Part 7
Appendices
Checklists, templates and a self-test you can use as they are.
In this part
Appendix A: Pre-mobilisation checklist (normal notice)
At nomination
- Helseattest valid for the whole assignment period
- Basic safety and emergency preparedness training valid for the whole period
- Role-specific certificates and courses valid for the whole period
- Client-specific requirements checked against the requirements matrix (including the operator's e-learning courses)
- No conflict with rest periods or the oppholdsperiode from the previous rotation
- For work abroad: passport, visa or work permit, and vaccination requirements checked
- Active confirmation received from the employee
At confirmation
- Mobilisation letter sent
- Confirmation of receipt recorded
- Next-of-kin information verified by the employee
- Registration with the operator started, employee informed of their part (profile, uploads, e-learning)
- Person registered with the client and on the POB
14 days ahead
- Certificates and helseattest re-checked
- Status verified in the operator's system: registered, documents approved, course codes visible
- Travel and hotel booked and distributed
- Special needs clarified
- First-time traveller: preparation call held, information sheet sent
72 hours ahead
- Reminder sent with reporting time, place and requirements
- Confirmation received, otherwise followed up by phone
- Weather and helicopter status being monitored
Mobilisation day
- Coordinator or duty coordinator reachable
- Arrival on board confirmed
- POB updated
Appendix B: Quick checklist at short notice
Continuous readiness (before the job exists)
- Certificate and helseattest overview green across the whole pool
- Personnel profiles complete (travel, suit size, ID and passport, next of kin, emergency contact)
- Requirements matrix per client and installation up to date
- Relevant personnel fully registered and approved with repeat clients and operators
- Mobilisation letter template ready per client and installation
- Standby and availability status kept current by the employees
On client confirmation (target: letter out within 1 hour)
- Requirements check against the matrix, validity against the upper estimate of duration
- Status with the operator verified (registered and approved), otherwise escalated immediately
- Phone call to the employee, verbal acceptance
- Complete mobilisation letter sent, with estimated duration and uncertainty range
- Next-of-kin information verified in the same pass
- Travel booked, or the time it will follow communicated
- Written confirmation received, otherwise phone within 1 hour
- Client and POB updated
On postponement or cancellation
- Notified immediately by phone, in writing afterwards
- New status communicated (intended or cancelled) with the next update time
- Cancellation compensation rules followed up, and passed on to payroll
Appendix C: Information sheet for first-time travellers (template, adapt per operator)
Your first trip offshore: what you need to know
Welcome. Here is what matters most for travel day, alongside your mobilisation letter. Read the operator's own travel information as well: [link].
Before travel day: You will get access to [the operator's portal] where you create a profile, verify your details and upload [documents]. This has to be approved before you can travel, so do it as soon as you get the access.
Reporting: Report at [heliport] by [time] at the latest. As a first-time traveller we recommend arriving well before that. Have valid ID easily to hand, not packed in your baggage.
Baggage: Maximum [weight] per item. Power banks cannot be taken offshore. Tools and work equipment are sent as freight, not in your baggage.
In the helicopter: No hand baggage, only a newspaper or book in the inside pocket of the survival suit you will be issued. All electronics have to be switched fully off, not in flight mode. Your phone goes in the suit's inside pocket.
Medication: Prescription medicine in its original packaging marked with your name. Anything else in unopened packaging. All of it is logged in a medication envelope at the heliport and cleared with the nurse on board. Bring enough for a few days of delayed travel home.
On board: You will get a safety induction on arrival and be allocated a cabin and a muster station. [Buddy or contact person] will meet you and show you round.
Questions? Call me on [phone]. There are no stupid questions before a first trip.
Appendix D: Change notice template
Change to your assignment, [installation]
Hi [name],
What has changed: Departure has moved from [date and time] to [date and time]. The journey home is now planned for [date or estimated duration].
Why: [One sentence, e.g. "The operator has pushed the start of the campaign back by a week."]
What it means for you: [Consequences for travel, compensation, the next period of time off.]
What you have to do: Confirm that you have received this change and that the new date works, by [deadline]. An updated mobilisation letter is attached and replaces the previous version.
Get in touch on [phone] if anything is unclear.
Appendix E: Self-test, how robust is your coordination?
Twelve yes or no questions. Each one is a requirement from the guide, and each one is about capability rather than effort. Answer honestly, and answer for an ordinary Tuesday, not for your best day with everyone at work.
- Can the duty coordinator produce a correct POB and next-of-kin list for a given installation in under five minutes, on a Sunday evening?
- Can you document which certificates and which helseattest an employee held valid on a given date last year, not only today?
- Are both the employee and the coordinator notified in good time before a certificate or a helseattest expires, early enough to schedule the renewal into a work period?
- Do you know right now what share of the personnel pool is "green" and could travel out tomorrow?
- Can you produce a complete, correct mobilisation letter within one hour of the client's confirmation, from templates and pre-captured data?
- Do you know at any time who has confirmed their mobilisation letter and who has not replied, without anyone having to go looking?
- Do the rotation plan, certificate status and mobilisation details exist in one place that both the coordinator and the employee can see, with the same content?
- Could a competent colleague take over the whole coordination portfolio tomorrow morning without calling the coordinator?
- Do employees report their own availability, or does every short-notice assignment start with a round of phone calls?
- Does every written agreement about an extension, a change or compensation always find its way to the payroll basis, without depending on one person remembering?
- Can you produce actual working hours and continuous stays per person, with history, within a day if an inspection or a client audit asks?
- Do you see an uneven distribution of short-notice trips and extensions across people before it turns into wear and resignations?
10 to 12 yes: Coordination is robust. Use the guide to fine-tune.
6 to 9 yes: The core works, but the gaps are real. Note which questions came back no: each one corresponds to a chapter in the guide, and each one is an incident waiting to happen.
Under 6 yes: It is worth being honest about what is actually holding the operation up today. It is probably not the processes, but the vigilance and memory of a few individuals. That works right up until they are ill, on holiday or working out their notice. The questions above are tool-neutral, but they describe capabilities nobody builds through effort alone. They have to be built into the way the work is organised, so that a yes is a yes whoever is on duty.