FINAL REPORT

Course on Port State Control Procedures

International Maritime Safety Security and Environment

Academy (IMSSEA)

Genoa, Italy

09 June 2015 – 19 June 2015

By: Nomo Prihasta

Surveyor of Statutory Division

Biro Klasifikasi Indonesia

FINAL REPORT 1

Table of Contents

I. INTRODUCTION ........................................................................................................... 3

II. MODEL COURSE OF PSC ........................................................................................... 3

III. PORT STATE CONTROL ............................................................................................. 4

A. Port State Control is .................................................................................................... 4

B. The purpose of Inspection ........................................................................................... 4

C. Ships of Non parties .................................................................................................... 4

D. Responsibilities of Flag State Administration ............................................................. 5

E. PSC System ................................................................................................................. 5

F. Targeting systems ......................................................................................................... 6

G. Inspection refer to International Maritime Convention ............................................... 8

H. Actions of PSC Inspection ........................................................................................ 13

I. Concentrated Inspection Campaigns (CIC) ............................................................... 20

J. Reporting on inspection ............................................................................................. 20

K. Action Taken of deficiency ....................................................................................... 24

L. RO Responsibility...................................................................................................... 26

M. New Inspection Regime (NIR) .................................................................................. 27

N. Ship Risk Profile Inspection Window ....................................................................... 30

IV. CONCLUSION ............................................................................................................. 31

1. LESSON LEARNED .................................................................................................... 31

2. BENEFITS OF COURSE ............................................................................................. 31

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Table 1. Model of course

Table 2. Ship risk profile

Table 3. Deficiency ratio and Detention ratio

Table 4. Company performance matrix

Fig. 1. Regional Agreement on Port State Control

Fig. 2. Oil Record Book

Fig. 3. Inspection of Annex II MARPOL

Fig. 4. Labelling of Dangerous Goods

Fig. 5. Sewage Treatment System

Fig. 6. Garbage Record Book

Fig. 7 (a), (b), (c), (d), and (e). Model Form PSC

Fig. 8. Ship Risk Profile Inspection Window

Schema 1. Target Inspection

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I. INTRODUCTION

International Maritime Safety Security Environment Academy (IMSSEA) is part of the

Italian Shipping Academy, a non-profit organization owned by public institutions (The

Province of Genoa and the Liguria Region are the major shareholders), national associations

(Ship Agents, Ship owners, Industry associations and Trade Unions) including the

Governing Board as ex officio members representatives of the Ministry of Transport, the

Ministry of Education and the Italian Coast Guard.

The Academy offers a range of specialized short/medium term courses in the maritime

field designed to be responsive to the needs of public sector departments and to ensure the

effective exercise of flag, port and coastal State jurisdiction. One of the course held by

IMSSEA were Port State Control Procedure on 09 -19 June 2015. It was attended by Nomo

Prihasta (Surveyor) of Statutory Division.

II. MODEL COURSE OF PSC

The course amplifies the IMO guidelines on the control of foreign ships also taking into

account the most updated PSC procedures as set up by the various regional agreements. The

training consists of three major areas of contents that are delivered in sequence alternating

procedural and practical parts. The first area embraces responsibilities, possibilities and

limitations of Port States exercising the control. The second area deals with the relevant

IMO legal instruments, while the third area incorporates the guidance on what authorized

PSC officers to look for, how to initiate remedial actions and how inspections should be

reported to interested parties. The training is conducted in accordance with the IMO model

of 3.09 with a duration of training course for 58 hours with details of the following:

Table 1

No. Modules Duration

1. Responsibilities of a flag State administration 1

2. Non-Convention Ships 1

3. SOLAS 10

4. MARPOL 2

5. STCW 2

6. Tonnage 69, COLREG, ILCC 66 3

7. Regional Agreement on PSC and IMO resolution 4

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8. Common Practice for PSC Inspection Procedures 3

9. Approved Manuals On-board ship 4

10. Inspection of Ships and Document Examination 10

11. Violation, After-Visit Reports 3

12. PSC Qualification, Ships of No-Parties 2

13. Action of PSC Deficiencies Under IMO Conventions 3

14. Record Book 1

15. Certificates Required Under IMO Conventions 3

16. Case Study 2

17. Field Trip 4

III. PORT STATE CONTROL

A. Port State Control is

1) The inspection of foreign ships in national ports to verify that the condition of

the ship and its equipment comply with the requirements of international

regulations and that the ship is manned and operated in compliance with these

rules.

2) A system of harmonized inspection-procedures designed to target sub-standard

vessels with the main objective being their eventual elimination of deficiencies.

B. The purpose of Inspection

to target sub-standards ships,

to verify that the condition of the ship and its equipment comply with the

requirements of international regulations,

to verify that the ship is manned and operated in compliance with these rules.

to catch substandard ships,

to back up to Flag State implementation procedures,

to provide assistance to flag State Administrations in securing compliance with

convention provisions.

