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IOTC e-PSM Application User Manual for the Port State Competent

1. in the Action column Tip Who can I add as Additional recipients in an OLT It is recommended to copy the same recipients as for the AREP or PIR to ensure they will be informed at every stage of the e PSM process 9 6 2 4 Validation The final step is to submit the OLT e Select which of the Current Vessels Contacts is the Sender of the advance request to enter port i e the Vessel Representative this contact will receive a copy of the OLT e Click the Submit button to send the OLT 9 6 3 Submitting and receiving the OLT You will then be presented with a screen summarizing the OLT submission from there you can click the go Back to your Dashboard link The OLT will also appear in the Vessel File and in the PAD E PSM file number Status Entry Vessel flag Vessel name IRCS Typeof vessel Last form Vair y Thu 04 06 15 OLT IDPAL_Oli Pride_F 15061 DPAL_Olivier s Pride_FRA_201506165_5 OPEN 10 00 FRA Olivier s Pride XXYY Longliners Pole and Line vessels 14 06 15 12 39 Forms Form Creation date Update date Advanced Request for Entry in Port AREP Request for Additional Information following A Request to Enter Port RAI AREP Request for Additional Information following A Request to Enter Port RAI AREP Notification to Fishing Vessel NFV Port Inspection Report PIR Request for Additional Information following a Port Inspection Report RAI PIR Offloading Declaration OLT 2015 06 14 09 21
2. lt lt T VMS on board the vessel Record if the vessel has a VMS fitted on board the vessel Tick the appropriate box Yes National If the VMS is a national requirement Yes RFMO s if the VMS is a RFMO requirement No if no VMS is fitted on board the vessel Example Yes National VMS Type Record the type of VMS fitted on board the vessel Tick the appropriate box If you have more than one VMS fitted on board Tick several boxes Example INMARSAT Step 3 Vessel contacts Type of contact Select a type of contact from the list Owner Operator Master Fishing master Beneficial owner Agent Example Owner Name of contact Enter the full name of the contact person person Example Olivier Nail Nationality Select the nationality of the contact person from the list Example Australia Telephone Enter the telephone number Use the international format as prescribed by the International Telecommunication Union ITU Recommendation E 123 02 01 Mobile itu aSp e amp id T REC E 123 200102 I PDF E amp type items Fax Enter the fax number Use the international format as prescribed by the International Telecommunication Union ITU Recommendation E 123 02 01 3 d b e amp id T REC E 123 200102 I PDF E amp t Email 1 olivier nail gmail com Email 2 Enter the 2 4 email address of the contact person if any Example olivier nail yahoo com Email 3 Enter the 3rd email address of the c
3. wa Indian Ocean Tuna Commission Commission des Thons de l Oc an Indien i O IOTC e PSM Application User Manual for the Port State Competent Authority User Manual for the Port State Competent Authority Version history Date time Update description 13 06 2015 First version of the manual The IOTC e PSM application is a Web application As such it is constantly evolving and improving and some of the features presented in this manual might change in their aspect or function and new features might also be introduced We strongly encourage you to regularly check the IOTC e PSM website http epsm iotc org and download the latest version of this manual which will reflect the latest version of the IOTC e PSM application The designations employed and the presentation of material in this publication and the e PSM application do not imply the expression of any opinion whatsoever on the part of the Indian Ocean Tuna Commission or the Food and Agriculture Organization of the United Nations concerning the legal status of any country territory city or area or of its authorities or concerning the delimitation of its frontiers or boundaries This work is copyright Fair dealing for study research news reporting criticism or review is permitted Selected passages tables or diagrams may be reproduced for such purposes provided acknowledgment of the source is included Major extracts or the entire document may not be
4. 10 00 UTC Archipelagic Fishing Port Palabuhanratu West Java Sun 14 June 2015 2 COMPLETION PREVIEW SUBMISSION Request for additional information for PIR RAI PIR Submission A request for additional information following a port inspection has been submitted You will find the detail of your request for additional information in the below section You can download the PDF of the request using the following link Download the RAI PIR Download the RAI PIR RAI PIR information Intended port of call Archipelagic Fishing Port Palabuhanratu West Java Name of vessel Olivier s Pride e Flag State Authorisation to Tranship Requested documents VMS Date Submitted 2015 06 14 11 09 UTC Figure 107 The RAI PIR Submission summary screen You can now click the link at the top of the screen to go Back to your dashboard The PAD will show the Vessel File for the vessel as being at the RAIPIR stage E PSM file number Status Entry Vessel flag Vessel name IRCS Type of vessel Last form Vair ae Thu 04 06 15 RAIPIR IDPAL_Olivier s P FRA_201 1 DPAL_Olivier s Pride 201506165_5 OPEN 10 00 FRA Olivier s Pride XXYY Longliners Pole and Line vessels 14 06 15 11 09 Figure 108 The PAD showing a Vessel File at the RAI PIR stage If you click on the Vessel File number the Vessel File Dashboard will also show the file as being at the RAI PIR stage Form Creation date Update date Action Advanced Request for Entry in Port AREP Sun 14 0
5. 14 06 15 09 21 UTC Sun 14 06 15 09 43 UTC Sun 14 06 15 10 02 UTC Sun 14 06 15 10 13 UTC Sun 14 06 15 10 57 UTC Sun 14 06 15 11 09 UTC Sun 14 06 15 12 39 UTC Sun 14 06 15 12 57 UTC Figure 129 The PAD and VFD showing that a TRX TDR has been submitted The recipients of the TRX TDR i e the Vessel Representative and the additional recipients will be notified by an email sent to their contact address This process is almost exactly the same as that described in Section 10 1 Transhipment as a receiver vessel TRX TDR above The only difference is that in that case you have to select a Receiver vessel and enter details about the Receiver vessel s trip Please refer to Section 10 1 Transhipment as a receiver vessel TRX TDR above for information about submitting a TRX TDD 11 Sharing a Vessel File You can decide to share a Vessel File with another user of the IOTC e PSM application so that they can consult information contained in the various forms that were submitted about that vessel To share a Vessel File go to the File sharing section at the bottom of the VFD and click the Add user access button to open the File sharing dialog File Sharing Show 10 B entries Flag Selection User Name s Vessel Type country i l ns eens SOENT portpermit afma gov au 00 611300723621 00 61262255440 Australia ring atma Authority User Showing 1 to 1 of 1 entries Previous 1 Nex
6. 44 0 2015 06 14 09 43 15 0 2015 06 14 10 02 06 0 2015 06 14 10 13 06 0 2015 06 14 10 57 32 0 2015 06 14 11 09 08 0 2015 06 14 12 39 53 0 2015 06 14 12 39 53 0 2015 06 14 09 21 44 0 2015 06 14 09 43 15 0 2015 06 14 10 02 06 0 2015 06 14 10 13 06 0 2015 06 14 10 57 32 0 2015 06 14 11 09 08 0 Figure 117 The PAD and VFD showing that an OLT has been submitted The recipients of the OLT i e the Vessel Representative and the additional recipients will be notified by an email sent to their contact address C 5 gt 5 Note that the OLT DPF that you can download at the end of the process includes computed differences between catch quantities declared in the AREP and those verified by the inspector for the Evaluation of catch to be offloaded section of the AREP Evaluation of offloaded catch Catch a pe Delta pede Kg Kg landed avecoe ound Not Not een Wrolarounded Not Whole rounded Not Yellowfin tuna processed Whole rounded Not Skipjack tuna processed 800 700 Figure 118 The OLT PDF document showing the differences between catch quantities declared in the AREP and those verified by the inspector 10 The Transhipment monitoring process If the vessel receives fish products transhipped from another vessel while in port and the operations is monitored the inspector is given the Transhipment Declaration If the operation is not monitored the master and or the agent of the
7. Authorisation s section To add an authorisation click on the Add Relevant Transhipment Authorisation button You will be presented with the Relevant Transhipment Authorisation s creation form Relevant Transhipment authorisation s Identifier Issued by Valid from Valid to Attachment FR TRX23456 Y Enter the identification number of the transhipment authorisation Eg T1599 FRA Ministre de l cologie du d veloppement durable et de l nergie Orthongel oy Select the issuing authority from the list Eg AUS Australian Fisheries Management Authority 2015 01 01 From the calendar select the date the authonsation to tranship is starting 2015 09 01 From the calendar select the date the authorisation to tranship will expire Eh Choisissez un fichier AUCUN fichier choisi Solon 3 ioc wy aithe my he fic Cy Al IS Airctrafan Dichoanoc Managem A ye elect the issuing authority from the fist Eg AUS Australan Fishenes Management Authority rh Figure 42 The Relevant Transhipment Authorisation s form filled with information e Identifier enter the number identifier of the transhipment authorisation e Issued by select the Issuing Authority of the transhipment authorisation e Valid from valid to select the dates of beginning and end of validity of the transhipment authorisation using the date pickers e Attachment please attach a scanned copy of the relevant transhipment authorisation
8. CROSS Etel Centre national de Surveillance des P che cnsp france develc x RFB RFMO IOTC SECRETARIAT epsm iotc org x Add a recipient Figure 97 The PIR preview screen 9 3 1 1 Form preview This section shows you an exact preview of the PIR PDF document that will be emailed to the relevant contacts If you want you can open the document in your PDF viewer Please make sure that the information in this document are correct and reflect accurately the information in the Port Inspection Report filled by the inspector before submitting the PIR 9 3 1 2 Attachments You can attach any digital file in support to the PIR submission For each attachment you add please indicate the title description of the document and choose the type of document e g Letter from the competent authorities Crew List Attachments You can attach any relevant document to your request PDF DOC etc File to attach Name of the file Tag of the file Action Choisir le fichier attachment_1 pdf VMS track VMS track x Attach a new document Figure 98 PIR preview screen attachments Please pay attention to the size of the documents you submit and avoid files more than a couple Megabytes Tip what documents can be attached to a PIR When you complete a Port Inspection Report PIR you can attach any document s you have collected during the inspection process Certificate of registration fishing license etc and attach a legibl
9. Fishing Port Palabuhanratu West 14 June 2015 09 21 0000 Port of call Java Estimated date and time of arrival Port of call state 04 June 15 10 00 UTC Indonesia Name of vessel Olivier s Pride Flag France EU IRCS XXYY Certificate of IOTC id registry id Request for Additional Information following A Request to Enter Port RAI AREP You are requested to provide the following documents as complementary information of the request to enter the port of Archipelagic Fishing Port Palabuhanratu West Java Transhipment Declaration Fishing logbook From Jan 5 2015 To Jun 1 2015 Vessel Certificate of National Registration Document of Identification of the vessel master Date 14 June 2015 09 43 UTC Sender Name of port State officer Hermann Fish Figure 63 A RAI AREP PDF document IOTC e PSM Application e alink to access directly a web page in the e PSM application where the recipient can consult the status of their current vessel file with access to all previously submitted forms or notifications including the RAI AREP VESSEL FILE STATUS ey lists ms Pride IRCS XXYY Port of registration Port de Pointe des Galets RE REPDG IOTC id Vessel owner Olivier Owner IMO id 1234567 Vessel master Olivier Master New Zealand External id Type of vessel Longliners Pole and Line vessels Certificate of registry id Types of gear Drifting longline Pole
10. Last form lun 01 06 15 TRXTD Arc2_TREVIGNON_FRA_201506152_2 OPEN 05 51 FRA TREVIGNON FMJQ Purse seiners 05 06 15 14 17 mar 02 06 15 AREP Arc2_TREVIGNON_FRA_201506153_4 OPEN 08 05 FRA TREVIGNON FMJQ Purse seiners 02 06 15 08 28 Arc2_TREVIGNON_FRA_201506155_7 OPEN FRA TREVIGNON FMJQ Purse seiners Figure 8 An example of Vessel File search based on the vessel s name You can also clear the whole form by clicking on the Reset button If you click on a Vessel File number in the list the Vessel File Dashboard VFD will be displayed VESSEL FILE DASHBOARD Olivier s Pride IRCS XXYY IOTC id IMO id 1234567 External id Type of vessel Longliners Pole and Line vessels Certificate of registry id Types of gear Pole and lines Drifting longline EPSM File N Arc2_Olivier s Pride FRA 201506153 5 Created on 2015 06 02 15 46 54 0 by Olivier Master Length 55 0 Beam 13 0 Draft 6 0 Tr OPEN amp PRIVATE Modify file status Vessel activity in port of call Estimated date and time of arrival 3 Vessel Activity Intelligence Report VAIR f Vessel listed in IOTC Record of Authorized Vessels YES 2015 06 04 10 00 00 0 Port of call A Vessel listed in current IUU list YES Archipelagic Fishing Port Palabuhanratu West Java Owner listed in current IUU list NO Purposes Landing Refueling Resupplying Transhipment See the complete report Vessel photographs Photo Description Phot
11. Length 55 0 Beam 13 0 Draft 6 0 COMPLETION Complete the offloading form OLT Landing Transhipment Complete the information on the offloading of the vessel Landing or transhipment conducted in port by filling the below sections information on the offloading Port of inspection Archipelagic Fishing Port Palabuhanratu West Java Commencement of monitoring Completion of monitoring is this landing operation monitored by an inspector Yes Evaluation of offloaded catch Record the quantity kg of catch by species declared to be offloaded and the catch offioaded For offloading into a container use the field transhipment Detail must include Species Product form Catch area s and quantity to be offloaded declared by the master and quantity offloaded As verified by the inspectors during the inspection Quantity on board Quantity to be Quantity to be Quantity Landed Quantity Transhipped Species Product form Catch weet acieed KA landed Kg Transhiped Kg verified kg verified kg Figure 111 The OLT form The OLT filling process is made in three steps e completion e preview e submission 9 6 1 Completing the OLT This is the section where you enter the information relevant to the OLT itself A large part of the OLT form is already pre filled with information coming from the AREP such as details about the vessel and the callin port about offloaded catches etc The OLT is composed of two sections w
12. National identification number of the principal inspector a Select the date and tine of commencement of the monitoring from the calendar Automatically pre filled by the application Eg AB 299839 Completion of inspection Name of principal inspector Select the date and time of completion of the monitoring from the calendar Select the name of the principal inspector from the list Eg Olivier BAIL Principal inspector email Automatically pre filled by the application Eg LucasF daff gov za Figure 79 The PIR form the Inspection information section Here you will enter general information about the inspection e Inspecting authority enter the name of the institution or service in charge of the inspection e National identification number of the principal inspector e Name of principal inspector e Principal inspector email e Port of inspection pre filled with your port also the port of call from the AREP You cannot change that value e Commencement and Completion of inspection use the date pickers to indicate the date and time when the inspection started and ended 9 2 3 Purpose and port of call Purpose and port of call Record the reasons for the vessel requesting port access transshipping packaging processing of fish refueling resupplying maintenance dry docking force majeure Port of last port call Purposes _ Change Crew Benoa Bali ID IDBOA 9 Drydocking Enter the name of the last port vis
13. Please use the following table to identify your vessel you can query IOTC database to lookup for your vessel by it s name call sign IOTC number or by any keyword to refine the results E The following vessels matching your search criteria have been found on the database please identify your vessel or should your vessel be missing create a new 8585 KINGFISHER VZN7927 Australia Longliners Drifting longline 14035 King Fisher Maldives Unknown Hand line and pole and line Taiwan 900035441 KING LI SHENG NO 1 BK7441 Province of Unknown Drifting longline China Showing 1 to 3 of 3 entries Create vessel Figure 12 List of vessels found matching the user s query o ifthe vessel is not listed in the results double check that your search term was correct and if needed search again using other criteria e g the vessel s call sign IRCS if you really can t find the vessel e g the vessel hasn t yet been registered with IOTC by its flag State or the vessel is registered with another RFMO and calling in port in the IOTC area of competence then you will have to create it see Section 4 3 2 o ifthe vessel is listed in the results verify that the identifiers listed in the table correspond to the vessel to be absolutely certain that it is the correct vessel then if so simply click on its name to select it and continue the process Section 5 4 3 2 Creating a vessel If the vessel for which you need to create a fi
14. To do this click the Select file button and in the pop up file explorer select the relevant file and click the Select button terms may vary depending on your operating system language and web browser Note please make sure that the transhipment authorization file you are uploading is of a reasonable size not more than a couple Megabytes When you have finished completing this section click the Ok button to add this transhipment authorisation to the vessel Repeat the process for each relevant transhipment authorisation Relevant Transhipment authorisation s Provide the information on your Transhipment Authorisation issued by your flag State and information on any Transhipment Authorisation s issued by a Coastal State s if Transhipment s has occurred in the waters of a Coastal State identifier Valid from Valid to Attachment Action FR TRX23456 FRA Ministre de l cologie du d veloppement durable et de l nergie Orthongel 2015 01 01 2015 09 01 Add relevant transhipment authorisation Figure 43 the Relevant Transhipment Authorisation s section filled with data Note you can delete a transhipment authorisation that you might have added by mistake by clicking the Delete icon in the Action column 8 3 1 4 Transhipment Information This section of the form should be filled when the vessel requesting entry into port took on board catches from donor vessel s or tranship
