the apprentice must finalise the port process so that all necessary paperwork is completed correctly and distributed to the appropriate people.

it is expected that during the practical demonstration with questions at least 2 unexpected situations arise that mean the apprentice will need to revise their existing plans to accommodate any changes. these unexpected situations could affect the vessel when at sea or when in port and should be ones that might naturally occur in a typical working day for a port agent but will ensure that the apprentice will need to amend their existing plans.

These activities provide the apprentice with the opportunity to demonstrate the KSBs as shown in the mapping.

Questions must be asked. The purpose of the independent assessor's questions will be

Those KSBs that the apprentice did not have the opportunity to demonstrate during the practical demonstration can instead be covered by questioning, although these should be kept to a minimum.

Questions must be asked after the practical. The total duration of the practical is 2 hours and the time for questioning is included in the overall assessment time. The total time for the practical element is 1 hours. The time allocated for questioning is 1 minutes.

The independent assessor must ask at least 5 questions. The independent assessor must use the questions from the EPAO’s question bank or create their own questions in-line with the EPAO’s training

The independent assessor must ask questions about KSBs that were not observed to gather assessment evidence. These questions are in addition to the set number of questions for the practical demonstration with questions and should be kept to a minimum. The independent assessor can also ask questions to clarify answers given by the apprentice.

The independent assessor conducts and assesses the practical demonstration with questions. They must record the KSBs observed, KSBs demonstrated in answers to questions and the grade achieved. The apprentice’s answers to questions must also be recorded.

The independent assessor makes all grading decisions.

Assessment location

The practical demonstration with questions will take place in a simulated environment selected by the EPAO (for example the EPAO’s or employer’s premises). The simulated environment must relate to the apprentice’s natural work environment. Equipment and resources needed for the practical demonstration with questions must be provided by the EPAO, who can liaise with the employer to provide these.

Questioning that occurs after the practical demonstration with questions should take place in a quiet room, free from distractions and influence

Additional venue requirements that must be in place include:

Question and resource development

EPAOs must write an assessment specification and question bank. The specification must be relevant to the occupation and demonstrate how to assess the KSBs shown in the mapping. It is recommended this is done in consultation with employers of this occupation. EPAOs should maintain the security and confidentiality of EPA materials when consulting employers. The questions must be unpredictable. A question bank of sufficient size will support this. The assessment specification and questions must be reviewed at least once a year to ensure they remain fit-for-purpose.

EPAOs will develop purpose-built question banks and ensure that appropriate quality assurance procedures are in place. For example, considering standardisation, training and moderation. EPAOs will ensure that questions are refined and developed to a high standard.

EPAOs must ensure that apprentices have a different set of questions in the case of re-sits or re-takes.

EPAOs must produce the following materials to support the practical demonstration with questions:

  • independent assessor assessment materials which include:
    • training materials
    • administration materials
    • moderation and standardisation materials
    • guidance materials
    • grading guidance
    • question bank
  • EPA guidance for the apprentice and employer

Grading

Professional discussion underpinned by portfolio

Fail - does not meet pass criteria

Theme

KSBs

Pass

Apprentices must demonstrate all the pass descriptors

Distinction

Apprentices must demonstrate all the pass descriptors and all of the distinction descriptors

Regulations and procedures
K1 K2 K8 K9 S1 S2 S3 S16 S17 S18 S19 S20

K1

Lists the types of local agencies and also the regulatory authorities that apply to all UK ports. Explains how each one impacts on the function of port agency services.

 

S2, S19, S20

Describes how, within the limits of their own role, they ensure the vessels they are responsible for comply with local, national and international regulations and legislation. 

Describes how they take responsibility for their own and others’ health, safety and security complying fully with their employer’s and local port / harbour / terminal policies and practices.

K2, S1, S3, S16, S17

Outlines the steps they follow to identify relevant stakeholders, vessel and port factors to ensure they report as required (both accurately and timely).

K8, K9

Outlines customs clearance procedures and immigration processes relevant to the delivery of port agency services. Describes the Port Agent’s role in ensuring documentation for vessel leavers / joiners is in order.

S18

Explains how they ensure the data they handle is used and retained in line with the Data Protection Act 2018. Describes a time when they decided to share data requested by a 3rd party, and how they reached this decision. 

 

S2, S19, S20

Explains the potential consequences to the vessel of not complying with all relevant regulations and legislation. 

