Clerks and Checkers, Local 1593
Ports America
Auto Ro-Ro Operation Guidelines
General Understandings and Practices:
1. All clerks shall be cut back strictly by seniority.
2. All jobs assignments except for MOC and Scanners ordered on the PDO shall
be offered by the Chief Clerk strictly by seniority.
3. All clerks can shift to open positions during the course of the operation if
they choose.
4. No pets allowed.
5. No boom boxes or Karaoke machines allowed.
6. No flip flops, sandals, or sneakers allowed.
7. All clerks work at the direction of the Chief Clerk as directed by
Management. Insubordination will not be tolerated by any party.
8. All Clerks shall notify the Chief Clerk of their intention to call for a
replacement. Chief Clerk shall communicate with dispatcher final
replacement needs.
9. Clerks cannot leave the job until the Chief Clerk releases them as directed
by Management.
10. As a matter of safety, no chairs are permitted in the traffic lanes at the Tick
Station.
11. If ANY employee notices ANY damage to a NEW vehicle, the vehicle must
be sidelined and the damage reported immediately to the Chief Clerk
and/or management before releasing the vehicle back into the operation.
12. All cuts shall be noted on the tick number sticker as a large “X” and the
word “cut” neatly written above the tick number. (The Tick Sticker is NOT
to be removed)
Discharge:
o Mazda parking guidelines to be observed for all discharge regardless of
make and model. (attached)
o Chief Clerks will acquire and maintain all hourly counts on the Hourly Count
Report provided by Management.
Load:
o Pre-Assembly:
o Tick numbers shall be placed on the front of the vehicle windshield
on the VIN number side.
o All load paperwork shall be sorted by port. This is the responsibility
of the Chief Clerk prior to operations.
o Chief Clerk is responsible for making all copies required for the
operation.
o Volkswagen Criteria:
o Pre-Assembly Clerks will write the Port of Discharge (POD) on
the roof of the unit above the tick number sticker on the
passenger side with a grease pen.
o Hoegh Criteria:
o Tick number sticker will continue to be located on the side
window next to label.
o All clerks are given a Load Plan.
o Chief Clerk Responsibilities:
o Chief Clerks will acquire and maintain all hourly counts on the Hourly
Count Report provided by Management.
o When necessary, the Chief Clerks can utilize Receiving Clerks to assist
in the counting process.
o All discrepancies MUST be brought to the attention of management
before the end of the operation by the Chief Clerk.
o The Head Chief Clerk shall manage the communication and recording
of all cuts/add-ons and maintain one master sheet.
o Manage the placement of personnel by seniority.
o Manage the relief of personnel for breaks.
o Master/Tick sheets shall be turned in at the end of the vessel.
o All Hoegh cargo will be scanned. The Chief Clerk will go to the Hoegh
office and gather the appropriate scanners for their vessel prior to
the operation.
 Tick Clerks:
o Each Tick Clerk will use his or her own personal Tick Sheet to verify
cargo.
o Each Tick Sheet will be signed on the top sheet and initialed on all
corresponding sheets for that port or group once it has been closed
out or complete. Tick sheets shall be collected by the Chief Clerks
during the operation from time to time.
o Tows and Forklift Cars are to be marked with a T for Tow or an F for
forklift.
o The load plan may change based upon space aboard the vessel. Tick
Clerks need to notify the supervisor and the Chief Clerk if a different
port arrives at the tick station.
o When ticking the cars, the Tick Clerk will also verify the last six digits
of the VIN number to ensure the correct vehicle is being loaded.
o All Tick Clerks working the dock will need to combine TIC sheets
accordingly in order to verify loaded units throughout the vessel
operations to the best of their ability.
o Paperwork must be neat and clean. No circles or highlighters.
Colored pen only. Please use “cut through” (one line) marks to verify.
Verify both tick number and VIN number.
o Master Sheet Tick Clerk shall only mark the tick number and not the
VIN when combining other tick data to their sheet.
o “Close Out Procedure”- Tick Clerks shall hold all cargo at the tick
station until called for by management via radio.
o When weather requires the Tick Station to relocate to the vessel
ramp, two (2) tick/scans working simultaneously should be executed
when possible for maximum productivity.
o Field Clerks:
o All field clerks will identify and confirm the drivers are getting the
correct cars within their lot. Mixed rows are common and the
responsibility of the Longshore Drivers accessing the correct cars falls
squarely on the Field Clerks. Be on foot and among the cargo for
maximum accuracy.
o Verifying VIN at this stage may be necessary from time to time to
ensure proper cargo location. Larger sticker has made identification
easier and more productive. 100% VIN verification will happen at the
Tick Station. (last six numbers)
Ÿ Field Clerks are to stay ahead of the operation. Identify next load
cargo. Work together and move to where the work is.
o High Heavy Field Clerks:
Ÿ Load orders are the Tick Sheets. HH Field Clerks will verify and send
all cargo to be loaded according to the Tick Sheets provided.
o In addition to actual location, Pre Assembly Clerks will verify,
and note any exceptions, the description of cargos during preassembly up to and including make, model, and VIN number of
unit if possible and include this information on the Tick Sheets
for the HH Field Clerk.
o Plan Clerks:
o Plan Clerks shall keep their final plan up to date regarding completed
hatches in order to close out the final as close to ship’s completion as
possible.
o When a hatch or deck is finishing up, The Plan Clerk should be
walking out of that hatch instead of walking in to count it. Plan Clerks
need to be aware of what hatches are close to completion at all times.
Priority goes to the hatches nearing completion.
Ÿ It is the responsibility of the Plan Clerks to acquire all add-on/cut
information including weights.
Ÿ Final plan must include total piece count, total tonnes, signed and
dated.
Ÿ All plans must include any mafi numbers loaded.
o Timekeepers:
o Timekeepers are the “keepers of the time”. Therefore, must be
present when the last employee is finished working (PCs) to verify
the completion time.