Reducing the Port State

Detention Factor
Pre-Port Arrival Quick Reference Guide

October 2012
Pre-Port Arrival Quick Reference Guide

T
his quick reference guide is based on data gathered
from ABS vessels that have been involved in Port State
interventions or detentions.

The guide should be used by the vessel’s crew prior to arrival into
port. The categories and items identified in this guide are items
that have been identified as top Port State detention items on
board ABS classed vessels. This guide should be used in conjunction
with the normal pre-port arrival and departure checks required by
international regulations and in conjunction with onboard routine
maintenance programs.

If any of the items identified in this guide are not in good

working condition, the crew should take appropriate steps to
remedy the situation prior to arrival into port. The guide is
organized accord-ing to major categories as well as items
identified by Port State Control (PSC) as areas of concern. For
each major category the top items have been identified for
your easy reference.

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 Top 10 Major Categories of PSC Detentions

ISM-related Radio
Deficiencies 4% Fire Safety Measures
Load Lines 4% 16%
6%

Ship’s Certificates
and Documents
8%
Lifesaving
Appliances
13%
Propulsion and
Auxiliary
Machinery
15%

Safety of
MARPOL Navigation
Annex I 13%
8% Stability, Structure and
Related Equipment

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13%
Top Port State Control Detention Issues
& Items On Board ABS Classed Vessels
Tokyo & Paris IMO
Top PSC Categories
MOU Codes Code
07 0700 Fire Safety Measures
13 1400 Propulsion and Auxiliary Machinery
11 0600 Lifesaving Appliances
10 1500 Safety of Navigation
02 0900 Stability, Structure and Related Equipment
141 1700 MARPOL Annex I
011 0100 Ship’s Certificates and Documents
03 1200 Load Lines
15 2500 ISM-related Deficiencies
05 1600 Radio Communications

Tokyo & Paris IMO

Top PSC Items
MOU Codes Code
13101 1410 Propulsion Main Engine
13107 1499 Other (Machinery)
11101 0610 Lifeboats
13102 1430 Auxiliary Engine
10116 1570 Nautical Publications
01315 1710 Oil Record Book
14104 1730 Oil Filtering Equipment
10109 1550 Lights, Shapes and Sound Signals
07119 0799 Other (Fire Safety)
02105 0936 Steering Gear

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Master’s Office –
Certificates & Documentation
Port State Control officers
typically begin inspections in
the Master’s office to confirm
that the vessel and crew have all
of the appropriate certificates
and documents in accordance
with applicable international
and local requirements. The
following items should be
verified as a minimum prior
to the vessel entering port:

• Certificates
Vessel certificates and
documents are on board
and properly endorsed. The vessel’s Master should
review the information to confirm that the agent has returned
the original certificates. Servicing certificates for fire fighting
and lifesaving equipment should be up-to-date and available.

• STCW
The vessel’s crew members are adequately trained and
have the appropriate training certification. Many flag
Administrations may require certificates to be issued by
the vessel’s flag State.

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• ISM & ISPS Codes
The vessel’s Master has a firm knowledge of the vessel’s Safety
Management System as well as the International Ship and Port
Facility Security (ISPS) Code. Proper onboard maintenance and
drills are carried out and documented in the vessel’s log book
as required by the ISM and ISPS Codes.

• Manuals
The appropriate manuals and booklets are on board and
up-to-date as applicable including training manuals, Trim and
stability booklet, loading manual, cargo securing manual,
survey planning document (including enhanced survey report
files), shipboard oil pollution emergency plan (SOPEP), grain
loading manual, damage control plan, loading instrument
book, coating technical file, emergency towing procedure, oil
record book and applicable maintenance manuals.

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Safety of Navigation – Bridge
• Nautical Publications
The latest publications are on board for ready reference such
as IMO publications and flag Administration regulations.

• Charts
Charts, including tide tables, are up-to-date. The Notice to
Mariners is properly logged. Electronic charts should display
the information systems.