 

 

Communication and collaboration
K23 S14 S15 S28 B4

K23, S14, S15

Compares techniques used when working alone and working in a team and can describe a time when they used team strengths to aid vessel progress. Outlines the steps they take to maintain their network of team members and external stakeholders 

S28, B4

Outlines their own organisations requirements when handling complaints about port agency. Describes how they have met these requirements, whilst maintaining a professional and ethical stance 

 

K23, S14, S15

Evaluates how they chose the particular strengths within a team when successfully aiding a vessel to make progress.

Financial handling
K18 K22 S26

K18, K22, S26

Describes the principles of Port Agency related financial management that meets the demands of the vessel. Outlines how banking procedures can be impacted by cash availability, currency exchange rates, proof of receipt of payments and letters of credit. 

K18, K22, S26

Appraises different kinds of banking procedures that can be arranged evaluating the benefits and limitation of each.

Responding to the needs of the vessel
K24 S6 S8 S11 S27 B1 B2 B6

K24, S8, B6

Identifies sustainable practices applicable to Port Agency both in house and with partner policies. Describes how they have applied and promoted sustainable practices within the Port Agency sector.

S6

Summaries the steps required to coordinate crew arrivals / departures to maintain vessels operations

S11, B2 

Explains how they respond to vessel emergencies and incidents, whilst remaining resilient under pressure. Identifies the appropriate solutions for the emergencies described

S27, B1

Explains the proactive steps they follow to quality assure work in line with organisational and contractual requirements. Explores solutions to continuously develop and improve quality assurance findings. 

 

K24, S8, B6

Evaluates the consequences for the Port Agency sector by failing to address sustainability practices.

S6

Justifies their choice of methods used to coordinate ships complement and why they deemed these the most appropriate.

S27, B1

Evaluates the importance of quality assurance and the possible consequences of failing to address organisation and contractual agreements. 

Port agency management
K21 S10 S13 S21

K21, S10, S13, S21

Describes how they utilise project management principles and tools to both mitigate risks and make informed recommendations linked to vessel and port operations (putting health, safety, and security first). Including the monitoring of vessel progression against expected plans.

n/a

Practical demonstration with questions

Fail - does not meet pass criteria

Theme

KSBs

Pass

Apprentices must demonstrate all the pass descriptors

Distinction

Apprentices must demonstrate all the pass descriptors and all of the distinction descriptors

Needs of the vessel and the people involved
K13 K20 S4 S5 S29

K13 S4, S5

Identifies the needs of the vessel and all relevant stakeholders that are required in order to deliver port agency services at the time and place needed.

K20 

Correctly determines the charges, terms and conditions relating to a vessel call in port.

S29

Problem solves changes in circumstances impacting vessel progress.

 

n/a

Negotiation and communication
K15 K16 K17 S7 S12 S24 B3 B5

K15, K16, B5, S24, S7

Matches quotes for work with needs of the vessel requiring port agency. Takes ownership by negotiating positive outcomes, influencing/managing all relevant stakeholders, thereby enabling the contractual obligations to be met. 

 

K17, S12, B3

Selects forms of communication applicable to the situation and the audience.  Works effectively with others, resulting in the needs of the vessel being met. 

K15, K16, B5, S24, S7

Evaluates initial quotes for work and provides at least one idea that results in an improved solution for the vessel.

 K17, S12, B3

Analyses effectiveness of chosen communication method by verifying understanding with their audience.

Port Agency management
S9 S22 S23 S25

S9, S25

Identifies and coordinates their port agency tasks to both operate within budget and also meet port agency requirements of the vessel.

S22, S23

Prepares an accurate statement of fact together with both initial and final disbursement accounts

 

n/a

Test

Grade Minimum marks required Maximum marks required
Fail 0 20
Pass 21 26
Distinction 27 30

Overall EPA grading

The EPA methods contribute equally to the overall EPA grade.

Performance in the EPA will determine the apprenticeship grade of:

Independent assessors must individually grade the: professional discussion underpinned by portfolio and practical demonstration with questions according to the requirements set out in this EPA plan.

EPAOs must combine the individual assessment method grades to determine the overall EPA grade.

Apprentices who fail one or more assessment method will be awarded an overall EPA fail.

