Coordination between Flag State and PSC
Coordination between ship, Company, flag and RO connects the PSC report, deficiencies, deadlines and rectification evidence. Roles and communications remain clear through the port-State decision; for security, also distinguish PSCO and DAO within the applicable scope.
Operational Explanation
The PSC report provides the common reference for ship–shore coordination. For each finding, link the authority’s instruction, assigned action, owner, deadline and available evidence. The Company organises SMS follow-up and maintains contact with the flag and relevant RO; the Master retains the current position and received instructions on board.
Compare the requirements before planning a test or attendance: what the RO may verify on behalf of the flag, what must be submitted and what evidence the port State requires. Keep official PSC authority notifications separate from ship communications. Technical results support verification, while release and any voyage conditions are decisions of the authority under the applicable regime.
The Duly Authorized Officer function comes from SOLAS XI-2/9 and was addressed by earlier guidance. A.1206(34) adds Appendix 20, updates PSCO guidance on security aspects and governs coordination with the existing DAO.
Regulatory Reference
A.1206(34), adopted on 3 December 2025, adopts the 2025 PSC Procedures, invites Governments to implement them and revokes A.1185(33). It is not a Convention amendment entering into force on 1 January 2026. SOLAS XI-2/9 is the basis of the DAO function.
General coordination: share the PSC report, findings, deadlines and rectification plan with Company, flag and RO under their respective duties. Separate PSC authority notifications from ship communications. The flag retains its responsibilities and the RO acts within its authorization; a technical report or certificate does not replace port-State release. IMO A.1206(34).
Security: distinguish the RO from a Recognized Security Organization (RSO), authorized for relevant ISPS activities. Appendix 20 concerns SOLAS XI-2/ISPS ships in the ship/port interface; do not extend it to every ship or every PSC finding.
Appendix 20 §5.2 covers the security level, ISSC/interim ISSC, SSO identification and proficiency certificate, and drill/exercise evidence. The PSCO is not tasked with testing the security system; §5.5 aspects are not an automatic checklist and an individual anomaly does not always demonstrate a violation.
For security cases, the PSCO establishes clear grounds within the officer’s powers; if not also a DAO, the PSCO informs the DAO under Appendix 20 §5.7. The DAO determines further necessary measures. The ship and Company cooperate and make relevant evidence available without taking on that function.
Scope of Application
Every ship and Company subject to PSC inspections, with the Company responsible for maintaining an effective communication channel with the flag Administration and the RO, especially in the event of a deficiency or detention.
Procedure / How to Complete It
- Collect the PSC report, any order, deficiencies, actions and deadlines; ensure that ship and Company work from the same version.
- Activate the Company/SMS contact and official flag and relevant RO contacts; distinguish technical participants from the authority making the PSC decision.
- Share a plan identifying owners, work and tests; clarify the delegated task with flag/RO and required evidence with the port State.
- Submit identifiable evidence: the finding addressed, work/test, result and competent party’s document. Retain received instructions and confirmations as well.
- Within the applicable security scope, involve the Master/SSO and authorized participants, distinguishing RO, RSO, PSCO and DAO. Make relevant documents and evidence available without disclosing protected SSP details.
- Update each finding’s status and retain verification, release decision or voyage conditions. Any reconsideration follows a track separate from rectification.
Practical Example
Example: after detention, the Company involves the flag and authorized RO to define repairs and evidence, and agrees required verification with the port State. Any reconsideration request is distinct from rectification and does not itself suspend detention.
What Typically Goes Wrong
Sending different accounts to the flag, RO and port State without linking them to the same report can leave evidence incomplete or instructions inconsistent. Assign a contact, identify each finding and retain the request, response and status. Technical agreement must not be recorded as a release decision.
Common Mistakes Mistake Library
| Mistake | Consequence | How to avoid it |
|---|---|---|
| Sending inconsistent accounts of the same finding to flag, RO and port State | Work or testing may not address the authority’s request and verification remains incomplete | Use the same PSC report, link each deficiency to an owner, action and evidence, and retain requests and confirmations |
| Saying A.1206(34) introduced the DAO | The function’s origin and powers are assigned to the wrong source | Refer the DAO to SOLAS XI-2/9 and Appendix 20 to coordination procedure |
| Treating a security clear ground as automatic detention | Assessment and proportionality of measures disappear | Record the clear ground, inform the DAO where required and await determination of the appropriate measure |
What the PSCO Checks
Operational Tips
- Check security documents and familiarisation under the applicable regime.
- Treat absence or invalidity of the SSO certificate as a clear ground for assessment without promising an automatic outcome.
- Maintain current channels with flag and RO in their respective roles.
Preparation checklist
Educational checklist. This summary supports learning and preparation only. It does not replace the vessel’s approved procedures, manuals, statutory documents, company SMS, or applicable official requirements. Completing it demonstrates neither compliance nor readiness for an inspection: it shows that a list has been read, not that the ship is in order. Always verify the current documents carried on board.
- Communication channel with the flag Administration and RO kept active and up to date
- Report, findings and detention shared promptly by ship/Company under applicable procedures; official PSC authority notifications kept separate
- Validity of the SSO certificate systematically checked before security inspections
- PSCO/DAO roles and security documents checked within scope, without treating guidance as an additional certification
- Structured periodic dialogue with the flag Administration maintained, not only reactive
FAQ
Related Topics
Certified substantive revision: 14 October 2026 · page fingerprint a5097d6917f1