Statutory certificates and HSSC
This page provides an overview of the requirements for statutory certificates on board ships.
What privileges do statutory certificates give to vessels?
Statutory certificates are prima facie evidence that a ship has been surveyed and found to comply in full with the requirements of an international maritime convention.
This allows ships holding valid certificates to trade internationally without proving that they meet the requirements of each foreign port state it visits.
This helps facilitate frictionless maritime trade by reducing the regulatory burden on international shipping.
Ships carry folders containing a range of certificates, each of which is annotated with the maritime convention to which it relates.
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What is the Harmonised System of Survey and Certification (HSSC)?
The HSSC was introduced to standardise the validity periods and time intervals between surveys for the major convention certificates.
Under HSSC, the maximum period valid for all ships' statutory certificates was extended to five years for all certificates other than for the Passenger Ship Safety Certificate.
The intent of HSSC was to simplify the process of a survey of ships. It benefited the industry by making it easier for ship owners to submit their fleets for the survey.
The new system was also more efficient for travelling surveyors and crew preparing their ships for a survey.
The grouping (harmonisation) of the HSSC survey regime reduced the total number of surveyors required and cut down on survey and administration time, thereby reducing costs for shipowners.
The IMO instrument which implements HSSC is Resolution A. 883 (21), Global and uniform implementation of the harmonised system of survey and certification, which was adopted on 25th November 1999.
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The regime of surveys under HSSC
The survey regime under HSSC comprises seven survey types. They are:
- Initial survey
- Renewal survey
- Periodical survey
- Intermediate survey
- Annual surveys
- Inspection of the outside of the ship's bottom
- Additional surveys.
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Which conventions were primarily affected by the introduction of the HSSC?
The 1988 SOLAS and Load Lines protocol were the primary instruments for implementing HSSC. They came into force internationally on the 3rd of February 2000.
In addition to these two, the following instruments were also affected by the 1988 protocols:
- MARPOL 73/78
- International Bulk Chemical (IBC) Code
- International Gas Carrier (IGC) Code
- Bulk Chemicals (BCH) Code
- Gas Carrier (GC) Code.
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What are the survey requirements for the Cargo Ship Safety Certificate?
SOLAS I/12 allows a vessel to be issued with a Cargo Ship Safety Certificate (CARSAF) as an alternative to carrying the three separate SAFCON, SAFEQ and SAFRAD certificates.
The purpose of the CARSAF is to certify that the vessel has been successfully surveyed and complies with the relevant requirements of SOLAS chapters:
- II-1
- II-2
- III
- IV
- V.
As this is a combined certificate, the survey requirements for the three essential components (construction, safety equipment and radio) do not change.
Although the SOLAS 1988 Protocol provides for a single CARSAF instead of the usual three certificates, this is at the discretion of flag State administrations if they exercise this right, and some prominent administrations do not.
CARSAF is supplemented with a Record of Equipment and is valid for five years.
Although the 1988 SOLAS Protocol provides for a single CARSAF instead of the usual three certificates, flag state administrations exercise this right at their discretion, and some prominent administrations choose not to issue a single certificate.
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Would copies of statutory certificates be good enough for inspection on board the ship?
SOLAS I/16 states that the original certificates must be kept on board and be available for inspection at all times.
Copies do not allow ships to enjoy the full privileges of the certificates.
However, a copy of the ISM Document of Compliance may be issued to the company.
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What are electronic certificates, and why are they being introduced?
Certificates are documents issued by flag state administrations or the Recognised Organisations that represent them. Their purpose is to certify that the ship has been surveyed and found to comply with convention requirements.
Electronic certificates perform the same function, but as they are delivered, stored and verified electronically rather than physically, they reduce the administrative and logistical burden on the various interested parties, including the flag state administration, ship manager, master and port state control.
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What are the features of electronic certificates?
For ships' statutory certificates to be accepted in electronic format, they must include the following four features:
- the format, content, and validity of the certificate must be consistent with the relevant IMO convention or instrument
- persons other than the issuing body must protect the certificate from editing, amendment or revision
- a printable symbol, logo or marking must be present to identify the issuer
- the certificate must include a unique tracking number used for verification.
How can electronic certificates be verified?
Electronic certificates can be verified using a web portal set up by the vessel flag state administration or issuing body.
The certificate's details can be verified by using a QR code reader or by directly entering the unique tracking number into the administration’s web portal to verify the certificate's details.
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What are the master's responsibilities regarding the use of electronic certificates?
To prevent any delays with Port State Control, the ship's master should check that all electronic certificates issued for the ship meet the four requirements above.
The master must ensure that instructions for verifying the certificates are on board the ship.
The company must also ensure that the SMS is amended to provide guidance and control measures on the use of electronic certificates, and the ship's master should ensure that these requirements are met and documented.
For more information, please see IMO circular: FAL.5/Circ.39/Rev.2 (20 April 2016)
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