Apprentices must achieve at least a pass in all the EPA methods to get an overall pass. In order to achieve an overall EPA ‘distinction’, apprentices must achieve a distinction in all three assessment methods.

Grades from individual assessment methods should be combined in the following way to determine the grade of the EPA as a whole.

Test Professional discussion underpinned by portfolio Practical demonstration with questions Overall Grading
Fail Any grade Any grade Fail
Any grade Fail Any grade Fail
Any grade Any grade Fail Fail
Pass Pass Pass Pass
Distinction Distinction Distinction Distinction

Re-sits and re-takes

Apprentices who fail one or more EPA method(s) can take a re-sit or a re-take at the employer’s discretion. The apprentice’s employer needs to agree that a re-sit or re-take is appropriate. A re-sit does not need further learning, whereas a re-take does.

Apprentices should have a supportive action plan to prepare for a re-sit or a re-take.

The employer and EPAO agree the timescale for a re-sit or re-take. A re-sit is typically taken within 2 months of the EPA outcome notification. The timescale for a re-take is dependent on how much re-training is required and is typically taken within 3 months of the EPA outcome notification.

Failed EPA methods must be re-sat or re-taken within a 6-month period from the EPA outcome notification, otherwise the entire EPA will need to be re-sat or re-taken in full.

Re-sits and re-takes are not offered to apprentices wishing to move from pass to a higher grade.

An apprentice will get a maximum EPA grade of pass for a re-sit or re-take, unless the EPAO determines there are exceptional circumstances.

Roles and responsibilities

Roles Responsibilities

Apprentice

As a minimum, apprentices should:

  • participate in and complete on-programme training to meet the KSBs as outlined in the occupational standard for a minimum of 12 months
  • undertake 20% off-the-job training as arranged by the employer and training provider
  • understand the purpose and importance of EPA
  • undertake the EPA including meeting all gateway requirements

 

Employer

As a minimum, employers must:

  • select the EPAO and training provider 
  • work with the training provider (where applicable) to support the apprentice in the workplace and to provide the opportunities for the apprentice to develop the KSBs
  • arrange and support a minimum of 20% off-the-job training to be undertaken by the apprentice 
  • decide when the apprentice is working at or above the level required by the occupational standard and so is ready for EPA
  • ensure that all supporting evidence required at the gateway is submitted in accordance with this EPA plan
  • remain independent from the delivery of the EPA
  • confirm arrangements with the EPAO for the EPA (who, when, where) in a timely manner (including providing access to any employer-specific documentation as required, for example company policies)
  • ensure that the EPA is scheduled with the EPAO for a date and time which allows appropriate opportunity for the apprentice to meet the KSBs
  • ensure the apprentice is well prepared for the EPA
  • require the training provider and EPAO to ensure the EPA is booked in a timely manner

Post-gateway, employers must: 

  • confirm arrangements with the EPAO for the EPA (who, when, where) in a timely manner (including providing access to any employer-specific documentation as required, for example company policies)
  • ensure that the EPA is scheduled with the EPAO for a date and time which allows appropriate opportunity for the KSBs to be met
  • remain independent from the delivery of the EPA
  • ensure the apprentice is given sufficient time away from regular duties to prepare for, and complete all post-gateway elements of the EPA, and that any required supervision during this time (as stated within this EPA plan) is in place
  • where the apprentice is assessed in the workplace, ensure that the apprentice has access to the resources used on a daily basis
  • pass the certificate to the apprentice upon receipt from the EPAO

EPAO

As a minimum, EPAOs must: 