C. Ships of Non parties

SOLAS Article I (3) of the SOLAS Protocol 1988, article 5(4) of MARPOL, article X

(5) of STCW provide that no more favourable treatment is to be given to the ships of

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countries which are not Party to the relevant Convention. All Parties should, as a matter

of principle, apply “Procedures for PSC inspections” to ships of non-Parties in order to

ensure that equivalent surveys and inspections are conducted and an equivalent level of

safety and protection of the marine environment is ensured. PSCO, taking into account

the principles established in the “Procedures”, should be satisfied that the ship and crew

do not present a danger to those on board or an unreasonable threat of harm to the

marine environment.

D. Responsibilities of Flag State Administration

The responsibilities to ensure that vessels comply with the provisions of the “relevant

instruments” is upon the Flag states, according to: The United Nations Convention on

the Law of the Sea UNCLOS - Article 94 - Duties of the flag State

Every State shall effectively exercise its jurisdiction and control in

administrative, technical and social matters over ships flying its flag.

In particular every State shall:

a) maintain a register of ships containing the names and particulars of

ships flying its flag, except those which are excluded from generally

accepted international regulations on account of their small size; and

b) Assume jurisdiction under its internal law over each ship flying its flag

and its master, officers and crew in respect of administrative, technical

and social matters concerning the ship.

Every State shall take such measures for ships flying its flag as are necessary to

ensure safety at sea.

E. PSC System

Regional agreements on PSC (see. Fig.1)

Administrative agreements with objectives:

To carry out inspection of ship in accordance with common inspection

procedures

To pool and report the result of these inspections.

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Fig. 1. Regional agreement on Port State Control

F. Targeting systems

Schema 1. Target Inspection

Targeting Factors

SHIP:

1. Type

2. History

3. Age

FLAG

1. Black list

2. Grey list

3. White list

RO PERFORMANCE

(High,M,Low, VL)

COMPANY

PERFORMANCE

(High,M,Low, VL)

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Type of inspection by PSC Officer

1) Initial Inspection

Visit on board a ship to check both the validity of the relevant certificates

and other documents and the overall condition of the ship, its equipment

and its crew.

Parts of inspection

First impressions

Certificate and documents

A walk-round general examination of the ship, including engine

room, accommodation & hygienic conditions

Report and discussion

2) More detailed inspection

Inspection conducted when there are clear ground for believing that the

condition of the ship, its equipment or its crew does not correspond

substantially to the particulars of the certificates.

Definition of clear ground

“Evidence that the ship, its equipment, or its crew does not correspond

substantially with the requirements of the relevant conventions or that

the master or crew members are not familiar with essential shipboard

procedure relating to the safety of ships or the prevention of pollution”

Clear grounds arise when:

Ship, equipment or crew do not appear to correspond substantially

with the relevant regulation

Crew are not familiar with basic shipboard operational procedures

related to safety or pollution prevention,

3) Expanded inspection (certain type and age of ship)

In New Inspection Regime the ship risk profile (SRP) needs to be

calculated. High Risk Ship face the more stringent inspection interval

which is every 6 months. The inspection on a HRS will be an in-depth,

so-called “expanded inspection”. These expanded inspection include

verification of the specific items in particular risk area listed for each

ship. (Source: website Paris MOU)

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G. Inspection refer to International Maritime Convention

1) Marine Pollution Prevention (MARPOL 73/78)

Annex I

MARPOL Annex I contains regulation on the prevention of pollution by oil.

Area/items for inspection may include the following:

Oil Record Book

Loading, unloading and cleaning procedures

of tankers – COW, inert gas system, stripping

and ballasting of tanks,

Oil filtering Equipment (OFE) – The function

of alarm and automatic stopping device, IOPP

certificate, 15 ppm alarm and shutdown

arrangement

Illegal by-passes related to OFE fitted (magic

pipe)

Incinerator – appropriateness for burning of

oil residues, notification in the IOPP certificate. Fig.2

Sludge tanks – appropriateness of pipeline to standard discharge connection to

port reception facility pipes, illegal direct connections overboard

Evidence on sludge and /or bilge water has been discharged into port reception

facilities

Evidence that sludge was burned in the incinerator or the auxiliary boiler (if not

discharged in the port facility)

Sludge and/or bilge water tank capacity – sufficiency for the intended voyage

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Annex II

MARPOL Annex II contains regulation on the prevention of pollution by noxious

liquid substances. Area/items for inspection may include the following:

P&A manual

Loading, unloading and cleaning procedures –

stripping, prewash, discharge cleaning and

ballasting of tank

Cargo Record Book

Cargo not categorized and cargo transportation

procedures

Discharge procedures and equipment

Fig. 3

Annex III

MARPOL Annex III contains regulation on the

prevention of pollution by harmful substances in

packaged form. Inspections related existence of

clear grounds that master and crew are not familiar

with essential shipboard procedures relating to the

prevention of pollution by harmful substances.