15. a donor vessel in port Species Product form Weight kg Action Add transhipped species product Figure 120 The TRX TDR form The TRX TDR filling process is made in three steps e completion e preview e submission 10 1 1 Completing the TRX TDR This is the section where you enter the information relevant to the TRX TDR itself A part of the TRX TDR form is already pre filled with information coming from the Vessel File such as details about the receiver vessel and its license number The TRX TDR is composed of 4 sections which are individually detailed further below e Identification of donor and receiving vessels e License Number e Information on the trip of the donor vessel e Transhipment information 10 1 1 1 Identification of donor and receiving vessels e Receiver Vessel this value cannot be changed and is pre filled with details about the vessel corresponding to the current Vessel File e Donor vessel click on the Choose vessel to open the Vessel selector Choose vessel a Show 10 B entries IOTC id Name of vessel Flag KINGFISHER Australia Kingtuna Seychelles King Fishe Maldives Taiwan Province of China Showing 1 to 4 of 4 entries Previous 1 Next Create vesse Close Figure 121 The TRX TDR form selecting a Donor vessel o type the first letters of the Donor vessel name and click search in the list of results click on the Donor vessel name to select it o ifth
16. add a new line in this table if the inspector has observed an offloading that wasn t mentioned in the AREP click on the Add Evaluation of offloaded catch button and follow the process detailed in the AREP section 8 3 1 5 above 9 2 9 Catch retained on board This is exactly the same process as that applied to Evaluation of catch to be offloaded above see also the relevant section 8 3 1 5 above in the AREP process Catch retained on Board Record the catch retained on board after the offloading operation s Detail must include Species Product form catch area and quantity declared by the master and quantity retained on board As verified by the inspectors Catch Quantity Quantity Species Product Form Objection Comments Area s Declared Retained bj PP Whole rounded Not Zone A 3 300 500 y The value declared was way less than the value actually G processed retained Add catch Figure 92 The PIR form the Catch retained on board section showing declared vs verified quantities Reminder These two steps are really important as they allow to closely compare and validate the quantities of each species product that were declared vs what was actually landed or transhipped The difference between each pair of declared verified quantities will be used when generating the VAIR report on the vessel for its next AREP any difference in excess of 20 between declared and verified quantities will trigger a Serious misre
17. authorisations above see also the relevant section 8 3 1 3 above in the AREP process 9 2 7 Transhipment information Transhipment information This section of the form should be filled when the vessel requesting entry into port took on board catches from donor vessel s or transhipped catches to a receiving vessel Carrier vessel at sea Date Port Sea Location Receive Offioad V9 Fiag idnumber Spedes Productfom C h Quantity S0 Objection Comments Action name area s Src Albacore Port The tuna a Louis R Tuna e pcs 45678 Yellowfin ioscan 650 AREP none A 05 20 Islands Not processed MU Queen tuna Bigeye tuna Head off Gilled 2015 05 23S The Big NRN a pela kanuna FI eyrnpaase7e9 Black martin ee 300 AREP none G Add transhipped species product Figure 88 The PIR form the Transhipment information section with data filled in This is exactly the same process as that applied to Relevant Fishing and Transhipment authorisations above see also the relevant section 8 3 1 4 above in the AREP process 9 2 8 Evaluation of catch to be offloaded This section allows the inspector to check the quantities to be offloaded that were declared in the AREP versus those that he personally verified during the inspection process Evaluation of catch to be offloaded Record the quantity kg of catch by species declared to be offloaded and the catch offloaded For offloading into a container use the field transhipment Detail mus
18. created in the previous session will have been saved and you don t have to recreate it simply start the process again and search for the vessel 6 Vessel photographs Photographs of a vessel can be a useful tool for identification purposes especially during Monitoring Control and Surveillance MCS operations The IOTC e PSM application allows you to add photographs to a vessel which will appear in its Vessel Files Vessel photographs Photo Description Photographer Name Photo upload time Tag Action The Olivier s Pride at night Lei Kah 2015 06 04 Photograph of vessel Starboard Side Stern DG Add photo Figure 24 The Vessel Photographs section of the Vessel File You can e Adda photo click the Add photo button to open the Add photo dialog Add photo Photograph Choisir le fichier MaIMG_7514 JPG elect the photograph on your computer or camera Description The vessel in Victoria Port Seychelles Photographer Name Olivier ROUX of vessel Starboard Side Stern elect the type of the photograph Eg Photograph of vessel whole Close Add photo Figure 25 The Vessel Photographs Add photo dialog o Photograph click the Select file button and in the pop up file explorer select the relevant photo file JPEG or PNG and click the Select button terms may vary depending on your operating system language and web browser Note please make sure that the fil
19. creation form Evaluation of catch to be offloaded Species Albacore Select a species from the list Eg Albacore ES Product form Whole rounded Not processed Select a product form in the list Eg Head on Gilled amp Gutted Tail on Catch area s IOTC Quantity on board declared Kg 3500 Y Record the weight in kilograms for each species on board when the vessel entered port Eg 3000 Quantity to be landed Kg 2000 Y Record the weight in kilograms for each species declared to be landed Eg 1000 Quantity to be Transhiped Kg 1500 A Record the weight in kilograms for each species declared to be transhipped Eg 1100 Figure 50 The Evaluation of catches to be offloaded form filled with information e Species select the species that will be landed and or transhipped Note you must create a Evaluation of offloaded catch line for each offloaded product species e Product select product form of the species that will be landed and or transhipped Note you must create a Evaluation of offloaded catch line for each offloaded product species e Catch area s select the catch area s in which the offloaded species products where captured e Quantity on board declared indicate the weight in kilograms of the species product on board e Quantity to be landed indicate the weight in kilograms of the species product that will be landed e Quantity to be transhipped indicate
20. denied until completion of port inspection and written clearance received by competent authority e Port entry denied NOTIFICATION TO FISHING VESSEL NFV Olivier s Pride IRCS XXYY Type of vessel Longliners Pole and Line IMO id 1234567 vessels Types of gear Drifting longline Pole and lines Length 55 0 Beam 13 0 Draft 6 0 Estimated date and time of arrival Port of call Arep received Thu 04 June 2015 10 00 UTC Archipelagic Fishing Port Palabuhanratu West Java Sun 14 June 2015 Purposes of call Landing Refueling Resupplying Transhipment 1 2 3 COMPLETION PREVIEW SUBMISSION Complete the notification to fishing vessel NFV Port State shall decide whether to authorise or deny the entry of the vessel into its port and shall communicate this decision to the vessel or to its representative Resolution 10 11 paragraph 7 Complete this form to notify the vessel and its representative of your decision Tick the appropriate box Port entry authorised Port entry authorised use of port facilities denied until completion of port inspection and written clearance received by competent authority Port entry denied Next step Figure 72 The NFV form indicating that port entry has been granted 8 5 2 Previewing the NFV In this section you will be able to preview the content of the NFV attach any additional document as necessary select additional contacts to which you want a co
21. designated see the Designated Ports section on the IOTC e PSM website http epsm iotc org It is mandatory to submit an AREP within the time period specified by the port State Consult the advance period of notice of the port you wish to call see the Designated Ports section on the IOTC e PSM website http epsm iotc org There are two ways to fill an AREP form 1 The new way the vessel s representative goes to the e PSM section of the IOTC website http epsm iotc org and starts filling an electronic version of the AREP In this case you will directly receive the AREP in your PAD 2 The old way the vessel s representative fills in the paper form as specified in annex 1 of the Resolution 10 11 and transmits it to the relevant PSCA which will have to enter the AREP in the system This is the process that is described below e Connect to your PAD see Section 4 The Port Activity Dashboard e The newly submitted AREPs will be listed in the PAD s List of e PSM files highlighted in red you should consult that AREP and take a decision on it o request additional information by creating a RAI AREP form see Section 8 4 Sending a RAI AREP and receiving a response or send a notification to the fishing vessel about granting or denying entry to port see Section 0 o Sending a Notification to a Fishing Vessel Once you have selected or created the Vessel File for which you want to create an AR
22. e PSM file if an advance request to enter port has not been submitted Figure 5 The Port Activity Dashboard Port switcher The PAD for that port will be immediately loaded On your PAD you can Create a new e PSM file AREP PIR etc Browse the list of current open Vessel Files Search for current open Vessel Files Search for archived closed Vessel Files Access open or archived Vessel Files Page 11 of 105 By default your PAD shows a list of all the current open Vessel Files Click on an E PSM file number to open the vessel file dashboard FVD E PSM file number Status Entry Vessel flag Vessel name IRCS Type of vessel Arc2_34 SOUTH_AUS_201506152_1 OPEN AUS 34 SOUTH Longliners ae oe AREP Arc2_Olivier s Pride_FRA_201506153 5 OPEN 2015 06 04 10 00 00 0 FRA Olivier s Pride XXYY Longliners Pole and Line vessels 02 06 15 15 46 AREP Arc2_TREVIGNON_FRA_201506153_4 OPEN 2015 06 02 08 05 00 0 FRA TREVIGNON FMJQ Purse seiners 02 06 15 08 28 Arc2_TREVIGNON_FRA_201506152_2 OPEN 2015 06 01 05 51 00 0 FRA TREVIGNON FMJQ Purse seiners shal 15 19 47 Arc2_ALICE_FRA_201506152_3 OPEN 2015 06 01 07 03 00 0 FRA ALICE FGG4464 Longliners oe 19 19 Figure 6 The list of open Vessel Files A Vessel File is open until it has been archived by the PSCA it means the file is still active and that new information will might be added to it When the file is deemed closed usually after the vessel has left port and all forms a
23. eliminate illegal unreported and unregulated fishing Figure 2 The IOTC e PSM home page On the Login page enter your user name and password then click Sign in Login page Please sign in with the login and password provided Sign in Email address Enter login Password Enter password Figure 3 The IOTC e PSM login form User Manual for the Port State Competent Authority You will then be presented with the PAD for your port PORT ACTIVITY DASHBOARD Archipelagic Fishing Port Palabuhanratu West Java In the Port Activity Dashboard for port State PAD PS you can view and access e PSM files of foreign vessels calling at your designated port s and e PSM files that have been shared with you An e PSM file is generally created when a vessel submit an advance request to enter port AREP A port State can create an e PSM file if an advance request to enter port has not been submitted Create a new ePSM file Search e PSM Files You can search an e PSM file by using the search engine below You can query the E PSM files database by entering any keywords IOTC number vessel name National Registration Number NRN International Radio Call Sign IRCS International Maritime Organisation IMO number gear by type of vessel by flag and by date From To You can narrow your search by selecting Active file only only the e PSM files active will be displayed Li Bt lt Click on an E PSM file number to open the v
24. entering the name of the owner operator master fishing master agent or beneficial owner oo e Show 10 B entries Type of contact Name Nationality Owner Abdol Afrousheh Iran Islamic Republic of Operator Abdol Afrousheh Iran Islamic Republic of Owner Abdol Amir Hayavi Iran Islamic Republic of Operator Abdol Amir Hayavi Iran Islamic Republic of Owner Abdol Badare Iran Islamic Republic of Operator Abdol Badare Iran Islamic Republic of Operator Abdol Chashi Iran Islamic Republic of Owner Abdol Chashi Iran Islamic Republic of Owner Abdol Tavakoli Iran Islamic Republic of Operator Abdol Tavakoli Iran Islamic Republic of Showing 1 to 10 of 250 entries Create contact Close Add contact Figure 21 The Vessel Contacts search tool e Ifthe contact you want is listed in the results select it and click the Add contact button You will be returned to the Vessel Contacts screen which will show the newly added contact in the list of Vessel Contacts Vessel contacts Type of contact Name Phone Mobile Fax Email Current contacts Action Operator BAZILE ROBERTO MARIE 2 Ke Operator DI FORTI OLIVIER E Gx Add contact Figure 22 The Vessel Contacts screen showing contacts assigned to a vessel Note you can remove a contact from this list by clicking on the small blue 9 in the Action column This will only remove the contact from that particular Vessel Contacts but the contact will still be in the
25. file to attach the fishing authorisation then select the file on your computer ick if you are providing information on the flag State ATF or a Coastal State Fishing License Relevant transhipment authorization s Identifier Enter in free text the numeric or alpha numeric identification number of the transhipment authorisation Example Japan ATF number T1599 Seychelles SC201114 Issued by Enter the name of the relevant authority agency government department of the flag State or the coastal State issuing the authorisation to tranship Select the authority from the list Example AUS Australian Fisheries Management Authority Valid From Record the date the authorisation to tranship is starting Select the date from the calendar Valid To Record the date the authorisation to tranship will expire Select the date from the calendar Attachment Click on the button Choose file to attach the transhipment authorisation then select the file on your computer Transhipment information Date Record the date of transhipment Select the date from the calendar Format DD MM YYYY Example 21 10 2012 Record if the transhipment in port or at sea Tick the appropriate box Location of Record the location of the transhipment operation transhipment Latitude Longitude or name of the port Format Position Latitude DD MM N or S Longitude DDD MM E or W or name of the port Example Position 05 45 S 067 15 E
26. instrument s Apparent infringement s noted including reference to relevant legal instrument s Action taken Describe and record all actions taken as a follow up to the inspection e g catch apprehension gear retention legal prosecution fine imposed Date and signature Date and signature of the fisheries inspector s Tick Yes or No depending on whether the inspector s signed the inspection report Describe and record violation s found as perceived by the inspector s Clear mention of the relevant legal instrument Date and signature of the Tick Yes or No depending on whether the master signed the inspection report captain Provide the master of the vessel with the report containing the result of the inspection including possible measures that could be taken to be signed by the inspector and the master The master s signature on the report shall serve only as acknowledgment of the receipt of a copy of the report The master shall be given the opportunity to add any comments or objection to the report and as appropriate to contact the relevant authorities of the flag State in particular where the master has serious difficulties in understanding the content of the report A copy of the report shall be provided to the master Instructions You can attach any relevant file s document s collected during the inspection 1 Click on the button Add 2 Click on Choose file and select the document in your compu
27. of the AREP Evaluation of catch to be offloaded Quantity Quantity to be landed Quantity to be Tranship Quantity Landed verified Quantity Tranship ped verified Delta tranship Product form Catch area s Kg ed Kg kg kg ped Objection Whole rounded Not Albacore processed 3 500 2 000 1 500 2 000 Whole rounded Not Yellowfin tuna processed 1 400 1 300 0 1 000 Whole rounded Not processed 800 0 700 0 Skipjack tuna Catch retained on Board EFR Catch Area s Quantity Declared Quantity Retained Delta Retained Objection Whole rounded Not processed some yellowfin kept on board Yellowfin tuna Indonesia IOTC Figure 101 The PIR PDF document showing the differences between catch quantities declared in the AREP and those verified by the inspector If you the Competent Authority of the port in which the vessel intends to call require additional information following a PIR that was submitted you can send a Request for Additional Information following a PIR RAI PIR to the Vessel representative or to other parties The list of additional information that the PSCA might request includes e Flag State Authorisation to Fish e Flag State Authorisation to Tranship e Fishing logbook e Vessel Certificate of National Registration e OTC Transhipment declaration e VMS track e Other information do