  • conform to the requirements of this EPA plan and deliver its requirements in a timely manner
  • conform to the requirements of the Register of End-Point Assessment Organisations (RoEPAO)
  • conform to the requirements of the external quality assurance provider (EQAP) for this apprenticeship standard
  • understand the occupational standard
  • make all necessary contractual arrangements, including agreeing the price of the EPA
  • develop and produce assessment materials including specifications and marking materials (for example mark schemes, practice materials, training material)
  • appoint suitably qualified and competent independent assessors and oversee their working
  • appoint administrators (and invigilators where required) to administer the EPA as appropriate
  • provide training for independent assessors in terms of good assessment practice, operating the assessment tools and grading
  • provide adequate information, advice and guidance documentation to enable apprentices, employers and training providers to prepare for the EPA
  • arrange for the EPA to take place, in consultation with the employer
  • where the apprentice is not assessed in the workplace, ensure that the apprentice has access to the required resources and liaise with the employer to agree this if necessary
  • develop and provide appropriate assessment recording documentation to ensure a clear and auditable process is in place for providing assessment decisions and feedback to all relevant stakeholders
  • have no direct connection with the apprentice, their employer or training provider. In all instances, including when the EPAO is the training provider (i.e. HEI), there must be no conflict of interest
  • have policies and procedures for internal quality assurance (IQA), and maintain records of regular and robust IQA activity and moderation for external quality assurance (EQA) purposes
  • deliver induction training for independent assessors, and for invigilators and/or markers (where used)
  • undertake standardisation activity on this apprenticeship standard for all independent assessors before they conduct an EPA for the first time, if the EPA is updated and periodically as appropriate (a minimum of annually)
  • manage invigilation of apprentices in order to maintain security of the assessment in line with the EPAO’s malpractice policy
  • verify the identity of the apprentice being assessed
  • use language in the development and delivery of the EPA that is appropriate to the level of the occupational standard

Pre-gateway, EPAOs must: 

  • make all necessary contractual arrangements, including agreeing the price of the EPA
  • provide adequate information, advice and guidance documentation to enable apprentices, employers and training providers to prepare for the EPA
  • arrange for the EPA to take place, in consultation with the employer.

At the Gateway, EPAOs must: 

  • confirm all gateway requirements have been met as quickly as possible.

Post-gateway, EPAOs must: 

  • where the apprentice is not assessed in the workplace, ensure that the apprentice has access to the required resources and liaise with the employer to agree this if necessary

Independent assessor

As a minimum, independent assessors must: 

  • have the competence to assess the apprentice at this level and hold any required qualifications and experience in line with the requirements of the independent assessor as detailed in the IQA section of this EPA plan
  • understand the occupational standard and the requirements of this EPA
  • have, maintain and be able to evidence, up-to-date knowledge and expertise of the subject matter
  • deliver the end-point assessment in-line with the EPA plan
  • comply with the IQA requirements of the EPAO
  • have no direct connection or conflict of interest with the apprentice, their employer or training provider; in all instances, including when the EPAO is the training provider (i.e. HEI)
  • attend induction training
  • attend standardisation events when they begin working for the EPAO, before they conduct an EPA for the first time and a minimum of annually on this apprenticeship standard
  • assess each assessment method, as determined by the EPA plan, and without extending the EPA unnecessarily
  • assess against the KSBs assigned to each assessment method, as shown in the mapping of assessment methods and as determined by the EPAO, and without extending the EPA unnecessarily
  • make all grading decisions
  • record and report all assessment outcome decisions, for each apprentice, following instructions and using assessment recording documentation provided by the EPAO, in a timely manner
  • use language in the development and delivery of the EPA that is appropriate to the level of the occupational standard
  • mark open (constructed) test answers accurately according to the EPAO’s mark scheme and procedures

Training provider

As a minimum, training providers should:

  • work with the employer and support the apprentice during the off-the-job training to provide the opportunities to develop the knowledge, skills and behaviours as listed in the occupational standard
  • conduct training covering any knowledge, skill or behaviour requirement agreed as part of the Commitment Statement (often known as the Individual Learning Plan)
  • monitor the apprentice’s progress during any training provider led on-programme learning
  • advise the employer, upon request, on the apprentice’s readiness for EPA
  • remain independent from delivery of the EPAO. Where the training provider is the EPA (i.e. a HEI) there must be procedures in place to mitigate against any conflict of interest

Marker

As a minimum, markers should:

  • attend induction training as directed by the EPAO
  • have no direct connection or conflict of interest with the apprentice, their employer or training provider in all instances including when the EPAO is the training provider (i.e. HEI)
  • mark test answers accurately according to the EPAO’s mark scheme and procedures

Invigilator

As a minimum, invigilators should:

  • attend induction training as directed by the EPAO
  • have no direct connection or conflict of interest with the apprentice, their employer or training provider; in all instances, including when the EPAO is the training provider (i.e. HEI)
  • invigilate and supervise apprentices during tests and in breaks during assessment methods to prevent malpractice in accordance with the EPAO’s invigilation procedures

Reasonable adjustments

The EPAO must have reasonable adjustments arrangements for the EPA.

