Port State Control Quick Guide
Achieving compliance
INTRODUCTION TO PORT STATE
CONTROL (PSC)
Post State Control Officers (PSCO) inspect foreign-flagged ships
in their national ports for the purpose of verifying compliance
with international safety, security and environmental standards,
and ensuring adequate living and working conditions on board.
In order to establish common understanding, follow-up and data
exchange of PSC inspections, the majority of Maritime Administrations
around the world have decided to cooperate within regional agree-
ments of ten different PSC regimes (nine MoUs and the US
Coast Guard). Most administrations signed the Memorandum
of Understanding (MoU) for one PSC MoU (e.g. all European
countries are part of the Paris MoU – indicated in blue in the map
above). However, it is also possible to participate in several MoUs,
for example the Australian Maritime Safety Authority (AMSA) is
a member of and therefore reports additionally to the Tokyo MoU
(red) and Indian Ocean MoU (light green).
These PSC regimes agreed on how PSC inspection shall be carried
out (e.g. target system for ships) in their area. Furthermore, they
are publishing detailed information and statistics about inspected,
detained and banned ships.
There are two types of inspections in general:
Initial inspections with a check of the ship’s certificates and a
general check of the overall condition of the ship in several areas
on board (including the engine room and accommodations) and
its hygienic condition. The PSCO also checks that outstanding
deficiencies from previous PSC inspections have been rectified
within the given timeframe. More detailed inspections will only
be performed should there be clear grounds that the ship does
not comply with international requirements. In identified areas, an
in-depth inspection will be carried out.
In addition, most MoUs carry out an annual Concentrated Inspec-
tion Campaign (CIC) on a special topic with more detailed check-
lists for the PSCOs.
Special national port state requirements should also be complied
with before arriving at the port. Due attention should always be
given to new regulations as they come into force.
If the PSCO finds areas that constitute a safety, health or environmen-
tal hazard, these will be noted as deficiencies, which have to be
rectified within the given time frame. It lies within the professional
judgment of the PSCO to decide if the ship should be detained in
port until rectification has been carried out.
If your ship is detained, DNV GL is to be notified immediately
and requested to come on board. The DNV GL surveyor will
facilitate rectification of deficiencies, verify compliance with the
applicable requirements, ease communication with the PSC to
expedite release of the vessel, and file a report with the relevant
flag state administration.
MASTERING PSC INSPECTION BY
ACHIEVING COMPLIANCE
PSC and safety management system (SMS)
Several technical and/or operational deficiencies are evidence
to the PSCO of possible failure of the SMS. With an effective
shipboard SMS, these failures can be identified by the crew and
not become PSC deficiencies at the next PSC inspection.
A well-implemented SMS is key to reducing the risk of deficiencies
that may lead to detention and is therefore the best preparation
for PSC inspection.
Preparation before PSC inspection
Make sure that outstanding deficiencies from previous PSC
inspections have been rectified within the given time frame.
Otherwise, the ship may be detained.
In the event of accidental damage or equipment failure, the
Master must notify the port authorities prior to port entry. The
port authorities should also be informed of any remedial actions
agreed with the classification society or flag state. Failure to
notify the port state may lead to the detention of the ship.
During/after inspection
The Master and ship crew are advised to fully cooperate with the
PSCO and remain calm. In case of any difficulties, contact the
local DNV GL office for support and, in case of detentions, for
rectification surveys.
MOST COMMON DETAINABLE ITEMS
FOUND BY THE PSC ON DNV GL SHIPS
■■ ISM-related
■■ Fire dampers
■■ Lifeboats
■■ Emergency generator
■■ Fire detection
■■ Oil-filtering equipment
■■ Charts
■■ Cleanliness of engine room
■■ Emergency fire pump and its pipes
■■ Fire doors
■■ Quick-closing valves
■■ Jacketed high-pressure lines
The checklists on the following pages cover these items and are
the basis for a more detailed preparation for PSC inspection. The
DNV GL PSC Guide wizard software (part of the DNV GL Toolkit)
offers customized PSC checklists for in-depth preparation.
