CIRCULAR 2018-005 (rev. 3)
DEPARTMENT OF MARINE SERVICES AND MERCHANT SHIPPING (ADOMS)
U.S. Coast Guard - Port State Control Regime
Pre-Arrival Checklist for Vessels
calling to the United States of America
Ref.
Antigua and Barbuda Merchant
Shipping Act (2006)
U.S. Coast Guard Marine
Safety Manual, Volume II
Circ. 2018-005 (rev. 3) 1 Issued: October 2019
Addressees(s):
− All Owners, Operators and Managers of ships under the flag of Antigua and Barbuda
− All vessels registered under the Flag of Antigua and Barbuda
1. Scope
This Circular is to provide all ADOMS clients and relevant stakeholders with information in respect of
U.S. Coast Guard Foreign Vessel Inspection and Compliance Policy and to implement relevant
procedures and measures in order to be more prepared.
The aim being to increase the performance of all clients, stakeholders, their vessels and this
administration, in order to prevent undue delays and detention.
2. Legal Basis
• Antigua and Barbuda Merchant Shipping Act (MSA) 2006 and related Regulations (Statutory
Instruments, Directives and Circulars, as applicable)
• International Safety Management (ISM) Code (1998), as referred to by the International Convention
on the Safety of Life at Sea (SOLAS) (1974), as amended
• United States Federal Regulations, as referred in U.S. Coast Guard Marine Safety Manual, Vol. II
• Further relevant International Regulations concerned, e.g. MARPOL, STCW, MLC (as applicable)
3. Summary / Excerpt
United States federal regulations provide the authority to the United States Coast Guard to perform
inspections on foreign flagged vessels when calling to US ports. Details can be obtained from:
https://media.defense.gov/2017/Mar/29/2001723817/-1/-1/0/CIM_16000_7B.PDF and, in general, from
the Policy and Guidance Section as published by the U.S. Coast Guard Port State Control Division. See
also:https://www.dco.uscg.mil/Our-Organization/Assistant-Commandant-for-Prevention-Policy-CG-
5P/Inspections-Compliance-CG-5PC-/Commercial-Vessel-Compliance/Foreign-Offshore-Compliance-
Division/PSC1/
In order to enhance the performance of Antigua and Barbuda flagged vessels in respect of compliance
with relevant provisions, when inspected by the U.S. Coast Guard, ADOMS clients and stakeholders
will be required to implement procedures as outlined in this Circular, prior to and when calling at any
U.S. ports.
4. ADOMS Policy
1. It is the Shipowners primary responsibility to ensure compliance of their vessels registered under
the flag of Antigua and Barbuda with all national and international requirements, as applicable. It is
then the Master’s responsibility to ensure the former on the vessel under his/her command.
2. Where the operation of a vessel has been delegated fully or partially to third parties, then they are
considered responsible to ensure compliance to the extent of relevant requirements applicable to
and within the scope of their mandate. It is again deemed the Master’s responsibility to ensure the
former being applied on the vessel under his/her command.
3. Reference is made to Section 115 of the Antigua and Barbuda MSA (2006), as amended.
Circ. 2018-005 (rev. 3) 2 Issued: October 2019
5. Guidance for Masters, Officers, Shipowners and Ship Managers when calling to a U.S. Port
A) In general:
1. Owners, Managers and Crews must be aware of the status of their Vessel, Shipping Company and
Charterer as per the targeting scheme of the U.S. Coast Guard for Port State Inspection. Information
can be obtained from: https://www.dco.uscg.mil/Our-Organization/Assistant-Commandant-for-
Prevention-Policy-CG-5P/Inspections-Compliance-CG-5PC-/Commercial-Vessel-
Compliance/Foreign-Offshore-Compliance-Division/Port-State-Control/targetmgmt/
2. Masters and Officers should be familiar with the U.S. Coast Guard Inspection Guidelines / Job Aids,
pertaining to their particular type of vessel. Information can be obtained from:
https://www.dco.uscg.mil/Our-Organization/Assistant-Commandant-for-Prevention-Policy-CG-
5P/Inspections-Compliance-CG-5PC-/Commercial-Vessel-Compliance/Foreign-Offshore-
Compliance-Division/Port-State-Control/jobaid/
3. It should be ensured that all documentation is well kept, organized, available and presentable. A
standard of tidiness shall also apply to the vessel, its equipment and crew. This begins at the
gangway or embarkation ladder, where any visitors, e.g. boarding inspectors, shall be identified,
issued a visitors’ card, logged and then accompanied to the ship’s or master’s office, as required.
4. The checklist, as contained in the ANNEX to this Circular on pages 3 to 6, shall be completed by
the vessels relevant management / officers, signed and confirmed by the master / chief officer and
the responsible DPA / Deputy DPA, prior to any port call in the United States of America. It shall be
filed and kept available by the company for at least one year.
5. Exemptions from this requirement may be requested for vessels calling to the U.S. more frequently
than twice per month or every fourteen days. Such are evaluated by ADOMS Technical Division
and approved on an individual basis, considering previous PSC performance of the subject vessel.