The PSCO may determine whether dangerous goods

have been properly stowed on board, using the

dangerous goods manifest or the stowage plan. The

ship's crew are familiar with the relevant provisions

of the Medical First Aid Guide and Emergency

Procedures for Ships Carrying Dangerous Goods.

Fig. 4

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Annex IV

MARPOL Annex IV contains regulation on the prevention of pollution by sewage

from ships. Area/items for inspection may include the following:

Operational requirement of

Annex IV

Sewage treatment system

Comminuting and disinfecting

system or holding tank

Ship’s crew and their

familiarization with the correct

operation of the sewage treatment system Fig.5

Annex V

MARPOL Annex V contains regulation on the prevention of pollution by garbage

from ships. Area/items for inspection may include the following:

Garbage management plan

Garbage record book

Ship’s crew familiarization with

disposal/discharge requirements

of garbage management plan,

collecting, storing, processing

and disposing of garbage

Ship’s crew familiarization with

special areas Fig. 6

Annex VI

MARPOL Annex VI contains regulation on the prevention of pollution by Air

Pollution from ships. Area/items for inspection may include the following:

IAPP certificate and where relevant EIAPP Certificate and technical files

The Sulphur content of any fuel oil used on board ships exceeds required limits

Requirements for an incinerator installed on board the ship in accordance with

the Annex VI and specifications for shipboard incinerator developed by the

Organization

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Ship’s crew familiarization with essential procedures regarding the operation of

air pollution prevention equipment.

Requirements related to energy efficiency on ships

STCW

Area which may be inspected by PCS Officer:

Appropriateness of seafarer’s certificates and endorsement

Navigational or engineering watch arrangements

Seafarer’s qualification in order to operate equipment essential to safe

Navigation, safety radio-communications or the prevention of marine pollution.

Seafarers ability to provide for the first watch at the commencement of a voyage

and for subsequent relieving watches persons who are sufficiently rested and

otherwise fit for duty

Professional proficiency for the duties assigned to seafarers for the safety of the

ship and the prevention of pollution

Crew's ability to conduct an operational drill, the mandatory minimum

requirements for familiarization and basic safety training for seafarers

Maintaining record of individual seafarers’ rest hours

Complying with the applicable safe manning requirements of the

Administration

Navigational or engineering watch arrangements requirements specified for the

ship by the Administration

(Refer to Guidelines for Port State Control of the manning of a foreign ship (IMO

Res. A. 1052(27), 2011)

International Load Line Convention (ILLC)

Area which may be inspected by PSC Officer

Areas of damage or corrosion, or pitting of plating and associated stiffening in

decks and hull affecting seaworthiness or strength to take local loads

Stability and case of insufficient,

Information which enables the master to arrange for the loading and ballasting

of the ship in such a way that a safe margin of stability is maintained at all stages

Deterioration or defective closing devices, hatch closing arrangements and

watertight/weathertight doors.

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Overloading,

Draught marks and/or Load Line marks.

TONNAGE CONVENTION

Area which may be inspected by PSC Officer accordance to article 12 that to verify

whether:

There is on board a valid International TONNAGE Certificate

The main characteristics of the ship correspond to the data given in the

certificate.

(Refer to Guidelines for Port State Control under the 1969 TONNAGE Convention

– Appendix 10 of IMO Res. A. 1052(27), 2011)

MLC 2006

Every ship calling may be the subject of inspection for the purpose of reviewing

compliance with the requirements of the MLC Convention (including seafarers’

rights) relating to working and living conditions of seafarers on the ship. Area

which may be inspected by PSC Officer:

Minimum age

Medical examination

Food and catering

Accommodation and recreational facilities

Seafarer’s employment agreement

Recruitment and placement

Wages

Health and safety protection and accident prevention.

(Refer to Guidelines for Port State Control officer carrying out inspections under

the Maritime Labour Convention 2006, International Labour Organization 2009)

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H. Actions of PSC Inspection

Deficiency

Deficiency is a condition found not to be in compliance with the requirements of the

relevant convention

If PSC Officer are found some deficiencies that PSCO must

Decide on the appropriate action to be taken

Be satisfied that they will be rectified

Decide if it is a ground for detention

In principle all deficiencies should be rectified before the departure of the ship. This

does not mean that every deficiency must be checked as rectified by PSCO.