This should include:

  • how an apprentice qualifies for reasonable adjustment
  • what reasonable adjustments may be made

Adjustments must maintain the validity, reliability and integrity of the EPA as outlined in this EPA plan.

Internal quality assurance (IQA)

Internal quality assurance refers to how EPAOs ensure valid, consistent and reliable EPA decisions. EPAOs must adhere to the requirements within the roles and responsibilities section and:

  • have effective and rigorous quality assurance systems and procedures that ensure fair, reliable and consistent EPA regardless of employer, place, time or independent assessor
  • appoint independent assessors who are competent to deliver the EPA and who:
    • have recent relevant experience of the occupation or sector to at least occupational level 4 gained in the last 3 years or significant experience of the occupation or sector
    • have professional body membership with:

      Institute of Chartered Shipbrokers

  • operate induction training for anyone involved in the delivery and/or assessment of the EPA
  • provide training for independent assessors in good assessment practice, operating the assessment tools and making grading decisions
  • provide ongoing training for markers and invigilators
  • provide standardisation activity for this apprenticeship standard for all independent assessors:
    • before they conduct an EPA for the first time
    • if the EPA is updated
    • periodically as appropriate (a minimum of annually)
  • conduct effective moderation of EPA decisions and grades
  • conduct appeals where required, according to the EPAO’s appeals procedure, reviewing and making final decisions on EPA decisions and grades
  • have no direct connection with the apprentice, their employer or training provider. In all instances, including when the EPAO is the training provider (for example a higher education institution)

Professional recognition

Professional body recognition is not relevant to this occupational apprenticeship.

Mapping of KSBs to assessment methods

Knowledge Assessment methods
K1

Local agencies and the regulatory authorities that impact Port Agency.

Back to Grading
Professional discussion underpinned by portfolio
K2

Procedures for managing the vessel / port information systems.

Back to Grading
Professional discussion underpinned by portfolio
K3

Regulations that apply to the different types of vessel class that may use Port Agency.

Back to Grading
Test
K4

A range of different cargo types.

Back to Grading
Test
K5

A range of stevedoring operations that can be used to load/unload cargo.

Back to Grading
Test
K6

Techniques for responding to the changing conditions that can commonly hinder vessel progress including changes to tidal and meteorological conditions.

Back to Grading
Test
K7

Type of Charter Party, agency agreements and terms relevant to each vessel and / or port visit.

Back to Grading
Test
K8

Local customs clearance procedures.

Back to Grading
Professional discussion underpinned by portfolio
K9

Immigration processes for vessel leavers / joiners.

Back to Grading
Professional discussion underpinned by portfolio
K10

Relevant health and safety regulations and legislation.

Back to Grading
Test
K11

The International Ship and Port Facility Security Code.

Back to Grading
Test
K12

The principles for correct storing and sharing of data in accordance with the UK Government Data Protection legislation.

Back to Grading
Test
K13

The local specialist Maritime roles and how they support Port activity. This includes, for example, appointed Person, Port Facility Security Officer (PFSO), mooring services, health professionals and marine / cargo surveyors.

Back to Grading
Practical demonstration with questions
K14

Statutory powers of the relevant Port State, their responsibilities, duties and codes.

Back to Grading
Test
K15

Negotiation techniques.

Back to Grading
Practical demonstration with questions
K16

The principles of stakeholder relationship management.

Back to Grading
Practical demonstration with questions
K17

Different forms of communication (written, verbal, electronic).

Back to Grading
Practical demonstration with questions
K18

The banking procedures that impact vessels and crew. This includes cash availability, currency exchange rates, proof of receipt of payments and letters of credit.

Back to Grading
Professional discussion underpinned by portfolio
K19

Bills of lading, their function and importance in transactions.

Back to Grading
Test
K20

Charges, terms and conditions of subject port / harbour authority of each vessel call.

Back to Grading
Practical demonstration with questions
K21

Principles of project management and a range of project planning tools.

Back to Grading
Professional discussion underpinned by portfolio
K22

Principles of Port Agency related budget management.

Back to Grading
Professional discussion underpinned by portfolio
K23

Techniques for working alone and in a team.

Back to Grading
Professional discussion underpinned by portfolio
K24

The range of sustainable practices applicable to Port Agency including in-house practices and partner policies.

