United States Coast Guard

FOREIGN FREIGHT VESSEL

EXAMINATION BOOK

Name of Vessel Flag

No Change
IMO Number Case Number

Date Completed Priority Points

Location

Vessel Built in Compliance with SOLAS: 60 74 74/78 NA

Exam Type
Annual Reexamination
Port State Control Officers

1. 3.
2. 4.

CG-840 FV
Rev. 1/99
Total Time Spent Per Activity:

Regular Personnel (Active Duty)

ACTIVITY TYPE ACTIVITY TRAINING (PERS) MI

TOTAL ADMIN HOURS TOTAL TRAVEL HOURS

Reserve Personnel
ACTIVITY TYPE ACTIVITY TRAINING (PERS) MI

TOTAL ADMIN HOURS TOTAL TRAVEL HOURS

Auxiliary Resources
TOTAL BOAT HOURS TOTAL AIRCRAFT HOURS
Use of Foreign Freight Vessel Examination Book:
This examination book is intended to be used as a job aid by Coast
Guard port state control officers during boardings of foreign-flagged
freight vessels only. This book contains an extensive list of possible
examination items. It is not, however, the Coast Guard’s intention to
“inspect” all items listed. As a port state responsibility, port state control
officers must verify that the vessels and their crews are in substantial
compliance with international conventions and applicable US laws. The
depth and scope of the examination must be determined by the port
state control officers based on their observations.
This document does not establish or change Federal laws or regulations.
References given are only general guides. Refer to IMO publications,
CFR’s, the Port State Control Job Aid, NVIC’s, or any locally produced
cite guides for specific regulatory references. Although not all items in
this book are applicable to all vessels, Section 1 should be filled out in its
entirety at each examination and reexamination.
NOTE: Guidance on how to examine foreign freight vessels can be
found in MSM Volume II, Chapter 22: Procedures Applicable to Foreign
Freight Vessels.
Guide to Examinations:
o
”
Annual examination and reexamination
Annual examination only
† Expanded examination as required
These three stages are only a general guide. Each port state control
officer should determine the depth of the examination necessary. A
checked box should be a running record of what has been examined by
the port state control officer. It does not imply that the entire system has
been examined or that all or any items are in full compliance.
NOTE: A reexamination normally includes an examination of the
vessel’s documents, certificates, and licenses, in addition to a “walk-
through” of the vessel.

Pre-inspection Items Post-inspection Items

• Review MSIS records. • Issue letters/certificates to
− PSVH vessel.
− VFIP − Record of deficiencies
• Obtain copies of forms to be • Complete MSIS entries within
issued. 48 hours.
− PSAR − VFLD
− MSDS − VFIP
− PSDR
Table of Contents:

Section 1: Administrative Items

IMO Applicability Dates.................................................................... 1
Involved Parties & General Information ............................................ 2
Vessel Information........................................................................... 3
Vessel Description........................................................................... 3
Section 2: Certificates and Documents
International Certificates .................................................................. 4
Manning Certification ....................................................................... 6
Logs and Manuals ........................................................................... 6
Pollution Prevention Records........................................................... 7
Cargo Records ................................................................................ 8
Section 3: General Examination Items
Navigation Safety ............................................................................ 9
General Health and Safety............................................................. 11
Structural Integrity ......................................................................... 12
Ground Tackle............................................................................... 13
Cargo Operations .......................................................................... 14
Lifesaving Equipment .................................................................... 15
Fire Protection ............................................................................... 16
Pollution Prevention....................................................................... 18
Machinery Spaces ......................................................................... 19
Section 4: Drills
Fire Drill......................................................................................... 21
Abandon Ship Drill......................................................................... 22
Section 5: Expanded Examination Items
Manuals and Instructions ............................................................... 23
Safety Management System (SMS) ............................................... 23
Navigation Safety .......................................................................... 25
Cargo Operations .......................................................................... 26
Lifesaving Equipment .................................................................... 27
Fire Protection ............................................................................... 28
Pollution Prevention....................................................................... 30
Machinery Spaces ......................................................................... 30
Section 6: Appendices
Recommended Port State Control Procedures............................... 32
Detention Information .................................................................... 38
Notes............................................................................................. 39
Deficiency Summary Worksheet .................................................... 42
Conversions .................................................................................. 43
 Section 1: Administrative Items

IMO Applicability Dates:

Reference Date

SOLAS 1960 26 MAY 65

SOLAS 1974 25 MAY 80
1978 Protocol to SOLAS 1974 01 MAY 81
1981 Amendments (II-1 & II-2) 01 SEP 84
1983 Amendments (III) 01 JUL 86
Various additional amendments to SOLAS

MARPOL 73/78 Annex I 02 OCT 83

MARPOL 73/78 Annex II 06 APR 87
MARPOL 73/78 Annex III 01 JUL 92
MARPOL 73/78 Annex V 31 DEC 88

IBC Code After 01 JUL 86

BCH Code Prior to 01 JUL 86

COLREGS 1972 15 JUL 77

Various additional amendments to COLREGS

Load Line 1966 21 JUL 68

STCW 1978 28 APR 84

1991 Amendments 01 DEC 92
1994 Amendments 01 JAN 96
1995 Amendments 01 FEB 97

1
Involved Parties & General Information:

Owner’s Agent

Individual

Phone Number

Charterer’s Agent

Individual

Phone Number
Same as Owner’s Agent

Owner—Listed on DOC (if applicable), or COFR

No Change

Operator

No Change

2
Vessel Information:
Classification Society

ISM Issuer: Same as above?