When deciding whether the deficiencies found in a ship are sufficiently serious to merit

detention the PSCO will assess whether:

1) The ship has relevant, valid documentation

2) The ship has the crew required in the Minimum Safe Manning Document or

equivalent

3) Navigate safely throughout the forthcoming voyage;

4) Safely handle, carry and monitor the condition of the cargo throughout the

forthcoming voyage;

5) Operate the engine room safely throughout the forthcoming voyage;

6) Maintain proper propulsion and steering throughout the forthcoming voyage;

7) Fight fires effectively in any part of the ship if necessary during the forthcoming

voyage;

8) Abandon ship speedily and safely and effect rescue if necessary during the

forthcoming voyage;

9) Prevent pollution of the environment throughout the forthcoming voyage;

10) Maintain adequate stability throughout the forthcoming voyage;

11) Maintain adequate watertight integrity throughout the forthcoming voyage;

12) Communicate in distress situations if necessary during the forthcoming voyage;

13) Provide safe and healthy conditions on board throughout the forthcoming

voyage;

14) Provide the maximum of information in case of accident (as provided by the

voyage data recorder).

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If the result of any of these assessments is negative, taking into account all deficiencies

found, the ship will be strongly considered for detention. A combination of deficiencies

of a less serious nature may also warrant the detention of the ship.

Detention

Intervention action taken by the port State when the condition of the ship or its crew

does not correspond substantially with the applicable conventions to ensure that the

ship will not sail until it can proceed to sea without presenting a danger to the ship or

persons on board, or without presenting an unreasonable threat of harm to the marine

environment, whether or not such action will affect the normal schedule of the departure

of the ship.

Detainable deficiencies

There are follows a list of deficiencies, grouped under relevant Conventions and/or

Codes, which are considered of such a serious nature that they may warrant the

detention of the ship involved. This list is not considered exhaustive but is intended to

give an exemplification of relevant items.

i. General

The lack of valid certificates and documents as required by the relevant

instruments. However, ships flying the flag of States not a party to a Convention

(relevant instrument) or not having implemented another relevant instrument,

are not entitled to carry the certificates provided for by the Convention or other

relevant instrument. Therefore, absence of the required certificates will not by

itself constitute reason to detain these ships, however, in applying the 'no more

favourable treatment' clause, substantial compliance with the provisions must

be required before the ship sails.

ii. Areas under SOLAS

1. failure of proper operation of propulsion and other essential machinery, as

well as electrical installations;

2. insufficient cleanliness of engine room, excess amount of oily-water

mixtures in bilges, insulation of piping including exhaust pipes in engine

room contaminated by oil, improper operation of bilge pumping

arrangements;

3. failure of the proper operation of emergency generator, lighting, batteries

and switches;

FINAL REPORT 15

4. failure of the proper operation of the main and auxiliary steering gear;

5. absence, insufficient capacity or serious deterioration of personal lifesaving

appliances, survival craft and launching arrangements;

6. absence, non-compliance or substantial deterioration to the extent that it

cannot comply with its intended use of fire detection system, fire alarms,

firefighting equipment, fixed fire extinguishing installation, ventilation

valves, fire dampers, quick closing devices;

7. absence, substantial deterioration or failure of proper operation of the cargo

deck area fire protection on tankers;

8. absence, non-compliance or serious deterioration of lights, shapes or sound

signals;

9. absence or failure of the proper operation of the radio equipment for distress

and safety communication;

10. absence or failure of the proper operation of navigation equipment, taking

the provisions of SOLAS into account;

11. absence of corrected navigational charts, and/or all other relevant nautical

publications necessary for the intended voyage, taking into account that

type-approved electronic chart display and information system (ECDIS)

operating on official data may be used as a substitute for the charts;

12. absence of non-sparking exhaust ventilation for cargo pump rooms;

13. Serious deficiencies in the operational requirements.

iii. Areas under the IBC Code

1. transport of a substance not mentioned in the Certificate of Fitness or

missing cargo information;

2. missing or damaged high-pressure safety devices;

3. electrical installations not intrinsically safe or corresponding to code

requirements;

4. sources of ignition in hazardous locations;

5. contraventions of special requirements;

6. exceeding of maximum allowable cargo quantity per tank;

7. Insufficient heat protection for sensitive products.

FINAL REPORT 16

iv. Areas under the IGC Code

1. transport of a substance not mentioned in the Certificate of Fitness or

missing cargo information;

2. missing closing devices for accommodations or service spaces;

3. bulkhead not gastight;

4. defective air locks;

5. missing or defective quick closing valves;

6. missing or defective safety valves;

7. electrical installations not intrinsically safe or not corresponding to code

requirements;

8. ventilators in cargo area not operable;

9. pressure alarms for cargo tanks not operable;

10. gas detection plant and/or toxic gas detection plant defective;

11. Transport of substances to be inhibited without valid inhibitor certificate.

v. Areas under LOADLINES

1. significant areas of damage or corrosion, or pitting of plating and associated

stiffening in decks and hull effecting seaworthiness or strength to take local

loads, unless proper temporary repairs for a voyage to a port for permanent

repairs have been carried out;

2. a recognized case of insufficient stability;

3. absence of sufficient and reliable information, in an approved form, which

by rapid and simple means enables the master to arrange for the loading and

ballasting of his ship in such a way that a safe margin of stability is

maintained at all stages and at varying conditions of the voyage, and that

the creation of any unacceptable stresses in the ship's structure are avoided;