Back to Grading
Professional discussion underpinned by portfolio
Skill Assessment methods
S1

Complete the required national and local reporting systems with required vessel and cargo data.

Back to Grading
Professional discussion underpinned by portfolio
S2

Identify and comply with all local, national and international regulations and legislation that apply.

Back to Grading
Professional discussion underpinned by portfolio
S3

Interpret and complete information required on International Maritime Organisation vessel / voyage information forms.

Back to Grading
Professional discussion underpinned by portfolio
S4

Identify the needs of the vessel (within limits of own authority).

Back to Grading
Practical demonstration with questions
S5

Source vessel services for the time and place when these are needed.

Back to Grading
Practical demonstration with questions
S6

Coordinate crew arrivals/departures required to meet ships complement.

Back to Grading
Professional discussion underpinned by portfolio
S7

Negotiate a positive outcome for the vessel that meets the contractual arrangement.

Back to Grading
Practical demonstration with questions
S8

Identify and apply sustainable practices.

Back to Grading
Professional discussion underpinned by portfolio
S9

Plan and prioritise workload to meet objectives.

Back to Grading
Practical demonstration with questions
S10

Identify and mitigate risks associated with the vessel and port operations.

Back to Grading
Professional discussion underpinned by portfolio
S11

Respond to unexpected situations and incidents, offering an appropriate remedy.

Back to Grading
Professional discussion underpinned by portfolio
S12

Adopt a communication method that takes account of the audience and is suitable for the circumstances.

Back to Grading
Practical demonstration with questions
S13

Make informed recommendations that aid the vessels progress, prioritising health, safety and security.

Back to Grading
Professional discussion underpinned by portfolio
S14

Maintain a network of stakeholders.

Back to Grading
Professional discussion underpinned by portfolio
S15

Utilise the strengths of teams to support vessel progress.

Back to Grading
Professional discussion underpinned by portfolio
S16

Apply relevant IT reporting solutions to assist vessel progress, for example using software required by a particular Government covering the ports jurisdiction.

Back to Grading
Professional discussion underpinned by portfolio
S17

Report on vessel progress, using the required format (e.g., Maritime pro formas).

Back to Grading
Professional discussion underpinned by portfolio
S18

Store data correctly and only share data when it is permitted in accordance with legislation and regulation.

Back to Grading
Professional discussion underpinned by portfolio
S19

Comply with relevant health and safety procedures.

Back to Grading
Professional discussion underpinned by portfolio
S20

Comply with relevant security procedures.

Back to Grading
Professional discussion underpinned by portfolio
S21

Monitor vessel progress against expected plans.

Back to Grading
Professional discussion underpinned by portfolio
S22

Create the required disbursement accounts.

Back to Grading
Practical demonstration with questions
S23

Create a required “Statement of Fact”.

Back to Grading
Practical demonstration with questions
S24

Match supplier quotations with the services/goods needed to support vessel operations.

Back to Grading
Practical demonstration with questions
S25

Apply project management techniques needed to deliver port agency within budget.

Back to Grading
Practical demonstration with questions
S26

Provide financial services that meet needs of the vessel (within limits of given authority).

Back to Grading
Professional discussion underpinned by portfolio
S27

Quality assure work in accordance with organisational requirements and contractual arrangements.

Back to Grading
Professional discussion underpinned by portfolio
S28

Handle complaints in line with organisational requirements.

Back to Grading
Professional discussion underpinned by portfolio
S29

Problem solves changes in circumstances impacting vessel progress.

Back to Grading
Practical demonstration with questions
Behaviour Assessment methods
B1

Sources solutions and seeks to continuously improve and develop.

Back to Grading
Professional discussion underpinned by portfolio
B2

Resilient under pressure.

Back to Grading
Professional discussion underpinned by portfolio
B3

Team-focused and works effectively with others.

Back to Grading
Practical demonstration with questions
B4

Acts in a professional and ethical manner.

Back to Grading
Professional discussion underpinned by portfolio
B5

Takes ownership of work.

Back to Grading
Practical demonstration with questions
B6

Promotes sustainable practice.

