4.1 PORT STATE REPORTING
4.1.1 Port State authorities should ensure that, at the conclusion of an inspection,
the master of the ship is provided with a document showing the results of the
inspection, details of any action taken by the PSCO, and a list of any corrective
action to be initiated by the master and/or company. Such reports should be made in
accordance with the format in appendix 13.
4.1.2 Where, in the exercise of port State control, a Party denies a foreign ship
entry to the ports or offshore terminals under its jurisdiction, whether or not as a
result of information about a substandard ship, it should forthwith provide the
master and flag State with reasons for the denial of entry.
4.1.3 In the case of a detention, at least an initial notification should be made to
the flag State Administration as soon as practicable (see paragraphs 2.3.8 and
3.3.2). If such notification is made verbally, it should be subsequently confirmed
in writing. As a minimum, the notification should include details of the ship's
name, the IMO number, copies of Forms A and B as set out in appendix 13, time of
detention and copies of any detention order. Likewise, the ROs which have issued the
relevant certificates on behalf of the flag State should be notified, where
appropriate. The parties above should also be notified in writing of the release of
detention. As a minimum, this information should include the ship's name, the IMO
number, the date and time of release and a copy of Form B as set out in appendix 13.
4.1.4 If the ship has been allowed to sail with known deficiencies, the authorities
of the port State should communicate all the facts to the authorities of the country
of the next appropriate port of call, to the flag State, and to the RO, where
appropriate.
4.1.5 Parties to a relevant convention, when they have exercised control giving rise
to detention, should submit to the Organization reports in accordance with SOLAS
1974 regulation I/19, article 11 of MARPOL, or article X(3) of STCW 1978. Such deficiency reports should be
made in accordance with the form given in appendices 13 or 16, as appropriate, or
may be submitted electronically by the port State or a regional PSC regime.
4.1.6 Copies of such deficiency reports should, in addition to being forwarded to the
Organization, be sent by the port State without delay to the authorities of the flag
State and, where appropriate, to the RO which had issued the relevant certificate.
Deficiencies found which are not related to the relevant conventions, or which
involve ships of non-Parties or below convention size, should be submitted to flag
States and/or to appropriate organizations but not to IMO.
4.1.7 Relevant telephone numbers and addresses of flag States’
headquarters to which reports should be sent as outlined above, as well as addresses
of flag State offices which provide inspection services should be provided to the
Organization.footnote
4.2 FLAG STATE REPORTING
4.2.1 On receiving a report on detention, the flag State and, where appropriate, the
RO through the flag State Administration, should, as soon as possible, inform the
Organization of remedial action taken in respect of the detention, which may be
submitted electronically by the flag State to the Global Integrated Ship Information
System (GISIS) or in a format shown in appendix 17.
4.2.2 Relevant telephone numbers and addresses of port State control offices,
headquarters and those who provide inspection services should be provided to the
Organization.
4.3 REPORTING OF ALLEGATIONS UNDER MARPOL
4.3.1 A report on alleged deficiencies or on alleged contravention of the discharge
provisions relating to the provisions of MARPOL should be forwarded to the flag State as soon as possible,
preferably no later than 60 days after the observation of the deficiencies or
contravention. Such reports may be made in accordance with the format in appendices
13 or 16, as appropriate. If a contravention of the discharge provisions is
suspected, then the information should be supplemented by evidence of violations
which, as a minimum, should include the information specified in parts 2 and 3 of
appendices 3 and 4 of these Procedures.
4.3.2 On receiving a report on alleged deficiencies or alleged contravention of the
discharge provisions, the flag State and, where appropriate, the RO through the flag
State Administration, should, as soon as possible, inform the Party submitting the
report of immediate action taken in respect of the alleged deficiencies or
contravention. That Party and the Organization should, upon completion of such
action, be informed of the outcome and details, where appropriate, be included in
the mandatory annual report to the Organization.