4. absence, substantial deterioration or defective closing devices, hatch

closing arrangements and water tight doors;

5. overloading;

6. Absence of or impossibility to read draught mark.

vi. Areas under Annex I to MARPOL

1. absence, serious deterioration or failure of proper operation of the oily-

water filtering equipment, the oil discharge monitoring and control system

or the 15 ppm alarm arrangements;

FINAL REPORT 17

2. remaining capacity of slop and/or sludge tank insufficient for the intended

voyage;

3. oil record book not available;

4. unauthorized discharge bypass fitted;

5. Survey report file missing or not in conformity with the double hull and

double bottom requirements.

vii. Areas under Annex II to MARPOL

1. absence of the P&A Manual;

2. cargo is not categorized;

3. no cargo record book available;

4. transport of oil-like substances without satisfying the requirements;

5. Unauthorized discharge by-pass fitted.

viii. Areas under Annex III to MARPOL

1. absence of a valid Document of Compliance for carriage of dangerous

goods (if required);

2. absence of a Dangerous Cargo manifest or detailed stowage plan before

departure of the ship;

3. stowage and segregation provisions of the IMDG Code Chapter 7.1 and 7.2

are not met;

4. ship is carrying dangerous goods not in compliance with the Document of

Compliance for carriage of dangerous goods of the ship;

5. ship is carrying damaged or leaking dangerous goods packages;

6. Ship’s personnel assigned to specific duties related to the cargo are not

familiar with those duties, any dangers posed by the cargo and with the

measures to be taken in such a context.

ix. Areas under Annex IV to MARPOL

1. absence of a Sewage treatment system

2. not functioning Sewage comminuting and disinfecting system

3. absence of a Sewage discharge connection

x. Areas under Annex V to MARPOL

1. absence of the garbage management plan;

2. no garbage record book available;

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3. Ship’s personnel not familiar with disposal/discharge requirements of

garbage management plan.

xi. Areas under Annex VI to MARPOL

1. Per Guidelines for port State control inspections for compliance with Annex

VI of MARPOL regulations for the prevention of air pollutions from ships.

xii. Areas under STCW

1. failure of navigational or engineering watch arrangements to conform to the

requirements specified for the ship by the flag State Administration;

2. absence in a watch of a person qualified to operate equipment essential to

safe navigation, safety radio communications or the prevention of marine

pollution;

3. Inability to provide for the first watch at the commencement of a voyage

and for subsequent relieving watches persons who are sufficiently rested

and otherwise fit for duty.

xiii. Areas under ILO Conventions

Under ILO147:

1. insufficient food for voyage to next port;

2. insufficient potable water for voyage to next port;

3. excessively unsanitary conditions on board;

4. no heating in accommodation of a ship operating in areas where

temperatures may be excessively low;

5. excessive garbage, blockage by equipment or cargo or otherwise unsafe

conditions in passageways/accommodations;

6. Per Guideline for the Port State Control Officer on the inspection of hours

of work/rest and fitness for duty and Guidance for inspection on working

and living conditions.

Under MLC, 2006:

1. Per Guidance for inspection on Maritime Labour Convention, 2006 and

Guideline for the Port State Control Officer on the inspection of hours of

work/rest and fitness for duty

xiv. Areas under AFS Convention

1. Per Guidelines for port State control officers on control of Anti-Fouling

Systems (AFS) on ships.

FINAL REPORT 19

xv. Areas which may not warrant a detention, but where e.g. cargo operations

have to be stopped

1. Failure of the proper operation (or maintenance) of inert gas system, cargo

related gear or machinery will be considered sufficient ground to stop cargo

operation.

Banning

Means a decision issued to the master of a ship, to the company responsible for the ship

and to the flag State notifying them that the ship will be refused access to all ports and

anchorages of the Community/ PMOU region. Refusal of access of ships following:

Multiple detentions

Ship jump detention

Ship fail to call at the indicated shipyard

Banning or refusal access applicable for any ship which:

Flies the flag of State whose detention rate falls into the black list and has been

detained more than twice in the course of preceding 36 months in a port or

anchorage of a Member State or of a State signatory of the Paris MOU, or

Flies the flag of a State whose detention rate falls into the grey list and has been

detained more than twice in the course of the preceding 24 months in a port or

anchorage of a Member State or of a State signatory of the Paris MOU.

Refusal of access shall become applicable as soon as the ship leaves the port or

anchorage where it has been the subject of a third detention and where a refusal of

access order has been issued. The refusal of access order shall be lifted only after a

period of three months has passed from the date of issue of the order and when the

conditions of Directive (annex VIII) are met.

If the ship is subject to a second refusal of access, the period shall be 12 months.

The third refusal of access order may be lifted after a period of 24 months has passed

from the issue of the order that are

The ship flies the flag of a State whose detention rate falls neither into the black

list nor the grey list.

