Communication

In accordance with the Memorandum, a computerised database system, the Asia- Pacific Computerised Information System (APCIS) was established in Ottawa for reporting and storing port State inspection results and facilitating exchange of information in the region.

In Vietnam, the use of Internet is newly introduced and very costly. However, the VINAMARINE should make it available for PSCOs to access to the Asia-Pacific Computerised Information System (APCIS). It is very important that PSCOs can get information about ships calling at ports beforehand to plan their inspections effectively and professionally. In addition, through the APCIS the PSCOs can easily update their knowledge and also easily contact with other Authorities within Tokyo MOU.

Submission of Inspection Reports from PSCOs to VMSI through Regional Chief Inspectors should not be delayed due to any reasons. The VINAMARINE should establish communication routines with Tokyo MOU, IMO and ILO secretariats to ease submission of Inspection Reports to these organisations.

4.6 Procedure of Inspection, Rectification and Detention

In chapter 2, the port State control principles have been discussed. Generally, the port State control procedure can be summarised in the Figure 4.2--Flow chart of port State control.

With Relevant Certificates? DETENTION OF VESSEL FURTHER INSPECTION CHECK CERTIFICATES VESSEL BOADING With Clear Ground? With Deficiencies? Rectified? NO NO NO NO NO YES YES YES YES YES

Figure 4.2: Flow Chart of Port State Control

Rectified? START

Figure 4.3, made by the author with the references to two previous dissertations by Mr. Emmanuel B. Carppio and Ms. Marjorie Beatrice Dzifa Vormawah and taking into account the characteristic of the Vietnamese maritime administration, is attempted to recommend how PSCOs should conduct the port State control in Vietnam. The Figure 4.3 refers to some forms, some of which are shown in Appendix 3.

The inspected ships go through 3 different tracks due to the different seriousness of the deficiencies. When a PSCO verifies certificates and conducts cursory inspection, by professional judgement he categorises deficiencies as serious, slight or general. If the degree of deficiencies is slight, the PSCO will have oral warning to the master, then end the inspection after issuing Document of Check-off list (Form 02) and Inspection Reports (Form A & B).

In contrast, if the degree of deficiencies is serious, the master will be notified and the ship will not be allowed proceeding to sea until the deficiencies are rectified. Then the PSCO submits Inspection Report to Regional Chief Inspector and informs Port Authority of re-holding the ship. The Inspection Report will go through to VMSI, classification society, port operator, ship agent and owner. The VMSI is responsible for notifying in writing to the flag State local representative and the Tokyo MOU secretariat. The Tokyo MOU secretariat will communicate with IMO and ILO if appropriate.

The word “general” in this context means that the degree of deficiencies is in between serious and slight, the deficiencies can be rectified in the port or in the next port of call of the ship. The master must accomplish the nullification request to rectifying deficiencies in the port or the next port to call before the ship proceeding to sea. The PSCO then issues Document of Check-off list (Form 02) and Inspection Reports (Form A & B). In this case the next port of call is informed by a report from VMSI--Report of Deficiencies Not Fully Rectified or Only Provisionally Repaired (shown in Appendix 3). The confirmation of deficiencies rectification will probably be done by PSCOs of that port.

START

submission of foreign ship arrival report by agent/port operator (Form 01)

prior boarding, PSCOs should get information about ship particulars, previous inspection reports through computer network/notification by other ports (if available)

PSCOs boarding ship, notify & show PSCO ID card to Master or Senior Desk Officers

ship inspected within last six month?

PSCOs verify relevant certificates and conduct cursory inspection

verification and inspection satisfactory? satisfactory Inspection Report? degree of deficiencies? oral warning PSCOs intervene

PSCOs notify Master of deficiencies that caused intervention

PSCOs require Master to rectify deficiencies prior proceeding voyage

PSCOs issue copies of: Document of Check-Off List (PSC Form 02); Inspection Report (PSC Form A & B)

Master accomplishes the Certificate of Orderly Inspection (PSC Form 03)

PSCOs submit Inspection Report to Regional Chief Inspector, and inform Port Authority of re-holding vessel

Regional Chief Inspector endorses the Inspection Report to the VMSI; Port Authority inform to port operator, ships agent/owner

VMSI notifies in writing to Flag State local representative; Classification Society who classed ship; Tokyo MOU secretariat; Shipowner

deficiencies satisfactorily or sufficiently rectified?

continue intervention

PSCOs inform VMSI, Port Authority of releasing ship from intervention

PSCOs prepare report to VMSI through Regional Chief Inspector.

NO

YES

PSCOs issue copies of: Document of Check-Off List

(PSC Form 02); Inspection Report (PSC Form A & B)

Master accomplishes the Certificate of Orderly Inspection (PSC Form 03) NO NO NO general serious slight YES YES YES

PSCOs issue copies of: Document of Check-Off List

(PSC Form 02); Inspection Report (PSC Form A & B)

Master accomplishes nullification request to rectify deficiencies in port

or next port to call

Master accomplishes the Certificate of Orderly Inspection (PSC Form 03)