THE REPUBLIC OF LIBERIA

LIBERIA MARITIME A

Office of
Deputy Commissioner
of Maritime Affairs

8619 Westwood Center Drive

Suite 300
Vienna, Virginia 22182, USA
Tel: +1 703 790 3434
Fax: +1 703 790 5655
Email: [email protected]
Web: www.liscr.com

17 October 2012
Marine Advisory: 14/2012

Subject:

GUIDANCE ON PORT STATE CONTROL INSPECTIONS

Dear Shipowner/Operator/Master;

This Advisory is to provide assistance and guidance regarding Port State Control (PSC)
inspections.
Port State Control authorities are becoming more aggressive during this period of economic
downturn and are finding an increase in deficiencies due to lack of maintenance and training.
Detentions are increasing as result of deficiencies for required equipment not working properly,
cleanliness (excessive oil) in machinery spaces, vessels not being adequately supplied and
maintained, and inadequately trained crews. In addition, more PSC inspectors are issuing
detentions for failure of the ships safety management system when several deficiencies are
noted which, when taken separately, would not otherwise be reason for detention. PSC
detentions are time and resource consuming events for ship-owners and operators, which will
add more to a companys operating costs then proper maintenance and training. This
Administration has prepared guidance to assist owners and operators preparing their vessels for
PSC inspections in order to minimize deficiencies and prevent PSC detentions.
The PSC Inspection Process: During a PSC inspection, the Inspector will first conduct an
initial inspection, which includes examination of the ships and crews certificates, an
inspection of critical areas and equipment which will probably involve a fire and abandon ship
drill. If the inspector is of the opinion that the vessel is substantially in compliance after the
initial inspection, then no further inspection should be necessary. Therefore, it is essential that
the Master and crew demonstrate a positive first impression. This will reduce the time the
inspector(s) is/are on board and may prevent an in depth inspection (the attached
checklist has been developed to assist).
More detailed Inspection: If the ship or crews certification is incomplete or invalid, or if
there are clear grounds to suspect that the ship and/or its equipment or crew may not be in
substantial compliance with the requirements, a more detailed inspection will usually be
undertaken. A more detailed inspection is expanded in scope and increases the chance of
disrupting the ships schedule and delay in the port, if deficiencies are found that require
correction or that lead to a detention. A record of serious deficiencies and detentions can lead
to more frequent PSC inspections and negative PSC and safety compliance ratings on a vessels
and the ship managers.
Guidance to Masters: The attached check list with the document General Guidance for
Masters to ensure a Positive PSC Inspection on Port State Control Inspections shows the most

common detainable deficiencies. Identifying and reporting these deficiencies to this

Administration, Class, and local Port State Authorities prior calling the port can help to
prevent the issuance of a detention order.
PSC Guidance: IMO Resolution 1052(27) provision 2.3.7 states that if a Master advises his
Administration, Class and local Port State Authorities of a deficiency that has, or may, impact
the vessels seaworthiness, that deficiency should not be considered as grounds for detention,
unless the ship intends to sail with the deficiency un-addressed. This does not mean that a
deficiency will not be recorded, or that the vessel will be permitted to depart without rectifying
a normally detainable deficiency. It simply means that actions to rectify the deficiency will be
monitored to ensure proper remedial actions are taken, and that the vessel can be considered to
be seaworthy before it is allowed to depart. Most importantly an IMO detention and a
corresponding record will not be recorded against the vessel or the vessel operator.
Reporting: Even if the deficiency has not been reported by the ship or company prior to
arrival, most PSC inspectors provide an opportunity for the Master at the opening meeting of a
PSC inspection to declare, whether any known defects exist, prior to the inspection
commencing. The Master should directly inform the inspector about the deficiencies and what
remedial actions are in place. In doing so, it is possible that the Master may avoid a detention or
even a deficiency being assigned.
Flag Assistance: In case of a defective device or problems with the vessels statutory
certificates or crews certificates, this Administration can assist in several ways, which may
prevent a detention.
Please contact this Administration in Vienna Virginia at [email protected] or
[email protected] (afterhours please contact the Duty Officer at +1 703 963-6216), or one of our
regional offices in: Dubai, Hamburg, Hong Kong, London, Piraeus, Singapore, or Tokyo.
For more information please contact the Safety Department at [email protected] or telephone +1
703 251 2409
Reports on active PSC countries: We have analyzed the data for the first half of 2012 and
discovered a detention pattern in several active PSC countries.