6. Note: All the above mentioned links and related information made available by third parties are
subject to change. ADOMS therefore bears no liability for comprehensiveness and correctness,
hence interested parties shall keep track of any changes.
B) When being inspected by Port State Control:
1. Both an opening and closing meeting shall be required, where all key staff shall be present unless
special duty, leave or rest requires otherwise, in which case this must be explained. All parties shall
be given an opportunity to properly introduce themselves. The intended schedule and procedures
of the inspection shall be outlined and noted, in advance.
2. On occasion of the opening meeting the inspectors shall be informed on any deficiencies,
shortcomings, malfunctions, ongoing maintenance, exemptions, and temporary permissions etc. in
advance. This should be recorded. During the inspection the escorting officers should take notes
on any mentioned or recorded deficiencies and report these at once to the Master. Any
shortcomings should be addressed immediately and, if possible, corrected on the spot. On the
closing meeting the results should be discussed and any ambiguities should be clarified. It shall
become clear what the specific deficiencies (if any) are and if the vessel will be detained or not.
3. Report the inspection to the company’s DPA/Management and ADOMS ([email protected]),
if required. The checklist contained in the Annex shall be included.
Reference is made to ADOMS Circular 2014-004 and Directive 001-2014.
Please refer to:
http://www.abregistry.ag/wp-content/uploads/2014/12/2014-004-PSC-Reporting.pdf
and
http://www.abregistry.ag/wp-content/uploads/2014/08/PSC-Dir-001-2014.pdf
Circ. 2018-005 (rev. 3) 3 Issued: October 2019
ANNEX – PSC Pre-Arrival Checklist for Vessels calling to the U.S.
Inspection Item
Potential Deficiency
Check / Result
Comment(s)
Last U.S. Port
State Control In-
spection
Last Port State Control Inspection in the
United States (Place & Date):
Ship’s Statutory
Certification and
Inspections
Next ASI Due:
Next Class Survey Due:
EPIRB & SART
Battery Expiry Date / Last testing:
Certification for Of-
ficers
All Officers holding either an
Antiguan and Barbudan CoC,
Endorsement or Confirmation of
Application?
YES ☐ NO ☐
Certification
for Crew
All Ratings required by the MSMC
hold an Antiguan and Barbudan
Seafarers Book and their valid na-
tional CoC?
YES ☐ NO ☐
Manning
Vessel is manned in compliance
with the Minimum Safe Manning
Certificate?
YES ☐ NO ☐
Insufficient hours
of rest and possi-
ble fatigue
Rest periods comply with STCW re-
quirements?
Note: The period is over any 7 days
and not one calendar week.
YES ☐ NO ☐
Provisions
Provisions adequate for the intended
voyage?
YES ☐ NO ☐
Allotments
Records on board indicate allot-
ments are made out to all crew up
to the end of last month?
YES ☐ NO ☐
Wages
All ship’s crew been paid their
wages in full up to the last month?
YES ☐ NO ☐
Crew Complaints
Does the Crew have any complaints
under MLC outstanding or pending?
YES ☐ NO ☐
Last drills carried
out
Fire Drill:
Abandon Ship Drill:
Enclosed Space Entry Drill:
Lifeboat and Res-
cue boat
Date lifeboat and Rescue boat low-
ered/maneuvered in the water. All
attempts, even unsuccessful, rec-
orded in log book?
YES ☐ NO ☐
Equipment inside the lifeboat(s),
rescue boat complete, no ex-
pired equipment inside the life-
boat(s) and rescue boat?
YES ☐ NO ☐
Last LB Engine Run / Steering Test :
Last RB Engine Run / Steering Test :
Circ. 2018-005 (rev. 3) 4 Issued: October 2019
Lifeboat launching
appliances
Corrosion or wastage of lifeboat
davit or of sheaves and hooks, etc.?
YES ☐ NO ☐
Lifeboat and rescue boat davit(s)
incl. on load release gear opera-
tional?
YES ☐ NO ☐
On load release gear operating
normally?
YES ☐ NO ☐
On load release gear properly set?
YES ☐ NO ☐
Life-Rafts
Hydrostatic Release Unit Expiry
Date(s) o.k.?
YES ☐ NO ☐
Launching/Embar-
kation Instructions
All launching and embarkation in-
structions posted next to the life-
boats and life-rafts?
YES ☐ NO ☐
Charts/ Publica-
tions
All Charts / No. at largest scale
available for desired Voyage?
YES ☐ NO ☐
All required publications up to
date?
YES ☐ NO ☐
If ECDIS listed in
the Record of
Ship’s Equipment
ECDIS being used for Navigation?
YES ☐ NO ☐
All required ECDIS charts and
electronic publications available
and updated?
YES ☐ NO ☐
Are the officers in charge of navi-
gational watch appropriately
trained and competent for ECDIS?
YES ☐ NO ☐
Maintenance and
Safety Manage-
ment
Is the ship clean and orderly and
do the records reflect that the SMS
is being followed?
YES ☐ NO ☐
Hull and weather-
tight closures
Hull and structure in sound condi-
tion?