28. of the fishing authorisation Example Japan ATF number T1599 Seychelles SC2011 14 Issued by Enter the name of the relevant authority agency government department of the flag State or the coastal State issuing the fishing authorisation Select the authority from the list Example AUS Australian Fisheries Management Authority Valid From Record the date the fishing authorisation is starting Select the date from the calendar Valid To Record the date the fishing authorisation will expire select the date from the calendar Fishing area s Record the fishing area s authorised as mentioned in the fishing authorisation Select the fishing area s from the list Authorisation to fish ATF give permission to the vessel to operate in area s beyond national jurisdiction and or high seas select the fishing area s from the list Example Indian Ocean High Sea Coastal State Fishing License give permission for the vessel to operate within the waters of a coastal State EEZ fishing zone select the fishing area country name from the list Example Madagascar Species Record the fish species authorised to catch as mentioned in the fishing authorisation Select the species from the list Example Tuna and tuna like species Gear s Record the gear s the vessel is authorised to operate with as mentioned in the fishing authorisation Select the gear s from the list Example Drifting longline Attachment Click on the button Choose
29. of vessels Fishing vessel or any vessel involved in fishing related activities and implement the relevant paragraphs of the IOTC Resolution 10 11 on Port State Measures Definitions Vessel Representatives Master or captain It is the person who is in ultimate command of the vessel The master is responsible for the safe and efficient operation of the vessel including fishing operations navigation crew management and ensuring that the vessel complies with local and international laws as well as company and flag state policies Fishing master or fishing captain On some vessels there is a fishing master who is responsible for the fishing operations of the vessel This person is not the person legally responsible for the activities of the vessel although they may give the appearance of being in command Owner The owner is the natural or legal person registered as owning the vessel This may be different to the beneficial owner who directs the activities of the vessel Beneficial owner The beneficial owner directs the activities of the vessel Operator The operator is a person s or company ies responsible for the complete operation of the vessel including the crew and all the administration and management of the fishing operation Agent The agent is the person s or company ies that provides support to the vessel The role of the agent is not defined and the services provided will vary with circumstances The services may i
30. or any other e PSM user EPSM Application epsm iotc org Figure 75 A Notification to a Fishing Vessel email You will then be presented with a screen summarizing the NFV submission from there you can click the go Back to your Dashboard link The NFV will also appear in the Vessel File and in the PAD Forms Form Creation date Update date Action Advanced Request for Entry in Port AREP Sun 14 06 15 09 21 UTC Sun 14 06 15 09 21 UTC Request for Additional Information following A Request to Enter Port RAI AREP Sun 14 06 15 09 43 UTC Sun 14 06 15 09 43 UTC OA Request for Additional Information following A Request to Enter Port RAI AREP Sun 14 06 15 10 02 UTC Sun 14 06 15 10 02 UTC OA Notification to Fishing Vessel NFV Sun 14 06 15 10 13 UTC Sun 14 06 15 10 13 UTC Select a form to create Port Inspection Report PIR Figure 76 The Vessel File Dashboard showing a Notification to a Fishing Vessel 9 The Port Inspection process Depending on the national procedures and policies the PSCA can require that the vessel be inspected after arriving in port This will happen following an NFV denying use of port facilities until completion of a port inspection and clearance by the competent authority but can also happen after an NFV authorising entry in port without conditions The Port inspection is carried out by an inspection team composed of authorised officers from the competent authority During the inspection proces
31. send them by email a copy of this form A copy of this form will automatically be emailed to the Vessel contacts and to the Port State contacts not isted here Flag State CROSS Etel Centre national de Surveillance des P che cnsp rance devek x Enter the name of the netitution and Erter the ema address of the recipiat Erter the emal address of the the name af the parson recipient Submit Figure 73 The NFV preview screen 8 5 2 1 Form preview This section shows you an exact preview of the NFV PDF document that will be emailed to the relevant contacts If you want you can open the document in your PDF viewer Please make sure that the information in this document are correct and accurate before submitting the NFV 8 5 2 2 Attachments You can attach any digital file in support to the NFV submission For each attachment you add please indicate the title description of the document and choose the type of document e g VMS track Letter from the competent authorities Crew List Please pay attention to the size of the documents you submit and avoid files more than a couple Megabytes Tip What documents can be attached to an NFV When you complete a Notification to a Fishing Vessel NFV you can attach for example an official letter Letter from the Competent Authority of the port State 8 5 2 3 Additional Recipients By default the NFV is automatically sent by email to e the recipient that was indicat
32. the Vessel File The Vessel File FV or e PSM vessel file is created as soon as a form is completed generally an AREP and submitted in the e PSM application There are two entry points to create a Vessel File but the core process remains the same e From the IOTC website suitable for vessel representatives e From the e PSM application s Port Activity Dashboard suitable for port State users that may have received a paper version of an AREP e g by fax The Vessel File acts as a data folder or a vessel activity folder It is made of the different data and information submitted in each forms and the forms themselves A complete overview of the Vessel File content and attached forms is accessible from the Vessel File Dashboard To access your PAD go to the IOTC e PSM website http epsm iotc org then click on the Login to PAD link i iotc ctol ie stele eeee me e PSM Library S ata QUICK LINKS E PSM APPLICATION Discovering e PSM Create an AREP Indian Ocean Tuna Commission ePSM application Welcome in the e PSM Application Made of three independent modules the e PSM application has been Login to PAD designed and developed to facilitate and assist the Contracting Parties and Cooperating non Contracting Parties Contact Support CPCs of the IOTC to implement the IOTC Resolutions related to Port State Measures PSM IOTC website e Resolution 10 11 On port state measures to prevent deter and
33. the Vessel Representative who is the Vessel Contact that is defined as the Sender of the advance request to enter port see 8 3 2 4 below e the Competent Authority of the Port State If you wish so you can add additional recipients to which the AREP will be sent by email e by default the Flag States contacts are listed here but you can remove some or all of them if you think they are not relevant e to add other additional recipients simply click on the Add a recipient button select the type of recipient e g Customs Flags State Port Authority enter the name of the recipient e g Institution name person name then enter a valid email address for the recipient e toremove a recipient click on the Delete icon in the Action column Additional Recipients Complete the following additional recipients table to automatically send them by email a copy of this form A copy of this form will automatically be emailed to the Vessel contacts and to the Port State contacts not listed here Email address of the T reci t N the t Acti ype of recipien ame of the recipien plent on Customs Authority Archipelagic Fishing Port Palabuhanratu West Java epsmdev gmail cor x Flag State CROSS Etel Centre national de Surveillance des P che cnsp france develc x EE EN E EE T Enter the name of the institution and Enter the email address of the recipient Enter the email address of the Select a type of recipie
34. the fishing authorisation then select the file on your computer he source of the information advance request of entry in port AREP OBJ Record if you object to the fishing authorisation submitted Comments Record any comment you may have on the offloading operation Relevant transhioment authorization s Instruction Record the details for each authorisation to tranship fish information on any transhipment authorisation issued by your flag State and information on any transhipment authorisation s issued by a Coastal State s if the transhipment s has occurred in the waters of a Coastal State corresponding to the fish that the vessel has on board which includes identifier of each authorisation to tranship details of the issuing authority and the validity of the authorisation to tranship Click on the button Add it will open a window to record the information Then complete the fields by following the instructions presented below 72 Identifier Enter in free text the numeric or alpha numeric identification number of the transhipment authorisation Example Japan ATF number T1599 Seychelles C201114 Enter the name of the relevant authority agency government department of the flag State or the coastal State issuing the authorisation to tranship Select the authority from the list Example AUS Australian Fisheries Management Authority ecord the date the authorisation to tranship is starting Selec
35. the following additional recipients table to automatically send them by email a copy of this form A copy of this form will automatically be emailed to the Vessel contacts and to the Port State contacts not listed here Email address of the Type of recipient Name of the recipient recighent Action Customs Authority Directorate Fisheries Resources Management sdi djpt gmail com x Flag State CROSS Etel Centre national de Surveillance des P ches cnsp france develc x Enter the name of the institution and Enter the email address of the recipient Enter the email address of the the name of the person Add a recipient Figure 60 The RAI AREP preview screen 8 4 2 1 Form preview This section shows you an exact preview of the RAI AREP PDF document that will be emailed to the relevant contacts If you want you can open the document in your PDF viewer Please make sure that the information in this document are correct and accurate before submitting the RAI AREP 8 4 2 2 Attachments Here you can attach any digital file in support to the RAI AREP submission For each attachment you add please indicate the title description of the document and choose the type of document e g Letter from the competent authorities Please pay attention to the size of the documents you submit and avoid files more than a couple Megabytes Tip what documents can be attached to a RAI AREP When you complete a Request of Additional Informati
36. the referential on designated port and competent authority in the module 2 Example Australian Fisheries Management Authority Name of principal Record the name of the inspector if alone or the inspector leading senior the inspection team Select the name inspector of the principal inspector from the list You can consult the referential inspectors in the module 2 Example John Davis National identification number of the principal Record the national identification number of the principal inspector This number is automatically pre fillet by inspector the application You can consult the referential inspector in the module 2 Principal inspector email Record the email of the principal inspector The email is automatically pre fillet by the application You can consult the referential inspector in the module 2 Inspection report number This number is automatically generated by the application Format serial number of the report PIR_ UNLOCODE VesselName VesselFlag Date of commencement of inspection Example PIR_AUABP_BERNICA_FRANCE_20150522 Port of inspection Select from the list the port where the inspection takes place Example Cape Town Record the date and time the inspection procedure started Select the date and time from the calendar inspection Format Date Time YYYY MM DD HH MM Example 2012 11 25 23 00 Completion of inspection Record the date and time the inspection procedure ended Select the date and tim
37. the vessel s documentation on board to find the exact name and type of the vessel national certificate of registration and flag State authorisation to fish ATF Identification numbers identification Numbers IOTC identification number IOTC International Radio Call Sign Port of registration Maritime mobile service identity number External identification Number Certificate of registry identification number or national registration number IMO identification number IMO Figure 16 Creating a vessel Identification numbers e IOTC identification number you cannot enter a value here as only IOTC can assign an IOTC number to a vessel Note that if the vessel does have an IOTC number and is not listed in the e PSM database i e it wasn t found when searching for it you will have to contact the Flag State to solve the issue e International Radio Call Sign enter the vessel s International Radio Call Sign IRCS assigned by the national licensing authority of the Flag country of the vessel e Port of registration to select the port of registration of the vessel start typing its name and the system will display a list of matching ports then simply click on the relevant port in the list Port of registration galetbn US USZGQ LN i J Galeton US USZGQ Pertigalete VE VEPRG Port de Pointe des Galets RE REPDG Portugalete ES ESPOR Figure 17 Creating a vessel port of registration e
38. then this list will show only the owner and operator contacts Name and address that have been pre loaded using the information provided by the flag State to register the vessel with IOTC In this case you will have to complete the information and provide the nationality telephone fax email of owner and operator It is important to enter most of the vessel contacts the first time an AREP is processed through the e PSM application they are kept in the e PSM database so that the next time a Vessel File is created for that vessel there is no need to enter them again only update of those contacts if the details of the contacts have changed It is crucial to provide the contact of the master the owner and the agent to facilitate communication through the e PSM application and to be able to identify them to establish who is legally responsible for the activities of the vessel 5 1 1 1 Adding contacts to a vessel To add a new contact for the vessel click on the Add contact button at the bottom of the list of current contacts You will be presented with the Vessel Contacts search tool e Start by searching whether the relevant contact is already in the e PSM directory to do that simply type part of the contact s name in the field and click the Search button The system will display a list of contacts matching your search Vessel contacts Please use the following table to identify your vessel contact You can query by
39. to record the information Then complete the fields by following the instructions presented below Enter in free text the numeric or alpha numeric identification number of the fishing authorisation Example Japan ATF number T1599 Seychelles SC2011 14 Enter the name of the relevant authority agency government department of the flag State or the coastal State issuing the fishing authorisation Select the authority from the list Example AUS Australian Fisheries Management Authority Fishing area s Record the fishing area s authorised as mentioned in the fishing authorisation Select the fishing area s from the list Authorisation to fish ATF give permission for the vessel to operate in area s beyond national jurisdiction and or high seas select the fishing area s from the list Example Indian Ocean High Sea Coastal State Fishing License give permission for the vessel to operate within the waters of a coastal State EEZ fishing zone select the fishing area country name from the list Example Madagascar Species Record the fish species the vessel is authorised to catch as mentioned in the fishing authorisation Select the species from the list Example Tuna and tuna like species Gear s Record the gear s the vessel is authorised to operate with as mentioned in the fishing authorisation Select the gear s from the list Example Drifting longline Attachment Click on the button Choose file to attach
40. use the Search e PSM Files form Search e PSM Files You can search an e PSM file by using the search engine below You can query the E PSM files database by entering any keywords IOTC number vessel name National Registration Number NRN International Radio Call Sign IRCS International Maritime Organisation IMO number gear by type of vessel by flag and by date From To You can narrow your search by selecting Active file only only the e PSM files active will be displayed Figure 7 The Search e PSM Files form You can search using the following criteria e Keyword enter all or part of an IOTC number vessel name National Registration Number NRN International Radio Call Sign IRCS International Maritime Organisation IMO number or gear From to select a date range within which you want to search for vessel files Type of vessel select a type of vessel Vessel flag select the flag of the vessel you want to find Active files only selected by default it restricts the search for open active files If you want to search for archived files deselect this box When you have selected your search criteria click the Submit button to display the list of matching Vessel Files Type of vessel et Vessel flag ee v Active files only Submit Click on an E PSM file number to open the vessel file dashboard FVD E PSM file number Status Vessel flag Vessel name Type of vessel
41. vessel transmit the Transhipment Declaration to the PSCA and in both cases a Transhipment Declaration as a Receiver Vessel TRX TDR will be filled by the PSCA in the e PSM application including the details about the transhipment operations donor vessel species products transhipped etc This monitoring is usually part of the Port Inspection process and each a TRX TDR should follow the corresponding PIR To start the TRX TD process open the relevant Vessel File and click on the Form creation menu select Transhipment Declaration as a Receiver Vessel and click the Create button Forms Creation date Advanced Request for Entry in Port AREP Sun 14 06 15 09 21 UTC Sun 14 06 15 09 21 UTC Request for Additional Information following A Request to Enter Port RAI AREP Sun 14 06 15 09 43 UTC Sun 14 06 15 09 43 UTC OA Request for Additional Information following A Request to Enter Port RAI AREP Sun 14 06 15 10 02 UTC Sun 14 06 15 10 02 UTC OA Notification to Fishing Vessel NFV Sun 14 06 15 10 13 UTC Sun 14 06 15 10 13 UTC Port Inspection Report PIR Sun 14 06 15 10 57 UTC Sun 14 06 15 10 57 UTC Request for Additional Information following a Port Inspection Report RAI PIR Sun 14 06 15 11 08 UTC Sun 14 06 15 11 08 UTC OA Offloading Declaration OLT Sun 14 06 15 12 39 UTC Sun 14 06 15 12 39 UTC Select a form to create Transhipment Declaration as a receiver TRX TD R Figure 119 Selecting the TRX TDR in the Form
