17.

4 PORT STATE CONTROL INSPECTIONS

Policy and Administration Manual 01-Dec-2022 Rev 10 Page 1 of 10

Purpose
To outline procedure for preparation and conduct of Port State Control (PSC) inspections.

17.4.1 Scope of Inspection

A port state inspection checks for the seaworthiness of the vessel with regards to safety,
pollution prevention and crew living/ welfare conditions.
Note 1
All staff must ensure that the vessel is always maintained and runs in a safe condition, ready for an
inspection at any time.

17.4.2 Target Criteria for Vessel Inspections

All MOUs have different criteria for vessel inspections. As a minimum, inspections may be
carried out on vessels:
➢ Coming to a port for the first time
➢ Permitted to leave the port of a state with deficiencies to be rectified
➢ Reported as being deficient by pilots or port authorities
➢ With certificates not in order
➢ Involved in any kind of accident such as grounding, collision or stranding
➢ Carrying dangerous/ polluting goods and failing to report relevant information
➢ Suspended from the Class in the preceding 6 months
➢ Reported or notified by another authority
➢ Accused of an alleged violation of any provision of IMO posing a threat to the
vessel’s crew, property, or environment
MOUs also consider the following for inspecting the vessel:
➢ Owner/ Operator/ Charterer with a bad detention record
➢ Flag state whose detention ratios exceed the average ratios for all flag states or
that have not ratified the main conventions
➢ Classification society with a poor detention ratio and which is not a member society
of International Association of Classification Societies (IACS)
➢ Vessel’s with bad past inspection records or a vessel that was permitted to sail to
another port to rectify deficiencies, but does not arrive at that appropriate port
within an agreed period of time
➢ Vessel type and age are used to decide if an expanded inspection is required. In
general, any vessel over 10 years, tankers, gas carriers, bulk carriers and
passenger vessels are more likely to be targeted

Caution
Certain port administrations require port officials and pilots to report problems that may pose a risk to
safety or to the marine environment. Whistle blowing by them may lead to stringent PSC inspections.

Caution
When entering any PSC MOU, check the last PSC report issued by that MOU. Review the validity date
and closure of observations. In general, every Port State Control (PSC)/ Memorandum of Understanding
(MoU) inspects vessels annually. This period is reduced to 6 months on older vessels or on vessels that
have a bad inspection record (over 5 deficiencies in any PSC inspection).
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17.4.3 Setting of Vessel Inspection Targets by Various MOU’s

MOUs have different methods of setting vessel’s inspection target criteria.

Paris MOU:
The scope, frequency and priority of inspection is determined basis the ship’s Risk Profile
All ships are assigned either as high, standard or low risk based on generic and historic
parameters. Calculate ship’s risk profile using the calculators on this website:
https://www.parismou.org/inspections-risk/ship-risk-profile/ship-risk-calculator
Periodic Inspections are carried out at intervals determined by the ship risk profile .
Ships become due for periodic inspection in the following time windows:
• High risk vessel – 5 to 6 months
• Standard risk vessel – 10 to 12 months
• Low risk vessel – 24 to 36 months
Overriding/ unexpected factors might trigger an ‘Additional Inspection’ in between periodic
inspections. Periodic Inspections and Additional Inspections count equally. Therefore, the
time span for the next periodic inspection re-starts after an Additional Inspection’.
The selection scheme is divided into 2 priorities.
• Priority I: Ships must be inspected because the time window has closed/ there is an
overriding factor.
• Priority II: Ships may be inspected because they are within the time window/ the port
State considers an unexpected factor warrants an inspection

Tokyo MoU:
It implements a New Inspection Regime (NIR).
The information sheet of NIR provides detailed explanations on ship risk profile, ship risk
profile inspection window and company performance. It is available at: https://www.tokyo-
mou.org/inspections_detentions/NIR.php
The PSC inspection interval depends on the Ship’s Risk Profile assigned to a vessel.
• High risk vessel – 2 to 4 months.
• Standard risk vessel – 5 to 8 months.
• Low risk vessel – 9 to 18 months
The selection scheme is divided into 2 priorities.
• Priority I: Where practical, ships are to be inspected when the time window has closed.
• Priority II: Ships may be inspected because they are within the time window of
inspection, if no higher priority ship to be inspected is available.