Yes No If not the same, which
Recognized Organization?
NOTE: The period of validity for ISM documents should correspond to the following list.
If they do NOT, ISM documents should be further investigated.
o 5 years = Full term (SMS and DOC) o 12 months = Interim (DOC)
o 6 months = Interim (SMC) o 5 months = Short term (SMC)

Last Drydocking Date Next Drydocking Date

Location of Last Drydocking

Date of Last Class Survey

Outstanding conditions of class or non-conformities

Last Port of Call Next Port of Call

Cargo Current Operations

Call Sign No Change

(VFID)
Gross Tons No Change
(VFMD)
Built Date (use delivery date) No Change
(VFCD)
Overall Length (in feet) No Change
(VFMD)
Vessel Description:
Container Vessel Bulk Carrier
Vehicle Carrier Other

3
 Section 2: Certificates and Documents
International Certificates:
Issuing Port Issued/ Issue Exp. Endors.
Name of Certificate ID #
Agency Country Date Date Date
Certificate of Registry
No Change
Classification Document
No Change
Certificate of Financial
Responsibility (COFR) USCG
No Change
Safety Construction (SLC)
No Change
Safety Equipment (SLE)
No Change
Safety Radio (SLT)
No Change

4
 Issuing Port Issued/ Issue Exp. Endors.
Name of Certificates ID #
Agency Country Date Date Date
Cargo Ship Safety (CSS)
No Change
International Load Line (ILL)
No Change
International Oil Pollution
Prevention (IOPP)
No Change
International Tonnage (ITC)
No Change
Safety Management (SMC)
No Change
Document of Compliance (DOC)
No Change

5
Manning Certification:
o Safe Manning Document SOLAS 74/78 V/13
• Manning in accordance with document IMO Res.A.481(XII)
NOTE: If vessel does not have a Safe Manning
Document or is not manned in accordance with
Safe Manning Document, local Consulate must be
contacted and the deficiency resolved prior to
vessel’s departure from port.
•
o
Review copy of crew list

Officers’ certificates STCW 95 I/2

STCW 95 I/10
• Master and chief engineer licenses current
STCW 95 VI/1
• Navigating and engineering officers’ licenses STCW 95 VI/2
current; NOTE: 3000 kW = 4023 HP
• Flag endorsement
•
o
Medical certificates

Crew documents STCW 95 VI/1

• Documents current
• Medical certificates valid (issued by flag state)
• Minimum age 15 ILO 147 Art. II

o Rest periods STCW 95 VIII/1

• Review watch schedules

Logs and Manuals:

o Lifesaving equipment maintenance record SOLAS 74/78 III/19
• Periodic checks as required
• Visual inspection of survival craft / rescue boat and
launching appliances
• Operation of lifeboat / rescue boat engines
• Lifesaving appliances, including lifeboat equipment

o
examined

Emergency training and drills SOLAS 74/78 III/18

• Onboard training in use of lifesaving equipment (all
crew members)
• SOLAS training manual
• Logbook records
SOLAS 74/78 III/18.5
• Weekly and lifeboat drills SOLAS 74/78 III/25

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
6
o Bridge log 33 CFR 164.25
STCW 95 I/14
• Pre-arrival tests conducted
• Casualties (navigation equipment and steering gear 33 CFR 164.53
failures reported)
• Steering gear drills
• Emergency steering drills

o Exemptions to SOLAS certificates SOLAS 74/78 I/4

Pollution Prevention Records:

o Current pollution prevention records
• Person-in-charge 33 CFR 155.700
• Transfer equipment tests and inspections 33 CFR 156.170
• Declaration of Inspection
”
33 CFR 156.150

Oil record book (Part 1) (spot-check) MARPOL Ax. I/20

• Each operation signed by person-in-charge 33 CFR 151.25
• Each complete page signed by master
• Book maintained for 3 years
” Shipboard oil pollution emergency plan
• Approved by flag state / class society
MARPOL Ax. I/26.1
33 CFR 151.26
• Contact numbers correct
• Immediate Actions List
” Vessel response plan
(vessels carrying oil as secondary cargo)
33 CFR 155.1045
33 CFR 155.1030

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
7
” Oil transfer procedures
• Posted / available in crew’s language
33 CFR 155.720

• List of products carried by vessel

• Description of transfer system including a line
diagram of piping
• Number of persons required on duty
• Duties by title of each person
• Means of communication
• Procedures to top off tanks
• Procedures to report oil discharges

Cargo Records:
o Packaged hazardous materials
• Dangerous Cargo Manifest SOLAS 74/78 VII/5
• Division 1.1 or 1.2 explosives (check for required 49 CFR 176.30
permit for designated dangerous cargo) 49 CFR 176.100
• Training records (check records of crew members
considered to be hazmat employees) 49 CFR 172.700-704
• DOT hazmat registration 49 CFR 176.13

o
49 CFR 107.601

Bulk solid hazmat

• Special permit on board (unlisted cargoes only) 46 CFR 148.01-7
• Shipping papers 46 CFR 148.02-1
• DCM on board 46 CFR 148.02-3
• Cargo inspections carried out and logged 46 CFR 148.03-7

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
8
 Section 3: General Examination Items
Navigation Safety:
o Charts and publications for US waters/
intended voyage
33 CFR 164.33

• Current and corrected charts

• US Coast Pilot
• Sailing directions
• Coast Guard Light List
• Tide tables
• Tidal current tables
• International Rules of the Road
• Inland Rules of the Road
• International Code of Signals
• Plotting equipment
o
33 CFR 164.35
Operationally test radar(s) and ARPA 33 CFR 164.35
33 CFR 164.37
• 2 required if over 10,000 GT 33 CFR 164.38
• Operate independently
• ARPA acquires targets
o Compasses 33 CFR 164.35
• Illuminated gyrocompass with repeater at stand
• Illuminated magnetic compass
• Current deviation table
o Test electronic depth sounding device and
recorder
33 CFR 164.35