Australia: Australia has been and continues to be the most active country in detaining
vessels. AMSA targets predominantly older General Cargo Vessels and Bulk Carriers.
The following detainable deficiencies are commonly reported:
-

Jacketed piping system for high pressure fuel lines

o Leakage alarm devices out of order, Jacket piping or Protective cover not be
provided, Jacketed pipe broken

Lifeboats
o On-load release defective, lifeboat engine could not start, Auto drain valve Missing
2

Fixed fire extinguishing installation

o CO2 pipe of fixed extinguishing system not operational / deteriorated and/or broken

Possible SMS failure (in combination with other detainable deficiencies)

o Ships SMS fails to ensure emergency preparedness and maintenance of ship
equipment

Hours of work and rest (STCW 78/95)

o Other log book entries contradict the record of hours of work and rest, the recorded
hours of work and rest indicate a member of the crew is not getting adequate rest.
ECDIS
o ECDIS is listed in the ships record of equipment is not being used for navigation
o Officers in charge of navigational watch are not appropriately trained

China: Chinese Port State Control is reporting, as detainable deficiencies, valid defects,
which we believe are not always detainable deficiencies, but this is difficult to appeal. Before
calling a port in China the following items should be inspected in detail:
-

Fire dampers,
Cleanliness of the Engine Room,
Jacketed piping system for high pressure fuel lines
o Leakage alarm devices out of order, Jacket piping or Protective cover not be
provided, Jacketed pipe broken

During a PSC inspection in China a vessel was detained during cargo operations while being
alongside because the Chief Engineer and Second Engineer were simultaneously ashore. We
successfully appealed this detention because according to STCW VIII Part 4WATCHKEEPING IN PORT there is no requirement that prohibits the Third Engineer from
assuming the watch while in port during cargo operations. However, according to the national
Act on Minimum Safe Manning of People's Republic of China it is prohibited that the Chief
Engineer and Second Engineer go ashore simultaneously when calling a Chinese port.
Noncompliance can lead to fines.

India: We have experienced a substantial increase in the detention rate for vessels calling
Indian ports. Most detentions are due to:
-

Missing or no original certificates for the vessel and/or crew

Non-operational sewage water treatment plants

Singapore: We have had a substantial increase in Singaporean detentions for the first half of
2012. All detentions were related to the Arcs of Visibility for the Navigation Light, mainly
the Masthead light was not correct (on two separate occasions it appears a stern light (135 o) was
fitted where a mast head light (225o) should be fitted), or the bulb provided insufficient
luminosity. The correct installation of the Navigation lights should be checked.
3

Turkey:

Traditionally the port of Mersin has been very active in detaining vessels,
predominantly Reefers and Bulk Carriers. The following deficiencies have led to most
detentions:
-

Cleanliness of the Engine Room

Fire alarm bells inoperative

United States: When calling the United States it is essential that the OWS is in working
condition and the crew is able to operate the device.
Incorrect entries in the oil record books can lead to a detention: Port state control officers are
requiring ships Chief Engineers to demonstrate that what is recorded in the oil record book is
the same as the electronic record retained by the oil monitoring device.
*****

THE REPUBLIC OF LIBERIA

LIBERIA MARITIME AUTHORITY
Officeof

8619 Westwood Center Drive

Suite 300
Vienna, Virginia 22182, USA
Tel: +1 703 790 3434
Fax: +1 703 790 5655
Email: [email protected]
Web: www.liscr.com

General Guidance for Masters to ensure a Positive

PSC Inspection / PSC Compliance Checklist
A clean, orderly ship, with a trained and confident crew
will ensure a positive PSC inspection
Ex PSC Inspector

During visits by Port State Control Officers (PSCO) it is essential that the conduct of the
Master and crew be professional.
If PSCO officer boards the vessel they should be met at embarkation and asked for their
identification (ISPS CODE) and escorted to the Masters office. Require an opening meeting-even if not offered. Ensure a suitable business like atmosphere.
Properly introduce key officers/personnel and ask for the same courtesy in return. Ensure that
the lead in the official PSC party is identified. All key staff should be present unless duty
requires otherwise, in which case this should be explained.
The inspection procedure contemplated by the PSCO should be explained. If not, ask for an
explanation.
Inform the PSCO of any problems with required equipment, including repairs and
corrective action that is ongoing and/or dispensations that have been issued by the flag
Administration, to allow time needed to affect repairs.
Identify ships officers who will assist in key elements of the inspection. Identify their PSCO
counter-part.
Escorting ships officers should always be professional and knowledgeable of ships
equipment.
Escorting ships officers should keep notes on deficiencies noted by PSCO.