US Coast Guard (USCG):

The PSC targeting program prioritizes inspections on vessels that pose the greatest risk,
while systematically reducing the frequency and scope of inspections on vessels with low
identified risk.
The PSC targeting program has three PSC exam types:
➢ PSC A: A ‘more detailed’ exam, with an increased scope, which includes operational
tests of equipment and witnessing crew performance of drills.
➢ PSC B: A ‘standard’ exam which includes a document check, a walk around deck and
engine room and limited operational tests of equipment and systems. PSCO may
expand the scope of the exam, to include additional equipment tests and/or witness
drills.
➢ PSC C: Vessels scoring PSC C are not targeted for a standard exam but are still
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eligible for a ‘random’ exam, or an exam based upon reports or credible information
regarding potential non-compliance. If selected for a ‘random’ exam, the vessel might
undergo a PSC A or PSC B exam
The USCG targeting matrix evaluates the risk factors related to a vessel’s compliance or
non-compliance with requirements regarding safety, environmental, and security standards.
USCG will also considers the following:
➢ U.S. Exam History: When the vessel was last examined and when next due
➢ Performance record of Flag States, Ship Management and Class
➢ Vessel’s record of control actions, detentions, deficiencies, marine casualties and
violations
➢ Vessel class (type of service) and age
USCG gives relaxation to Qualship 21 vessels.

AMSA:
Vessels become eligible for inspections every six months, however if deemed necessary,
AMSA may reduce this period.
The system prioritises inspections based upon a calculated risk factor. The ‘risk factor’
calculation takes into account a number of criteria.
Based on this, vessels are categorised into ‘Priority’ groups with each group having a
specific target inspection rate.
Priority Group Probability of Detention (Risk Factor) Target Inspection Rate
Priority 1 More than 5% 80%
Priority 2 4% to 5% 60%
Priority 3 2% to 3% 40%
Priority 4 1% or less 20%

Port states may inspect vessels outside inspection regimes/ criteria also. Additionally,
overriding and unexpected factors may also result in an inspection.

17.4.4 Types of PSC Inspections

Type of PSC
Description
Inspections
➢ Inspection carried to check the validity of the relevant
Initial Inspection certificates, other documents, and the overall condition of
the vessel, its equipment and its crew
➢ Inspection carried out when there are ‘clear grounds’ that
point to the non-compliance with regulations.
➢ ‘Clear grounds’ to conduct more detailed inspections
include, but are not limited to:
• Absence of principal equipment or arrangements
More Detailed required by the convention.
Inspection • Invalid vessel’s certificate(s)
• Documents and records required are not on board,
incomplete, not maintained or falsely maintained
• Serious hull or structural deterioration or deficiencies
exist
• Serious deficiencies exist in safety, pollution prevention
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or navigational equipment
• Staff unfamiliar with or have not carried out essential
shipboard operations relating to the safety of vessel or
pollution prevention
• Staff unable to communicate in a common language
• Emission of false distress alert is not followed by proper
cancellation procedures
• Receiving a report or complaint regarding the vessels
substandard condition
➢ Some MOU’s may carry out an expanded inspection of
vessels that fall under higher risk category.
Expanded Inspection ➢ E.g. Vessel type and age are used to decide if an expanded
inspection is required. In general, any vessel over 10 years,
tankers, gas carriers, bulk carriers and passenger vessels
are more likely to be targeted.
➢ Concentrated Inspection Campaigns (CICs) focus on
specific areas where high levels of deficiencies are noted or
when a new convention has recently entered into force.
Concentrated ➢ Campaigns are held over a period of 3 months along with
Inspection Campaigns the regular inspection.
➢ Prior arrival port, check in advance with agents for any
ongoing CIC. Prepare the vessel as per CIC questionnaire.
➢ Inform office if notice any non-compliance.