• Accurate readout
• Test all transducers
• Continuous recorder (chart)
o Electronic position fixing device 33 CFR 164.41
•
o
Location accurate

Indicators 33 CFR 164.35

• Illuminated rudder angle indicator
• Centerline RPM indicator
• Propeller pitch (CPP systems)
• Speed and distance indicators 33 CFR 164.40
• Lateral thrusters

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
9
o Communications SOLAS 74/78 IV/6.3
33 CFR 26.03
•
o
VHF radio

Steering gear instructions 33 CFR 164.35

• Instructions
• Emergency instructions
•
o
Block diagram

Maneuvering facts sheet with warning 33 CFR 164.35

statement

o Radiotelephone (VHF-FM) 33 CFR 26.03 & 26.04

o EPIRB (406 MHz) SOLAS 74/78 IV/7.1.6

• Float-free amount
• Battery date current
•
o
Hydrostatic release

GMDSS SOLAS 74/78 IV/8

SOLAS 74/78 IV/9
• Additional radio equipment for area of operation
SOLAS 74/78 IV/10

”
SOLAS 74/78 IV/11

Operationally test bridge steering SOLAS 74/78 II/1-29

• Test power/control pumps independently
• Test follow-up and non-follow-up controls
• Rudder angle indicator accurate
•
”
Activate loss of power alarm

GMDSS lifeboat radios (VHF) SOLAS 74/78 III/6.2

• 3 if over 500 GT
•
”
Operable condition

9 GHz radar transponder (SART) SOLAS 74/78 III/6.2

• Vessels > 300 GT and < 500 require 1
NVIC 9-93

• Vessels > 500 GT require 2

• Stowed so to be rapidly placed in survival craft, or
stowed in survival craft

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
10
” Emergency source of power (radio) SOLAS 74/78 IV/13
• Independent of ship’s power system
• 1 or 6 hour time duration
• Battery system
•
”
Battery charger

NAVTEX
”
SOLAS 74/78 IV/7.1.4

Radio installation SOLAS 74/78 IV/6.2

• Safe installation
• Independent lighting
• Marked with call sign

General Health and Safety

o Accident Prevention and Occupational Health COMDTINST 16711.12A
ILO 147
• Rails, guards, protective clothing and equipment,

o
warning signs posted in crew work areas

Crew accommodations COMDTINST 16711.12A

ILO 147
• Habitable conditions
• Adequate lighting and ventilation
• Free of cargo and stores
•
o
Individual berths

Hospital space COMDTINST 16711.12A

ILO 147
• Designated for ships ≥ 500 GT with 15 or more
crew on voyage of more than 3 days
• Not used for stowage or berthing
•
o
Properly operating toilet

Galley COMDTINST 16711.12A

ILO 147
• Sanitary conditions
• Hot and cold-running water
• Adequately equipped to prepare food
• Mess hall provided for crew

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________

11
o Refrigerator and stores spaces COMDTINST 16711.12A
ILO 147
•
o
Storage free of insects

Sanitation COMDTINST 16711.12A

ILO 147
• Toilets working (1/8 crew)
• Showers operate (1/8 crew)
• Wash basins
• Lighted / heated / ventilated
•
o
Reasonably clean

General safety COMDTINST 16711.12A

ILO 147
• Safe access to all spaces
• Spaces adequately lighted
• No electrical hazards
•
o
Warning notices posted as necessary

Muster lists and emergency instructions

• Available for each person SOLAS 74/78 III/8
• Posted in conspicuous places
• Language understood by crew
• Shows crew member duties SOLAS 74/78 III/53

Structural Integrity
NOTE: Request records of Outstanding Conditions of Class. (Form or format may vary
depending on classification society.) Conditions of Class may identify structural defects,
wastage, etc. Conditions may also identify ships overdue for drydocking, repair or other
required service.

o Hull structure ICLL 66 Reg. 1

• Frame pulling away
• Fractures in corners
• Holes in main decks
• Leaks / patching on ballast tanks
• Bulkheads / decks warped
• Excessive wastage

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
12
o Side shell, accessible structural members,
decks, cargo hatches and superstructure
ICLL 66 Reg. 1

• Fractures, corrosion, wastage, pitting or damage to

the extent that it may impair ship’s seaworthiness
• Excessive doublers, postage stamp inserts, cement
boxes or soft patches
• Welding burn marks or other evidence of recent
repair work
• Load line marked in accordance with certificates ICLL 66 Regs. 4 - 9
− Hailing port
− Name
•
o
Railings

Hatch covers ICLL 66 Regs. 13 - 16

• Holes in covers
• Frames pulling away
• Gaskets / compression bar
• Coaming
• Hydraulics systems
•
o
Wastage / coatings

Watertight/weathertight openings
• Watertight doors, gaskets, dogs ICLL 66 Reg. 12
• Other openings (means of securing) ICLL 66 Regs. 13 - 18
• Vents, air pipes and closing appliances ICLL 66 Regs. 19 & 20

Ground Tackle:
” Anchor and windlass (spot-check)
• Foundations
• Drive units
• Guards
• Covers for moving parts
• Brake pads
• Deck fittings
• Electrical (wiring) or hydraulic piping

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
14
” Mooring winches / capstans
• Foundations
• Cables / hooks
• Boom
• Brake
• Electrical (wiring) or hydraulic piping
• Ladders / rails

Cargo Operations:
o Cargo securing manual SOLAS 74/78 VI/5.6

o
SOLAS 74/78 VII/6.6

Packaged hazmat
• Hazmat containers stowed in accordance with SOLAS 74/78 VII/6
stowage plan and DCM 49 CFR 176.30
• Unsafe / damaged containers
49 CFR 176.50
• Leaking / damaged packages
SOLAS 74/78 VII/4
• Placarding
49 CFR 172.50
• “No Smoking” signs posted

o
49 CFR 176.60

Bulk solid hazmat

• Stowage conditions observed 46 CFR 148.03-11
• Special additional requirements 46 CFR 148.04
• Additional requirements of special permit
o
46 CFR 148.01-11