42. 0 Beam 13 0 Draft 6 0 Estimated date and time of arrival Port of call Arep received Thu 04 June 2015 10 00 UTC Archipelagic Fishing Port Palabuhanratu West Java Sun 14 June 2015 aod a so eJ sWH_aN fs SEARCH IDENTIFICATION CONTACTS AUTHORISATIONS amp PREVIEW SUBMISSION CATCHES AREP submission An advance request to enter port has been submitted via the IOTC e PSM Application You can find the details of the submission below You can download the AREP form at this link Download the AREP AREP Main Details Intended Port of Call Archipelagic Fishing Port Palabuhanratu West Java Vessel Name Olivier s Pride Landing Refuelin Purpose s ape e Transhipment ETA 2015 06 04 10 00 UTC Date Submitted 2015 06 14 09 21 UTC Figure 56 AREP submission summary e You are presented with a short summary of the AREP submission and a link to download the final copy of the AREP e An email with the same information will promptly be sent to the various contacts which also gives the recipients a link to check the AREP Vessel File status e The AREP will be notified to the relevant Port State Competent Authority and to the various Additional recipients you might have added e The AREP will appear in your PAD and you will then be able to act on it request a RAI AREP send an NFV enter a PIR etc Reminder Thirty days after an AREP has been submitted a PDF copy of the AREP excluding the transhipment and catch
43. 1506153_ 4 OPEN 2015 06 02 08 05 00 0 FRA TREVIGNON FMJQ Purse seiners lp A 02 06 15 08 28 Arc2_TREVIGNON_FRA_201506152_2 OPEN 2015 06 01 05 51 00 0 FRA TREVIGNON FMJQ Purse seiners dea v 01 06 15 19 47 PIR Arc2_ALICE_FRA_201506152_3 OPEN 2015 06 01 07 03 00 0 FRA ALICE FGG4464 Longli rc2_ALIC 506 ongliners 01 06 15 19 19 J Figure 27 The PAD list of vessel files showing the VAIR column 2 VAIR SUMMARY the Vessel File shows a list of VAIR warnings in the form of a VAIR flag followed by a VAIR status text This display shows Level 1 and Level 2 warnings Only criteria from levels 1 and 2 which produce a warning will be displayed No problem criteria will not be displayed Vessel Activity Intelligence Report VAIR A Flag State Authorization to Fish NO A Vessel Identifiers Mismatch YES See the complete report Figure 28 The VAIR Summary section of a Vessel File 3 VAIR Complete Report The VAIR complete report is generated as a PDF document only reached by clicking the See the Complete report link in the VAIR summary section The VAIR complete report shows Level 1 and Level 2 warnings as well as Level 3 information All criteria will be displayed on the VAIR Complete Report whether they reveal an issue or not Reminder The VAIR does not indicate whether a vessel is currently infringing any regulation or IOTC Resolution though it will indicate so if the vessel is on an RFMO IUU list and is thus an IU
44. 18 Creating a vessel Dimensions Enter the relevant dimensions of the vessel in meters Vessel dimensions are standard information required to enter most ports for berthing and the vessel must provide its length overall beam and draft as stated on its national registration document e Length overall enter the length overall of the vessel e Beam enter the beam of the vessel e Draft enter the draft of the vessel Tip Where to find the dimensions of the vessel If an AREP has been submitted manually use the information provided If no AREP has been submitted verify the vessel s documentations on board to find the dimensions national certificate of registration ship radio station license and safety documents Reminder The LOA Length Overall is the total length of vessel from aft to fore The beam of a vessel is its width at the widest point as measured at the vessel s nominal waterline other term is breadth The draft of a vessel s hull is the vertical distance between the waterline and the bottom of the hull with the thickness of the hull included other term is draught VMS VMS VMS onboard the vessel D Yes national Yes RFMO s D No Liim pms ie wen ob 7 5 AAA feo oe k mr thes u mon T umbe ph m R a on le ey Record if the vessel has a Vivio Mieg on board ihe vessel fick the appropriate Pury VMS type Argos Inmarsat Inmarsat C Inmarsat DD Iridium No VMS _ Orbcomm Qu
45. 6 15 09 21 UTC Sun 14 06 15 09 21 UTC Request for Additional Information following A Request to Enter Port RAI AREP Sun 14 06 15 09 43 UTC Sun 14 06 15 09 43 UTC OA Request for Additional Information following A Request to Enter Port RAI AREP Sun 14 06 15 10 02 UTC Sun 14 06 15 10 02 UTC OA Notification to Fishing Vessel NFV Sun 14 06 15 10 13 UTC Sun 14 06 15 10 13 UTC Port Inspection Report PIR Sun 14 06 15 10 57 UTC Sun 14 06 15 10 57 UTC Request for Additional Information following a Port Inspection Report RAI PIR Sun 14 06 15 11 09 UTC Sun 14 06 15 11 09 UTC Figure 109 The VFD showing a Vessel File at the RAI PIR stage 9 5 3 Receiving responses to a RAI PIR When the RAI PIR recipient receives the RAI PIR she can upload the required documents through the IOTC e PSM application At the end of the process the recipients will be notified by email that new documents have been uploaded and they can go to their PAD and open the relevant Vessel File To view the documents that were sent by the RAI PIR recipient click on the Attachment icon in the Action column for the relevant Vessel File and you will see the list of documents that were requested Note this process is similar to that of the RAI AREP so it will not be detailed here If you want details on the process please consult section 8 4 3 Receiving responses to a RAI AREP above As mentioned in the process summary when the port State decides n
46. 7 Mobile 0064020190789856 Fax 006494370987 inf Email olivier master mail com he Owner Olivier Owner France EU Phone 0033479890976 Mobile 0033675123215 Fax 0033479890976 Email olivier owner mail com Certheateofregistyig a rzesor po etermatig ores Yes RFMO s VMS type Attachments You can attach any relevant document to your request PDF DOC etc File to attach Name of the file Tag of the file Action Choisissez un fichier Aucun fichier choisi Letter from the Competent Authority of the port State x Click on Choose Browse file and select the document Give a name to the file Allocate a tag to the file select a type of document in the list Attach a new document Additional Recipients Complete the following additional recipients table to automatically send them by email a copy of this form A copy of this form will automatically be emailed to the Vessel contacts and to the Port State contacts not listed here Email address of the Type of recipient Name of the recipient recipient Action Customs Authority 7 Archipelagic Fishing Port Palabuhanratu West Java epsmdev gmail cor x Customs Authority 7 user epsmdev gmail cor x Flag State CROSS Etel Centre national de Surveillance des P ches cnsp france develc x ae Enter the name of the institution and Enter the email address of the recipient Enter the email address of the Select a type of recipient in the fist the name of the person recipient
47. AREP Sun 14 06 15 09 21 UTC Sun 14 06 15 09 21 UTC equest for Additional Information following A Request to Enter Port RAI AREP Sun 14 06 15 09 43 UTC Sun 14 06 15 09 43 UTC Figure 67 The VFD showing a Vessel File at the RAI AREP stage 8 4 3 Receiving responses to a RAI AREP When the RAI AREP recipient receives the RAI AREP she can upload the required documents through the IOTC e PSM application At the end of the process the recipients will be notified by email that new documents have been uploaded and they can go to their PAD and open the relevant Vessel File To view the documents that were sent by the RAI AREP recipient click on the Attachments icon A in the Action column for the relevant Vessel File and you will see the list of documents that were requested Olivier s Pride _ Type of vessel Longliners Pole and Line vessels France EU Types of gear Drifting longline Pole and lines Length 55 0 Beam 13 0 Draft 6 0 Estimated date and time of arrival Port of call Arep received Thu 04 June 2015 10 00 UTC Archipelagic Fishing Port Palabuhanratu West Java Sun 14 June 2015 Requested documents Type of document Requester comments Response date Response comments Transhipment Declaration 2015 06 14 09 51 22 0 Transhipment declaration Fishing logbook 2015 01 05 gt 2015 06 01 2015 06 14 09 52 22 0 logbook as requested Vessel Certificate of National Registration 2015 06 14 09 52 33 0 Document of Ident
48. Add a recipient Validation Sender of the Advance request to enter port bia Olivier Master Master By clicking submit we declare that The above declaration is true and complete to the best of my knowledge and belief and my vessel have not engaged in or supported any form of iuu activity within the IOTC area All fishing activities undertaken in the IOTC area were fully compliant with the relevant IOTC requirements and resolutions This form will be automatically sent by email to the responsible party in charge of port state measures you can add further recipients using the recipients table on this page Figure 52 The AREP preview screen 8 3 2 1 Form preview This section shows you an exact preview of the AREP PDF document that will be emailed to the relevant contacts If you want you can open the document in your PDF viewer Please make sure that the information in this document are correct and reflect accurately the information in the AREP submitted by the Vessel Representative before submitting the AREP 8 3 2 2 Attachments You can attach any digital file in support to the AREP submission If the AREP has been submitted manually for example by fax you have received an AREP in a paper format with or without documents attached to it In the case where documents were attached to it you must scan those document and attach them to the AREP in this section For each attachment you add please indi
49. Address 0033479890976 a 234 rue du Bac 75000 Paris France 4 Mobile 0033675123215 S Fax 0033479890976 S Close Add contact Figure 23 The Vessel Contact creation form When you have filled all the contact s details click the Add contact button The new contact will be added to the Vessel Contacts list and also to the e PSM directory so you will be able to select it for other vessels if needed 5 1 1 3 Editing an existing contact If you need to change some information about an existing contact simply click on the Edit icon in the Action column for the relevant contact Vessel contacts Type of contact Name Phone Mobile Fax Email Current contacts Action Owner Olivier Owner 0033479890976 0033675123215 0033479890976 olivier owner mail com T x Add contact You will then be presented with the Vessel Contact form see 5 1 1 2 above where you can modify the contact s details When you have finished modifying the contact click the Modify this contact button to return to the list of the vessel s Contacts Tip form timeout If you open a form for example to create a Vessel or a Contact you must do so in a reasonable time If your session is inactive for more than 2 hours the system will disconnect you and you will have to start the process again Note that if you have for example created modified a vessel and are now at the Vessel Contacts stage the vessel you had
50. BOA Buleleng Bali ID IDBUG Chandbali IN INCBL i Gilimanuk Bali ID IDGIL AUU MEGAN MS N a ERALA I E te Figure 33 Selecting the last port of call e Date of last port call to indicate when the vessel last called in port click in this field and select a date and time using the pop up date picker e Purposes select the reasons for the vessel s upcoming port call If you select other please describe the purpose in the field below e Observer on board if the vessel has an observer on board please check this box 8 3 1 2 Relevant Fishing Authorisation s In this section you have to provide details about the fishing authorisations that have been issued to the vessel and which are relevant to the IOTC PSM process Relevant Fishing authorisation s There are two categories of fishing authorisation e Authorisation to Fish ATF issued by the flag State to fish on the high seas within the area of a RFMO e Coastal State Fishing License issued by a coastal States to fish within their waters EEZ or fishing zone Record details for each of the fishing authorisation that corresponds to the areas catch and gear on board with respect to identifier number issuing authority validity fishing areas species and gear s authorised Valid from Valid to Fishing area s Add Relevant Fishing authorisation Figure 34 the Relevant Fishing Authorisation s section To add an authorisation click on the Add Rele
51. EP which has been submitted through other means than the IOTC e PSM application you will be presented with the Vessel File Dashboard which shows details about the Vessel File Tip review the vessel s details Take some time to review the details about the vessel s identifiers photographs and contacts and make additions or corrections as required see sections 4 3 2 1 and 5 above Pay also attention to the vessel s VAIR Status as this could reveal potential issues see section 7 above In the Forms section click on the Form creation menu and select Advanced Request for Entry in Port AREP and click the Create button Select a form to create ppayynymr Request for Entry in Port AREP Request for Additional Information following A Request to Enter Port RAI AREP File Sharing Notification to Fishing Vessel NFV Port Inspection Report PIR You can share an EPS _ ck on Add user EPSM file will appear ir Request for Additional Information following a Port Inspection Report RAI PIR Offloading Declaration OLT Transhipment Declaration as a receiver TRX TD R E 6 Transhipment Declaration as a donor TRX TD D Figure 29 Selecting the AREP in the Form creation menu You will then be presented with the Authorisations amp Catches form 8 3 1 Authorisations amp Catches This is the section where you enter the information relevant to the AREP itself e Details about the call in port e Rele
52. INSPECTION REPORT RAI PIR IRCS XXYY Type of vessel Longiners Pole and Line Olivier s Pride ype IMO id 1234667 Types of gear Pole and fines Drifting longline Length 66 0 Beam 12 0 Orett 60 8 a PREVIEW COMPLETION Request for additional information for PIR RAI PIR Preview lt a gt Request for Additional Information gt following a Port Inspection Report RAI PIR IOTC the fag cf the venue maat pravice the following torn r J t he formation whites the penod of fires the vesssi wil be denec ane cf the pot tor urchng mamenpping seckaging procesurg retesiing rweappiing maimenance and crytocking h accordance wth patagtaan as Additional Recipients Erma accross Type of recipient Name of the recipient Es Ate Action Customs Authority Directorate Fisheries Resources Management sdi dp gmailcom Flag State CROSS Etel Centre national de Surveillance des P che cnsp france develc Figure 104 The RAI PIR preview screen 9 5 2 1 Form preview This section shows you an exact preview of the RAI PIR PDF document that will be emailed to the relevant contacts If you want you can open the document in your PDF viewer Please make sure that the information in this document are correct and accurate before submitting the RAI PIR 9 5 2 2 Attachments You can attach any digital file in support to the RAI PIR submission For each attachment you add please indicate the title d
53. L REPRESENTATIVE AND A SECOND ONE TO THE FLAG STATE OF THE VESSEL REQUEST FOR ADDITIONAL INFORMATION FOLLOWING A REQUEST TO ENTER PORT RAI AREP Olivier s Pride IRCS XXYY Type of vessel Longliners Pole and Line IMO id 1234567 vessels Types of gear Pole and lines Drifting longline Length 55 0 Beam 13 0 Draft 6 0 Estimated date and time of arrival Port of call Arep received Thu 04 June 2015 10 00 UTC Archipelagic Fishing Port Palabuhanratu West Java Sun 14 June 2015 1 2 3 COMPLETION PREVIEW SUBMISSION Complete the request for additional information for AREP RAI AREP Before authorising the vessel to enter your port you can request additional information to the competent authority of the flag State of the vessel or the representative of the vessel to confirm that the fish on board the vessel was taken in accordance with applicable requirements of the IOTC Download AREP PDF Communicating entities By sending this request you will start a communication thread between the port State and the Flag State of the vessel or a vessel representative or a coastal State An email will be sent to both entities whenever a document has been posted or a new document is requested Port state representative Flag State vessel representative coastal State Name Type of recipient Name Email Hermann Fish Vessel Representative Olivier Master olivier master mail com Requested documents Tic
54. MS Advance Request for Entry to Port Contracting Parties and Cooperating non Contracting Parties Flag State Indian Ocean Tuna Commission Notification to a Fishing Vessel Offloading declaration Port Activity Dashboard Port Inspection Report Port State Port State Competent Authority Port State Measures Request for Additional Information Request for Additional Information following an Advance Request for Entry to Port Request for Additional Information following a Port Inspection Report Transhipment declaration as a Donor Vessel Transhipment declaration as a Receiver Vessel Vessel File Vessel File Dashboard Vessel Monitoring System 1 Who is this manual for This manual is for the use of Port State Competent Authorities PSCA of IOTC CPCs in which ports vessels can request entry in the IOTC Area of Competence If you need any help while using the IOTC e PSM application please refer first to this Manual and its Frequently Asked Questions FAQ at the end If you cannot find an answer in this document please contact epsm iotc org Definitions Port State Competent Authorities The Port State Competent Authority is a national authority responsible for Fisheries Port State Measures in accordance with Resolution 10 11 In principle the Port State Competent Authority is designated in national law as an authority with the power to decide whether to grant or deny a vessel access to port to conduct inspection