Back to Grading
Professional discussion underpinned by portfolio

Mapping of KSBs to grade themes

Professional discussion underpinned by portfolio - Discussion

KSBS GROUPED BY THEME Knowledge Skills Behaviour
Regulations and procedures
K1 K2 K8 K9
S1 S2 S3 S16 S17 S18 S19 S20

Local agencies and the regulatory authorities that impact Port Agency. (K1)

Procedures for managing the vessel / port information systems. (K2)

Local customs clearance procedures. (K8)

Immigration processes for vessel leavers / joiners. (K9)

Complete the required national and local reporting systems with required vessel and cargo data. (S1)

Identify and comply with all local, national and international regulations and legislation that apply. (S2)

Interpret and complete information required on International Maritime Organisation vessel / voyage information forms. (S3)

Apply relevant IT reporting solutions to assist vessel progress, for example using software required by a particular Government covering the ports jurisdiction. (S16)

Report on vessel progress, using the required format (e.g., Maritime pro formas). (S17)

Store data correctly and only share data when it is permitted in accordance with legislation and regulation. (S18)

Comply with relevant health and safety procedures. (S19)

Comply with relevant security procedures. (S20)

N/A

Communication and collaboration
K23
S14 S15 S28
B4

Techniques for working alone and in a team. (K23)

Maintain a network of stakeholders. (S14)

Utilise the strengths of teams to support vessel progress. (S15)

Handle complaints in line with organisational requirements. (S28)

Acts in a professional and ethical manner. (B4)

Financial handling
K18 K22
S26

The banking procedures that impact vessels and crew. This includes cash availability, currency exchange rates, proof of receipt of payments and letters of credit. (K18)

Principles of Port Agency related budget management. (K22)

Provide financial services that meet needs of the vessel (within limits of given authority). (S26)

N/A

Responding to the needs of the vessel
K24
S6 S8 S11 S27
B1 B2 B6

The range of sustainable practices applicable to Port Agency including in-house practices and partner policies. (K24)

Coordinate crew arrivals/departures required to meet ships complement. (S6)

Identify and apply sustainable practices. (S8)

Respond to unexpected situations and incidents, offering an appropriate remedy. (S11)

Quality assure work in accordance with organisational requirements and contractual arrangements. (S27)

Sources solutions and seeks to continuously improve and develop. (B1)

Resilient under pressure. (B2)

Promotes sustainable practice. (B6)

Port agency management
K21
S10 S13 S21

Principles of project management and a range of project planning tools. (K21)

Identify and mitigate risks associated with the vessel and port operations. (S10)

Make informed recommendations that aid the vessels progress, prioritising health, safety and security. (S13)

Monitor vessel progress against expected plans. (S21)

N/A

Practical demonstration with questions - PracticalAssessment

KSBS GROUPED BY THEME Knowledge Skills Behaviour
Needs of the vessel and the people involved
K13 K20
S4 S5 S29

The local specialist Maritime roles and how they support Port activity. This includes, for example, appointed Person, Port Facility Security Officer (PFSO), mooring services, health professionals and marine / cargo surveyors. (K13)

Charges, terms and conditions of subject port / harbour authority of each vessel call. (K20)

Identify the needs of the vessel (within limits of own authority). (S4)

Source vessel services for the time and place when these are needed. (S5)

Problem solves changes in circumstances impacting vessel progress. (S29)

N/A

Negotiation and communication
K15 K16 K17
S7 S12 S24
B3 B5

Negotiation techniques. (K15)

The principles of stakeholder relationship management. (K16)

Different forms of communication (written, verbal, electronic). (K17)

Negotiate a positive outcome for the vessel that meets the contractual arrangement. (S7)

Adopt a communication method that takes account of the audience and is suitable for the circumstances. (S12)

Match supplier quotations with the services/goods needed to support vessel operations. (S24)

Team-focused and works effectively with others. (B3)

Takes ownership of work. (B5)

Port Agency management

S9 S22 S23 S25

N/A

Plan and prioritise workload to meet objectives. (S9)

Create the required disbursement accounts. (S22)

Create a required “Statement of Fact”. (S23)

Apply project management techniques needed to deliver port agency within budget. (S25)

N/A

Contact us about this apprenticeship

Employers involved in creating the standard: Denholm Group, Casper Shipping Ltd, Danbrit Shipping Ltd, Denholm Port Services Ltd, EMR Shipping Ltd, George Hammond PLC, J R Rix & Sons Ltd, Lacy & Middlemiss Ltd, Wainwright Bros & Co Ltd, Grange Shipping Ltd, Kestrel Liner Agencies Ltd, John Good Shipping

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