Cargo ventilation systems SOLAS 74/78 II-2/53

• Continuously running
• Remote controls outside space
• Indicators on bridge
o Hazardous wiring
• Lights and fixtures
SOLAS 74/78 II-2/53

• Wiring
o Ramps / watertight doors
• Watertight integrity
ICLL 66 Reg. 21

• Seals
• Locking arrangements
• Controls / warning alarms
Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
15
Lifesaving Equipment:
o Lifeboats / rescue boats
• Required number SOLAS 74/78 III/26
• Hull integrity and fittings SOLAS 74/78 III/19.2
• Engine starts
Stbd Lifeboat Port Lifeboat Lifeboats
Engine equipped Engine equipped Wooden
Engine tested Engine tested Fiberglass
Lifeboat lowered Lifeboat lowered Steel
Covered

o
Free fall lifeboat with rescue boat

Davit system SOLAS 74/78 III/19.2

• Structure and foundation SOLAS 74/78 III/48
• Roller tracks
• Lubrication (evidence of use)
• Falls; end for end / renew (2.5 / 5 years)
• No obstructions to lowering
o Embarkation area
• No obstructions
SOLAS 74/78 III/11.7

• Embarkation ladder
• Launching instructions SOLAS 74/78 III/9
• Emergency lighting
o Liferafts
• Required number
SOLAS 74/78 III/19
SOLAS 74/78 III/26
• Stowage SOLAS 74/78 III/29
• Float-free arrangement
− Hydrostatic release / weak link
• Annual servicing (hydrostatic release and inflatable SOLAS 74/78 III/19.8.1
liferaft) SOLAS 74/78 III/19.9.1
− 17 months, if Administration-approved
• Launching instructions posted
SOLAS 74/78 III/9
• Bow / stern station
− Lashed down on deck or in marked location
− Lifejackets available
Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
16
o Lifebuoys (spot-check)
• Condition SOLAS 74/78 III/19.2
• Bridge location SOLAS 74/78 III/7.1
− Quick release system
− Smoke and light float
• Deck location
− 50% with waterlights
•
o
Retro-reflective tape SOLAS 74/78 III/30.2.7

Lifejackets—watchstanders and crew

(spot-check)
• Condition SOLAS 74/78 III/19.2
• Stowage SOLAS 74/78 III/7.2.2
• Retro-reflective material SOLAS 74/78 III/30.2.7
• Light SOLAS 74/78 III/27.2
•
o
Whistles SOLAS 74/78 III/32.1.6

Line-throwing appliances (spot-check) SOLAS 74/78 III/17

•
o
4 charges

Pyrotechnics (spot-check) SOLAS 74/78 III/6.3

•
o
12 distress flares

Immersion suits and thermal protective aids SOLAS 74/78 III/27.3

(spot-check)
• Condition SOLAS 74/78 III/19.2
• Retro-reflective material SOLAS 74/78 III/30.2.7

Fire Protection:
o Fire control plan SOLAS 74/78 II-2/20
• Permanently exhibited
• Language of flag state
• Copy permanently stored in weathertight container
outside deckhouse

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________

17
o Portable fire extinguishers (spot-check) SOLAS 74/78 II-2/6.5
• Good condition / available for immediate use
• Located on stations
• Serviced at periodic intervals

o International shore connection SOLAS 74/78 II-2/19

o Means of escape from accommodation,

machinery, and other spaces
• Two required (some exceptions) SOLAS 74/78 II-2/45
•
o
Dead end corridors

Fire doors (spot-check) SOLAS 74/78 II-2/46

SOLAS 74/78 II-2/47
• Machinery space and stair towers
• Not tied or blocked open
•
o
Installed closure devices working

Fire detection systems (spot-check)

• Smoke / fire alarms SOLAS 74/78 II-2/13
• Remote pull stations SOLAS 74/78 II-2/11.8
• Smoke / flame / heat detectors and sensors
”
SOLAS 74/78 II-2/53

Test operation of fire main system

• Required number of fire pumps SOLAS 74/78 II-2/4
• Location of pumps
• Pumps, hydrants, piping, hoses, and nozzles in SOLAS 74/78 II-2/21
good condition and available for immediate use

” Structural fire protection (spot-check) SOLAS 74/78 II-2/42

• Bulkheads
• Insulation
• Ventilation
• Penetrations

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
18
” Fixed fire extinguishing systems: cargo,
machinery, and other spaces
SOLAS 74/78 II-2/21

• Tanks, cylinders, piping, controls, alarms, and

release mechanisms in good condition and
available for immediate use

Type of system: (circle appropriate type)

Low Pressure High Pressure

Halon Foam
CO2 CO2

Pollution Prevention: (spot-check at reexaminations)

o Pollution placard posted 33 CFR 155.450

o MARPOL V placard posted MARPOL Ax. V/9

o Garbage
• Shipboard garbage properly disposed MARPOL Ax. V/3
• Incinerator 33 CFR 151.63
− Evidence of use (clinkers)
− Safety of burner assembly
− Electrical controls
•
o
Garbage Management Plan MARPOL Ax. V/9

Oil and hazmat

• Fuel oil and bulk lubricating oil discharge 33 CFR 155.320
containment
• Prohibited oil spaces

o
33 CFR 155.470

Oily-water separating equipment, bilge alarm, MARPOL Ax. I/16

and bilge monitor 33 CFR 155.380

• Alarm, recorder
• Standard Discharge Connection 33 CFR 155.430

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________

19
o Marine sanitation device
• Type (I, II, or III) 33 CFR 159.7
• Nameplate 33 CFR 159.55
• Placard 33 CFR 159.59

