A Practical Guide to Shipboard Inspections

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A Practical Guide to Shipboard Inspections

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All ship types across the industry are subject to various kinds of inspections—from flag state checking that ships comply with international and national standards to third-party inspections requested by charterers. Preparing for these inspections helps shipping companies ensure their ships navigate the seas safely, on schedule and in a manner that protects the marine environment.

A Practical Guide to Shipboard Inspections is a comprehensive guide to implementing a systematic approach to inspections for all ship types. From the moment an inspector boards through to the filing of the inspection report, this first edition walks readers through each stage of more than seven different kinds of inspections, including:

  • Port state
  • Flag state
  • Class
  • Port health
  • Masters
  • ITF inspections and more.

Developed using extensive interviews with current inspectors, this guide helps officers, crews and superintendents better understand how to:

  • Work effectively with inspectors and surveyors
  • Prepare for each type of inspection
  • Identify what aspects of their ship needs further improvement before an inspection
  • Dispute deficiencies in an appeals process and
  • Deal with corruption during an inspection.

 A Practical Guide to Shipboard Inspections not only collects the most common deficiencies across port state control regimes in one place but also suggests what specific actions ships should take to help reduce these deficiencies. A chapter on masters’ inspections details the weekly checks to help spot potential findings and close them out before other inspections. Firsthand tips from inspectors and practical checklists for port state control, flag state, class and masters’ inspections are also provided to help ensure each and every on board inspection goes smoothly. 

Additional Information
Author International Chamber of Shipping
Publisher International Chamber of Shipping Publications
Edition First Edition
Publication month 2024 - July
ISBN 978-1-913997-62-5
Shipping Weight 1.0Kg
Resources
Contents

Contents
Abbreviations
Definitions
Editorial note
Chapter 1
Introduction
Chapter 2
Preparing for an inspection
2.1 Once an inspector boards
2.1.1 The opening meeting
2.1.2 During the inspection
2.1.3 How to make a good impression with an inspector
2.2 Top tips from inspectors
2.3 Closing out an inspection
Chapter 3
Port state inspections
3.1 Port state control regimes
3.1.1 Inspection criteria
3.2 Initial inspections
3.2.1 Documentation check
3.2.2 Overall condition of the ship
3.3 More detailed inspections
3.3.1 Clear grounds for a more detailed inspection
3.3.2 Operational requirement checks after clear grounds have been established
3.3.3 Inspections under MARPOL
3.3.4 Ship structure inspections
3.3.5 Machinery space inspections
3.3.6 Life-saving appliance inspections
3.3.7 Fire safety inspections
3.3.8 Bridge operation inspections
3.3.9 Cargo operation inspections
3.3.10 Machinery inspections
3.4 Deficiencies
3.4.1 Detainable deficiencies
3.5 Detentions
3.5.1 Suspension of inspection
3.6 Appeal procedures
3.6.1 US Coast Guard
3.6.2 Paris MOU
3.6.3 Indian Ocean MOU
3.6.4 Acuerdo de Viña del Mar MOU
3.6.5 Black Sea MOU
3.7 Common findings
3.7.1 Paris MOU
3.7.2 US Coast Guard
3.7.3 Tokyo MOU
3.7.4 Black Sea MOU
3.7.5 Indian Ocean MOU
3.7.6 Riyadh MOU
3.7.7 Abuja MOU
3.7.8 Mediterranean MOU
3.7.9 Acuerdo de Viña del Mar MOU
3.8 Concentrated inspection campaigns
Chapter 4
Flag state inspections
4.1 Statutory documentation check
4.1.1 Seafarer documentation and safe crewing
4.1.2 Ship’s documentation
4.2 The ISM Code and flag state inspections
4.3 General examination of the ship
4.3.1 The bridge
4.3.2 Crew accommodation
4.3.3 The ship’s structure, machinery and equipment
4.4 Life-saving appliances, fire-fighting and safety equipment
4.5 Additional inspections by ship type
4.5.1 Passenger ship safety certificate
4.5.2 The International Code on the Enhanced Programme of Inspections During Surveys of Bulk Carriers and Oil Tankers