YES ☐ NO ☐
All hatches, doors, air pipes, vents,
deadlights etc. in good condition
and sealing correctly?
YES ☐ NO ☐
Fire dampers, clos-
ing devices, re-
mote controls, etc.
Handles and wires in good condi-
tion?
YES ☐ NO ☐
All dampers and closing devices,
incl. fire screen doors, and water-
tight doors closing correctly?
YES ☐ NO ☐
Fixed pressure /
Water-spraying
and Water-mist
Fire- Extinguishing
Systems
Water supply valve to automatic
pump open and system charged?
YES ☐ NO ☐
Fixed pressure Water-spraying /
Water-mist Fire-Extinguishing Sys-
tem operational?
YES ☐ NO ☐
E/R fixed CO2 fire-
fighting
system
E/R fixed FF System operational?
YES ☐ NO ☐
Temporary safety pins used for in-
stallation and servicing removed
and bottles connected?
YES ☐ NO ☐
Emergency Alarms
Smoke/Flame Detectors Main En-
gine Oil Mist Detector operational?
YES ☐ NO ☐
Fire Alarm Panel operational?
YES ☐ NO ☐
Circ. 2018-005 (rev. 3) 5 Issued: October 2019
Fire doors
Fires doors self-closing as required
and locks fully engaged in door
frames?
YES ☐ NO ☐
Fire Hoses and
Nozzles
No leaking, wear and tear, corro-
sion?
YES ☐ NO ☐
Fire Pumps / Emer-
gency fire pump
Pumps individually tested with 2
hoses supplying water to the ex-
tremities w. enough pressure?
YES ☐ NO ☐
Marking of lifesav-
ing and emergency
equipment storage,
vents, air pipes,
etc.
All equipment storage clearly
marked and in proper condition?
YES ☐ NO ☐
Cleanliness of E/R
E/R clean? No oil leaks, clean
bilges and tank tops, no oily rags,
no buckets and/or storage contain-
ers below machinery or pipes?
YES ☐ NO ☐
All bilge alarms in all engine and
machinery spaces are operational?
YES ☐ NO ☐
Quick Closing
Valves
Quick Closing valves operational?
YES ☐ NO ☐
Sewage treatment
system
Sewage treatment system opera-
tional?
YES ☐ NO ☐
Use of compliant
fuel
Vessel trading in Emission Control
Area has compliant fuel on board
and initiated changeover proce-
dures? No HFO piping connected
to MDO storage and vise-versa?
(unless class approved)
YES ☐ NO ☐
Garbage disposal
(MARPOL Annex
V) and record
keeping
All waste disposal in accordance
with requirements? Garbage record
book accurately filled out?
YES ☐ NO ☐
Emergency gener-
ator or self- con-
tained power
source for emer-
gencies
Last Testing and Operation:
Emergency generator properly con-
nected to emergency switchboard?
YES ☐ NO ☐
Both means of starting in o.k.?
YES ☐ NO ☐
Self-contained power sources
onboard (If any) are operational?
YES ☐ NO ☐
Low insulation alarm properly set,
no alarms on main and emergency
switchboard?
YES ☐ NO ☐
Oily water separa-
tor & 15 ppm
alarm.
OWS operational?
YES ☐ NO ☐
Last operation
YES ☐ NO ☐
Wasted discharge line?
YES ☐ NO ☐
Inside of discharge pipe oily and
dirty?
YES ☐ NO ☐
No by-pass line fitted to any oil fil-
tering equipment?
YES ☐ NO ☐
15 ppm alarm operable?
YES ☐ NO ☐
Automatic stopping device opera-
ble? (3 Way valve/pump stop/dual
valves).
YES ☐ NO ☐
C/E and 2/E able to demonstrate
the operation of the OWS?
YES ☐ NO ☐
Circ. 2018-005 (rev. 3) 6 Issued: October 2019
Electronic record in the monitor re-
flect recordings in the oil record
book?
YES ☐ NO ☐
Hydrostatic Test-
ing
Bunker / Ballast / Cargo Line Hy-
drostatic Test Pressure & Date
YES ☐ NO ☐
Emergency Light-
ing
All emergency lighting operational?
YES ☐ NO ☐
Emergency Exits
Emergency exits are free of any
obstructions on the entire escape
route?
YES ☐ NO ☐
Existing dispensations/exemptions/ temp. permissions from the Administration,
if any:
Condition(s) of Class, if any:
Outstanding deficiencies from last Port State Inspection, if any:
Comments, if any:
(e.g. regarding defective equipment, missing certificate, lack of provisions, missed servicing, testing
or inspections)
We herewith jointly certify that, prior to this port arrival, except as noted in the aforementioned, all
above items and other systems and equipment are either:
a. in full compliance with all applicable international and specific regulations
or
b. all mentioned deficiencies have been reported to the company/shore-based manage-
ment and authorities (if applicable, incl. ADOMS) and corrective action has been initi-
ated.
Vessel Name and IMO No:
(Stamp)
Masters / Chief Officers signature ______________________ Date ______________
DPA / Deputy / Alternate DPA signature ________________ Date ______________
