Guidance

MIN 670 (M) The Extended Support for Maritime Training (SMarT) fund during the COVID-19 period - further extension (2021)

Published 9 November 2021

This guidance was withdrawn on

The guidance in MIN 670 has been withdrawn as claims to the extended Support for Maritime Training (SMarT) fund have ceased to be submitted.

If you’re from a training provider (TP) and have any questions regarding the fund, please email smart@mcga.gov.uk.

Notice to all shipowners, masters, deck and engineering officers and ratings of merchant vessels and those concerned with maritime training.

This notice should be read with MGN 455, MIN 611 (Amendment 2), MIN 615, MIN 624 (Amendment 1) and MIN 655.

This MIN expires 31 October 2024

Summary

This MIN further extends the UK Government’s additional financial support to assist cadets during the ongoing COVID-19 pandemic by six months. The eligibility requirements remain as per 3.1 and 3.2 of MIN 615 unless otherwise stated.

1. Introduction

1.1 Due to the ongoing impact of the COVID-19 pandemic on cadet training, the MCA intends to extend its cadet funding support by a further six months (up to 12 months in total) for those cadets who are unable to complete their training and obtain their Certificate of Competency (CoC) within the allotted 150-week SMarT funding period. This additional funding will enable cadets to remain sponsored while continuing to develop their knowledge and skills. Any extension to funding due to COVID will be available up to and including 31 October 2024.

2. The Proposal

2.1 Confirmation of Extension of COVID-19 Funding

This further six-month SMarT COVID-19 extension can only be claimed for cadets who are unable to complete their training and obtain their CoC within the allotted 150- week period. For Graduate Engineers (fast trackers) a maximum of up to 12 months funding is available per cadet and where they have not been able to complete their training and obtain their CoC within the allotted 50-week SMarT funding period. The following reasons are acceptable to make a claim:

  • A delay has occurred in completing STCW safety courses as they were unavailable due to the impact of COVID-19;
  • A delay has occurred in obtaining seagoing service due to the impact of COVID-19;
  • A delay has occurred in completing their MCA approved long course at college due to the impact of COVID-19
  • A delay has occurred in completing MCA Written Exam Papers due to the impact of COVID-19

Funding requests for each cadet will be considered by the MCA on a case-by-case basis. The sponsoring company and cadet must ensure that every effort is made to:

  • Apply for the Notice of Eligibility (NoE) as soon as they have met the qualifying conditions;
  • Book their oral exam at the earliest possible date; and
  • Forward their NoE pass, and any outstanding documents required for the issue of a CoC to the MCA as soon as possible.

Any new applications for a new NOE, should clearly be marked #SMART on the first page of the application form. When contacting the processing teams, please include in the title of each email “#SMART”. Any further delays in the application process, oral exam booking or final CoC issue must then be flagged to the MCA by emailing smart@mcga.gov.uk. The reason for the delay must be stated in addition to the cadet’s name, and their date of birth. This approach should avoid any delays in processing, therefore “Processing delays” must never be stated on the ‘claims form (MSF 3905)’ as a reason to claim an extension to funding.

3. Backdating funding where 26 weeks COVID funding has already been claimed

3.1 Where 26 weeks of COVID funding has already been claimed on or after 1st April 2021 for a cadet, the MCA will consider requests for an extension to funding of up to 26 weeks for each eligible cadet on a case-by-case basis.

3.2 Extensions can only be granted against the reasons set out in section 2.1 of this MIN.

3.3 The trainee must continue to meet the eligibility criteria for the funding extension period being requested and still be sponsored by the Training Provider (TP).

3.4 Requests should be submitted to smart@mcga.gov.uk providing trainee details; the reasons why the CoC has not yet been obtained; and the number of weeks and period of funding being requested.

3.5 If requests are approved, funding may be claimed up until the week before the CoC is issued, up to a maximum of 12 months, whichever comes first. Once approved, the TP will be advised to add the cadets onto the COVID-19 Declaration Form (MSF 3905) and add a comment onto the portal. This will be processed via a balancing claim and TPs must not try to add the backdated claims to the F307C.

4. Claims and forecasts

4.1 Once approved, funding can be claimed up to the week before the CoC is issued (or up to a maximum of 52 weeks whichever comes first) providing the cadet has made every effort to qualify as soon as possible.

4.2 Instructions and guidance for the SMarT COVID-19 claims process are available on request via smart@mcga.gov.uk

4.3 The reasons stated on the COVID Declaration Form (MSF 3905) must relate to the delay with each cadet not being able to meet the qualifying conditions (see section 2.1 of this MIN).

4.4 TPs should forecast all anticipated claims for each month within their next forecast and submit with their next claims period in accordance with the payment schedule.

4.5 Where cadets have completed all the requirements within 150 weeks and no knock-on effects have been caused by the pandemic, COVID-19 funding cannot be claimed.

5. Actions and records required by training providers

5.1 Where seagoing service has been the reason for the claim for the funding extension, the cadet must apply for their NoE as soon as they have acquired the required seagoing service and are able to submit this to the MCA. TPs must be able to demonstrate that the cadet has applied for an NOE at the earliest possible date, noting that some cadets may not be able to submit the seagoing service until they have disembarked their vessel.

5.2 TPs will be expected to provide evidence that their cadets have applied as soon as conditions were met and then booked an oral exam for the earliest possible date. The NoE pass must be submitted to the MCA on the date of receipt.

5.3 TPs must be able to demonstrate that they have communicated all priority applications to the MCA and/or any delays to the application process to the MCA.

5.4 A non-exhaustive list of documents which may be requested during a COVID-19 audit is available from the MCA upon request and is in addition to the requirements in sections 5.1 to 5.4 of this MIN.

6. Further guidance on seafarers on the impact of COVID

6.1 The MCA’s response and advice to industry on areas of operation which may be affected by COVID-19 can be found by using the following link:

https://www.gov.uk/guidance/uk-seafarer-careers-training-provision-and-information#coronavirus-covid-19-contingency-plan-and-guidelines-for-seafarers

More Information

UK Seafarer Services
Maritime and Coastguard Agency
Bay 2/13
Spring Place
105 Commercial Road
Southampton
SO15 1EG

Telephone: +44 (0) 203 8172000

Email: smart@mcga.gov.uk