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 Request notification of irregularities as soon as possible in order to affect corrections on the

spot.
Never intentionally misrepresent a condition to the PSCO.
Insist on a closing meeting--even if one is not offered.
Listen to what the senior boarding officer says about the boarding results
Compare it with what he writes--ask for clarification/corrections if necessary
Ensure by direct question-- We see nothing here suggesting a detention
If the vessel is detained, notify the company immediately in accordance with company
procedures. The flag Administration should also be notified as soon as possible.
Ensure the inspection team is escorted at debarkation.
A good first impression of an orderly ship decreases the risk of an expanded inspection:
The Masters office shall be presentable and the records organized and available, and
Standards of dress shall be high. The vessels topside and engine room shall be clean
and orderly.
Be aware of cultural differences:

Even when there are defects it is possible to prevent a detention. However, the Crew, Company,
Recognized Organization, and Flag must be proactive and show that they have identified the
defect and are taking appropriate corrective action.

The items listed on the attached check list represent the most common deficiencies.
When equipment is not functioning as required and cannot be repaired prior to arrival in a port, it
is essential to contact this Administration at [email protected], (if possible) prior to arrival.
Liberia will issue a dispensation to present to PSC in order to avoid a possible detention.

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RLM258Rev:10/12

THE REPUBLIC OF LIBERIA

LIBERIA MARITIME AUTHORITY

8619 Westwood Center Drive

Suite 300
Vienna, Virginia 22182, USA
Tel: +1 703 790 3434
Fax: +1 703 790 5655
Email: [email protected]
Web: www.liscr.com

PRE ARRIVAL COMPLIANCE CHECKLIST

Ships Name:

____________________________

IMO No.:

____________________________

Nextportofcall:
____________________________
Dateofcall:

Date:

____________________________

____________________________

Item

Common Detainable
Deficiency

Yes/No (fill out

each bracket
individually)

Record of Ships
Statutory Certificates
incomplete

Is the Statutory certificates

folder complete and up to
date? Best if there is an index
in the front of the folder to
assist the PSC inspector when
reviewing these certificates.

YES NO

Missing Liberian
certificates for Master
and Officers

Do the Officers have either a

Liberian Certificate of
Competency, Endorsement or
CRA?

YES NO

Missing Liberian
Certification for the crew

Do the Ratings required by the

MSMC have either Liberian
Endorsements, or copy of the
application for the
endorsement and their valid
national certificate?

YES NO

Insufficient hours of rest

and possible fatigue

Do the rest periods comply

with STCW requirements?
Note: The period is over any
7 days and not one calendar
week.

YES NO

Comments

RLM258Rev:10/12
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Missing record regarding

a drill

Were the drills done when

required and recorded as
required?

YES NO

Lack of maintenance

Is the ship clean and orderly

and do the records reflect that
the SMS is being followed?

YES NO

Are handles and wires in good

condition?

YES NO

Do dampers and closing

devices, to include fire screen
doors, and watertight doors
close correctly?

YES NO

Is ECDIS being used for

Navigation? (if not detainable
deficiency)

YES NO

Is the ECDIS using

appropriate official electronic
charts with latest updates and
corrections?

YES NO

Are the officers in charge of

navigational watch
appropriately trained and
competent to use ECDIS?

YES NO

System Operational?

YES NO

Temporary safety pins used

for installation and servicing
removed and bottles
connected?

YES NO

Defective fire dampers,

quick or self-closing
devices, remote controls,
etc.

If ECDIS is listed in the

ships Record of
Equipment
(If ECDIS is not listed in the
ships record of equipment but
used for convenience only, paper
charts must be used for passage
planning and navigation)

E/R fixed CO2 fire

fighting system

RLM258Rev:10/12
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Separator operable?

YES NO

Wasted discharge line?

YES NO

Inside of discharge pipe oily

and dirty?

YES NO

Any by-pass line fitted to oil

filtering equipment?

YES NO

15 ppm alarm operable?

YES NO

Automatic stopping device

operable?

YES NO

Are the C/E and 2/E able to

demonstrate the operation of
the OWS?

YES NO

Does the electronic record in

the monitor reflect the record
in the Oil record book?

YES NO

Are pumps individually tested

with two hoses supplying
water to the extremities of the
vessel and water pressure is
checked?

YES NO

Is there any corrosion or

wastage of lifeboat davit or of
sheaves and hooks?

YES NO

Is the on load release gear

operating normally?

YES NO

Is the on load release gear

properly set?

YES NO

Inoperable lifeboat engine

Is the lifeboat engine

operating normally?

YES NO

Marking of lifesaving and

emergency equipment
storage, vents, air pipes,
etc.

Is the equipment storage

clearly marked and in good
working condition?

YES NO

Oily water separator &

15 ppm alarm

Fire Pumps
inoperable/inefficient
(Especially the
Emergency fire pump)

Defective lifeboat
launching arrangements

RLM258Rev:10/12
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Cleanliness of E/R

Is the E/R clean? No oil leaks,

clean bilges and tank tops, no
oily rags, and no collection
buckets or containers placed
below machinery or pipes to
collect seepage or leaks.

YES NO

RLM258Rev:10/12
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