Port State Control Quick GuideAchieving compliance

Port State Control Officers may come aboard at any port to check the following:

Certificates Documents Condition of hull and machinery Equipment Living conditions Compliance with operational requirements as set out by the relevant Conventions

It is therefore advisable to check onboard conditions prior to any port call. This booklet provides guidelines to help you carry out periodical checks of areas that regularly come under the scrutiny of PSC Officers. The list is not exhaustive but is designed to help avoid PSC problems and allows you to be prepared for a PSC visit at any time.

Procedure

After introduction to the Master and checking the validity of a ship's certificates, PSC Officers proceed by first gaining a general overview of the ship's condition.

To avoid detention, the Master should inform the PSCO of any non-functional equipment, as well as providing written evidence of steps arranged to repair these items.

If the PSCO finds deficiencies that constitute a safety, health or environmental hazard, these will need to be rectified. It lies within the professional judgement of a PSCO to decide whether a ship is detained in port until rectification has been carried out.

PSC inspections and consequences

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Steps to reduce problems

Masters should discuss the list of deficiencies with the PSC Officer to ensure that items are justified and adequately described, and that time frames for rectification are acceptable.

In case of detention and if deficiencies come under the terms of certificates issued by GL, a GL class rules surveyor should be called in. The surveyor may discuss with the PSC those matters which are in dispute and assesses the rectification status of listed items in order to file a report with the relevant flag administration. He also assists in dealing with PSC authorities to lift detention.

Maintenance

Ongoing maintenance reduces the problems that may be encoun-tered during a PSC inspection.

An effective shipboard Safety Management System can also reduce PSC findings. PSC Officers have increasingly called into question the performance of ISM systems when technical and/or operational deficiencies are found.

The list on the next page provides a 2-year statistical overview of the main areas with deficiencies found by PSC Officers, indicating that maintenance should chiefly be focused on these areas.

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The main areas with deficiencies found by PSC within the last two years:

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Fire safety measures Propulsion and auxiliary machinery ISM-related issues Life-saving appliances Safety of navigation MARPOL Annex 1 Stability, structure and related equipment Load line matters Radio communications Certificates and documents The following checklist shows items which should be adressed onboard prior to a port call.

Please also refer to our booklet "The Top Ten PSC Findings"available at: www.gl-group.com/pdf/PSC_Top_Ten_2010.pdf

Certificates and documents

Ships trading certificates

{ Valid, no overdue surveys / audits

{ Endorsed within time frame

{ All originals and well arranged in folder

Documents

{ All official log books maintained and up-to-date

{ Oil Record Book in correct format with signed entries maintained and up-to-date

{ Folder with test certificates etc. on-hand

{ Last PSC reports on-hand

{ Documentation abt. order for spares or services on hand for discussion (if necessary)

{ Work plan and rest hours documentation on-hand

{ Crew certificates and flag endorsements on-hand05

Fire safety measures

{ All fire dampers properly working and closing

{ Emergency fire pump is starting and working

{ Crew is familiar with starting the fire pumps

{ Sufficient pressure delivered to 2 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

{ Firemans outfit ready for use, bottles filled

{ CO2 arrangements in working condition

{ Fire detection arrangements working

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Lifesaving appliances

{ Lifeboats/rescueboats without damages

{ Motor starting easily, crew familiar with starting

{ Onload release gear in position as required

{ Documentation about required drills/launchings

{ Launching appliances in good order

{ Liferafts correctly fastened with HRU

{ Lifejackets with lights and amount as required

{ Emergency illumination working and launching instructions illuminated

{ Instruction and training manuals are ship specific

{ No outdated batteries within LSA

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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 abt. 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

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MARPOL requirements

{ OWS system and piping in good order and as per approved drawings

{ Alarms as fitted are functioning

{ Persons in charge familiar with carrying out an OWS test

{ Jacketed piping system properly installed and alarms working

{ ORB entries made in correct format as required

{ Piping system without illegal or suspicious changes

{ Garbage properly stowed and disposed of

{ SOPEP/SMPEP with approval by current flag and with updated Coastal Contact List

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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 bubble

{ 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

{ LRIT in working condition and conformity documentation on-hand

{ Navigational lights, shapes, sound signals operable

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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

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Loadline and structural matters

{ Shell plating and decks sufficiently maintained

{ No shell dents without survey by class

{ All hatch cover arrangements in good order

{ Covers of holds and small hatches properly closable

{ Ventilators and air pipes properly closable

{ Sounding pipes properly closable

{ Draft and Plimsoll marks clearly visible and as per Loadline certificate

{ Weather tight doors properly closable

{ Bulwarks, handrails, cat walks without damage

{ Anchoring device and ropes in good condition

{ Electric cabling and light covers properly arranged

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Accommodation

{ Garbage disposal as required

{ Accommodations clean

{ Galley, food stores without infestations

{ Galley hood grease traps clean

{ Sanitary arrangements clean

{ Escape ways cleared, illuminated and signs posted

{ No loose wiring

{ Hospital and sick bay equipped as required

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Ship security

{ Gangway watch arranged as required

{ Watchmen familiar with duties

{ Restricted areas closed as required

{ Security level next port known

{ Security level as required by flag

{ SSP kept locked while in port

{ SSO and CSO and their duties basically known

{ SSAS tested as required

{ Up-to-date CSR onboard

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ISM

{ SMS manual with latest revisions available

{ All documents and publications at hand and updated

{ Internal audit performed within 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% on DOC and SMC.

{ Crew familiar with their duties

{ Regular maintenance acc. SMS carried out

{ Non-conformity reports and evidence for timely corrective action taken on board are available.

{ Drills carried out as per SMS

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If there are any problems with PSC authorities it is advisable to call in a GL surveyor for assistance.

General information: fleetservice@gl-group.com General Port State Control matters: psc@gl-group.com

To order further PSC Quick Guide copies please contact Your personal sales contact.

The GL Group does not warrant or assume any kind of liability for the accuracy, completeness or quality of the information provided. Liability claims against any member of the GL Group in relation to any loss or damage arising out of or in connection with the use or non-use of information provided, including the use of incorrect or incomplete information, are excluded to the fullest extent permis-sible by law. All presentations of services and products may be subject to alteration and are non-binding. Each GL Group member expressly reserves the right without notice to change, supplement or delete parts of the pages or the entire presentation of services and products or to stop the publication temporarily or definitively.

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Germanischer Lloyd SE Brooktorkai 18, 20457 Hamburg, GermanyPhone: +49 40 36149-0, Fax: +49 40 36149-200 headoffice@gl-group.com, www.gl-group.com