Machinery Spaces:
o Main and auxiliary machinery installations
• General housekeeping SOLAS 74/78 I/11(a)
• Fire hazards
• Shock and electrical hazards SOLAS 74/78 II-1/45.1
• Personnel hazards (moving parts not protected, hot SOLAS 74/78 II-1/26
surfaces, etc.)
− Leaking fuel oil piping or fittings
− Sea chests, sea valves / spool pieces in good
condition
• Tank tops and bilges free of oil SOLAS 74/78 II-2/15
• Watertight doors SOLAS 74/78 II-1/23
− Hand / power operation
− Local / remote control
− Alarm
o Steering gear machinery SOLAS 74/78 II-1/29
• Linkages
• Hydraulic leaks
• Ram guides
•
”
Lubrication

Operationally test main and auxiliary steering SOLAS 74/78 II-1/29

gear
• 28-second operation (if applicable)
• Systems operate independently
• Unusual vibrations / leaks
• Ram hunting
• Limit switches
• Communications with bridge
• Steering gear instructions (block diagram)
Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
20
” Main ship service generators
NOTE: Two independent sources of power required.
SOLAS 74/78 II-1/41

• F/O piping
• Cooling lines
•
”
Controls

Emergency generator room SOLAS 74/78 II-1/43

• Test operation of prime mover
• Personnel safety
• Ventilation adequate
• Electrical switchboard

”
− Grounds

Bilge pumps SOLAS 74/78 II-1/21

• Two required

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________

21
 Section 4: Drills
” Fire Drill:
Initial notifications Familiarity with duties Space isolation
General alarms / signals Familiarity with equipment Smoke control
Crew response Fire pumps started Communications w/ bridge
Properly dressed / equipped Two jets of water
Language understood by crew Fire doors and dampers

(SOLAS 74/78 III/18.3; MSM Vol. II/22.C.7.i; NVIC 6-91)

Location: Time on Scene:

Notes:

22
” Abandon Ship Drill:
General alarms / signals Familiarity with duties Boat operation
Muster lists Provide equipment Egress procedures
Muster of crew Familiarity with equipment Davit-launched liferaft drill
Crew response Lower lifeboat Communication w/ bridge
Language understood by crew Brake operation Lighting
Lifejackets Engine start

(SOLAS 74/78 III/18.3; MSM Vol. II/22.C.7.h)

Location: Time to Water:

Notes:

24
 Section 5: Expanded Examination Items
Manuals and Instructions:
† Check for presence (in appropriate language)
of the following documents
• Instructions for maintenance and operation of all SOLAS 74/78 II-2/20
installations / equipment for fighting and containing
a fire
• Training manual for lifesaving appliances SOLAS 74/78 III/18.2
SOLAS 74/78 III/51
• Instructions for onboard maintenance of lifesaving SOLAS 74/78 III/19.3
appliances SOLAS 74/78 III/52
• Stability booklet, associated stability plans and SOLAS 74/78 II-1/22

†
information ICLL 66 Reg. 10
Cargo gear certificate
† Grain loading manual
• Bulk vessel (stability and grain manuals often
SOLAS 74/78 VI/9.1

†
combined)
Human Factors STCW Code
• Determine if the appropriate crew members are
able to understand the information given in
manuals, instructions, etc., relevant to the safe
condition of the ship and its equipment, and that
they are aware of the requirements for
maintenance, periodical testing, training, drills, and
recording of logbook entries.

Safety Management System (SMS):

NOTE: Requirements and guidance for inspecting vessel Safety Management Systems

†
are detailed in SOLAS 74/78, Chapter IX and NVIC 4-98.

Documentation (may be in the form of a

Safety Management Manual)
• Controlled documents
• Safety and Environmental policy
• Master of vessel familiar with SMS
• Language understood by crew
• Documentation identifies:
− Written procedures kept on board vessel
− Essential or critical equipment identified (or a
separate manual containing this information)
− Procedures for reporting non-conformities
− Company’s designated person(s) (name or
title, and address)
Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
25
† Company’s training program conducted in
accordance with STCW
STCW I/14

NOTE: Documented procedures established to ensure

new personnel and personnel transferred to new
assignments are given proper familiarization with their
duties.
• Proper documentation
• Training conducted before crew is assigned
shipboard duties
• Essential instructions are documented and

†
provided before sailing

Crew familiar with SMS issues

• Ship’s officers
− Documented procedures
− Preventative procedures for essential
equipment
− Reporting requirements for non-conformities
and able to identify typical scenarios that may
result in a documented non-conformity
• Master and chief engineer familiar with internal
audit procedures (e.g., know how many audits
required per year and have participated in at least

†
one) in addition to requirement’s for ship’s officers

Documented maintenance system

• Documented in writing and computerized versions
• Readily available and in language understood by
those who use them
• Procedures are followed
•
†
Records maintained

Vessel-specific procedures are documented

in writing and address the following areas:
NOTE: Not mandatory that they follow the exact format
listed below.
• Preventative maintenance
• Navigation
• Bunkering operations
• Emergency preparedness
• Pollution prevention
• Technical procedures
• Communications
Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________

26
† Audits
• Internal audits conducted as specified by SMS
NOTE: Do NOT examine internal audit records.
• External audit results reviewed
− Status of open non-conformities relevant to
deficiencies leading to detention
− Status of implementation of corrective and

†
preventative measure

SMS review conducted by Master in

accordance with procedures in SMS
• Non-conformities identified
• Report of non-conformity prepared and sent in
accordance with procedures established by SMS

Navigation Safety:
† Test navigation equipment listed in Section 3
to the extent necessary to determine if
equipment is operating properly.