The statutory and classification certificates of the ship are issued by an

organization recognized under EU (*Paris MOU)

The ship is managed by a company with a high performance

FINAL REPORT 20

The conditions in Annex VIII of the Directive are met.

I. Concentrated Inspection Campaigns (CIC)

These campaigns focus on a particular area of compliance with international regulations

with the aim of gathering information and enforcing the level of compliance. Each

campaign is prepared by experts and identifies a number of specific items for

inspection. Several Concentrated Inspection Campaigns have been held in the Paris

MOU and Tokyo MOU.

J. Reporting on inspection

I. Report must be issued after inspection consist of 2 (two) form:

1) Form A

Ship’s Particular

Inspection particular

Validity of certificates

Date of last surveys

2) Form B

List of deficiencies: PSC Code and description

Applicable convention regulation

Action taken/ follow up

*Inspection’s report must be kept on board for 2 years

II. The inspection report must contain at least the following items

1. General

a) Competent authority that wrote the report

b) Date and place of inspection

c) Name of the ship inspected

d) Flag

e) Type of ship (as indicated in the Safety Management Certificate)

f) IMO identification number

g) Call sign

h) Tonnage (gt)

i) Deadweight tonnage (where relevant)

j) Year of construction as determined on the basis of the date indicated in

the ship’s safety certificates

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k) The classification society or classification societies as well as any other

organisation, where relevant, which has/have issued to this ship the

classification certificates, if any

l) The recognised organisation or recognised organisations and/or any

other party which has/have issued to this ship certificates in accordance

with the applicable Conventions on behalf of the flag State

m) Name and address of the ship’s company or the operator

n) Name and address of the charterer responsible for the selection of the

ship and type of charter in the case of ships carrying liquid or solid

cargoes in bulk

o) Final date of writing the inspection report

p) Indication that detailed information on an inspection or a detention may

be subject to publication

2. Information relating to inspection

a) Certificates issued in application of the relevant Conventions, authority

or organisation that issued the certificate in question, including the date

of issue and expiry

b) Parts or elements of the ship that were inspected (in the case of more

detailed or expanded inspection)

c) Port and date of the last intermediate or annual or renewal survey and

the name of the organisation which carried out the survey

d) Type of inspection (inspection, more detailed inspection, expanded

inspection)

e) Nature of the deficiencies

f) Measures taken.

3. Additional information in the event of detention

a) Date of detention order

b) Date of lifting the detention order

c) Nature of the deficiencies warranting the detention order (references to

Conventions, if relevant)

d) Indication, where relevant, of whether the recognised organisation or any

other private body that carried out the survey has a responsibility in

FINAL REPORT 22

relation to the deficiencies which, alone or in combination, led to

detention

e) Measures taken.

III. Model Form PSC (by Paris MOU) (fig. 7)

(a)

(b)

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(c)

(d) and (e)

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K. Action Taken of deficiency

Rectified (code 10)

Use for a deficiency which has been rectified and verified by a PSCO

To be rectified at next port (code 15)

Use for a deficiency which cannot be rectified before departure but which the

PSCO requires the rectification at the next port. The PSCO should think

particularly carefully about using this code keeping in mind that the code will

trigger an unexpected factor. If a ship with a deficiency to be rectified at the next

port is inspected, the PSCO in that next port may use professional judgement to

decide whether to carry out a more detailed inspection or an expanded inspection

as appropriate. This action requires that the deficiency is rectified at the next port.

It is possible that the repair work or delivery of equipment may take place during

the ship’s stay in that port. It is therefore prudent, before going to the ship, to check

with the ship or its agent when the deficiency will be rectified.

To be rectified within 14 days (code 16)

Use for a deficiency which, in the PSCO’s professional judgement, is not serious

enough to require urgent rectification or verification by a PSCO before departure.

This action taken should also be used when the deficiency could be rectified at, or

enroute , to the next port but the deficiency is not serious enough for the next port

to be requested to carry out an additional inspection. This action taken sets a

maximum limit of 14 days but it is left to the master’s responsibility to rectify the

deficiency as soon as necessary and reasonable within that period.

To be rectified before departure (code 17)

Use for a deficiency which: should be rectified before the ship sails but is not

serious enough to warrant detention, or/and can reasonably be rectified before the

ship sails. If the ship is not detained it is left to the master’s responsibility to rectify

the deficiency before departure. No verification by a PSCO is required (at that port

call). If a deficiency which is to be rectified before departure is verified by a PSCO

as rectified before the ship departs it should be recorded as rectified.

As in the agreed class condition (code 47)

FINAL REPORT 25

Use for a deficiency which is not fully rectified but which the PSCO has accepted

a “condition of class” on the outstanding deficiency issued by the classification

society for the ship. This action can only relate to an item covered by the

classification certificate e.g. hull and machinery. It is not the same as a condition

issued by the flag State (see code 48).

