Operational Guide · Registers & Logbooks

# Coordination between Flag State and PSC

The 2025 revision of PSC procedures introduces Duly Authorized Officers and a new Appendix 20 dedicated to security: a signal of the growing formalisation of the relationship between flag State and port authority.

Flag State coordination PSC Recognized Organization

## Operational Explanation

Coordination between the Flag State and the PSC (port State) authority is an element often underestimated in inspection preparation: the Flag Administration, directly or through the Recognized Organizations (RO) to which it delegates the issuing of statutory certificates, has an active role not only in certification but also in managing the consequences of a PSC inspection, including detentions and requests for reconsideration.

Resolution A.1206(34) revised the PSC procedures, introducing a new Appendix 20 dedicated to security inspections, with the figure of the Duly Authorized Officers and confirmation that the absence of a valid SSO (Ship Security Officer) certificate constitutes automatic grounds for detention: a concrete example of how PSC procedures are being increasingly formalised in coordination with the flag's security requirements.

## Regulatory Reference

Resolution A.1206(34) (2025): revision of PSC procedures with a new Appendix 20 dedicated to security, introducing the Duly Authorized Officers; the role of the Flag Administration and Recognized Organizations in managing the consequences of a PSC inspection (including requests to reconsider a detention) is an established principle across regional PSC regimes.

## 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

1. Promptly notify the Flag Administration (directly or through the competent RO) of every significant deficiency or detention found during a PSC inspection.
2. Check the specific role of the RO in issuing the contested statutory certificates, to correctly coordinate any corrective action or requests for reconsideration.
3. For security inspections, verify compliance with the Appendix 20 requirements (Res. A.1206(34)) and the validity of the SSO certificate, whose absence constitutes automatic grounds for detention.
4. Keep contacts and communication procedures with the Flag Administration up to date for emergency situations or serious non-compliance.
5. Integrate the outcomes of PSC inspections into the periodic dialogue with the Flag Administration, not limiting it to reactive management of individual incidents.

## Practical Example

Example: following a detention for a deficiency relating to a statutory certificate issued by an RO, the Company immediately notifies both the Flag Administration and the RO itself, coordinating the request for reconsideration with the port State with the technical support of the RO that originally issued the certificate.

## Real Cases

The introduction of the Duly Authorized Officers and the new Appendix 20 dedicated to security in the 2025 revision of PSC procedures reflects a broader trend towards greater formalisation of the relationship between flag State and PSC authority, especially on security matters where the absence of a valid SSO certificate leaves no room for discretion: it constitutes automatic grounds for detention, regardless of other assessments of the ship's general condition.

## Common Mistakes Mistake Library

Mistake | Consequence | How to avoid it
--- | --- | ---
Deficiency or detention found during a PSC inspection not promptly notified to the Flag Administration or the competent RO | Delayed coordination in managing the consequences and any corrective action | Always promptly notify the Flag Administration and the RO of every significant deficiency or detention
Validity of the SSO certificate not systematically checked before a security inspection | Automatic detention under Appendix 20, regardless of the ship's other conditions | Systematically check the validity of the SSO certificate as an absolute priority in inspection preparation
Communication with the Flag Administration limited to reactive management of individual incidents, without a structured periodic dialogue | A less effective relationship with the flag at critical moments, for lack of already-established communication channels | Maintain a structured periodic dialogue with the Flag Administration, not only in response to negative events

## PSC Observations

PSCOs, under the A.1206(34) revision, apply specific procedures for security inspections through the Duly Authorized Officers, with the absence of a valid SSO certificate constituting automatic grounds for detention without further discretionary assessment.

## Operational Tips

- Don't underestimate the role of the Recognized Organization in managing the consequences of a detention: it is often a faster technical interlocutor than the direct Flag Administration.
- Check the validity of the SSO certificate as an absolute priority: its absence leaves the PSCO no room for discretion under Appendix 20.
- Build a periodic dialogue with the Flag Administration before a crisis arises, not only in response to a detention that has already occurred.

## Checklist

- Communication channel with the Flag Administration and RO kept active and up to date
- Deficiencies and detentions notified promptly to the competent authorities
- Validity of the SSO certificate systematically checked before security inspections
- Compliance with Appendix 20 (Res. A.1206(34)) verified for security inspections
- Structured periodic dialogue with the Flag Administration maintained, not only reactive

## FAQ

What does Resolution A.1206(34) introduce?
A revision of PSC procedures with a new Appendix 20 dedicated to security inspections, the introduction of the Duly Authorized Officers, and confirmation that the absence of a valid SSO certificate constitutes automatic grounds for detention.
What role does the Recognized Organization play in managing a detention?
If the detention concerns a statutory certificate issued by the RO on the flag's behalf, the RO can provide technical support and, if considered appropriate, ask the port State to reconsider the detention decision.
Does the absence of the SSO certificate leave the PSCO room for discretion?
No: under Appendix 20 of the 2025 PSC procedure revision, the absence of a valid SSO certificate constitutes automatic grounds for detention, with no further discretionary assessment of the ship's general condition.
🎬 Additional photos, videos and interactive diagrams for this topic will be available in a future version of the platform.

## Related Topics

Detention and Banning Ship Security Plan and the ISPS Code

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