17.4.5 Detainable Deficiencies

When deciding if the deficiencies are serious enough for detention, the PSCO will assess
whether the vessel has:
➢ Relevant and valid documentation
➢ Sufficient manning as per the minimum safe manning document
PSCO may further assess if the vessel staff can safely and effectively carry out the
following functions:
➢ Navigation
➢ Cargo operations
➢ Operate the engine room, including propulsion and steering systems
➢ Handle emergencies and distress communications e.g. firefighting, abandon ship,
rescue operations etc.
➢ Pollution prevention
➢ Maintain adequate stability and watertight integrity of vessel
➢ Provide safe and healthy conditions on board
As per latest IMO Resolution, PSCO follows a list of deficiencies grouped under codes
which are considered to be of such serious nature that they may result in detention of the
vessel as follows:
➢ Number, composition or certification of staff not as per safe manning certificate
➢ Operational failure of:
• Propulsion and other essential machinery
• Main and auxiliary steering gear
• Electrical installation, emergency generator, lighting, batteries and switch es
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➢ Absence/ insufficient capacity, non-compliance, non-operation or serious

deterioration of:
• Lifesaving appliances
• Fire protection, fire detection and firefighting systems, including cargo deck
area fire protection on tankers
• Navigational lights, shapes or sound signals
• Radio equipment for distress and safety communication
• Navigation equipment including uncorrected navigational charts, and/or all
other relevant nautical publications necessary for the intended voyage
• Voyage data recorder
➢ Absence of non-sparking exhaust ventilation for cargo pump rooms
➢ Serious deficiency in the operational requirements of MARPOL equipment
➢ Insufficient cleanliness of engine room, excess amount of oily-water mixture in
bilges, insulation of piping including exhaust pipes in engine room contaminated
by oil and improper operation of bilge pumping arrangement

Following are some examples of detainable deficiencies:

Emergency Response
➢ Emergency drills not carried out as per plan. Drills assessed to be poor
➢ Emergency batteries defective
➢ Defective emergency steering
➢ Defective emergency air compressor
➢ Defective bilge pumping arrangement from cargo holds, engine room or other
operational spaces
➢ Defective emergency generator. Auto start failure, insufficient fuel, air circuit
breaker (ACB) of emergency generator inoperative. Fuel tank Quick Closing
Valve (QCV) not opening fully or found shut during inspection
➢ Emergency lights not operational

Life-saving Appliances
➢ Lifeboat/ rescue boat engine not operational
➢ Lifeboat on load release gear unit/ mechanism defective
➢ Lifeboat/ rescue boat launching arrangements or davits or limit switches not
operational
➢ Rescue boat launching arrangement in dead vessel condition not working
➢ Poor condition of lifeboat hull, fittings or equipment
➢ Defective EEBD

Fire Prevention and Fighting Appliances

➢ Fire alarm system not operational
➢ Deck or engine room fixed firefighting system (foam/ CO 2/ DCP/ water mist)
not operational
➢ Fire line frozen, leaking or soft patches, isolation valves frozen, fire hoses and
hydrants leaking
➢ Defective emergency fire pump. In operational, failed to create suction or
delivering insufficient pressure
➢ Defective portable extinguishers
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➢ Defective self-contained breathing apparatus (SCBA)

➢ Engine room or pump room blower flaps or funnel flaps inoperative
➢ Defective quick closing valves
➢ Defective fire doors. Self-closing devices not operational
➢ Fire integrity of engine room escape trunk not maintained
➢ Fire integrity of spaces not maintained due to absence of non-combustible
compound material
➢ Staff unfamiliar with the use and operation of life saving appliances

MARPOL
➢ OWS defective. 15 ppm alarm, 3-way valve not operational, dirty oil filters
➢ Excessive oil leaks from machinery and oily water mixture in bilges
➢ Intentional discharge of oil into the sea
➢ Defective sewage treatment plant (STP). No flow sighted in recirculation line
of STP. Dosage pump for sewage treatment plant unable to disch arge
disinfectant fluid
➢ Intentional discharge of untreated sewage in port
➢ Incinerator malfunction
➢ Sulphur content of fuel in use not as per requirement
➢ Fuel change over procedures not complied with as per the requirements
➢ Boiler unable to burn waste as per requirements of international oil pollution
prevention certificate (IOPP) certificate

Navigation/ the Global Maritime Distress and Safety System(GMDSS)