• Lights, Shapes and Sound Signals

The list of lights, international code of signals and illustrated
table of lifesaving signals is legible and the signaling lamp is in
good working condition.

• Magnetic Compass
The magnetic compass is adjusted for proper working
condition and the deviation card is calibrated.

• GMDSS, EPIRB & AIS

Radio equipment is in good working order and tested by
an approved radio technician. EPIRB is in proper working
condition, programmed correctly and the battery expiration
date is displayed within the window. The vessel’s automatic
identification system (AIS) is properly programmed and opera-
tional. VDR annual performance test certificate is on board.

• Radar Transponder
The radar transponder is located in the proper location,
operationally tested and the expiration date of batteries is
confirmed.

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Fire Safety Measures
• Main & Emergency
Fire Pumps
The main and emergency
fire pumps are to be in
proper working condition
– gauges operational,
priming pump functioning,
remote starting is
operational (if applicable)
and pumps are capable
of taking sea suction and
maintaining the proper
line pressure. Operating
instructions are posted in
plain view.

• Fire Dampers & Doors

The fire dampers are in good working condition and
recently examined internally and externally. Damper flaps
are structurally sound with no edge wastage. The external
ventilation trunk is marked to show damper flap position –
OPEN or CLOSE. The location of fire dampers can be found on
the fire control plan.

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• Firefighting Equipment
The fire, smoke and heat detectors have been tested for proper
operation. Fire stations have the appropriate equipment
secured properly. Fire hoses are not leaking and have been
checked for dry rot and usability. Fire main is in good condition
and does not have patches or holes. Isolation and relief valves
are working properly. Portable and fixed firefighting systems
have been serviced as required and extinguishers are properly
marked with date of servicing. Servicing documentation is with
the vessel’s Master.

• Fire Control
Plans
Fire control plans
are up-to-date
with appropriate
IMO markings.
Emergency
control stations
are clean and
equipped with
applicable safety
equipment.
Remote and
quick closing
devices are in
good operating
order.

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Lifesaving Appliances
• Lifeboats
The lifeboat structure (hull integrity, seats/thwarts, flooring,
releasing hook connections to the boat, releasing gear, tiller/
gudgeons) has been checked for proper maintenance with no
wastage or rot. The engine is in good working condition and
has been operationally tested. The lifeboat equipment has been
checked for proper quantity, expiration date and condition.
Lifeboats have been recently lowered and released from hooks
to confirm release mechanisms.

• Lifeboat & Liferaft Davits

Davits are in good working condition and have been
operationally tested. Davits should be checked for
wastage, proper hoisting/lowering and braking function.
Sheaves and loose gear are not worn. Wires have been serviced
and changed out as necessary. Limit switches and winches
have been tested. Launching instructions are clearly posted.

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• Emergency Power
The emergency generator has been operationally tested and
is capable of coming online automatically within 45 seconds.
Emergency lighting is operationally tested. A transitional
source of power (as applicable) and emergency power
batteries have been checked for proper operation.

• Liferafts
Liferafts have been serviced by an approved servicing company.
Proper servicing certificates are on board for reference by
the Port State Control officer. Liferafts are properly secured.
Launching arrangements are in good condition (as applicable)
with no obstructions for float-free operation.

• Lifesaving Equipment
The following equipment has been properly serviced and
labeled as applicable: lifejackets with lights and whistles –
the correct number and location are clearly shown on the
safety plan; lifebuoys – the correct number is identified by
type with line, light or smoke as applicable; the correct
number and type and
all pyrotechnics
have been
checked for
expiration date.

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Deck & Accommodation Requirements
• Decks
Excessive corrosion,
cracking, buckling
– if found should be
reported to the local
ABS office as soon as
possible. It’s for your
safety.

• Hatch Covers &

Weathertight
Closing Appliances
Hatch covers and weathertight closing appliances are in
proper working condition and have been checked for missing
or damaged gaskets, cleats, wedges and securing devices.
Weathertight doors and hatches are tight and properly fitted.

