Antigua and Barbuda
Maritime Administration
SUBJECT:

Miscellaneous CircularNo. 2014-004
Rev 314 October 2021

Port State Control Inspection Reporting and Flag State follow up

REFERENCE:(a) Directive 001 - 2014 Port State Control Reporting Directive 2014(b) Directive 001-2012 The Merchant Shipping (Reporting of Accidents) Directive 2012(c) International Maritime Organization (IMO) Assembly Resolution A.1138(31)Procedures for Port State Control 2019; and(d) International Labour Organization (ILO) Guidelines for port State control officers
carrying out inspections under the Maritime Labour Convention, 2006.
TO:1.

Ship-owners, operators, masters and officers of Antigua and Barbuda flagged
ships, and recognized organizations
PURPOSEThis Circular provides all ADOMS’ clients and relevant stakeholders with information on
the requirement for reporting defects following a port State control inspection.

2.

APPLICATIONThis Circular applies to all Antigua and Barbuda flagged Ships.

3.

BACKGROUNDPort State Control (PSC) is the inspection of foreign ships in national ports to verify thatthe condition of the ship and its equipment comply with the requirements of international
regulations and that the ship is manned and operated in compliance with these rules.
Many of the IMO's most important technical conventions contain provisions for ships to
be inspected when they visit foreign ports to ensure that they meet IMO requirements.
To improve the compliance of our vessels with international safety and environmental
regulations, it has been decided to bring in measures to try to more effectively utilize
valuable information obtained from Port State Control Inspections.
Directive 001-2014 Port State Control Reporting Directive 2014 had been issued toencourage better communication between all involved in the safe management of ourvessels.
In the event of a vessel being detained it is often an indication of a breakdown in theSafety Management of the vessel to a greater or lesser extent.

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Miscellaneous CircularNo. 2014-004
Rev 314 October 2021_________________________________________________________________________
It is important that we strive to maintain a high standard and continuously improve theperformance of Antigua and Barbuda flag vessels to ensure that the flag maintains its
position on the White list of the various PSC regimes. This will also ensure that
unnecessary burdens are not placed on seafarers and ship operators due to perceived
risk factors adopted by some organizations involved in the Shipping Industry.
PSC data is widely available from various sources and is monitored by ADOMS to
identify areas for improvement which our inspectors can promulgate to vessels when
they visit. We expect our vessels to be always compliant with international and national
requirements and thus should always be ready for inspection and should not get
deficiencies; however, we do of course recognize that the management of ships is very
complex and thus from time-to-time deficiencies will be found when a fresh pair of eyes
looks at the operation as is the case with PSC inspections.
It must be emphasized that whenever problems occur with emergency systems, ADOMS
must be informed and appropriate arrangements agreed to ensure that an equivalentlevel of safety is maintained on board the vessel and requisite Temporary Permissions
from the flag State are issued if necessary. Furthermore, whenever circumstances
require short term conditional certificates ADOMS must also be informed by theRecognised Organisation (RO). Apart from the safety implications, failure to do somakes a vessel liable to detention.

4.

OBLIGATIONS AND GUIDANCE/RESPONSIBILITES
1. PSC Inspection reporting and follow-up
1. All Antigua and Barbuda flag vessels subject to PSC Inspections will be required toreport when:
1. Four (4) or more deficiencies are raised at a PSC Inspection.
2. Any deficiency is raised where its rectification requires an International Safety
Management (ISM) audit. This shall also be reported to the RecognizedOrganization(s) responsible for the audits leading to the issuance of vessel
ISM SMC and the company Document of Compliance (DOC).
3. Such reports should contain details of any corrective actions undertaken andproposed. These reports shall be made readily available at vessel andcompany audits.
2. The requirement for companies to report inspections with more than four
deficiencies recorded and any ISM related deficiencies has been introduced toimprove communications between all involved in the safe management of ships
under the Antigua and Barbuda Flag. It will enable contact to be made quickly
between the appropriate persons if a vessel has problems rather than wait for data
to be promulgated by other means. It is expected that compliance with thisrequirement will be checked during audits and inspections together with the auditing

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Miscellaneous CircularNo. 2014-004
Rev 3
14 October 2021_________________________________________________________________________of all relevant survey and inspection reports, from flag State, port State, andrecognized organizations.
2. Follow up after the first PSC Detention in 24-month period
1. All Antigua and Barbuda flag vessels subject to Port State Control Inspections will
be required to report to ADOMS when the vessel is detained at a port. The reportshall consist of the following:
1. A copy of the PSC Report (Form A and B)
2. A copy of the Detention Notice.
3. A brief description of actions taken or planned to rectify all deficiencies at theearliest opportunity.
4. Supplementary PSC reports if any.
5. Upon release from detention, a copy of the PSC release report.
2. The reporting requirements in the event of detention consolidate the requirementsof various organizations involved in monitoring vessel performance and ensure they
are all promptly made aware that a vessel where they have an involvement has beendetained and can thus take appropriate action.
3. In the event of a detention if an ISM SMC audit requirement is recorded; this audit
shall be conducted by the appropriate Recognized Organization (RO) with the resultsof this audit communicated to all RO’s involved with the vessel as well as ADOMS.
The scope of such audits will normally be full audits of the safety management
system and thus shall address all elements of the ISM Code and all aspects of themanagement system’s implementation on board.
4. Further additional ISPS audits and/or MLC inspections may be required depending
upon the nature of the detainable deficiencies and the ship’s inspection history.
5. The company is expected to treat the detention as a major non-conformity and deal
with it in accordance with their Safety Management System and is also expected totake their own additional internal auditing measures.
6. As far as Flag State Inspections are concerned, a Special Safety Inspection may
also be required either immediately, where the attendance of a Flag State Inspector
in addition to the Recognized Organization(s) is considered to be beneficial, or moreusually at a later date where there is a need to confirm the effectiveness of themeasures taken in order to prevent re-occurrence of detention. The interval for future
Flag State Inspections (FSI’s) will also normally be reduced to ensure the improved
monitoring of the vessel concerned.