➢ Medium-frequency (MF)/ high-frequency (HF) digital selective calling (DSC)
defective
➢ Emergency position-indicating radio beacon station (EPIRB)/ search and
rescue transponder (SART) not operational
➢ GMDSS daily tests not carried out
➢ Failure to demonstrate operation of GMDSS and navigational equipment by
Deck Officers
➢ Inadequate/ uncorrected charts and publications for voyage
➢ Navigation light mast broken. Navigation lights not operational
➢ Intentionally not providing assistance to vessel in distress
➢ Not reporting and intentional escape after making contact/ collision

Load Line
➢ Self-closing devices on sounding pipes defective
➢ Poor condition of air pipes. Floats cracked or missing
➢ Watertight integrity compromised on hatch cover/ watertight doors. Hatch
cover securing devices defective
➢ Presence of cement boxes on sea water lines
➢ Vessel side railings missing
➢ Excessive structural wastage
➢ Load line violation like overloading, draught marks illegible
➢ Inadequate stability of the vessel
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ISPS
➢ Inadequate access control
➢ Identification of visitors not being checked
➢ Visitor’s log not maintained
➢ Security alert system defective

MLC
➢ Manning not as per Safe Manning Certificate
➢ Invalid vessel’s certificates/ crew licenses/ Flag State endorsements
➢ Inadequate housekeeping in deck, engine room or accommodation. Vessel’s
crew repeatedly falling ill
➢ Non-compliance with work and rest hours of crew

Operational Readiness and Maintenance

➢ Serious defects with propulsion system
➢ Serious defects with auxiliary engines
➢ Damaged sheathing of high-pressure fuel oil pipes
➢ Fuel oil leaks from injection pipe of main engine cylinder
➢ Emergency stops, alarms, safety trips found defective or by-passed
intentionally
➢ Water leak from main engine cylinder heads
➢ Failures to report malfunction of critical equipment to coastal state
➢ Excess utilization of defective lashing material in securing of cargo
➢ Dangerous goods stowage plan not complied with
➢ Fixed gas detection system not operational
➢ Enclosed space entry procedures not followed

Lack of Operational Proficiency / Unfamiliarity of Essential Operational

Procedures
➢ Staff unable to demonstrate operation of safety and anti-pollution equipment
➢ Staff unable to demonstrate ability to safely navigate and operate propulsion
machinery

Refer to the Company provided safety card and poster for PSC detainable items.
Note 2
Vessel staff must ensure that all equipment and machinery specific to the vessel are operational and
safety equipment complies with relevant requirements.

Caution
PSCO may detain a vessel if evidence suggests that it is unseaworthy and presents a danger to vessel
or person or marine environment, if allowed to proceed to sea.
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17.4.6 Readiness for Inspection

At all times, ensure vessel is maintained and in a state of readiness to avoid any deficiency
during a PSC inspection. For this, vessel is provided with the following:
➢ PSC checklists provided in Port State Checklist File
➢ Common PSC Detainable Deficiencies Card and QA Poster
➢ Lloyd’s Register port state inspections pocket checklist
➢ DNV PSC Toolkit
➢ Inspection matrix for various MOUs
➢ Concentrated Inspection Campaign (CIC) questionnaire/ checklist
Consult with office if any critical equipment is inoperative. As per SOLAS, Flag State
dispensation is required for inoperative equipment.
In pre-arrival port meeting, discuss with all staff regarding actions to take in the event of a
PSC inspection.
Note 3
SOLAS requires vessels to report to port authorities, any accident or serious defect that may affect the
safety of crew or vessel.

17.4.7 Monitoring of PSC Data

Company will send to all vessels, the PSC data obtained from websites of MoUs and USCG
regarding detentions and deficiencies.
Masters should analyse the data to identify the causes and prepare improvement plans for
the vessel. Regularly review effectiveness of improvement plans.

17.4.8 Initial Interaction with PSCO

A senior officer should meet the PSCOs at the point of embarkation. Verify their
identification, conduct safety briefing and escort them to Master’s office.
Safety briefing should include smoking regulations. Additionally, on tankers and gas carriers,
inform the PSCO the restrictions on use of intrinsically safe mobiles, cameras, watches etc.
in hazardous areas.
Master should conduct an opening meeting which must include all senior officers for initial
interaction with PSCOs.
Always make PSCO feel welcome and handle questions politely, professionally and
immediately. Be cordial and extend normal courtesy.
Do not argue with or disrespect the PSCO.

