Port State Control Inspection Checklist

• LADY VOLANTIS

• IMO Number

• Location
  Address

• Prepared by

• Conducted on

  Date

International Safety Management

Maintenance of the Ship and Equipment

• Are housekeeping, cleanliness, and hygiene satisfactory in all areas, especially in the engine room?

  Yes

  No

  Not Seen

• Are all Life-Saving Appliances (lifeboats, lifejackets, lifebuoys) and Fire Fighting Equipment in good working condition and ready for immediate use?

  Yes

  No

  Not Seen

• Are records of inspection, maintenance, testing and calibration readily available?

  Yes

  No

  Not Seen

• Are inspection and preventative maintenance of all equipment, machinery, and structures carried out as required by the Management System?

  Yes

  No

  Not Seen

• Are maintenance and inspection routines carried out by competent officers/personnel and under supervision of heads of department?

  Yes

  No

  Not Seen

• Are identified defects and deficiencies acted on promptly and their status is controlled, including the appropriate follow up?

  Yes

  No

  Not Seen

• Have defects and deficiencies been reported to the company, class society, flag administration, Recognized Organisation and/or port authorities as necessary?

  Yes

  No

  Not Seen

• Are sufficient spare parts available in accordance with the requirements of the management system for the safe operation of the vessel?

  Yes

  No

  Not Seen

• Has equipment and technical systems, the sudden operational failure of which may result in hazardous situations, been identified and the maintenance is carried out as required and sufficient spare parts are available?

  Yes

  No

  Not Seen

Emergency Preparedness

• Are procedures available for all potential emergency situations?

  Yes

  No

  Not Seen

• Is the Muster List up to date and meets SOLAS requirements?

  Yes

  No

  Not Seen

• The Muster List must include all details required by SOLAS Ch III Reg 37, including clearly identified responsibilities and duties, defined substitutes for key personnel and the identification of the officer(s) responsible for maintenance and inspection of Life-Saving Appliances and Fire Fighting Equipment.

• Are all personnel familiar with the alarm signals, their muster station, and their duties in case of an emergency?

  Yes

  No

  Not Seen

• Some PSC Officers will require crew to carry out abandon ship and fire drills. Crew must be able to demonstrate familiarity with the equipment and be able to carry out their duties quickly and competently.

• Are Fire Control plans up to date, identical in all locations, and reflect the equipment onboard?

  Yes

  No

  Not Seen

• Is a program for Drills and Exercises is in place, including all identified potential emergency situations?

  Yes

  No

  Not Seen

• It’s advisable to use different scenarios when carrying out drills so that the crew is ready and prepared for different emergency situations. Ensure that details of these drills are recorded.

• Are drills and exercises are held, documented as required, reviewed on completion, and learning points are identified?

  Yes

  No

  Not Seen

• Photographic records with dates as evidence of drills being held should be used.

• Are all emergency equipment (fire pump, generator, lights) well maintained and ready for use?

  Yes

  No

  Not Seen

• Are emergency escapes free from any obstruction?

  Yes

  No

  Not Seen

• Are emergency contact details for the company and for the port (including Agent, P&I Club, Port control/Harbour Master, Pollution control and emergency services) readily available?

  Yes

  No

  Not Seen

Awareness & Communication

• Are newly-joined crew members aware of their duties and were necessary information given to them prior to sailing?

  Yes

  No

  Not Seen

• Does the number of personnel meet the requirements of the Minimum Safe Manning Document?

  Yes

  No

  Not Seen

• Are medical fitness certificates and Standards of Training, Certification & Watchkeeping (STCW) certification (as required) available for all personnel?

  Yes

  No

  Not Seen

• All required certification and seafarer documentation should be available as originals.

• Are ship personnel aware of the company safety and environmental protection policy?

  Yes

  No

  Not Seen

• Evidence is to be available to show all seafarers have received the necessary training for all their duties, including shipboard specific duties. Records of familiarisation when joining the vessel should also be kept.

• Can all personnel communicate effectively in the working language of the ship or another language readily understood?

  Yes

  No

  Not Seen

• Is the Ship Security Officer (SSO) trained and certified in accordance with STCW requirements and is familiar with his/her duties?

  Yes

  No

  Not Seen

• Do all personnel, especially senior officers, identify the Designated Person Ashore (DPA)?

  Yes

  No

  Not Seen

• Do the Captain and senior officers know their responsibility and authority?

  Yes

  No

  Not Seen

• Are the Master’s Reviews carried out as required and relevant identified action items are addressed?

  Yes

  No

  Not Seen

Fire Safety

• Are procedures for reporting non-conformities, accidents, incidents, and near misses, analysis and follow-up implemented?

  Yes

  No

  Not Seen

• Are required corrective and preventive actions are carried out and verified for satisfactory implementation?

  Yes

  No

  Not Seen

• Are all identified risks to its ships, personnel and the environment assessed and appropriate safeguards established? (Evidence of the risk assessments need to be available.)

  Yes

  No

  Not Seen

• Are fire doors and weathertight doors in good condition (closing tightly and securing correctly)?

  Yes

  No

  Not Seen

• Are fire dampers, quick-closing devised and means of control clearly marked, easy to operate, and corrosion-free?

  Yes

  No

  Not Seen

• Are fixed fire extinguishing installation correctly serviced and dated and release mechanisms in place?

  Yes

  No

  Not Seen

• Do fire detectors and alarms work properly?

  Yes

  No

  Not Seen

• Are ventilators, air pipes, and casings clearly marked and in good working condition?

  Yes

  No

  Not Seen

• Are cargo covers in good condition with securing devices adequate and in place?

  Yes

  No

  Not Seen

Certificate & Documentation

• Is the Safety Management Certificate (SMC), International Ship Security Certificate (ISSC), and trading certificates available, up to date, appropriately completed, and approved as required?

  Yes

  No

  Not Seen

• Is a copy of the company’s document of compliance (DoC) with the endorsements for annual verifications valid, carried onboard, and available for review?

  Yes

  No

  Not Seen

• Is the latest issue of the Continuous Synopsis Record (CSR) available, valid, and the file of previously issued CSR’s complete?

  Yes

  No

  Not Seen

• Is the name, Company ID number and address, and ship type the same on the SMC, ISSC, DoC, and CSR the same?

  Yes

  No

  Not Seen

• Is the Oil Record Book (ORB) readily available and properly filled out with correct data?

  Yes

  No

  Not Seen

• Is the approved Ship Security Plan (SSP) available, including evidence of the approval (Approval Letter and Report)?

  Yes

  No

  Not Seen

• Are records of seafarer's daily hours of work and rest accurate and the Seafarer's Employment Agreement (SEA) available?

  Yes

  No

  Not Seen

• It is recommended that notice boards are kept up to date to highlight safety bulletins, procedural changes, contact details, work and rest hours and other relevant information.

• Are all nautical publications available, appropriately completed, and approved as required (all ISM manuals, procedures, and instructions in the latest revisions)?

  Yes

  No

  Not Seen

• Are the Ship’s library, documentation and manuals valid, complete, and available as applicable and as required by the procedures and Flag?

  Yes

  No

  Not Seen

• All officers and crew should have access to the relevant procedures and instructions, including the Life Saving Appliances and Fire Safety training manuals that should be available in the officers and crew lounges.

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• Additional Comments

• Inspector Name & Signature

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