As in the agreed flag State condition (code 48)

Use only for a deficiency found during the PSC inspection which cannot be fully

rectified before departure for which the PSCO has accepted a document with a

condition on the outstanding deficiency issued by the flag State of the ship or

delegated RO on behalf of the flag State of the ship. The PSCO should accept this

document with a condition issued by the flag State if in his /her professional

judgment the document with a condition has been issued with due regard to safety,

pollution prevention or proper living and working conditions. Guidance on flag

State exemptions, flag State conditions and acceptance of a flag State condition can

be found in the PSC Committe Instruction Accepting Flag State Exemptions and

Flag State Conditions.

Flag State Administration consulted (code 55)

Use when the flag State is consulted over a deficiency.

Temporary substitution (code 80)

Use when a deficiency has been rectified by a temporary substitution of equipment

or by putting in place a temporary arrangement e.g. the engine room is manned

while a deficiency in the fire detection is not yet repaired.

Temporary repair carried out (code 81)

Use for a deficiency which is only temporarily repaired before departure after the

PSCO agrees to a proposal from the ship, R.O. or flag. The PSCO should also

require that the deficiency is fully rectified in a specified time, for example at the

next port, at an agreed repair port, in 14 days or as mentioned in the agreed flag

State condition.

Master instructed to ... (code 99)

Use only when an instruction to the master is considered appropriate and it is not

covered by the standard actions taken. Further it is necessary to indicate in clear

text as to what the master is instructed to do and the time allowable for completing

the action requested.

FINAL REPORT 26

Internal safety audit and corrective action is required within 3 months (code

18)

Guidance on identifying and reporting ISM related deficiencies can be found in the

PSC Committee Instruction on the ISM Code. The PSCO should use professional

judgement in deciding whether technical or operational related deficiencies,

individually or collectively do not warrant a detention of the ship but indicate a

failure, or lack of effectiveness, of the implementation of the ISM Code.

If the PSCO does establish a link between technical or operational related

deficiencies found and the implementation of the ISM Code, an ISM related

deficiency should be recorded with the action taken code “Internal safety audit and

corrective action is required within 3 months”.

After 3 month this will create an unexpected factor and makes the ship eligible for

an additional inspection.

The internal safety audit should be carried out according to the ISM Code Section

12.1 Part A.

L. RO Responsibility

Criteria for attribution of RO responsibility

Definition of RO means a Recognized Organization or other private body carrying out

surveys and issuing or endorsing Statutory Certificate of ships on behalf of a flag State.

The RO responsibility is assessed only relating to detainable deficiencies that are:

a) Covered by a statutory certificate that has been issued or endorsed by the RO

with a date of survey; and

b) The RO has carried out the last survey or verification audit for the relevant

certificate(s).

A detainable deficiency is associated with the RO if it is:

a) a serious structural deficiency including corrosion, wastage, cracking and

buckling unless it is clear that the deficiency has occurred since the last survey

conducted by the RO; or

b) a serious deficiency in equipment or non-structural fittings (such as fire main,

air pipes, cargo hatches, rails, masts, ventilation trunks/ducts, accommodation

and recreational facilities etc.) and it is less than 90 days since the last survey

conducted by the RO, unless it is clear that the deficiency has occurred since

the last survey conducted by the RO; or

FINAL REPORT 27

c) a serious deficiency in equipment or non-structural fittings which clearly would

have existed at the time of the last survey; or

d) a serious deficiency associated with out-of-date equipment which was out-of-

date at the time of the last survey; or

e) a missing approval or endorsement of Plans and Manuals if required to comply

with the provisions for issuance of statutory certificates which clearly would

have existed at the time of the last survey; or

f) a major non-conformity where there is clear evidence of a lack of effective and

systematic implementation of a requirement of the ISM Code and there is clear

evidence that it existed at the last audit conducted by the RO provided that the

audit took place within the last 90 days. It may also include operational drills

and operational control and there is clear supporting evidence of failure;

g) A detainable MLC-deficiency where there is clear evidence of a lack of

implementation of a requirement of the MLC Code with respect to the

accommodation and recreation facilities detailed in Regulation 3.1 in Title 3

and that it existed at the last inspection conducted by the RO.

A detainable deficiency is not associated with the RO if it is the result of accidental or

voyage damage;

a) Missing equipment that is likely to have been stolen except when it is a large

quantity and the PSC inspection is taking place within 90 days since the last

survey conducted by the RO; or

b) An expired certificate unless the certificate was improperly issued by the RO

following a survey conducted on behalf of the flag State.

M. New Inspection Regime (NIR)

1. The purpose of NIR implementation

Less number of inspection but to be better inspection process

Less burden to ships because of if ship is categorized as good ships, then

relatively long period between inspections.

To improve control process.

