Port State Control Quick Guide

Achieving compliance

PSC inspections and consequences

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.
02

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 encountered 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.

03

The main areas with deficiencies found

by PSC within the last two years:
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

04

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-hand
05

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

06

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

07

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

08

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

09

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

10

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

11

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

12

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

13

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

14

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

15

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

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

0E033 2011-11-01

To order further PSC Quick Guide copies please contact

Your personal sales contact.

PSC Quick Guide 2011 Germanischer Lloyd

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 permissible 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.