A vessel can have the right locks, restricted areas, and access-control procedures on paper, yet still fail a security inspection if the crew cannot explain what to do. That is the practical reality behind how to meet ISPS requirements. Compliance depends on approved plans and equipment, but it also depends on people who understand their duties and apply them consistently.

For crew members, preparing before joining a vessel can prevent avoidable delays at embarkation. For operators and managers, a clear system for training, records, drills, and corrective action reduces the risk of deficiencies during port state control inspections, flag-state audits, or internal reviews.

What the ISPS Code requires

The International Ship and Port Facility Security Code, usually called the ISPS Code, is a mandatory security framework under the SOLAS Convention. Its purpose is to help ships and port facilities identify security threats, prevent unauthorized access, and respond appropriately when security conditions change.

The Code applies to passenger ships, cargo ships of 500 gross tonnage and above on international voyages, mobile offshore drilling units, and the port facilities serving them. Requirements can also be influenced by the vessel’s flag administration, class requirements, company procedures, trading area, and the port being visited.

ISPS compliance is not a single course certificate or a one-time checklist. It is an operating system. The ship must hold a valid International Ship Security Certificate, maintain an approved Ship Security Plan, appoint the required security personnel, and demonstrate that its procedures work in practice.

The Ship Security Plan is confidential. Crew should never try to access, copy, or share it unless their role gives them authorization. What every relevant crew member should understand are the procedures that affect their work: access control, visitor management, restricted areas, reporting, security levels, and emergency actions.

How to meet ISPS requirements: start with your role

The first step is to establish exactly what is expected of you. A seafarer joining a vessel may need security awareness training, designated security duties training, or more advanced qualifications depending on their assigned responsibilities. The Ship Security Officer, Company Security Officer, and personnel with specific security duties carry different levels of responsibility.

Security awareness is the baseline for crew who need to recognize threats and follow onboard procedures. Designated security duties training is generally required when a crew member has assigned tasks such as monitoring access points, conducting patrols, checking identification, screening stores, or assisting with security rounds. The Ship Security Officer has broader responsibility for implementing and maintaining the Ship Security Plan onboard.

Do not assume that a certificate alone proves readiness. Before joining, confirm that the training is accepted by the vessel’s flag administration and employer, and that it matches the position you will hold. A deck rating assigned to gangway watch needs different practical knowledge from an officer appointed as Ship Security Officer.

When joining, bring valid training evidence in the format requested by the company or crewing agency. Keep digital copies available as a backup, but also follow the operator’s documentation process. A missing certificate, an expired document, or training that does not match the assigned duties can affect your joining schedule.

Understand security levels and daily procedures

ISPS procedures are built around three security levels. Security Level 1 is the normal operating level. Security Level 2 applies when there is a heightened risk, and Security Level 3 is used when a security incident is probable or imminent.

At each level, the vessel may increase controls around access, baggage, stores, cargo, restricted areas, lighting, patrols, and communications. The exact measures are set out in the approved Ship Security Plan and company instructions. Crew should not improvise security measures or disclose sensitive arrangements to unauthorized people.

Onboard discipline matters most at the routine level. Doors left unsecured, visitors allowed through without proper identification, unattended access cards, and informal shortcuts at the gangway can create serious deficiencies. Good compliance is often quiet and repetitive: verify, record, report, and escalate when something does not look right.

A useful habit for every crew member is to know who to contact. You should be able to identify the Ship Security Officer, understand the chain of command, and know how to report a suspicious person, package, behavior, or attempted breach without delay. Reporting is not an accusation. It is a professional security action that allows the proper person to assess the risk.

Keep drills, training, and records current

Inspectors do not only look for certificates and security equipment. They often assess whether the crew can demonstrate familiarity with the vessel’s security arrangements. That is why drills, exercises, briefings, and accurate records are central to ISPS compliance.

Security drills test one or more elements of the Ship Security Plan. They may cover unauthorized access, a suspicious package, a security threat at the gangway, restricted-area control, or communications with shore personnel. Drills should be realistic enough to test the response while remaining safe and controlled.

After each drill, the Ship Security Officer should record what took place, who participated, what equipment or procedures were used, and any observations requiring follow-up. A drill that exposes a weakness is useful if the issue is corrected. Repeating the same drill record without meaningful review is not.

Companies must also arrange security exercises at the required intervals, involving appropriate shore-based and shipboard personnel. These exercises test wider coordination, including the relationship between the vessel, the Company Security Officer, and relevant authorities. Remote participation may be possible in some cases, but the method should still meet applicable requirements.

For practical readiness, make sure the following evidence can be located quickly and is properly maintained:

• Valid ship security certification and verification records
• Crew security training certificates and familiarization records
• Security drill and exercise reports, including follow-up actions
• Security equipment maintenance, test, and defect records
• Visitor, gangway, stores, and access-control logs where required
• Declarations of Security and records of security-level changes

Records must be accurate, legible, dated, and retained according to the Ship Security Plan, company procedures, and flag-state rules. Incomplete logs can raise questions even when the crew carried out the correct actions.

Control access without disrupting operations

Access control is one of the most visible parts of ISPS compliance, especially when a vessel is alongside. The challenge is maintaining security while allowing crew changes, provisions, contractors, port officials, pilots, and visitors to move safely and efficiently.

The gangway watch must know the vessel’s procedure for checking identification, recording visitors, issuing passes where used, and restricting entry to authorized persons. Visitors should be clearly accounted for, and their movement should be controlled according to the applicable security level and ship procedures.

Stores and supplies require attention as well. Delivery personnel, packages, and provisions may need inspection or verification before being accepted onboard. The correct process depends on the port, security level, and Ship Security Plan. If the procedure is unclear, pause and contact the Ship Security Officer rather than accepting items based on assumptions.

Restricted areas should be marked, protected, and understood by crew. Access is limited because these areas may contain navigation equipment, machinery controls, communications systems, security equipment, or other critical assets. Convenience is not a valid reason to leave them open.

Use the Declaration of Security correctly

A Declaration of Security, or DoS, is an agreement between a ship and another party, usually a port facility or another ship, that defines security responsibilities for a particular operation. It may be required when security levels differ, when there is a security concern, or when requested by the ship, port facility, or relevant authority.

The DoS is not a routine form to sign without review. The responsible personnel should understand what each party has agreed to do, especially for access control, monitoring, communications, and handling of cargo or stores. If responsibilities change during the operation, the documentation and procedures may need to be updated.

For crew, the key point is simple: follow the controls in place for that operation and report any gap between the agreed procedure and what is happening at the vessel.

Prepare for inspections through daily readiness

The best inspection preparation is not a last-minute document search. It is a vessel where security duties are carried out properly every day. Crew should be able to explain their security responsibilities in clear terms, demonstrate how to report a concern, and show familiarity with access control and restricted areas.

Ship Security Officers should regularly review records, check that training and certificates remain current, confirm that security equipment is operational, and close out deficiencies promptly. Company Security Officers need visibility over vessel performance, upcoming certificate dates, audit findings, and changes in threats or operating conditions.

If a nonconformity is identified, deal with the root cause rather than only correcting the visible issue. For example, a missing gangway log may be caused by unclear watchkeeper instructions, poor handovers, or an impractical form. Correcting the system helps prevent the issue from returning.

Marine Pro Academy supports maritime professionals with practical training and documentation guidance so they can join vessels prepared, confident, and ready to meet their assigned duties. The strongest ISPS culture is built one watch, one record, and one properly reported concern at a time.