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Miscellaneous CircularNo. 2014-004
Rev 314 October 2021_________________________________________________________________________
7. There may be circumstances where the record of the vessel is such that anadditional DOC audit will also be required, if deemed necessary by ADOMS or theRO involved.
8. Whenever a vessel has been detained and is within the window for any statutory
survey, arrangements must be made for these surveys to be carried out as soon as
is practical within the following two weeks or before the close of the survey window
whichever occurs first.
3. Follow up after second PSC Detention in 24-month period
1. If a ship has, in the opinion of ADOMS, been justifiably detained twice within a periodof 24 months, the following shall be completed in addition to the applicablerequirements after the first detention in 24-month period:
1. An additional ISM SMC audit to the extent of initial audit to ascertain theeffectiveness of the Safety Management System on board.
2. An additional ISM DOC audit to the extent of the annual audit not later than
30 days from the date of the detention.
3. The vessel will be eligible for enhanced monitoring through reduced intervals
for future Flag State Inspections (FSI).
4. In the case of a third PSC Detention in 24-month period
1. If a ship has, in the opinion of ADOMS, been justifiably detained thrice within aperiod of 24 months, the ship will be specially examined to assess whether it remains
acceptable for continued registration in Antigua and Barbuda. This may lead toowners being requested to find an alternative register or deletion of the ship from theAntigua and Barbuda register.
2. The DOC of the Company will be re-examined and further surveys, inspections, andaudits of the Company and/or its ships may be required.
5. Other reporting requirements
1. Owners are reminded of the reporting requirements which are contained in Directive
001-2012 and the Senior Officers’ Handbook.
2. Reporting is a requirement in every case where:
1. A seafarer has suffered serious injury from any cause whatsoever.
2. A seafarer has contracted an occupational disease associated with work on
board a ship,
3. A ship has been involved in a marine casualty which includes the following
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Miscellaneous CircularNo. 2014-004
Rev 3
14 October 2021_________________________________________________________________________
1. The death or serious injury to a person,
2. The loss of a person from a ship,
3. The loss, presumed loss or abandonment of a ship,
4. Material damage to a ship,
5. The stranding or disabling of a ship, or the involvement of a ship in acollision,
6. Material damage to marine infrastructure external to a ship that could
seriouslyendanger the safety of the ship, another ship, or an individual,or
7. Severe damage to the environment, or the potential for severe damage
to the environment brought about by the damage of a ship or ships.
4. A ship has been detained by a Port State Control officer.
5. There has been an incident of pollution associated with the ship, or
6. There has been a serious breach of security on board the ship.
3. The shipowner and the master shall ensure that the facts surrounding the incidentare reported without delay to ADOMS.
4. All reports and notifications are to be sent at the earliest opportunity toreporting@adomsiid.org
6. Flag State Inspections
1. ADOMS carries out flag State inspections (FSIs) to maintain standards and reducerisk of detention from PSC Officers.
2. Where a flag State inspector records deficiencies (under section 14) on his Reportof Safety Inspection (Form FO-I 04), then the company is required to act on theseand confirm close out.
3. By signing and stamping the report, the Master is acknowledging the deficiencies
and that steps will be taken to address these.
4. The ADOMS’ Inspection and Investigation Division (IID) receives the Inspection
Report from the inspector, and after evaluation, prepares a summary of same which
is forwarded to the ship. Depending upon the number of deficiencies and/or severity,a rectification notification from the company may be required.
5. It is expected that companies will address this through their Safety Management
System.
6. In rare cases where a company/ship master does not address the deficiencies, thenADOMS will follow this up by contacting our RO’s flag liaison officer. The service levelagreement with our ROs covers this authorisation and action will be taken by our RO
on any outstanding deficiencies, during their class/statutory survey work and byadditional SMC audits, or at the company DOC audit, where necessary. Not all
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Miscellaneous CircularNo. 2014-004
Rev 3
14 October 2021_________________________________________________________________________
deficiencies are class or statutory certification related and such instances will be dealt
with on a case-by-case basis. It is the RO’s responsibility to contact ADOMS whenrequests for extensions or changes to statutory certificates are received from thecompany/shipowner.
7. As already stated, the overall aim of the directive and circular is to improve
communication between all involved and ensure the more effective use of
information with minimal duplication of effort. Total failure to comply with reporting
requirements may cause ADOMS to have to reassess the suitability of a Company
to manage ships on the Antigua and Barbuda Register.

Issued byAntigua and Barbuda
Department of Marine Services and Merchant Shipping(ADOMS) St. John’s

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