55. Maritime mobile service identity number enter the Maritime mobile service identity number MMSI of the vessel as issued by the flag State 9 digits e External Identification Number enter one external identification number as displayed on the superstructure or the hull of the vessel Vessel name International Radio Call Sign IMO number National registration number Port of registration fishing licence number External identification numbers may be displayed on the bow and or stern and or on both port and starboard sides of vessel superstructure or hull of the vessel e Certificate of registry identification number or national registration number enter the national registration number NRN of the vessel as issued by the flag State e IMO identification number Enter if available the International Maritime Organisation IMO number Lloyds Register identification number of the vessel 7 digits TIP Where to find the identifiers of the vessel If an AREP has been submitted manually use the information provided If no AREP has been submitted verify the vessel s documentations on board to find the identifiers national certificate of registration Ship radio station license and safety documents Vessel dimensions Dimensions Length overall 29 a Enter the length overall of the vessel Eg 54 5 A am 13 wf Enter the beam of the vessel Eq 12 6 Draft mn h Enter the draft of your vessel Eg 6 5 Figure
56. O1 06 2015 04 48 0000 Date o aval at next port of cal OG O8IZ015 14 48 0008 Attachments You can attach any relevant document to your request PDF DOC etc File to attach Narne of the file Tag of the file Action Attach a new document Additional Recipients Complete the following additional recipients table to automatically send them by email a copy of this form A copy of this fomm will automatically be emailed to the Vessel contacts and to the Port State contacts not listed here Email address of the Type of recipient Name of the recipient acipit Action Other Olivier Master olivier master mail x Fiag State CROSS Ete Centre national de Surveillance des P che cnsp franceGdeveic x RFB RFMO IOTC SECRETARIAT epsm iotc org x Add a recipient Figure 128 The TRX TDR preview screen 10 1 2 1 Form preview This section shows you an exact preview of the TRX TDR PDF document that will be emailed to the relevant contacts If you want you can open the document in your PDF viewer Please make sure that the information in this document are correct and reflect accurately the information in the catch monitoring form filled by the inspector before submitting the TRX TDR 10 1 2 2 Attachments Here you can attach any digital file in support to the TRX TDR submission For each attachment you add please indicate the title description of the document and choose the type of document e g Transhipment declaration Tran
57. Port Cape Town Name of Record the name of the donor receiving vessel donor receiving Example Futagami vessel Flag State Record the flag State of the donor receiving vessel Select a country name from the list Example Japan ID number Record the RFMO number or the IRCS or the NRN or the IMO number of the donor receiving vessel from which fish were received Should the vessel not be registered with IOTC but be registered with another RFMO then record this number Should the vessel not be registered by a RFMO record the International Radio Call Sign IRCS or the National Registration Number NRN or the IMO number For example IOTC No 001635 ICCAT No ATOOOJPNO0091 IRCS JAAL Species Record the species transhipped Select a species in the list Example Yellowfin tuna Product form Record the condition or production state of the species as transhipped from the donor vessel Select a product form in the list For example Head on Gilled amp Gutted Tail on Catch area s Record the relevant geographical area s where the catch was taken by the donor vessel Select catch area s from the list You can select several catch areas from the list Example South Africa Indian Ocean High Sea Quantity kg Record the weight in kilograms for each species transhipped from the donor vessel to the receiving vessel For example 1500 Total catch on board and catch to be offloaded Species Record the species Select a species
58. REP Preview In this step you can preview save and print the form RAI AREP You can attach any relevant document s to your request and add additional recipient s Form preview Verify the information in the below document preview gt Request for Additional Information following A Request to Enter Port RAI AREP iotc ctoi Information on fishing vessel requesting entry in port Archipelagic Fishing Port Palabuhanratu West Arep received Java Port of call state Indonesia nesi Estimated date and time of arrival 04 June 15 10 00 UTC Name of veal Flag France EU IOTC id Pe Request for Additional Information following A Request to Enter Port RAI AREP You are requested to provide the following documents as complementary information of the request to enter the port of Archipelagic Fishing Port Palabuhanratu West Java o Transhipment Declaration Fishing logbook From Jan 5 2015 To Jun 1 2015 vessel Certificate of National Registration N Me et SACC Attachments You can attach any relevant document to your request PDF DOC etc File to attach Name of the file Tag of the file Action Choisissez un fichier Aucun fichier choisi Letter from the Competent Authority of the port State x ose Browse file and select the document Give a name to the file Allocate a tag to the file select a type of document in the list Attach a new document Additional Recipients Complete
59. U Vessel it is a tool to highlight possible issues regarding a vessel which should require attention by the Port State when considering whether or not to grant access to its port to a vessel following an AREP and if access is granted whether or not to conduct a Port Inspection or monitor the vessel s offloading activities Tip using the VAIR When looking at your PAD pay attention to the VAIR column if a Vessel File is showing the VAIR warning icon A then you should immediately open the Vessel File and look at the VAIR Summary which will tell you what the major issues are From the Vessel File you can download the VAIR Complete Report to get the big picture regarding this vessel and decide how to proceed If a Port Inspection takes place it is a good idea to provide a printed copy of the VAIR Complete Report to the Inspectors as a reference during the inspection 8 The AREP process The e PSM application offers Vessel Representatives the possibility to submit an Advance request of entry in port AREP to the Competent Authority of the Port State Sending the AREP is an IOTC mandatory requirement that the Flag States CPCs have agreed to when they adopted Resolution 10 11 in 2010 The advantages of providing an AREP through the e PSM application are multiples e FASTER REQUEST It fastens the vessel s entry into port and the decision making process of the port State e PAPERLESS REQUEST It reduces paper wor
60. a and tuna like species Gear Drifting longline Select the gear s from the list Eg Drifting Longline Attachment Choisissez un fichier Aucun fichier choisi Fil Click on the button Choose file to attach the fishing authorisation then select the file on your computer Objection Yes No Record if you object to the fishing authonsation Comments A copy of the license could not be obtained from the vessel master Record any comment you may have on the fishing authonsation Type gt Authorisation to Fish ATF Costal State Fishing Licence Remove Line Ok Figure 85 The PIR form the Relevant Fishing authorisations section s edit add authorisation dialog In the list of authorisations you will notice that e Authorisations for which an objection has been formulated are clearly labelled as such and show the inspector s comments e The Source column indicates whether an authorisation was submitted as part of the AREP or has been entered after the inspection as part of the PIR Valid Valid Fishing ae Gear Attachment O Objection Comments Type Action identifier issued by Pea a wob Sro A copy of the license could not Albacore tuna Costal State TZA The Deep Sea 2015 2015 Drifting be i TZA8907X Tanzania Yellowfin tuna Bigeye Fishin 4 Fishing Authority 03 03 07 15 98e longline obtained 9 6 tuna Licence from the vessel master FRA Ministre de PAA A Yellowfin tuna B
61. a transhipment information line that you might have added by mistake by clicking the Delete icon in the Action column and you can edit a transhipment information line by clicking on the Edit icon When you have entered all the information about the transhipment click the Next step button 10 1 2 Previewing the TRX TDR In this section you will be able to e preview the content of the TRX TDR e attach any additional document as necessary e select additional contacts to which you want a copy of this TRX TDR sent by email e submit the TRX TDR TRANSHIPMENT DECLARATION TRX TD IRCS XXYY Type of vessel Longliners Pole and Line Olivier s Pride ae Types of gear Drifting longline Pole and ines Length 55 0 Beam 13 0 Draft 6 0 COMPLETION PREVIEW Transhipment declaration TRX TD Preview in this step you can preview save and print the transhipment declaration You can attach any relevant documentis related to the transhipment operation Eg transhipment authorisation transhipment declarations transhipment monitoring forms etc and add additional recipientis validate and submit the transhipment declaration Form preview Verify the information in the below docurnent preview Transhipment Declaration TRX TD Oars Proa a er ee E IOTC iderdifcaton nunta identficaton Number Information on the trip of the Gonnor vessel Oum of ceparture of orewous port waited
62. able catch documentation schemes check Yes if it hasn t check No In the text field below enter any comment by the inspector e Type of gears used select the types of gears that the inspector observed on board the vessel e Gears examined in accordance with paragraph e of annex 2 if the gears have been examined in accordance with paragraph e of annex 2 of Resolution 10 11 check Yes if they haven t check No In the text field below enter any comment by the inspector 9 2 11 Findings by inspector Findings by inspector Findings by inspector Comments by master Figure 94 The PIR form the Findings by inspector section Enter here the findings made by the inspector during the port inspection as well as any comments that the Master of the inspected vessel might have formulated about the inspection or the inspector s findings 9 2 12 Apparent infringements including reference to relevant legal instruments Apparent infringement s noted including reference to relevant legal instrument s Report apparent infrigement s Figure 95 The PIR form the Apparent infringements section If apparent infringements have been identified by the inspector or the PSCA then check the Report infringement box and two text fields will appear Apparent infringement s noted including reference to relevant legal instrument s Report apparent infrigement s Apparent infringement s noted including refe
63. alcomm _ VMS Unspecified type Other Tha tame ok ae aarania IAIAADOATOO Aras tafteace ict ioe type of Vi Exar Oe INVAR SA 0r Aros EU teiracs Iori Inmarsat 322825520 Enter the INMARSAT number of the vessel Eg 322825520 9 digits Figure 19 Creating a vessel VMS Vessel Monitoring System VMS on board the vessel check the radio button to indicate whether the vessel has a National or RFMO VMS on board or does not have a VMS installed on board o VMS type check the box es corresponding to the VMS unit s on board the vessel If you check Other please give a short description of the unit make model and serial number in the field below Inmarsat please indicate an Inmarsat number to allow communication with the vessel Voice or fax services number 9 digits Finalizing the creation of the vessel To create the vessel and proceed to the next step of the creation of the Vessel File simply click the Next Step button at the bottom of the page Tip Action icons In a number of sections listing information you have added contacts catches authorisations etc or details about a Vessel File you can click on the following icons x will remove the entry from the list will delete the vessel photograph from the system will edit the entry will display the relevant web page will trigger the download of the relevant file will open the relevant PDF 2 will display the list of doc
64. and lines Length 55 0 Beam 13 0 Draft 6 0 EPSM File N IDPAL_Olivier s Pride_FRA_201506165_5 Created on 2015 06 14 09 21 44 0 by Olivier Master Vessel photographs Description Photographer Name Photo upload time Tag General view gr goire 2015 06 13 Photograph of vessel Port Side Stern Vessel contacts Type of contact Name Phone Mobile Fax Email Master Olivier Master 006494370987 0064020190789856 006494370987 olivier master mail com Owner Olivier Owner 0033479890976 0033675123215 0033479890976 olivier owner mail com Forms Form Creation date Update date Advanced Request for Entry in Port AREP 2015 06 14 09 21 44 0 2015 06 14 09 21 44 0 fe Request for Additional Information following A Request to Enter Port RAI AREP 2015 06 14 09 43 15 0 2015 06 14 09 43 15 0 Figure 64 The Recipient s Vessel File status page showing that there is a RAI AREP You will then be presented with the Submission screen which presents a Summary of the RAI AREP that has just been sent including a link to download a PDF copy of the RAI AREP REQUEST FOR ADDITIONAL INFORMATION FOLLOWING A REQUEST TO ENTER PORT RAI AREP Olivier s Pride IRCS XXYY Type of vessel Longliners Pole and Line IMO id 1234567 vessels Types of gear Drifting longline Pole and lines Length 55 0 Bearn 13 0 Draft 6 0 Estimated date and time of arrival Port of call Arep received Thu 04 June 2015 10 00 UTC Archipelagic Fish
65. and we will not be liable for any loss of profit contracts business goodwill data income revenue or anticipated savings arising under terms and conditions or in connection with our website whether direct or indirect and whether arising in tort contract or otherwise The accuracy of the information presented is not guaranteed and may be affected by changes in vessels itineraries by missing data by erroneous data entered by vessel s representatives Port State User or any other e PSM user EPSM Application epsm iotc org Figure 105 A RAI PIR notification email the list of documents information requested by the PSCA a link to download a PDF copy of the RAI PIR with details on what additional information is required Request for Additional Information following a Port Inspection Report RAI PIR Information on fishing vessel requesting entry in port Archipelagic Fishing Port Palabuhanratu West Arep received 14 June 2015 09 21 UTC Port of call Java Port of call state Indonesia Estimated date and time of arrival 04 June 15 10 00 UTC Name of the vessel Olivier s Pride Flag France EU IRCS XXYY Certificate of registry identification number or national registration number IOTC identification number Request for additional information You are requested to provide the following documents as complementary information following the inspection of the vessel in the port of Archipe
66. ans the vessel has submitted an AREP is in port or there is a form currently awaiting creation completion etc e E ARCHIVED this means the Vessel File is now inactive usually after the vessel left port and all forms have been properly created answered to VESSEL FILE DASHBOARD Olivier s Pride IRCS XXYY Length 55 0 IOTC id Beam 13 0 IMO id 1234567 Draft 6 0 External id Certificate of registry id Type of vessel Longliners Pole and Line vessels Types of gear Pole and lines Drifting longline EPSM File N Arc2_Olivier s Pride_FRA_201506153_5 y OPEN Created on 2015 06 02 15 46 54 0 by Olivier Master Modify file status Figure 132 The Vessel File Dashboard Status section To change the Vessel File status click on the Modify file status link to open the Status update dialog Status update OPEN ARCHIVED Close Confirm update Figure 133 The Vessel File Dashboard Status update dialog Select the status settings you want for this file and click Confirm update Reminder Once a Vessel File can be considered as Closed usually when the vessel has left the port of call and all relevant documents have been provided e g responses to RAI PIR please remember to update the Vessel File s Status from OPEN to ARCHIVED The Vessel File will not be shown anymore in your PAD though you can consult it by searching for the vessel and unchecking the Ac
67. anshiped Kg 0 Record the weight in kilograms for each species declared to be transhipped Eg 1100 Quantity Landed verified kg 1000 a Record the weight in kilograms for each species that will be landed while in port Eg 900 Quantity Transhipped verified kg 300 S Record the weight in kilograms for each species that will be landed while in port Eg 900 Objection Yes No Record if you object to the fishing authonsation Comments the landed and transhipped quantities vary wildly from the values declared on the AREP Record any comment you may have on the fishing authonsation Remove Line Ok Figure 90 The PIR form entering verified quantities in the Evaluation of catch to be offloaded section Enter the verified quantities for landing and transhipment and if the inspector has formulated an objection check the relevant box and enter his comments Quantity to Quantity to Quantity Product form Catch area s Transhipped Objection Comments verified kg Whole rounded Albacore Not IOTC 3500 2000 1500 processed Yellowfin Whole rounded the landed and transhipped mani Not Indonesia OTC 1400 1300 0 1000 300 Y quantities vary wildly from the G processed values declared on the AREP Whole rounded Skipjack i ti Not indonesia OTC 800 0 700 G processed Figure 91 The PIR form the Evaluation of catch to be offloaded section showing declared vs verified quantities You can also
68. ases var cage a etisieebes omens te ateeu oeetoacaueds 6 L WPO CS TOG e S 7 2 Introduction IOTC Port State MEASULES cccccssecccsseeccsececesecceesceceuececeeceeeeceeeeessencessuecesseceeenees 8 3 Overview ofthe e PSM prOcCeSS sssessessssensssreresrrrsssrrresrrrrssreressrerssrereserenssreresererssreresererssreresererseeeee 8 4 The PortActivity DASM OO al Oiisscssatavedvenicuszipecetecande decasawasnadencdiantaceasinuetsncsnenianedeeniiees nanstessstideeeacaes 10 4 1 Listing and Searching Vessel Files ccccccccsssccccessececeesececeeececseesececsuaeceseeeeecesensecessugecessenes 12 A2 Consuling a Vessel Filenin nuna ETE acuerauestiersaiecess 14 4 3 Creating a new e PSM file scricsesacasessaniteonicedossnanccosaiaiccssandecdsaanecedonindscentnunsseapeeaesidaanisadanteaaiantoons 15 Aal Searching Tor avesse busreis peenacceusisaaneiaiatenniesessameteasateacaenecee 15 Aaa CEINE te VCS SC ar E aeueoasentyotisiduwesasessavniadsenscsanbeonocedeeinaseeneeee 16 E Vee ON a E aeeenicsaesseeseauauieaseesamusaatonoisane ooseeacesdtcaeesseies 22 G Vesselphotograph races E 25 7 The Vessel Activity Intelligence Report VAIR ccccccccssssecccccesssecceeseessecceeeeeeeeeeeseeeneeseeseeeeeeetegs 26 o TICAREP TIO O e AA E E E E E eee 28 61 HOWLanAREPSUDMIUEO orrie EE E EEA 29 Bee Receiving an AREP secnextsecichtcinernen bien inascasienes a a i o AE Nai 29 83 Compleune the AREP TONT ate estas tree cases ctontarstrnciseacusicercnatenttbonac