4.6 Inspection report
Chapter 5
Classification society inspections and surveys
5.1 New builds and transfer of class
5.2 Periodic surveys
5.2.1 Renewal or special surveys
5.2.2 Intermediate surveys
5.2.3 Annual surveys
5.3 Other class surveys
5.3.1 Bottom/docking surveys
5.3.2 Tailshaft survey
5.3.3 Boiler surveys
5.4 Suspension of class
5.5 Class terminology
5.6 Statutory surveys
Chapter 6
Inspections by the master
6.1 How to conduct a weekly inspection
6.2 Inspections due to seafarer complaints
6.3 Inspection findings and actions
Chapter 7
Other inspections
7.1 Tanker inspections
7.1.1 Ship Inspection Report Programme
7.1.2 Chemical Distribution Institute
7.2 Charter inspections
7.2.1 RightShip
7.3 International Transport Workers’ Federation inspections
7.3.1 The ITF inspector’s role
7.4 Port health inspections
7.5 Customs inspections
Chapter 8
Preventing corruption through best practices during inspections
8.1 How the IMO is tackling corruption
8.2 Transparency during PSC inspections
8.3 Preventing corrupt demands
8.4 Rejecting corrupt demands

Appendices
Appendix A Port state control checklists

Appendix A1 Required documents checklist
Appendix A2 Additional documents
Appendix A3 Overall condition of a ship checklist
Appendix A4 Fire safety measures checklist
Appendix A5 Safety of navigation measures checklist
Appendix A6 Condition of life-saving appliances checklist
Appendix A7 Concentrated inspection campaigns checklist for crew wages and employment agreements

Appendix A8 Concentrated inspection campaigns checklist for ballast water management
Appendix A9 Concentrated inspection campaigns checklist for carriage of containers and cargo securing
Appendix B Flag state checklists
Appendix B1 Required documents checklist
Appendix B2 Required charts and publications on the bridge checklist
Appendix B3 Fire safety measures checklist 
Appendix B4 Condition of life-saving appliances checklist
Appendix B5 Condition of crew accommodation checklist
Appendix B6 Bulk carriers and oil tankers enhanced survey programme checklist
Appendix C Required documents for a new build or a class change checklist
Appendix D Master’s weekly inspection checklist
Appendix E References

Foreword

Shipboard inspections are a part of life on board, serving as the cornerstone of safety, compliance, and operational excellence. These inspections ensure that ships adhere to stringent regulations and standards and contribute to an efficient and reliable maritime industry. Shipboard inspections also instil confidence in all parties involved in shipping, and ultimately ensure that ships navigate the seas safely and responsibly, upholding the highest standards of maritime excellence.

Ships will undergo a number of different inspection types, all which have a different focus. Some inspections will ensure compliance with international and national standards through flag state inspection, whereas port state control acts as a spot check to ensure compliance with international standards, and some will be very focused on one specific aspect, such as ship sanitation or crew welfare.

Shipping companies, ship’s crews and inspectors are all working towards the same common goal – safe, environmentally client shipping. Transparency and open communication during an inspection is key.

It is vital that shipping companies and crew are prepared for all types of inspections, and do everything in their power to facilitate a thorough and systematic inspection process. This Guide helps ship superintendents and ship’s crews understand:

  • How to deal with an inspector;
  • The main parts of an inspection;
  • What each type of inspection covers;
  • How to prepare for each type of inspection;
  • How to identify what aspects of their ship needs further improvement and maintenance; and
  • How to deal with corruption during an inspection.

It can be used by ship’s officers, crew and superintendents who are involved in shipboard inspections. The Guide includes practical tips from inspectors, and helpful checklists for port state control, flag state, class and the master’s inspections to help crew prepare the ship for these inspections, and potentially reduce the number of findings on board ship.

Introduction

A ship will undergo a number of inspections throughout its lifetime. No matter the type of inspection, the purpose is to ensure that the ship:

  • Is seaworthy;
  • Is operated safely, in accordance with industry standards;
  • Complies with relevant national and international regulations;
  • Complies with the International Labour Organization (ILO) 2006 Maritime Labour Convention (MLC); and
  • Is operated in a manner that protects the marine environment.

The types of inspections the ship may undertake include:

  • Port state;
  • Flag state;
  • Class;
  • Charterer;
  • Third party inspections;
  • Labour affairs; and
  • Masters.

Inspections occur alongside audits such as the internal and external audits of the ship’s safety management system (SMS). It should be remembered that inspections and audits are not the same as they have different scopes. An inspector is not an auditor and audits should be conducted by a separate auditor on a different occasion.

For more information on the auditing process, refer to ICS Guidelines on the Application of the IMO International Safety Management (ISM) Code.

While all shipboard inspections carry equal importance, port state control (PSC) inspections are the last line of defence in stopping a sub-standard ship going to sea. Other inspections ensure a ship complies with national and international regulations and close safety gaps as best as possible before a PSC inspection.

Various parties have an interest in the different inspections and often one inspection’s findings will be shared with other interested parties. These interested parties could be:

  • Ship owners;
  • Ship operators;
  • Flag state;
  • Port state;
  • Charterers;
  • P&I clubs; and
  • Insurers.