If you are an Indian seafarer returning home or preparing for your next contract, keeping your documents up to date is essential. Your Certificate of Competency is one of the most critical documents you possess. Because this certificate has a fixed period of validity, you must renew or revalidate it before it expires so that you can continue working at sea without any interruption.
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The Directorate General of Shipping has introduced a three tier system to simplify online training and certification for Indian seafarers. This system includes online e-learning modules with assessments, courses from approved Maritime Training Institutes, and online exit exams. Once you complete these initial stages, you can easily apply for your revalidation online.
This guide will walk you through every single requirement, document, and step needed to complete your application smoothly.
Documents and Tools You Need Before Starting to Renew Your COC
Before you sit down at your computer, gather all your paperwork and ensure you have the right setup. Having these ready will save you time, as the online portal application takes about 25 minutes to complete.
System Requirements
- A desktop computer, laptop, or mobile device
- Mozilla Firefox browser for smooth website performance
Application Fee
- The application fee is 5000 rupees plus applicable bank charges or taxes.
Required Materials and Files
- A scanned copy of your signed application form
- A scanned copy of your official signature
- Scanned copies of all relevant pages of your old certificate containing stamps or endorsements
- A self attested original sea service letter from your owner or agent, including the RPSL number and valid email address
- A self attested medical certificate issued by an approved doctor, which must also be reflected in the master checker records
- Scanned copies of all modular course and upgradation course certificates merged cleanly into a single file
When scanning your documents, use clear scanning tools that do not add watermarks. Options like ScanPro or Microsoft Office Lens are ideal for creating clear uploads in PDF or JPG format.
Step by Step Online Application Process to Renew COC
Once you have your scanned documents and login credentials ready, you can follow this detailed step by step procedure to submit your application.
1. Log In to the e-Governance Portal
Open the official Directorate General of Shipping website using your Mozilla Firefox browser. Navigate to the e-Governance tab. Enter your INDOS number as your user ID along with your account password to log in to your personal profile.
2. Navigate to the Revalidation Section
After logging into your profile, locate and click on the link for Certificate of Competency revalidation. You will see options for submitting a new application or checking fees status. Click on the option for application for revalidation of certificate.
3. Select Your Grade and MMD
Choose your specific certificate grade from the dropdown menu and proceed. Select your preferred Mercantile Marine Department center. It is usually best to select the same location where you appeared for your examinations to avoid administrative delays.
4. Verify Personal Details and Addresses
Review all personal details displayed on the screen. If you find errors, you will need to apply for a profile correction before proceeding. Check your delivery address carefully because this is where your physical sticker will be mailed. If the address is missing or incorrect, update your seafarer profile first.
5. Input Course Details
Enter the details of your completed courses, including your advanced safety training and modular certificates. The portal automatically streamlines these inputs. For example, once you enter details for Advanced Fire Fighting, the basic Fire Prevention and Fire Fighting options become hidden. Similarly, entering PSCRB details will hide the Personal Survival Techniques option. Add any relevant comments in the section provided before moving forward.
6. Update Medical Certificate Details
Fill in your current medical certificate information. Ensure that your medical doctor has already uploaded your fitness details to the master checker section on the official website. If this information is missing from the portal records, your application may run into processing delays.
7. Enter Sea Service or Shore Details
Navigate to the professional competency tab to record your recent history:
- Active Seafarers: Select your recent sea service details from the last 5 years. You do not need to list older service history. Select the appropriate options indicating that you are an active seafarer with adequate sea time.
- Shore Staff: If you lack the required sea time over the last 5 years because you moved to a shore based role, select the shore service options. You will then need to enter details about the relevant examination or qualifications cleared for revalidation.
8. Complete Casualty and Inquiry Disclosures
Answer the required questions in the casualty and inquiry section regarding your time at sea. If you were involved in an official maritime casualty or formal inquiry onboard during your tenure, select yes and provide all requested details. If no such event occurred, simply select no to continue.
9. Generate Your Application Number
Review the summary page to verify that all your entries are completely accurate. Read through the declaration checklist, tick the confirmation box, and click the option to generate your application number.
Recommended Read: INDoS Number: How to Apply (Complete Guide)
How to Pay Fees and Upload Documents to Renew COC
Generating your application number creates your record, but your submission is incomplete until you pay and upload your files.
Making the Online Payment
- Return to the application status link and select the option to pay fees.
- Click the Pay Now button. You can complete the transaction using a credit card, debit card, net banking, or UPI.
- Once the payment finishes, a pop up message will appear on your screen. You must click Continue on this pop up window. Do not cancel or close this screen early, or your payment status may fail to reflect in the portal, requiring you to contact the authorities directly to fix the error.
- Save or print your successful payment receipt for your records.
Uploading Your Files
- After completing the payment, go back to the application status page. Confirm that your payment status shows as an electronic payment.
- Download your completed application form and verify that the payment reference number is clearly printed on it.
- Click the Upload Now button to attach your files. Upload your signed application, signature, old certificate pages, medical letter, and merged modular course certificates.
- Submit the documents and wait for the verification process to finish. Once approved, your physical sticker will be dispatched to your updated address.
Recommended Read: How to Apply for Dangerous Cargo Certificate: Complete Guide for Seafarers
FAQs
1. What should you do if your medical certificate does not appear in the master checker?
You must contact your approved medical examiner and request them to upload your medical fitness details directly onto the official portal before you submit your application.
2. Can you download your application before completing the payment process?
You can view your submitted data, but downloading the final official application before paying is not recommended because it will not show the payment reference number.
3. What file formats are accepted for document uploads on the portal?
The online portal accepts files only in PDF and JPG formats, and all course certificates must be merged into a single document.
4. How do you report an interrupted payment if money was deducted from your account?
If your bank account was debited but the portal shows an unverified status, you should email your regional Mercantile Marine Department or the main authority with your transaction details.
5. Do active seafarers need to enter their entire career history during revalidation?
No, you are only required to enter and verify your sea service details from the last 5 years.