69. ation in the catch monitoring form filled by the inspector before submitting the OLT 9 6 2 2 Attachments You can attach any digital file in support to the OLT submission For each attachment you add please indicate the title description of the document and choose the type of document e g Letter from the competent authorities Crew List Please pay attention to the size of the documents you submit and avoid files more than a couple Megabytes Tip WHAT documents can be attached to an OLT When you complete an Offloading declaration form OLT you can attach for example a legible copy of the original of the catch monitoring forms 9 6 2 3 Additional Recipients By default the OLT is automatically sent by email to e the Vessel Representative who is the Vessel Contact that is defined as the Sender of the advance request to enter port see 8 3 2 4 above e the Competent Authority of the Port State If you wish so you can add additional recipients to which the OLT will be sent by email e by default the Flag States contacts are listed here but you can remove some or all of them if you think they are not relevant e to add other additional recipients simply click on the Add a recipient button select the type of recipient e g Customs Flags State Port Authority enter the name of the recipient then enter a valid email address for the recipient e toremove a recipient click on the little blue X
70. be transhipped Record the weight in kilograms for each species declared to be transhipped It is the quantity to be transhipped kg declared by the master of the vessel If the vessel has submitted an AREP this value is automatically pre fillet by the application Source AREP For example 1100 Quantity landed kg Record the weight in kilograms for each species landed while in port It is the quantity landed as verified by the inspector For example 900 Quantity transhipped kg Record the weight in kilograms for each species transhipped while in port It is the quantity transhipped as verified by the inspector For example 900 Landing difference between The difference between quantity declared and quantity determined is automatically calculated by the application quantity declared and It is the weight in kilograms corresponding to the difference between the quantity landed declared by the master determined kg and the quantity landed determined by the inspector for each species For example 20 Transhipment difference The difference between quantity declared and quantity determined is automatically calculated by the application between quantity declared Itis the weight in kilograms of the difference between the quantity transhipped declared by the master and the and determined kg quantity transhipped determined by the inspector for each species For example 20 Source Src he source of the information advance requ
71. bile service identity number Enter the Maritime Mobile Service Identity number MMSI of the vessel Eg 123456789 External Identification Number Enter one external identification number as displayed on the superstructure or the hull of the vessel Vessel name International Radio Call Sign IRCS IMO number National registration number NAN Port of registration fishing licence number Eg Durban Port of Registration Certificate of registry identification number or national registration number Enter the national registration number NRN of the vessel Eg FRA0008544300 IMO identification number Enter if available the International Maritime Organisation IMO number Lloyds Register identification number of the vessel Eg 1234567 7 Digits Length overall Enter the length overall of the vessel Eg 54 5 Beam Enter the beam of the vessel Eg 12 6 Enter the draft of your vessel Eg 6 5 VMS VMS onboard the vessel Yes national Yes RFMO s O No Record if the vessel has a VMS fitted on board the vessel Tick the appropriate box VMS type _ Argos Inmarsat Inmarsat C C Inmarsat D D C Iridium C1 No VMS 1 Orbcomm C Qualcomm C1 VMS Unspecified type C Other The type of VMS Example INMARSAT C Argos Euteltracs Iridium Inmarsat Enter the INMARSAT number of the vessel Eg 322825520 9 digits Next step Figure 13 Creating a new vessel Vessel Identification for
72. cate the title description of the document and choose the type of document e g VMS track Fishing license Crew List Attachments You can attach any relevant document to your request PDF DOC etc File to attach Name of the file Tag of the file Action Choisissez un fichier Vessel certificate pdf Vessel Certificate Vessel Certificate of National Registration lt gt x hoose Browse fiie and select the document ive a name to the me Alocate a tag to the Me select a type of aocument in tne Ist Attach a new document Figure 53 AREP preview screen attachments Please pay attention to the size of the documents you submit and avoid files more than a couple Megabytes Tip What documents can be attached to an AREP When you complete a request to enter port at the step 5 of the form AREP you can attach documentation As the competent authority of the Port State you can define the mandatory documents that the vessel must provide with an AREP Itis in general recommended to attach to the AREP the documents listed below Authorisation to fish or fishing license issued by the flag State Fishing licenses issued by Coastal States Transhipment authorisations Previous Transhipment declarations Certificate of Registration of the Vessel Fishing logbook corresponding to your last fishing trip Crew list Well or hold plan 8 3 2 3 Additional Recipients By default the AREP is automatically sent by email to e
73. cation should be the exact reflection of the original AREP as it was submitted by the Vessel Representative 8 3 1 1 Purpose and port of call You have to provide information about the location date and purposes of the vessel s intended call in port Purpose and port of call Record the reasons for the vessel requesting port access transshipping packaging processing of fish refueling resupplying maintenance dry docking force majeure Intended port of call Purposes ws Archipelagic Fishing Port Palabuhanratu West Java Change Crew Select the intended port of call from the list Eg Cap Town _ Drydocking Force Majeure Estimated local date and time of arrival _ Inspection 2015 06 04 10 00 m S Landing Select the intended port of call from the list Eg Cap Town J Maintenance _ Packaging Port of last port call Processing Fish Benoa Bali ID IDBOA Refueling Enter the name of the last port visited by the vessel Eg Port Louis Resupplying Transhipment Date of last port call Other 2015 05 20 a Select the date of the last port call from the calendar a ove 23 Eg Landing Refuelling Observer on board lick the box if an observer is present on board the v Figure 31 The purpose and port of call section of the Authorisations and catches AREP form e Intended port of call to indicate the port in which the vessel intends to call start typing the name of the port or the country in which the port is located an
74. ch offloaded as verified by the inspectors during the inspection For offloading into a container use the field transhipment The details must include Species Product form Catch area and quantity to be offloaded declared by the master and quantity offloaded As verified by the inspectors during the inspection Click on the button Add it will open a window to record the information Then complete the fields by following the instructions presented below Species Record the species Select a species from the list Example Albacore Product form Record the condition or production state of the species Select a product form in the list For example Head on Gilled amp Gutted Tail on Catch area s Record relevant geographical area s where the catch was taken Select catch area s from the list You can select several catch areas from the list Example Madagascar Indian Ocean High Sea Quantity on board kg Record the weight in kilograms for each species on board when the vessel entered port If the vessel has submitted an AREP this value is automatically pre filled by the application Source AREP For example 3000 Quantity to be landed kg Record the weight in kilograms for each species declared to be landed It is the quantity to be landed declared by the master of the vessel If the vessel has submitted an AREP this value is automatically pre filled by the application Source AREP For example 1000 Quantity to
75. cies Yellowfin tuna 7 Product form Whole rounded Not processed Catch area s Zone AAA 3 Zone ABC 1 Zone BAC 2 w Quantity on board declared Kg 1400 Quantity to be landed Kg 1300 Quantity to be Transhiped Kg 0 Quantity Landed verified kg 1000 Quantity Transhipped verified kg 300 Objection Yes No Comments Remove Line OK Figure 114 The OLT form entering verified quantities in the Evaluation of offloaded catch section Enter the verified quantities for landing or transhipment and if the inspector has formulated an objection check the relevant box and enter his comments Objection Comments Whole rounded Zone AAA The quantity to be transhipped Skipjack ei Not 3 Zone ABC 800 0 was 700 but only 600 was G processed 1 Zone BAC 2 actually transhipped Albaco fa ee rasan 3500 2000 G ee 3 Zone ABC 1 processed Yellowfin Whole rounded Zone AAA The landed and transhipped ee Not 3 Zone ABC 1400 1300 quantities vary wildly from what G processed 1 Zone BAC 2 was declared in the AREP Figure 115 The OLT form the Evaluation of offloaded catch section showing declared vs verified quantities You can also add a new line in this table if the inspector has monitored an offloading that wasn t mentioned in the AREP click on the Add offloaded catch evaluation button and follow the process detailed in the AREP section 8 3 1 5 above Reminder This steps is really important as it allows to clo
76. creation menu You will then be presented with the TRX TDR form TRANSHIPMENT DECLARATION TRX TD livier s Pri IRCS XXYY _ Type of vessel Longliners Pole and Line o s de IMO id 1234567 vessels Types of gear Pole and lines Drifting longline Length 55 0 Beam 13 0 Draft 6 0 Estimated date and time of arrival Port of call Arep received Thu 04 June 2015 10 00 UTC Archipelagic Fishing Port Palabuhanratu West Java Sun 14 June 2015 2 2 3 COMPLETION Complete the transhipment declaration TRX TD identification of donor and receiving vessels Select a vessel Click on the button Choose vessel Donor vessel Receiver vessel EES Name of vessel Olivier s Pride Flag France EU IRCS XXYY IOTC id IMO id 1234567 Vessel master Olivier Master New Zealand License Number Donor vessel flag state license number Receiving vessel flag state license number Information on the trip of the donnor vessel Previous port of call Date of departure of previous port visited a Select the port of departure Eg Port Louis Select the date and time from the calendar Next port of call Date of arrival at next port of call m Select the port of departure Eg Cape Town Select the date and time from the calendar Transhipment date m Select the date of transhipment from the calendar Transhipment information This section of the form should be completed when the vessel requesting entry into port receive catches from
77. cument To start the RAI PIR process click on the Form creation menu select Request for Additional Information following a Port Inspection Report RAI PIR and click the Create button Forms Form Creation date Update date Action Advanced Request for Entry in Port AREP Sun 14 06 15 09 21 UTC Sun 14 06 15 09 21 UTC Request for Additional Information following A Request to Enter Port RAI AREP Sun 14 06 15 09 43 UTC Sun 14 06 15 09 43 UTC OA Request for Additional Information following A Request to Enter Port RAI AREP Sun 14 06 15 10 02 UTC Sun 14 06 15 10 02 UTC OA Notification to Fishing Vessel NFV Sun 14 06 15 10 13 UTC Sun 14 06 15 10 13 UTC Port Inspection Report PIR Sun 14 06 15 10 57 UTC Sun 14 06 15 10 57 UTC Select a form to create Request for Additional Information following a Port Inspection Report RAI PIR Figure 102 Selecting the RAI PIR in the Form creation menu You will then be presented with the RAI PIR form The RAI PIR filling process is made in three steps e completion e preview e submission Note this process is very similar to that for submitting a RAI AREP for details about how to fill each field please refer to Section 8 4 Sending a RAI AREP and receiving a response above 9 5 1 Completing the RAI PIR form On this screen you will enter details about the additional information that you request Note that you are provided with a link to download a PDF copy of th
78. d information the PSCA examines the answers and if they are not satisfactory the PSCA can send another RAI AREP once the RAI AREP replies process is completed to the satisfaction of the PSCA o The PSCA sends a Notification to the Fishing Vessel NFV to the master or to the agent of the vessel which can be Port entry authorised the vessel can enter port Port entry authorised but use of port facilities denied until completion of a port inspection and clearance by the competent authority Port entry denied the vessel cannot enter port e Once the vessel is in port two processes can take place o The PSCA decides to conduct a complete Port Inspection of the vessel including inspection monitoring of the offloading of catch the vessel is inspected the PSCA produces a Port Inspection Report PIR a copy of which is sent to the master and or to the agent of the vessel and to the Flag State the PSCA may request additional information following the inspection by sending a Request for Additional Information RAI PIR e the master and or the agent of the vessel receive the RAI PIR and must reply to the PSCA by sending the requested information e the PSCA examines the answers and if they are not satisfactory can send another RAI PIR e this exchange can be repeated until the RAI PIR replies process is completed to the satisfaction of the PSCA Usually a Port Inspection is accompanied by a monitoring of the offloadin
79. d the menu will show you a list of matching ports then simply click on the relevant port to select it Note the vessel can only call in one of the ports that have been designated by the relevant Port State so only designated ports are listed here Intended port of call Abbot Point indonesia Archipelagic Fishing Port Palabuhanratu West Java SAEC Tie menen Port OF Can ron METSI EQ Cap TOWT Figure 32 Selecting a port of call e Estimated local date and time of arrival to indicate when the vessel should arrive in port click in this field and select a date and time using the pop up date picker Tip entering dates You can quickly enter dates and times by clicking in a Date field and typing the date time using the following format rather than using the date picker YYYY MM DD HH mm e g 2015 06 01 10 00 e Port of last port call to indicate where the vessel last called in port simply start typing the port or country name and select the relevant port in the filtered list Note this list includes all ports and not only designated ports as the last call could have been outside of the IOTC Area Port of last port call Bali Enter ine name of the last not visited Dw the vesser bo Port OS Ampenan Bali ID IDAMP Bali TW TWBAL Bali CN CNBLI Balikesir TR TRBZ1I Balikpapan ID IDBPN Balingasag PH PHBGS Balintang Puerto Princesa PH PHBLT Balintore GB GBBLI Benoa Bali ID ID
80. e Donor vessel is not in the list then click the Create vessel button and follow the process to add the Donor vessel to the IOTC e PSM vessel directory as detailed in section 4 3 2 Creating a vessel then select it O You will then be returned to the TRX TDR screen where information about the Donor vessel will be displayed Information on the trip of the donnor vessel Previous port of call Date of departure of previous port visited Port Louis MU MUPLU 2015 06 01 04 48 m af Select the date and time fram the calendar Einin mu rr eet irrar mm karaa Lia io Tal Select the pot of departure fy Port Louis Next port of call Date of arrival at next port of call Benoa Bali ID IDBOA 2015 06 06 14 48 rr a ee ae ee ee Seiect the date and imne POT the Carer Seni Aan F rF rs Ta Erga LF Select the port of departure Ey dar Transhipment date 2015 06 04 m Select the date of transhioment from the calendar Figure 122 The TRX TDR form the details about the selected Donor vessel Note that you can Choose another vessel if you realise you selected the wrong Donor vessel 10 1 1 2 License Number This cover two different types of information e lf the vessel is a carrier vessel it will be the number of the Flag State license authorising the receiving donor vessel to engage in transhipment operations in the IOTC area e lf the vessel is a fishing vessel then it is the number of th
81. e PSM directory 5 1 1 2 Creating anew contact If the contact you are looking for is not already in the e PSM directory then you will have to create it On the Vessel contact search page click on the Create contact button to open the Vessel Contact creation form Just fill in the required information e Type of contact whether the contact is the Master Fishing master Agent Owner Beneficial owner or Operator of the vessel e Name the name of the contact Person or company e Nationality in the pop up menu select the nationality of the contact e Phone mobile and fax enter the relevant details including the international regional local prefixes e Emaili email2 and email3 enter at least one valid email for the contact e Address enter the full address of the contact Use the following format Street number Street Name PO Box Province City Country Tip Phone amp fax numbers and email address When entering a telephone fax and email for a contact please use the international format as prescribed by the International Telecommunication Union ITU Recommendation E 123 02 01 available at https 200102 I PDF E amp type items Telephone Fax it is desirable to write only the international number it should be written in the form Telephone fax international 226071234567 Vessel Contact Type of contact Email 1 Name Email 2 Olivier Owner Y Nationality Email 3 France EU S Phone