QUICK PRE-PORT ARRIVAL CHECK
Pre-arrival note indicating any damages/problems has been
forwarded to PSC as required
PSC deficiencies from previous inspections have been
rectified within the given time frame
Access controls are in place
Valid certificates and documents
No overdue surveys/audits
No overdue conditions of class/authority
No overdue annual test by service suppliers (e.g. VDR, EPRIP)
ISM Code
On-board maintenance, procedures, drills and company’s
availability 24/7 to be properly documented
CERTIFICATES AND DOCUMENTS
Ship's trading certificates
Valid, no overdue surveys/audits
Endorsed within the time frame
All originals and well arranged in the folder
Documents and records
All official log books maintained and up-to-date
Oil record book in the correct format with signed entries,
maintained and up-to-date
Folder with test certificates, etc., on hand
Last PSC reports on hand
Documentation of order for spares or services on hand
Work plan and documentation of rest hours on hand
Crew certificates and flag state endorsements on hand
FIRE SAFETY MEASURES
All fire dampers properly working and closing, corrosion-free
Emergency fire pump in good working condition, starts easily
Crew is familiar with starting the fire pumps
Sufficient pressure delivered to two hoses on deck
Fire doors properly closing, no hold-backs
Quick-closing devices for tank shut-off properly working
Fire main in good condition, no leaks
Fire hoses tight and properly stowed in hose boxes
Fireman’s outfit ready for use, bottles filled
CO arrangements in working condition
2
Fire detection arrangements working
LIFE-SAVING APPLIANCES
Lifeboats/rescue boats without damages
Motor starts easily, crew familiar with starting
On-load release gear in position as required
Documentation about required drills/launchings
Launching appliances in good order
Life rafts correctly fastened with HRU
Life jackets with lights and in the required number
Emergency illumination working and launching instructions
illuminated
Instructions and training manuals are ship-specific
No outdated batteries within LSA
Annual service supplier tests performed as required
MAIN ENGINES AND AUXILIARIES
All engines in good working order
No leakages
Emergency power starts with independent suppliers
and is in working condition
Approved drawing for pipe system on hand
Engine room reasonably clean, not posing any fire or
work hazard
Bilges reasonably emptied to assigned tanks
Rubber mats around electrical switchboards
MARPOL REQUIREMENTS
Oily water separator system and piping in good order and as
per approved drawings
Alarms as fitted are functioning
Persons in charge are familiar with carrying out an OWS test
Jacketed piping system properly installed and alarms working
Oil record book entries made in correct format as required
Piping system does not show illegal or suspicious changes
Garbage properly stowed and disposed of
SOPEP/SMPEP with approval by current flag state and with
an updated coastal contact list
SAFETY OF NAVIGATION
Charts and nautical publication updated for each
intended voyage
Latest “Notice to Mariners” on hand as feasible
Magnetic compass readable from conning position
Compass bowl without any air bubbles
Passage plan written from berth to berth
Steering gear switch-over arrangements explained and
bridge crew familiar with actions
AIS and VDR in working condition and running, and annual
service supplier tests performed as required
LRIT in working condition and conformity documentation
on hand
Navigational lights, shapes, sound signals operable
RADIO EQUIPMENT
GMDSS arrangements properly working
Radio log filled in as required
Tests carried out as required
Operators familiar with its use
EPIRB properly stowed and working
EPIRB test certificate available
Radio publications updated
NAVTEX and printer working
LOAD LINE AND STRUCTURAL MATTERS
Shell plating and decks sufficiently maintained
No shell dents without survey by class
A ll hatch cover arrangements in good order
C overs of holds and small hatches closing properly
Ventilators and air pipes closing properly
Sounding pipes closing properly
raft and Plimsoll marks clearly visible and as per
D
load line certificate
Weather tight doors closing properly
Bulwarks, handrails, cat walks without damage
A nchoring device and ropes in good condition
Electric cabling and light covers properly arranged
ACCOMMODATION
Escape ways cleared, illuminated and signs posted
Accommodation clean
Hospital and sick bay equipped as required
Sanitary arrangements clean
Galley, food stores without infestations
Galley hood grease traps clean
No loose wiring, plug sockets or tripping hazards
Garbage disposal as required
SHIP SECURITY
ISSC with latest endorsements, CSR and SSP available
SSP must be protected and unauthorised access prevented
Security-related crew certification in order
Crew familiar with security levels and security duties
Access control procedures in place and implemented
Restricted areas closed and marked as required in the SSP
Security equipment maintained and tested as necessary,
including the SSAS
Exercises and drills conducted and records available
ISM CODE
SMS manual with latest revisions available
Documentation covering company policies and
procedures in place
Internal audit performed within the last 12 months and
report available on board
SMC and copy of DOC with the latest endorsement
Name and address of the company match 100% with the
entries on DOC and SMC
Crew familiar with their duties
Crew aware of the identity of the designated persons
Regular maintenance and drills carried out as per SMS
Non-conformity reports and evidence for timely
corrective action taken on board are available
Deficiencies from previous PSC inspections are dealt with
within SMS
MARITIME LABOUR CONVENTION, 2006
Valid Maritime Labour Certificate on board
Certified Declaration of Maritime Labour Compliance (DMLC)
eafarers Employment Agreement signed by the seafarer
S
and the shipowner (or authorised representative) available
on board (incl. CBA if applicable)
alid training, medical and competency certificates of
V
seafarers available on board
orrectly maintained records of work and rest available and
C
signed by the seafarer and the Master
table of shipboard working arrangements for all positions
A
posted in an accessible place
ages paid in accordance with the SEA and individual
W
monthly statements available on board
Food and drinking water of appropriate quality and quantity
omplaint procedure available on board and provided to all
C
seafarers
BE BETTER PREPARED
In addition to this DNV GL PSC Quick Guide, the DNV GL
PSC Toolkit and DNV GL’s advisory services offer customized sup-
port for better preparation.
The DNV GL Maritime Academy offers PSC training courses and
customized seminars adapted to your specific needs.
For more information, please contact your local DNV GL office
in your region or visit the DNV GL websites:
www.dnvgl.com/psc
www.dnvgl.com/maritime-academy