2. Targeting System

“Calculation of Ship Risk Profile”

FINAL REPORT 28

Table 2

PARAMETER

PROFILE

HRS SRS LRS

Criteria

Weighting point

Criteria Criteria Paris

MOU

Tokyo

MOU

Type of ship Oil, chemical, Gas

Bulk, Passenger 2 2

Neither

LRS nor

HRS

All types

Age of ship > 12 year 1 All ages

Flag BGW list

Black-VHR, HR, M

to HR 2

1 White

Black - MR 1

VIMSAS - - - Yes

RO

EU recognized

/RO of Tokyo

MOU

- -

- Yes

Performance Low

Very low 1

1 High

Company performance Low

Very low 2 2 High

Deficiencies

Number of

def. recorded

in each insp.

within pre. 36

months

How many insp.

were there which

recorded over 5 def.

Not

eligible

No. of

insp which

recorded

over 5 def.

All insp. have 5 or

less def. (at least

one insp. within

pre 36 months)

Detention

Num. of det.

within pre. 36

months

2 or more detentions 1 -

No detention 3 or more detentions -

1

There are different calculation of Ship Risk Profile between Paris MOU and Tokyo

MOU (Table. 1). In Paris MOU determine that categorize of High Risk Profile if the

ships have a value of weight point 5 or more and categorize of High Risk Profile in

Tokyo MOU if the ships have a value of weight point 4 or more.

FLAG STATE PERFORMANCE

The white, Grey and Black list present the full spectrum, from the quality flags to flags

with a poor performance that are considered high or very high risk. It is based on the

total number of inspection and detention over a 3 years rolling period for flags with at

least 30 inspections in the period. The formula for statistical calculations in which

FINAL REPORT 29

certain values have been fixed in accordance with agreement of the Port State Control

Committee. Two limits have been included in the systems, the black to grey and the

grey to white limit, each with its own specific formula:

𝑢𝑏𝑙𝑎𝑐𝑘 𝑡𝑜 𝑔𝑟𝑒𝑦 = 𝑁. 𝑝 + 0.5 + 𝑧√𝑁. 𝑝(1 − 𝑝)

𝑢𝑤ℎ𝑖𝑡𝑒 𝑡𝑜 𝑔𝑟𝑒𝑦 = 𝑁. −0.5 − 𝑧√𝑁. 𝑝(1 − 𝑝)

RO PERFORMANCE

To calculate the performance of the Recognized Organization, the same formula to

calculate the excess factor of the flags is used. A minimum number of 60 inspections

per RO are needed before the performance is taken into account for the list.

COMPANY PERFORMANCE

To determine whether a company have good performance in based on the deficiency

index and the detention index.

Deficiency ratio =𝑁𝑜. 𝑜𝑓 𝐼𝑆𝑀 𝑑𝑒𝑓𝑖𝑐𝑖𝑒𝑛𝑐𝑖𝑒𝑠 ∗ 5 + 𝑁𝑜. 𝑜𝑓 𝑛𝑜𝑛 𝐼𝑆𝑀 𝑑𝑒𝑓𝑖𝑐𝑖𝑒𝑛𝑐𝑖𝑒𝑠 ∗ 1

𝑁𝑜. 𝑜𝑓 𝑖𝑛𝑠𝑝𝑒𝑐𝑡𝑖𝑜𝑛

Detention ratio =𝑁𝑜. 𝑜𝑓 𝑑𝑒𝑡𝑒𝑛𝑡𝑖𝑜𝑛𝑠

𝑁𝑜. 𝑜𝑓 𝑖𝑛𝑠𝑝𝑒𝑐𝑡𝑖𝑜𝑛

Table 3. Deficiency and detention ratio

Deficiency Index Deficiency points per inspection

Above average > 1 above Tokyo MOU average*

average Tokyo MOU average +/- 1*

Below average > 1 below Tokyo MOU average*

Detention Index Detention rate

Above average > 1% above Tokyo MOU average*

average Tokyo MOU average +/- 1%*

Below average > 1% below Tokyo MOU average*

Note: *in case Tokyo MOU, Deficiency ratio: 3.81 and Detention ratio: 4.37 %( eff. until 30 June 2016)

FINAL REPORT 30

Table 4. Company Performance Matrix

Detention Index Deficiency Index Company Performance

Above average Above average Very Low

Above average Average

Low Above average Below average

Average Above average

Below average Above average

Average Average

Medium Average Below average

Below average Average

Below average Below average High

N. Ship Risk Profile Inspection Window

Fig. 8

FINAL REPORT 31

Priority I : Ships must be inspected because the time window has closed

Priority II : Ships may be inspected because they are within the time window of

inspection

Overriding factors are Priority I:

Accident – collision, grounding

Reports by other MOU member

Illegal discharge

Unsafe maneuvering

Class suspended or withdrawn

Ship not in database

Unexpected factors are Priority II:

Not complying with reporting obligations

Report by pilots, VTS, master, crew member, others

Outstanding deficiencies

Previously detained ships (after 3 months)

Cargo problems

RO recognition withdrawn

IV. CONCLUSION