82. e RFMO number or the IRCS or the NRN or the IMO number of the donor receiving vessel from which fish were received Should the vessel not be registered with IOTC but be registered with another RFMO then record this number Should the vessel not be registered by a RFMO record the International Radio Call Sign IRCS or the National Registration Number NRN or the IMO number For example IOTC No 001635 ICCAT No ATOOOJPNO0091 IRCS JAAL Example Yellowfin tuna Product form Record the condition or production state of the species as transhipped from the donor vessel Select a product form in the list For example Head on Gilled amp Gutted Tail on Catch area s Record the relevant geographical area s where the catch was taken by the donor vessel Select catch area s from the list You can select several catch areas from the list Example South Africa Indian Ocean High Sea Record the weight in kilograms for each species transhipped from the donor vessel to the receiving vessel For example 1500 Source Src he source of the information advance request of entry in port AREP or port inspection report PIR OBJ Record if you object to the fishing authorisation submitted Comments Record any comment you may have on the offloading operation Evaluation of offloaded catch Instruction Record the quantity kg of catch by species declared to be offloaded by type of offloading operation Landing or transhipment and the cat
83. e Select which of the Current Vessels Contacts is the Sender of the advance request to enter port i e the Vessel Representative this contact will receive a copy of the AREP and will also receive the RAI AREP if any as well as the Notifications to Fishing Vessels NFV with the decision to grant or deny access to port e Read the disclaimer below and confirm that you agree by checking the box e Click the Submit button to send the AREP Validation Sender of the Advance request to enter port Olivier Master Master lt gt By clicking submit we declare that The above declaration is true and complete to the best of my knowledge and belief and my vessel have not engaged in or supported any form of iuu activity within the IOTC area All fishing activities undertaken in the IOTC area were fully compliant with the relevant IOTC requirements and resolutions This form will be automatically sent by email to the responsible party in charge of port state measures you can add further recipients using the recipients table on this page Figure 55 AREP preview Validation 8 3 3 AREP submission Once you click the Submit button you arrive at the end of the AREP submission process ADVANCED REQUEST FOR ENTRY IN PORT AREP livier s Pri IRCS XXYY Type of vessel Longliners Pole and Line O wigs de IMO id 1234567 vessels Types of gear Drifting longline Pole and lines Length 55
84. e Status Contracting party Select the status of the vessel s flag State in the RFMO Eg Contracting Party Vessel on authorised list 6 Yes No Tick the box if the vessel is authorised Vessel on IUU List Yes No Tick the box if the vessel is on IUU fist Figure 82 The PIR form the Status in RFMO information section s Add status dialog e Vessel identifier enter the vessel s RFMO identifier e RFMO enter the relevant RFMO s name acronym e Flag State Status indicate what is the status of the vessel s flag in the RFMO Contracting party Cooperating non contracting party Non contracting party e Vessel on authorised list check the relevant box to indicate if the vessel is or isn t on the RFMO s List of authorised vessels e Vessel on IUU list check the relevant box to indicate if the vessel is or isn t on the RFMO s List of IUU vessels e Click on OK to add this line to the PIR e Repeat the process for each RFMO for which the vessel has a status Status in RFMO Including any IUU vessel listing Record the registration status of the vessel in RFMO and any IUU vessel listing with respect to vessel identifier RFMO Flag State status Vessel identifier RFMO Flag State Status Vessel on authorised list Vessel on IUU List 01234 IOTC Contracting party Y N xG 3467458 ICCAT partie contractante ou partie coop rante non contractante Y Y xG Add Status in RFMO Figure 83 The PIR form
85. e copy of the original of the PIR completed manually during the inspection 9 3 1 3 Additional Recipients By default the PIR is automatically sent by email to e the Vessel Representative who is the Vessel Contact that is defined as the Sender of the advance request to enter port see 8 3 2 4 above e the Competent Authority of the Port State If you wish so you can add additional recipients to which the PIR will be sent by email e by default the Flag States contacts are listed here but you can remove some or all of them if you think they are not relevant e to add other additional recipients simply click on the Add a recipient button select the type of recipient e g Customs Port Authority enter the name of the recipient Institution name person name then enter a valid email address for the recipient e to remove a recipient click on the Delete icon in the Action column Recipients Complete the following recipients table to automatically send them by email a copy of this form Type of recipient Customs Flag State Name of the recipient Email address of the recipient Action Port Customs Duty Officer Java Customs mail com x CROSS Etel Centre national de Surveillance des P ches cnsp france developpemer Add a recipient Figure 99 PIR preview additional recipients Tip Who can I add as Additional recipients in a PIR It is recommended to copy the same recipie
86. e from the calendar Format Date Time YYYY MM DD HH MM Example 2012 11 25 23 00 Advance notification Was an advanced request to enter port received YES or NO received Tick the appropriate box if you have received an AREP Tick Yes In the contrary Tick No Purpose s of port call Record all the reasons for the vessel requesting port entry If an AREP has been submitted the purposes of call ticked are the same as for the AREP if the purpose of call have changed correct and tick one or several reasons as appropriate If the vessel has not submitted an AREP tick one or several reasons as verified during the inspection Landing Transhipping Packaging Processing of fish Refuelling Resupplying Maintenance Dry docking If the purpose of call is not available from the tick boxes then tick the choice Other and enter the purpose Example Landing Resupplying Medical evacuation Port of last port call Enter the name of the last port visited by the vessel Example Port Louis Date of last port call Enter the date of the last port call Select the date of the last port call from the calendar Format YYYYMMDD Example 2012 07 23 Status in RFMO including any IUU vessel listing Vessel identifier Enter in free text the numeric or alpha numeric identification number of the vessel issued by the Regional Fisheries Management Organisation RFMO IOTC ICCAT WCPFC IATTC CCSBT etc If the vessel is not registered with any RFMOs reco
87. e recipient person company or institution o Email the email of the recipient Be extremely careful when entering the email address as the RAI PIR will be lost if the email contains an error Note that by default that section will be pre filled with the information about the Vessel Representative that were submitted with the AREP or PIR 9 5 1 2 Requested documents Tick the box located in front of each document you wish to request you can request several documents in the same RAI PIR e Number of days indicate here how many days the recipient has to send the requested documents e Flag State Authorisation to Fish e Flag State Authorisation to Tranship e Fishing logbook using the From To date pickers select a date range for which you want a copy of the fishing logbook e Vessel Certificate of National Registration e IOTC Transhipment Declaration e VMS track using the From To date pickers select a date range for which you want a copy of the VMS track e Other information document indicate here any other document you might require When the form has been filled click the Next step button 9 5 2 Previewing the RAI PIR In this section you will be able to e preview the content of the RAI PIR e attach any additional document as necessary e select additional contacts to which you want a copy of this RAI PIR sent by email e submit the RAI PIR REQUEST FOR ADDITIONAL INFORMATION FOLLOWING A PORT
88. e relevant PIR for reference REQUEST FOR ADDITIONAL INFORMATION FOLLOWING A PORT INSPECTION REPORT RAI PIR livier s Pri IRCS XXYY Type of vessel Longliners Pole and Line O ors de _ IMO id 1234567 vessels Types of gear Drifting longline Pole and lines Length 55 0 Beam 13 0 Draft 6 0 Estimated date and time of arrival Port of call Arep received Thu 04 June 2015 10 00 UTC Archipelagic Fishing Port Palabuhanratu West Java Sun 14 June 2015 a 2 3 COMPLETION Complete the request for additional information for PIR RAI PIR Following the inspection of the vessel and before authorising the vessel to use port services and offload its catches you can request additional information to the competent authority of the flag State of the vessel or the representative of the vessel or a coastal State to confirm that the fish on board the vessel was taken in accordance with applicable requirements of the IOTC Communicating entities By sending this request you will start a communication thread between the port State and the Flag State of the vessel or a vessel representative or a coastal State An email will be sent to both entities whenever a document has been posted or a new document is requested Port state representative Flag State vessel representative coastal State Sender Name of port State officer Type of recipient Name Email Vessel Representative Olivier Master olivier master mail com Requested d
89. e same Recipient e click on the Request a new document button e inthe Request a new document dialog enter the following details o Requesting port officer this is the name of the Port State staff responsible for e PSM questions It will usually be your name or the person on whose behalf you are sending the RAI AREP o Type of document select the type of document in the list o Response comments enter any additional comment in support of your request e Click the Submit button to send the request to the Recipient Request a new document Requesting port officer John Does Type of document Fishing Licence issued by a coastal State Response comments Please provide a legible copy of the Fishing license mentioned in your AREP Close Submit Figure 70 The RAI AREP dialog for requesting a new document The RAI AREP page will show the newly requested document Add all the additional documents you wish to request then click the Notify update to parties to send an email notification to all RAI AREP recipients If you require additional documents from another Recipient then simply go back to the Vessel File Dashboard and create a new RAI AREP Resolution 10 11 paragraph 7 provides that the Port State shall decide whether to authorise or deny the entry of the vessel into its port and shall communicate this decision to the vessel or to its representative Once you have all the info
90. e that the vessel was otherwise engaged in IUU fishing or fishing related activities in support of such fishing And or if the flag State does not confirm within a reasonable period of time on the request of the port State that the fish on board was taken in accordance with applicable requirements of a relevant regional fisheries management organization What are the designated ports in the IOTC Area See designated ports Link A vessel cannot call land or tranship its catch in any other port in the IOTC Area Can a vessel be denied port entry for Force Majeure or Distress No nothing in the IOTC PSM affects the entry of vessels to port in accordance with international law for reasons of force majeure or distress or prevents a port State from permitting entry into port to a vessel exclusively for the purpose of rendering assistance to persons ships or aircraft in danger or distress cannot find a vessel in the e PSM application when I want to enter in the e PSM application a request to enter port submitted manually E g fax Contact the IOTC Secretariat at epsm iotc org I have some problems to submit a request to enter port Contact the IOTC Secretariat at epsm iotc org I have some problems to respond to a request for additional information Contact the IOTC Secretariat at epsm iotc org Which countries are Contracting Parties or Cooperating Non Contracting Parties CPCs of the IOTC http www iotc org about iotc struc
91. e vessel s Flag State Authorisation to Fish ATF License Number Donor vessel flag state license number Receiving vessel flag state license number Figure 123 The TRX TDR form Donor and Receiver vessels Flag State license numbers 10 1 1 3 Information on the trip of the donor vessel In this section please enter details about the Donor vessels trip Information on the trip of the donor vessel Previous port of call Date of departure of previous port visited Em Next port of call Date of arrival at next port of call Em Transhipment date Figure 124 The TRX TDR form information on the Donor vessel s trip e Previous port of call Start typing the name of the port of departure and select it in the proposed list e Date of departure of previous port visited Select the date and time using the date picker e Next port of call Start typing the name of the next port of call and select it in the proposed list e Date of arrival at next port of call Select the date and time using the date picker e Transhipment date Select the date and time using the date picker 10 1 1 4 Transhipment information Transhipment information This section of the form should be completed when the vessel requesting entry into port receive catches from a donor vessel in port Species Product form Weight kg Action Add transhipped species product Figure 125 The TRX TDR form the Transhipment section This section allows the inspector t
92. e you are uploading is of a reasonable size not more than a couple Megabytes o Description enter a short description of the photograph o Photographer s name enter the name of the person who took the picture o Tag select the type of photograph from the proposed list when done simply click the Add photo button and the photograph will be added to the Vessel You can add as many photographs of the vessel as needed e Edita photo s details click on the Edit icon to edit a photo s details same process as for adding a photo e Delete a photo click on the Delete icon jj in the Action column to delete a photo You can click a photo s thumbnail to display it in full size in a separate window so you can have a detailed look at it download it print it or include it in a document 7 The Vessel Activity Intelligence Report VAIR The VAIR is available as a reporting feature from the Vessel File Dashboard to inform the user about a potential issue called a warning regarding a vessel and its owner The VAIR is an intelligent report dedicated to a vessel and based on different sources of information to assist the port State in vessel risk assessment and to assign a high medium low risk profile to a vessel e g regarding IUU listing or poor compliance with IOTC resolutions The purpose of the VAIR is to compare declaration versus information in database s to flag any IUU listing to offer a review of ac
93. ections below Create a new ePshM file Figure 10 The Create a new e PSM file button 4 3 1 Searching for a vessel The first step of the creation of a Vessel File is to specify which vessel it will concern e Start by Searching for the vessel in the IOTC e PSM database in the Search field type the name call sign IOTC number National registration number IMO number or Flag Country of the vessel and click the button Search a vessel Note that you can enter partial information like just part of the vessel name lt Back to your dashboard VESSEL SELECTION Vessel Search In this step we need to identify your vessel Please use the following search engine to select your vessel If your vessel does not appear in the results you can use the button create vessel to add your vessel on our database Vessel directory search Please use the following table to identify your vessel you can query IOTC database to lookup for your vessel by it s name call sign IOTC number or by any keyword to refine the results E Figure 11 Searching for a vessel e The screen will display the list of vessels matching your query below the Search field Vessel Search In this step we need to identify your vessel Please use the following search engine to select your vessel If your vessel does not appear in the results you can use the button create vessel to add your vessel on our database Vessel directory search
94. ed during the AREP form completion e the Competent Authority of the Port State If you wish so you can add additional recipients to which the NFV will be sent by email e by default the Flag States contacts are listed here but you can remove some or all of them if you think they are not relevant e to add other additional recipients simply click on the Add a recipient button select the type of recipient e g Customs Flags State Port Authority enter the name of the recipient then enter a valid email address for the recipient e toremove a recipient click on the Delete icon 9 in the Action column Recipients Complete the following recipients table to automatically send them by email a copy of this form Type of recipient Name of the recipient Email address of the recipient Customs Port Customs Duty Officer Java Customs mail com x Flag State CROSS Etel Centre national de Surveillance des P ches cnsp france developpemer x Add a recipient Figure 74 NFV preview additional recipients Tip Who can I add as Additional recipients of an NFV It is recommended to copy the same recipients as for the AREP to ensure they will be informed at every stage of the e PSM process 8 5 2 4 Validation The final step is submit the NFV e Click the Submit button to send the NFV 8 5 3 Receiving the NFV The recipients of the NFV i e the Vessel Representative and the additional recipien
95. een quantity The difference between quantity declared and quantity determined is automatically calculated by the application declared and quantity It is the weight in kilograms corresponding to the difference between the quantity retained declared and the determined kg quantity retained for each species For example 20 Source Src he source of the information advance request of entry in port AREP or port inspection report PIR OBJ Record if you object to the quantity declared Comments Record any comment you may have on the offloading operation Examinations Examination of logbook s Tick Yes or No depending on whether the logbook s and other documentation were examined and other documentation Logbooks may include fishing logbook navigation logbook radio communication logbook processing logbook freezing logbook Relevant documentation may include catch transhipment and trade documents crew lists stowage plans and drawings descriptions of fish holds and documents required pursuant to the Convention on International Trade in Endangered Species of Wild Fauna and Flora Record any comments made by the inspector s Compliance with applicable catch documentation scheme s Compliance with applicable trade information scheme s Type of gear used Record the type of fishing gear s found on board and inspected Select one or several fishing gears Gear examined in Tick Yes or No depending on whether the v