† Human Factors (spot-check): determine if

deck officers are familiar with the following
STCW Table A-II
NVIC 3-98
items:
• Operation of bridge control and navigational
equipment
• Use of nautical publications and charts
• Ship maneuvering characteristics
• Lifesaving signals
• Bridge procedures, instructions, manuals, etc.
• Changing steering from automatic to manual and
vice versa
• Preparations for arrival and departure
• Communications with engineroom
• Use of VHF
• Raising the alarm
• Abandon ship drill and fire drill
Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
27
† Lights, shapes, and sound signals 72 COLREGS
• Navigation lights
• Sound signals
• Distress signals

† Radio log SOLAS 74/78 IV/17

† Radio operation SOLAS 74/78 IV/7

•
†
Transmit on 2182 MHz and Ch. 6, 13, 16, 70

INMARSAT communications SOLAS 74/78 IV/7.1.5

Cargo Operations:
† Hazmat
• Emergency Response Information 49 CFR 172.600
• Packages properly marked and labeled 49 CFR 172.300-450
• All labeled and placarded cargoes listed on DCM 49 CFR 176.30
• Proper stowage and segregation 49 CFR 176, Subparts

†
C&D

Human Factors: determine if personnel are STCW Table A-II/III

familiar with the following items:
• Hazardous material regulations 49 CFR 176.57
• Special requirements (e.g., loading, segregation,
firefighting equipment, etc.) for particular cargoes
• Dangers posed by the cargo
• Measures to be taken for cargo emergencies

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
28
Lifesaving Equipment:
† Lifeboats/liferafts/rescue boats
• Ensure effective operation of winches, davits, falls, SOLAS 74/78 III/19
sheaves, etc. (Lower at least one lifeboat to the
water.)
• Test lifeboat and rescue boat flemming gear and/or
engines
• Verify presence/condition of lifeboat equipment SOLAS 74/78 III/41
• Retro-reflective tape
•
†
Lighting SOLAS 74/78 III/11.4

Emergency communication equipment

• 2-way VHF radiotelephone apparatus SOLAS 74/78 III/6.2
• Radar transponders
• Survival craft EPIRBs
• Onboard communication and alarm system SOLAS 74/78 III/6.4

† Line-throwing appliance SOLAS 74/78 III/17.49

•
†
Specifications and equipment

Pilot ladders and hoists in good condition SOLAS 74/78 V/17

† Distress signals SOLAS 74/78 III/6.3

• 12 red rocket parachute flares

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________

29
Fire Protection:
† Structural fire protection SOLAS 74/78 II-2/42, 43,
44, 46, 47 49, & 50
• Bulkheads and decks meet applicable fire integrity
requirements
• Openings (e.g., doors, ductwork, electrical wires,
piping, etc.) constructed so that they do not destroy
fire resistance of bulkheads
•
†
Manual and automatic fire doors examined / tested

Fire detection, fire alarm, and automatic SOLAS 74/78 II-2/52

sprinkler systems fitted where required and
operating properly

† Ventilation systems SOLAS 74/78 II-2/48

• Main inlets and outlets of all ventilation spaces can
be closed from outside ventilated space
• Power ventilation capable of being shutdown from

†
outside ventilated space

Fire pumps SOLAS 74/78 II-2/4

• Fire main activated; water pressure satisfactory

†
(energize forward-most and highest hydrants)

Paint lockers and flammable liquid lockers SOLAS 74/78 II-2/18.7

protected by an appropriate fire extinguishing
arrangement
† Special arrangements in machinery spaces SOLAS 74/78 II-2/11
• Machinery space ventilating fans can be shut down
from outside spaces
• All openings capable of being closed from outside
machinery spaces
• Machinery driving forced / induced draft fans, oil
fuel transfer pumps, and other fuel pumps fitted
with remote shutdowns located outside space
concerned

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________

30
† Firemen’s outfits (spot-check) SOLAS 74/78 II-2/17.3
• Two lockers
• Two outfits
• Protective clothing
• Helmet, boots, and gloves
• Lamp
• Ax
•
†
Breathing apparatus and lifeline

Fixed fire extinguishing arrangements in SOLAS 74/78 II-2/53.1

cargo spaces for vessels ≥ 2000 GT
• Vessels with ro-ro spaces SOLAS 74/78 II-2/53.2
− Fixed fire detection and alarm system (vessels
built after 01 FEB 92)
− Fixed fire extinguishing system
− Portable fire extinguishers and additional fire
equipment
− Ventilation system requirements
− Explosion-proof fixtures
• Vessels with cargo holds intended for carrying SOLAS 74/78 II-2/53.3
motor vehicles with fuel in their tanks
− Fixed fire detection and alarm system (vessels
built after 01 FEB 92)
− Fixed fire extinguishing system
− Portable fire extinguishers and additional fire
equipment
− Ventilation system requirements
− Explosion-proof fixtures
• Vessels carrying dangerous goods in packaged or SOLAS 74/78 II-2/54
solid bulk form SOLAS 74/78 VII/1-6
− Special requirements (see Tables 54.1, 54.2,
and 54.3 of II-2/54.2.3 for specific
requirements)
− Document of Compliance (flag state)

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
31
Pollution Prevention:
† Equipment
• Test automatic stopping device required for MARPOL Ax. I/6
discharge
• Segregation of oil fuel and water ballast systems MARPOL Ax. I/14
• Oily residue tank (discharge arrangements,
MARPOL Ax. I/17
homogenizers, incinerators, etc.)
• Witness operational test of emergency shutdown