Caution
PSCOs carry out frequent inspections and are usually well aware of the regulations and conditions. Do
not lie or misinterpret a condition to the PSCO.

Caution
When any Company vessel is detained, automatically all other vessels come under a higher priority for
boarding by port states.

17.4.9 Conduct of Inspection

Ensure that all staff are appropriately dressed and using proper PPE.
Inform the PSCO regarding the officers who will escort him/ her during the inspection.
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Clarify with the PSCO regarding the use of audio/ video recording during the inspection.
Prior to the commencement of inspection, Master must inform the PSCO of the following:
➢ Status of all critical equipment and if any maintenance is carried out on them
➢ Any existing defects and action being taken to rectify them. PSCOs generally treat
such issues less strictly
➢ Discuss and formally agree on the conduct of the inspection with due consideration
to safety of crew and vessel
➢ Request notification of irregularities as soon as possible in order to effect
corrections ‘on the spot’
Note 4
Senior Officer, preferably Master or Chief Engineer, must always accompany PSCOs.

17.4.10 Closing Meeting and Signing of Reports

Request for a closing meeting, even if not offered.
Master must listen carefully to what PSCO says and carefully go through the content of the
report comparing it with what they have said. Request correction if necessary.
If doubts exist, request a regulation reference for any deficiency pointed out.
Take immediate corrective action to rectify the deficiency preferably before PSCOs
disembark and before vessel’s departure.
Immediately inform and consult with Vessel Manager or Fleet Manager/ Fleet Director prior
to signing the report in case:
➢ The rectification of deficiencies requires possible off-hire, workshop, dry dock etc.
➢ If PSCOs point out a serious deficiency or decides to detain the vessel
Escort the inspection team to the disembarkation point on completion of inspection

Caution
Master must not sign the detention order without first consulting the vessel manager or Fleet Manager/
Fleet Director.

17.4.11 Handling of Deficiencies

Master must allocate adequate resources to rectify deficiencies that could not be completed
prior to departure port of inspection.
PSC deficiencies not closed in port of inspection will remain open on the IMO PSC portal
and are added to the defect list during subsequent inspections. Port states have interlinked
databases and have a record of deficiencies pointed out in previous inspections of any
vessel. Port states take a very serious view of deficiencies found earlier not being rectified.
Consider port state inspection deficiencies as non-conformities.
Discuss the deficiencies and closeouts with the office and seek assistance as required.
Master should analyse the root cause and complete the Corrective Action (CA) and
Preventive Action (PA). Close the deficiencies within the target dates specified in the
inspection report.
Use Company provided software or form to record PSC deficiencies. Review the
effectiveness of the CA and PA during QHSE meetings and Master’s review.
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17.4.12 Reporting Procedure

The vessel must immediately report to the Office by e-mail whenever vessel undergoes
PSC inspection. Give full details of any deficiencies found. Official report must follow upon
completion of the inspection.
In case of a detention, inform the Office, Flag State and Class as soon as possible.
Strictly follow Owners and Flag State’s Instructions regarding reporting of PSC inspections.
PSC inspection reporting format:

PORTSTATEREPORT (one word)

Port: ________ Country: ________ Date: ________ IMO No.:_______
Date due for completion of
Deficiencies Action code
corrective action

End port state report (one word)

17.4.13 Flag State Requirements for PSC Inspections

Some flag States (e.g., Liberia, Panama, Marshall Islands, Bahamas, Hong Kong, Isle of
Man, etc.) have specific pre-arrival and post PSC inspection reporting requirements (e.g.,
for ports of USA, Australia, China, etc.).
They also provide pre-arrival questionnaire, checklist, common PSC deficiencies, etc. For
details, refer the latest flag circulars applicable to the vessel.

Forms and checklists: References:

CL IMO Resolution A.1119(30)
RA Port State Checklist File
WI CIC Checklists
FORM: TEC-45 SC-03, QA-20