NEWS

Exchange of Maritime Diplomas with QR Code — Guide from September 2024

Why Exchange Maritime Diplomas with QR Code?

Documents obtained between January 18, 2023, and February 14, 2023, as well as those issued after February 14, 2023, containing QR codes, are considered invalid. These documents do not meet the requirements of Ukrainian legislation and cannot be used for employment.

The situation changed with the introduction of the new procedure according to the Cabinet of Ministers’ Resolution No. 1499 of December 30, 2022, and subsequent amendments under Resolution No. 1000 of August 30, 2024. Now, the exchange of qualification documents is only possible after passing the CES test.

What Changed in the Procedure?

Now, when exchanging diplomas:

  • You must take the CES test, which has become mandatory for confirming sailors’ qualifications (you can take the CES test in Warsaw).
  • You can appoint a representative via “Diia”.
  • Additionally, documents cannot currently be submitted via the “Diia” portal as the section is being updated to meet the new requirements.

Ways to Submit Documents for Exchange of Diplomas with QR Code

In-person Submission: The sailor must personally submit the application, certified copies of all required documents, and photos.

  • The sailor’s photo should meet the specifications for inclusion on qualification documents, cut to the necessary parameters.

Submission through a Representative: A representative can submit the application on behalf of the sailor by providing a notarized power of attorney.

  • A notarized copy of the power of attorney must be submitted for each application.
  • The application includes copies of the sailor’s documents, a copy of the representative’s passport, and photos of the sailor, cut to the required parameters.

Procedure for Appointing a Representative through the “Diia” Portal Using an Electronic Signature:

  1. Filling Out the Application:
    The sailor fills out the application for qualification documents or seafarer’s discharge book via the “Diia” portal.
    The sailor provides the representative’s details, which include:
    • Full name of the representative.
    • Unique number from the Unified State Demographic Register (if available).
    • Alternatively, the document details confirming the representative’s identity and Ukrainian citizenship.
  2. Electronic Signature:
    The application must be signed by the sailor using a qualified electronic signature, making the process official and confirming the authenticity of the provided data.
  3. Document Issuance to the Representative:
    After the application is processed by MORAD or the Maritime and River Transport Service Center, the documents can be issued to the designated representative.
    The representative can collect the documents either from the office of the corresponding authority or via postal services, as indicated in the application.
  4. Notification of Readiness:
    Once the documents are ready, the sailor or their representative will be notified via the electronic system. The notification will be sent to the email address provided in the application.

Thus, the process of submitting documents through a representative via the “Diia” portal has become easier, eliminating the need for notarized power of attorney.

Submission by Mail: Sailors can mail their documents to the Maritime Administration (Kyiv, Bereztyskyi Avenue, 14). This method is convenient for those who cannot submit documents in person.

Required Documents for Exchange of Diplomas with QR Code (according to Cabinet of Ministers Resolution No. 1000):

  1. Copy of the seafarer’s ID or another document confirming Ukrainian citizenship, or a foreign passport or permanent/temporary residence certificate (copies).
  2. Two photographs (3.5 x 4.5 cm) on matte paper, showing clear facial features (the head should occupy 70–80% of the photo, the shoulders 20–30%).
  3. Copy of the educational certificate.
  4. Original of the qualification document issued before the entry into force of Resolution No. 1499 of the Cabinet of Ministers of Ukraine (which needs to be exchanged).
  5. Copy of the CES-test certificate (if a professional diploma or certificate of competence needs to be replaced, excluding refrigeration mechanics).
  6. Copy of the training certificate issued by an educational institution (in case of replacing the specialist certificate on specialized training).
  7. Application form.

Additional documents may include old passports, certificates, or any other documentation that confirms the sailor’s maritime career.

Where to Submit Documents for Exchange of Diplomas with QR Code:

  1. Maritime Administration (Kyiv, Bereztyskyi Avenue (Victory), 14)
  2. “Morrecservice” SC (Odesa, M. Hrushevskoho Street, 39)
  3. “Morrecservice” SC (Kyiv, Preobrazhenska Street, 23)
  4. “Morrecservice” SC (Izmail, Svyato-Nikolskaya Street, 50)

How to Register for Submission of Documents:

Sailors can register for document submission via the “Diia” online system. After confirming their identity using Diia.Signature, the system will offer a date and time for the visit to the representative office.

Full information on the procedure for registration and the CES test is available on the website: [CES Test for Ukrainian Sailors].

How to Check the Readiness of Documents?

You can check the status of your documents by following the link:
Check Document Status

Once your documents appear in your personal MORAD account, they can be collected.

For more details, read our comprehensive article on checking document readiness through DocStatus at MORAD.