• Air Pipes & Ventilators

Air pipes and closure devices are checked for wastage. Closure
devices have been opened and the flame screen checked.
Air pipes have been hammer tested to confirm soundness
of piping and attachment to the deck.

• Accommodations
The condition of the crew’s accommodations – quarters, heads,
bathing facilities and galley – are clean and operating properly.
For instance, the galley should be clean, functional and free of
insects and rodents. The range hoods should be clean, free of
excessive grease and the fire extinguishing system functional.

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Machinery Spaces
• Cleanliness
Excess oil leaks from engines, bilges, containment areas and
FO/LO processing areas have been cleaned. Tools and
equipment are stored properly and emergency exits are clear.
Repair damaged lighting and/or replace burned bulbs. Fire
hydrants and hose stations are clean and in good working order.

• Main Propulsion Engine

Components in the main propulsion engine are working
correctly. The emergency control station and engine side station
are operating correctly. Validate that emergency procedures
can be carried out as applicable. MARPOL Annex VI technical
file, EIAPP certificate
and record book of
engine parameters
should be filled out
by the Chief Engineer.

• Auxiliary Engines
& Equipment
Generators and
attachments have
been tested to
see that gauges,
emergency shut
downs, automatic
changeovers and quick closing valves are operating properly.
MARPOL Annex VI technical file, EIAPP certificate and record
book of engine parameters are filled out by the Chief Engineer.

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• Oily Water Separator Equipment
Check to see that oily water separator equipment and 15ppm
alarm have been operationally tested including automatic
stopping devices, alarms, piping systems and gauges, and
found properly functioning. Confirm that no unauthorized
piping or electrical modifications have been made. Verify that
the Oil Record Book has been filled out correctly and signed by
the Chief Engineer, as per MARPOL Annex I.

• High Pressure Fuel Lines

High pressure fuel lines are jacketed and spray shields in place
as required.

• Steering Gear
The main and emergency steering gear has been tested and is
functioning properly.

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ISM & General Onboard Maintenance
Port State detentions can
be reduced by using this
guide along with a structured
onboard maintenance
program. ABS has produced
the Onboard Routine
Maintenance Check Sheet
to assist owners. A free copy
is available for download
from the ABS website at www.eagle.org. Navigate to Resources,
Regulatory Information, Port State Information, Port State Control,
Routine Maintenance Checklist.

• ISM Code
Documentation covering company policies and procedures are
in place. The crew is aware of the identity of the designated
persons. The crew is also familiar with emergency procedures
and drills. The ship has a record containing contact information
for the company. A maintenance program is in place and
records are available for the PSC officer to review. The contin-
uous synopsis record is available.

• ISPS Code
The approved Ship Security Plan is on board and procedures
are in place to enforce the plan. The Ship Security Officer is
familiar with the procedures and training; drills for the crew
are carried out as applicable. Identities of visitors are confirmed
and access on the vessel is controlled while they are on board.

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 If Your Ship is Detained
Owners and the representatives are to notify ABS on all occasions
when a vessel is being detained by a Port State Authority or flag
Administration. If an Owner does not notify ABS of a detention,
then ABS reserves the right to suspend or cancel classification of
the vessel or invalidate the applicable Statutory Certificates. ABS
can help assist the Owner and Master with clearing the vessel
from Port State detention. An ABS office directory can be found at
www.eagle.org.

Americas Division Greater China Division

Houston, TX USA Shanghai, China
Tel: 1-281-877-6000 Tel: 86-21-2327-0888
Fax: 1-281-877-6001 Fax: 86-21-6322-9649
Email: [email protected] Email: [email protected]

Europe Division Pacific Division

London, UK Singapore
Tel: 44-20-7294-3255 Tel: 65-6576-8700
Fax: 44-20-7375-3236 Fax: 65-2676-8711
Email: [email protected] Email: [email protected]

www.eagle.org
TX 10/12 6000 12219

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