Port State control inspection procedures

1. International Tonnage Certificate (1969);
2. Passenger Ship Safety Certificate;
3. Cargo Ship Safety Construction Certificate;
4. Cargo Ship Safety Equipment Certificate;
5. Cargo Ship Radio Telegraphy Certificate;
6. Cargo Ship Radio Telephony Certificate;
7. Cargo Ship Safety Radio Certificate;
8. Exemption Certificate;
9. Cargo Ship Safety Certificate;
10. Document of Compliance (SOLAS 74, Regulation II-2/54)
11. Dangerous goods special list or manifest, or detailed stowage plan;
12. International Certificate of Fitness for the Carriage of Liquefied Gases in Bulk, or the Certificate of Fitness for the Carriage of Liquefied Gases in Bulk, whichever is appropriate;
13. International Certificate of Fitness for the Carriage of Dangerous Chemicals in Bulk, or the Certificate of Fitness for the Carriage of Dangerous Chemicals in Bulk, whichever is appropriate;
14. International Oil Pollution Prevention Certificate;
15. International Pollution Prevention Certificate for the Carriage of Noxious Liquid Substances in Bulk;
16. International Load Line Certificate (1966);
17. International Load Line Exemption Certificate;
18. Oil Record Book, parts I and II;
19. Shipboard Oil Pollution Emergency Plan
20. Cargo Record Book;
21. Minimum Safe Manning Document;
22. Certificates of Competency;
23. Medical certificates (see ILO Convention No. 73);
24. Stability information;
25. Copy of Document of Compliance and Safety Management Certificate issued in accordance with the International Management Code for the Safe Operation of Ships and for Pollution Prevention (IMO Resolutions A.741(18) and A.788(19));
26. Certificates as to the ship’s hull strength and machinery installations issued by the classification society in question (only to be required if the ship maintains its class with a classification society);
27. Survey Report Files (in case of bulk carriers or oil tankers);
28. For ro-ro passenger ships, information on the A/A-max ratio;
29. Document of authorization for the carriage of grain;
30. Special Purpose Ship Safety Certificate;
31. High Speed Craft Safety Certificate and Permit to Operate High Speed Craft;
32. Mobile Offshore Drilling Unit Safety Certificate;
33. For oil tankers, the record of oil discharge monitoring and control system for the last ballast voyage;
34. The muster list, fire control plan, and for passenger ships, a damage control plan;
35. Ship’s log book with respect to the records of tests and drills and the log for records of inspection and maintenance of lifesaving appliances and arrangements;
36. Reports of previous port State control inspections;
37. Cargo securing manuel;
38. For passenger ships, list of operational limitations;
39. For passenger ships, a plan for co-operation with SAR-services;
40. Bulk carrier booklet;
41. Loading/Unloading Plan for bulk carriers;
42. Garbage Management Pan;
43. Garbage Record Book;
44. Certificate of financial insurance or any other financial security in respect of civil liability for oil pollution damage;
45. Intertnational Ship Security Certificate (ISSC);
46. Continuous Synopsis Record.

In addition the PSCO conducts a general inspection of several areas on board to verify that the overall condition of the ship (including the engine room and accommodation, and including hygienic conditions) complies with that required by the various certificates.
 
If valid certificates or documents are not on board, or if there are ‘clear grounds’ to believe that the condition of a ship, its equipment or its crew does not substantially meet the requirements of a relevant convention, a more detailed inspection will be carried out.
 
If the ship is found to comply, the PSCO will issue a ‘clean’ inspection report (Form A) to the master of the ship. Next, the data of the respective ship and the inspection result will be recorded on the central computer database, located in Saint Malo, France.
For the purpose of control on compliance with on board operational requirements, examples of “clear grounds” are, amongst others, the following:

• evidence of operational shortcomings revealed during port State control proce dures in accordance with SOLAS 74/78/88, MARPOL 73/78 or STCW 78;
  
• evidence of cargo operations or other procedures not being conducted safely or in accordance with IMO guidelines;
  
• involvement of the ship in incidents due to failure to comply with operational re quirements;
  
• evidence, from the witnessing of fire or abandon ship drills, that the crew are not familiar with essential procedures;
  
• absence of an up-to-date muster list;
  
• indications that key crew members may not be able to communicate with each other or with other persons on board.