†
33 CFR 155.780

Human Factors STCW Table A-III

• Oil and oily mixtures MARPOL Ax. I
− Responsible officer familiar with handling of
sludge and bilge water
− Quantity of residues generated
− Capacity of holding tanks
− Capacity of oil water separator
− Note any inadequacies in reception facilities
used; advise master to report these to flag
state
• Garbage MARPOL Ax. V
− Note any inadequacies in reception facilities
used; advise master to report these to flag
state
− Crew familiar with Annex V requirements

Machinery Spaces:
† Communication between navigating bridge
and machinery space
SOLAS 74/78 II-1/37

• Two means, one of which must be an engine order

telegraph
•
†
Tested

Emergency source of electrical power SOLAS 74/78 II-1/43

SOLAS 74/78 II-1/44
• Location
• Generator and/or batteries tested under load
• Emergency lighting

Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
32
† Main engine / vital auxiliaries (spot-check)
• F/O pumps / piping
SOLAS 74/78 II-1/27

• S/W pumps / piping

• J/W pumps / piping
• L/O pumps / piping
• Piston cooling pumps / piping
• Air compressors / receivers
• Fuel / oil purifiers
• H/O heaters / transfer pump
† Steering gear alarms
• Low hydraulic oil
SOLAS 74/78 II-1/29

• Loss of power
• Loss of phrase
• Overload
† Human Factors: determine if personnel are
familiar with the operation of the following
STCW Table A-III

items
• Emergency generator:
− Actions necessary before engine can be
started
− Different methods by which generator may be
started
• Stand-by generator engine:
− Methods to start engine automatically or
manually
− Blackout procedures
− Load-sharing system
• Steering gear:
− Action needed to bring main and auxiliary into
operation
− Changing steering from automatic to manual
and vice versa
• Bilge pumps:
− Starting procedures for main and emergency
bilge pump
− Appropriate valves to operate
• Fire pumps:
− Starting procedures for main and emergency
fire pumps
− Appropriate valves to operate
Notes: ____________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
33
 Section 6: Appendices
Recommended Port State Control Procedures:

The following flowcharts contain information gleaned from the Marine

Safety Manual Volume II, Chapter 24. The port state control officer
should be familiar with this chapter as well as the information pertaining
to Port State Control examinations contained in MSM Volume II,
Chapters 19—Foreign Vessel Exams (General), 22—Foreign Vessel
Exams (Freight), and 23—Targeting of Foreign Vessel Boardings.
Considering the seriousness of the deficiencies, the OCMI or COTP
must determine the appropriate control action to impose on these
vessels to ensure the safety of the vessel, the port, and the environment.
The degree of control imposed, as well as the authority used to exercise
control, must be consistent with the nature of the deficiencies.
The following definitions and terms of reference are used in the MSM to
describe key elements of Port State Control enforcement:
Clear Grounds. Evidence that the vessel, its equipment, or crew do not
correspond substantially to the requirements of the relevant conventions
or that the master or crew members are not familiar with essential
shipboard procedures relating to the safety of vessels or the prevention
of pollution.
Control. Control is the process of imposing a port state’s or flag state’s
authority over a vessel to ensure that its structure, equipment, operation
and crew meet applicable standards. The process is affected by any
verbal or written directives from the OCMI/COTPs or their
representatives, which require action or compliance by the vessel.
Detention. Detention is a control action that restricts a vessel’s right of
free movement. The imposition of a restriction on the movement of a
vessel constitutes a detention regardless of whether or not a delay from
a vessel’s normal or expected itinerary occurs. Detentions may be
carried out under the authority of the applicable international convention,
the Ports and Waterways Safety Act (PWSA) or a Customs hold.
Intervention. An intervention is a control action taken by a port state,
which interposes the port state’s authority over a foreign flag vessel in
order to cause the vessel to be brought into compliance with an
applicable international convention. Interventions are undertaken by a
port state when a vessel’s flag state has not, can not, or will not exercise
its obligations under an international convention to which it is a party.
This may include requesting appropriate information, requiring the
immediate or future rectification of deficiencies, detaining the vessel, or
allowing the vessel to proceed to another port for repairs.
34
Nonconforming Vessel. Any vessel failing to comply with one or more
applicable requirements of U.S. law or international conventions is a
nonconforming vessel. A nonconforming vessel is not necessarily a
substandard vessel unless the discrepancies endanger the vessel,
persons on board, or present an unreasonable risk to the marine
environment.
Substandard Vessel. In general, a vessel is regarded as substandard if
the hull, machinery, or equipment, such as lifesaving, firefighting and
pollution prevention, are substantially below the standards required by
U.S. laws or international conventions, owing to:
• The absence of required principal equipment or arrangement;
• Gross noncompliance of equipment or arrangement with
required specifications;
• Substantial deterioration of the vessel structure or its essential
equipment;
• Noncompliance with applicable operational and/or manning
standards; or
• Clear lack of appropriate certification, or demonstrated lack of
competence on the part of the crew.
If these evident factors as a whole or individually endanger the vessel,
persons on board, or present an unreasonable risk to the marine
environment, the vessel should be regarded as a substandard vessel.
Valid Certificates. A certificate that has been issued directly by a
contracting government or party to a convention, or on the behalf of the
government or party by a recognized organization, and contains accurate
and effective dates, meets the provisions of the relevant convention, and
corresponds to the particulars of the vessel and its equipment.

35
 Requiring Corrective Measures Prior to Return to U.S.

(NO DETENTION)

Deficiencies are violations of U.S. laws or

regulations or international conventions
and pose no immediate threat to the
environment or adversely affect the
vessel’s seaworthiness.

Assign compliance date as

the day following the vessel’s
departure.

No
Recommend civil penalty
action?
Yes

Document in Port Safety Require LOU or

Discrepancy Report (PSDR) Surety Bond

Examples include the following:

• Charts or nautical publications not currently corrected.
• Portable hoses have not been tested but appear in good
condition.
• Actual location of safety equipment deviates from the vessel
safety plan.
• Electrical fixtures in paint locker not appropriately certified for
safe usage in hazardous location. (Operational controls,
such as disconnecting the electrical power source or
removing flammables from the space, may satisfactorily
remove risk to vessel.)

36
 Requiring Corrective Measures Prior to Cargo, Bunkering or
Lightering Operations

(NO DETENTION)

Deficiencies are violations of U.S. laws or

regulations and adversely affect the
safety of cargo operations, but do not
make the vessel unfit to proceed to sea.

Issue COTP order to prohibit or terminate

transfer operations until corrective
measures are accomplished.

No
Recommend civil penalty
action? Yes

Document in Port Safety Require LOU or

Discrepancy Report Surety Bond
(PSDR)

Examples include the following:

• Oil transfer procedures incomplete.
• Information on properties and hazards of cargoes not on
board.
• High and low level alarms inoperative.

37
 Requiring Corrective Measures Prior to Departure

(DETENTION)

Deficiencies render a vessel unfit to

proceed to sea or an unreasonable risk to
the environment.

Issue COTP order (PWSA)

or detain under the control
provisions of the
applicable international
convention.

Recommend civil penalty No

action?
Yes

Document in Port Safety

Discrepancy Report Require LOU or
(PSDR) Surety Bond

Examples include the following:

• Excessive wastage, corrosion, pitting, holes, or damage to
the hull, cargo hatches, fire main, or other vital system.
• Inoperable emergency fire pump or emergency generator.
• Inability to lower lifeboats.
• Inoperable lifeboat motors (i.e., will not start).
• Crew incompetent to carry out duties (e.g., fire or boat drills,
cargo transfer, stability calculations, etc.).
• Licenses invalid.
• Safe Manning Document not on board.
38
 Requiring Corrective Measures Prior to Entry

Deficiencies discovered prior to a

vessel’s entry into port present such a
grave risk to the port or the environment
that the OCMI/COTP may wish to
prevent the vessel from entering port
until the deficiencies are corrected.

Issue COTP order if the

vessel is within the
territorial sea.

Examples include the following:

• Leaking tanks.
• Carrying dangerous cargoes with expired documents.
• Carrying incompatible cargoes.
• Invalid ISM certificates.
• COFR not on board.

39
Detention Information:
NOTE: Complete prior to recommendation.
Verify owner (from DOC or COFR), operator, and mailing address.
Verify owner’s agent.
Verify last and future drydock dates and locations.
If dual classed, who will respond?
Which agency issued the documents that have major problems?

What is the date of the last survey conducted for those items that
have problems?

What are the vessel’s plans to deal with the problems?

What is the crew’s attitude toward the problems?

Is the detention ISM related? If so, include ISM certification

information in the Detention Report to G-MOC-4.

Notes:

40
Notes:

41
Notes:

42
Notes:

43
Deficiency Summary Worksheet:
Name of Vessel VIN

Deficiency MSIS Req’t. Issued /

Code Date Completed

Deficiencies identified should be listed with MSIS codes. At completion of

inspection/examination, any outstanding deficiencies shall be entered in
MIDR or PSDR as appropriate. All deficiencies found (outstanding and
completed) shall be entered in the Deficiency Summary. Worklist items,
which serve only as memory joggers to complete inspection/examination
(e.g., test emergency fire pump), should not be coded as deficiencies.

MSIS Codes for Deficiencies:

BS Ballast DC Dry Cargo IC I/C Engine
BI Bilge ES Electrical LS Lifesaving
BA Boiler, Aux. FF Firefighting MI Miscellaneous
BM Boiler, Main FL Fuel NS Navigation
CS Cargo GS General Safety PP Propulsion
DM Deck Machinery HA Habitation SS Steering
DL Doc., Lics., Pmts. HU Hull

44
Conversions:

Distance and Energy

Kilowatts (kW) X 1.341 = Horsepower (hp)
Feet (ft) X 3.281 = Meters (m)
Long Ton (LT) X .98421 = Metric Ton (t)

Liquid (NOTE: Values are approximate.)

3 3
Liquid bbl/LT m /t bbl/m bbl/t
Freshwater 6.40 1.00 6.29 6.29
Saltwater 6.24 .975 6.13 5.98
Heavy Oil 6.77 1.06 6.66 7.06
DFM 6.60 1.19 7.48 8.91
Lube Oil 7.66 1.20 7.54 9.05

Weight
1 Long Ton = 2240 lbs 1 Metric Ton = 2204 lbs
1 Short Ton = 2000 lbs 1 Cubic Foot = 7.48 gal
1 Barrel (oil) = 5.61 ft = 42 gal = 1 psi = .06895 Bar = 2.3106 ft
3
6.29 m of water

Temperature: Fahrenheit = Celsius (°F = 9/5 °C + 32 and °C = 5/9 (°F – 32))

0 = -17.8 80 = 26.7 200 = 93.3

32 = 0 90 = 32.2 250 = 121.1
40 = 4.4 100 = 37.8 300 = 148.9
50 = 10.0 110 = 43.3 400 = 204.4
60 = 15.6 120 = 48.9 500 = 260
70 = 21.1 150 = 65.6 1000 = 537.8

Pressure: Bars = Pounds per square inch

1 Bar = 14.5 psi 5 Bars = 72.5 psi 9 Bars = 130.5 psi
2 bars = 29.0 psi 6 Bars = 87.0 psi 10 Bars = 145.0 psi
3 Bars = 43.5 psi 7 Bars = 101.5 psi

4 Bars = 58.0 psi 8 Bars = 116.0 psi

45