96. ern and or on both port and starboard sides of vessel superstructure or hull of the vessel Example IRCS JAAL Example NRN CC3576 Example port of registration PORT LOUIS Example IMO number 1234567 Example fishing license LU 56734 Certificate of Enter the national registration number NRN of the vessel as issued by your flag State registry Format numeric and or alpha numeric identification Example FRA000854430 number Vessel INMARSAT Enter the INMARSAT number of the vessel Voice or fax services number IMO identification Enter if available the International Maritime Organisation IMO number Lloyds Register identification number of the number vessel Format 7 digit numbers Example 1234567 Length overall Enter the length overall of the vessel This is standard information required to enter most ports for berthing and the vessel must provide its length overall as stated on its registration document Format digit numbers unit meter Example 54 5 Beam Enter the beam of the vessel This is standard information required to enter most ports for berthing and the vessel must provide its beam as stated on its registration document Format digit numbers unit meter Example 12 6 Draft Enter the draft of your vessel This is standard information required to enter most ports for berthing and the vessel must provide its draft as stated on its registration document Format digit numbers unit meter Example 6 5
97. ers At sea transhipment history O O O O The VAIR is used in three different locations and with three different displays interfaces e VAIR Flag e VAIR summary e VAIR complete report VAIR Flag gg evel OF criteria VAIR Summary gt O o lt Level 2 criteria VAIR Complete Report O A information o Several criteria produce one VAIR entry gt 0 o lt One or more criteria produce several VAIR entries Figure 26 How the VAIR criteria and information are displayed in the ePSM application Here is how each display is visualized in the e PSM application 1 VAIR FLAG In the Port Authority Dashboard PAD The list of vessel files VF shows a number of columns the last of which is the VAIR column This column contains a VAIR flag either a WARNING icon A if at least one of the Level 1 VAIR criteria is positive or a no problem icon if no Level 1 VAIR criteria is positive This display shows only Level 1 warnings which means that there is a potential serious issue with that vessel you should open the Vessel File and look at the VAIR Summary and VAIR Complete Report E PSM file number Status Entry Vessel flag Vessel name IRCS Type of vessel Last form Vair Arc2_34 SOUTH_AUS_201506152_1 OPEN AUS 34 SOUTH Longliners i AREP Arc2_Olivier s Pride_FRA_201506153 5 OPEN 2015 06 04 10 00 00 0 FRA Olivier s Pride XXYY Longliners Pole and Line vessels ae 15 46 J AREP Arc2_TREVIGNON_FRA_20
98. es information will be automatically published in the Information Sharing section Module 2 of the IOTC e PSM website where it will be accessible only to IOTC CPC users If you the Competent Authority of the port in which the vessel intends to call require additional information regarding an AREP that was submitted you can send a Request for Additional Information following an AREP RAI AREP to the Vessel representative or other parties The list of additional information that the PSCA might request includes e Fishing licence issued by a Coastal State e Flag State Authorisation to Fish ATF e Transhipment declaration e Fishing logbook covering a given period e Vessel Certificate of National Registration e OTC Transhipment declaration e VMS track covering a given period e Identification document of the Vessel Master e Any other information document as needed Consult the page on the e PSM referentials http epsm iotc org library referential to check the full list of documents you can request To start the RAI AREP process open the relevant vessel file and click on the Form creation menu select Request for Additional Information following a Request to Enter Port RAI AREP and click the Create button Forms Creation date Advanced Request for Entry in Port AREP Sun 14 06 15 09 21 UTC Sun 14 06 15 09 21 UTC Request for Additional Information following A Request to Enter Por
99. escription of the document and choose the type of document e g Letter from the competent authorities Crew List Please pay attention to the size of the documents you submit and avoid files more than a couple Megabytes Tip what documents can be attached to a RAI PIR When you complete a request of additional information RAI PIR you can attach for example an Official letter Letter from the Competent Authority of the port State 9 5 2 3 Additional Recipients By default the RAI PIR is automatically sent by email to e the recipient that was indicated during the PIR form completion see section 9 3 1 3 above e the Competent Authority of the Port State If you wish so you can add additional recipients to which the RAI PIR will be sent by email e by default the Flag States contacts are listed here but you can remove some or all of them if you think they are not relevant e to add other additional recipients simply click on the Add a recipient button select the type of recipient e g Customs Port Authority enter the name of the recipient Institution name person name then enter a valid email address for the recipient e toremove a recipient click on the Delete icon in the Action column Tip Who can I add as additional recipients recipient in a RAI PIR It is recommended to copy the same recipients as for the AREP and the PIR to ensure they will be informed at every stage of the e PSM proce
100. essel file dashboard FVD E PSM file number Status Entry Vessel flag Vessel name IRCS Type of vessel Arc2_34 SOUTH_AUS 201506152 _1 OPEN AUS 34 SOUTH Longliners AREP Arc2_Olivier s Pride_FRA_201506153_5 OPEN 2015 06 04 10 00 00 0 FRA Olivier s Pride XXYY Longliners Pole and Line vessels i 2 06 15 15 46 AREP Arc2_TREVIGNON_FRA_201506153_4 OPEN 2015 06 02 08 05 00 0 FRA TREVIGNON FMJQ Purse seiners 02 06 15 08 28 NFV Arc2_TREVIGNON_FRA_201506152 2 791 00 al OPEN 2015 06 01 05 51 00 0 FRA TREVIGNON FMJQ Purse seiners 01 06 15 19 47 Arc2_ALICE_FRA_201506152_3 OPEN 2015 06 01 07 03 00 0 FRA ALICE FGG4464 Longliners di 01 06 15 19 19 Figure 4 The Port Activity Dashboard If your user account has been assigned several ports for example you are managing all the ports in your country then the system will load by default the PAD for the first port in alphabetical order To switch to another port simply click on the Switch port menu at the right of the PAD banner and select the port you wish to manage PORT ACTIVITY DASHBOARD Archipelagic Fishing Port Palabuhanratu West Java Switch port v Archipelagic Fishing Port Palabuhanratu West Java S In the Port Activity Dashboard for port State PAD PS you can view and access e PSM files of foreign vess hrecatingratyourdestomatec pe an have been shared with you An e PSM file is generally created when a vessel submit an advance request to enter port AREP A port State can eile an
101. essel is compliant with relevant catch documentation schemes Record any comments made by the inspector s Tick Yes or No depending on whether the vessel is compliant with applicable trade information scheme s Record any comments made by the inspector s Tick Yes or No depending on whether the inspector s examined the fishing gear s following the procedure accordance with established in Annex 2 of the IOTC Resolution 10 11 paragraph e of Annex 2 Examine to the extent possible all relevant fishing gear on board including any gear stowed out of sight as well as related devices and to the extent possible verify that they are in conformity with the conditions of the authorisations The fishing gear shall to the extent possible also be checked to ensure that features such as the mesh and twine size devices and attachments dimensions and configuration of nets pots dredges hook sizes and numbers are in conformity with applicable regulations and that the markings correspond to those authorised for the vessel Record any comments by the inspector s Findings by inspector Findings by inspector s Describe and record all relevant facts and findings as determined by the inspector s during the inspection Comments by the master Record any comments made by the master regarding the development of the inspection the findings of the inspectors or the alleged infringements Apparent infringement s noted including reference to relevant legal
102. est of entry in port AREP or port inspection report PIR OBJ Record if you object to the quantity declared Comments Record any comment you may have on the offloading operation Catch retained on Board Instruction Record the catch retained on board after the offloading operation s The details must include Species Product form Catch area and quantity declared by the master and quantity retained on board As verified by the inspectors during the inspection Click on the button Add it will open a window to record the information Then complete the fields by following the instructions presented below Species Record the species Select a species from the list Example Bigeye tuna Product form Record the condition or production state of the species Select a product form in the list For example Head on Gilled amp Gutted Tail on Catch area s Record relevant geographical area s where the catch was taken Select catch area s from the list You can select several catch areas from the list Example Madagascar Indian Ocean High Sea Quantity declared Kg Record the weight in kilograms for each species declared to be retained on board It is the quantity to be retained on board as declared by the master of the vessel For example 1000 Quantity retained Kg Record the weight in kilograms for each species retained on board as verified during the inspection For example 1000 Difference betw
103. eye nae POOO A 2015 2015 tuna Skipjack ci Authorisation FRA45657 d veloppement durable g ICCAT IOTC longline Pole AREP none ps 01 01 12 31 tuna Black marlin blue 9 to Fish ATF et de l nergie ii d stri and lines Orthongel a ee marlin Add Relevant Fishing authorisation Figure 84 The PIR form the Relevant Fishing authorisations section with data filled in If a Fishing authorisation that was submitted as part of the AREP is incorrect then you can edit it by clicking on the Edit icon in the Action column If the inspector has formulated an objection to a Fishing authorisation then click the Edit icon and in the Edit Fishing authorisation dialog check the Objection box and enter the inspector s comments in the Comments field Relevant Fishing authorisation s Identifier TZA8907X Enter the identification number of the fishing authorisation Eg T1599 Issued by TZA The Deep Sea Fishing Authority lt gt Select the issuing authority from the list Eg AUS 4 Australian Fisheries Management Authority Valid from 2015 03 03 From the calendar select the date the fishing authorisation is starting Valid to 2015 07 15 From the calendar select the date the fishing authonsation will expire Fishing area s Tanzania Select the fishing area country name from the list Species Albacore tuna Yellowfin tuna Bigeye tuna Select the species from the list Eg Tun
104. fined by the Port State see the Designated Ports section on the IOTC e PSM website http epsm iotc org The format and information of the AREP is defined at annex 1 of the Resolution 10 11 After receiving the AREP form and other information required to determine whether the vessel requesting entry into its port has engaged in IUU fishing or fishing related activities in support of such fishing the competent authority of the port State decides whether to authorize or deny the entry of the vessel into its port 3 Overview of the e PSM process As provided by the IOTC PSM any vessel planning to call in a port in the IOTC Area of Competence must notify the competent authority of the Port State at least 24 hours in advance of the date of the entry into port and within the established advance period of notice The vessel must then wait for the notification by the competent authority of the Port State or for any potential request for additional information before entering into port The whole process is detailed below e Atleast 24hrs before entering into port the master or the agent of the vessel or owner operator submits an AREP to the Port State Competent Authority PSCA e The PSCA examines the AREP and o The PSCA may send a Request for Additional Information RAI AREP to the master or to the agent of the vessel asking for more details the vessel representative receives the RAI AREP and must reply to the PSCA by sending the requeste
105. from the list Example Yellowfin tuna Product form Record the condition or production state of the species Select a product form in the list For example Head on Gilled amp Gutted Tail on Catch area s Record relevant geographical area s where the catch was taken Select catch area s from the list You can select several catch areas from the list Example Madagascar Indian Ocean High Sea Quantity on board Record the weight in kilograms for each species on board when the vessel will enter the port For example 1100 Quantity to be Record the weight in kilograms for each species that will be landed while in port Itis the quantity to be landed landed kg declared by the master of the vessel For example 600 Quantity to be Record the weight in kilograms for each species that will be transhipped while in port If any Itis the quantity to be transhipped kg transhipped declared by the master of the vessel For example 800 Validation Tick the box then click on the button Submit to send your advance request to enter port AREP Appendix III Detailed description of all fields used in the PIR process Data Field Label Step 1 Complete the port inspection report PIR Inspection Information Inspecting authority Record the name of the port State authority deploying the inspector s that have conducted the inspection in port Select the inspecting authority from the list You can consult
106. g of the catch o The PSCA decides to not conduct a complete Port Inspection of the vessel but decides to inspect monitor the offloading transhipment and or landing operations e The offloading is inspected monitored e The PSCA produces an Offloading form OLT a copy of which is sent to the master and or to the agent of the vessel and to the Flag State e lf atranshipment has taken place in port the master and or the agent of the vessel transmit the Transhipment Declaration to the PSCA then the PSCA produces a Transhipment form TRX TD a copy of which is sent to the master and or to the agent of the vessel and to the Flag State e There is no IOTC e PSM procedure that the vessel must follow to leave port only the standard procedures defined by the PSCA FORM AREP Advance Request For Entry In Port FORM RAI Request For Additional Information FORM NFV ee Notification To Fishing gt i Vessel gt Denied Granted FORM OLT FORM TRX TD FORM PIR Offloading Declaration Transshipment Declaration Port Inspection Report dla With Without monitoring monitoring Figure 1 The e PSM process 4 The Port Activity Dashboard As a PSCA the heart of the IOTC e PSM applicationapplication is the Port Activity Dashboard PAD The PAD allows you to consult e PSM files incoming AREPs look at the status of vessels calling in your port submit Port Inspection Reports etc Definitions
107. g Vessel NFV 2015 06 02 17 53 52 0 2015 06 02 17 53 52 0 Port Inspection Report PIR 2015 06 04 10 10 13 0 2015 06 04 10 10 13 0 Figure 78 The Vessel File Dashboard s list of forms showing a saved PIR Tip Save your PIR If you start a PIR form you must complete it in a reasonable time If your session is inactive for more than 2 hours the system will disconnect you and you will have to start the process again If you need to step away for a while from your computer remember to click the Save and quit button so you can resume your work on the PIR when you come back 9 2 2 Inspection information PORT INSPECTION REPORT IRCS XXYY _ Type of vessel Longliners Pole and Line Olivier s Pride perae Types of gear Drifting longline Pole and lines Length 55 0 Beam 13 0 Draft 6 0 Estimated date and time of arrival Port of call Arep received Thu 04 June 2015 10 00 UTC Archipelagic Fishing Port Palabuhanratu West Java Sun 14 June 2015 a 2 3 COMPLETION Complete the port inspection report PIR Complete the information with the results of the inspection conducted in port by filling the below sections Inspection information Inspecting authority Port of inspection Archipelagic Fishing Port Palabuhanratu West Java Select the inspecting authority from the list Eg Australian Fisheries Management Select the port of inspection from the list Eg Cap Town Authority Commencement of inspection
108. g the AREP In this section you will be able to e preview the content of the AREP e attach any additional document as necessary e select additional contacts to which you want a copy of this AREP sent by email e validate and submit the AREP ADVANCED REQUEST FOR ENTRY IN PORT AREP IRCS XXYY Type of vessel Longliners Pole and Line Olivier s Pride E ote Types of gear Drifting longline Pole and lines Length 55 0 Beam 13 0 Draft 6 0 Estimated date and time of arrival Port of call Arep received B 8 4 5 6 SEARCH IDENTIFICATION CONTACTS AUTHORISATIONS amp PREVIEW CATCHES Preview AREP form In this step you can preview save and print the form AREP You can attach any relevant document s to your request and add additional recipient s validate and submit the AREP to the port State Form preview Verify the information in the below document preview Advanced Request for Entry in Port AREP iotc ctoi Vessel information Intended port of call Archipelagic Fishing Port Palabuhanratu West Java Port of call state Indonesia Estimated local date and time of arrival 04 June 15 10 00 UTC Landing Refueling Resupplying es _Transhipment Port of last port call Date of last port call Benoa Bali ID IDBOA May 20 2015 Oliviers Pride France EU Type of vessel Longliners Pole and Line vessels resor S Master Olivier Master New Zealand Phone 00549437098
109. gure 38 The authorised Gears selection menu e Attachment please attach a scanned copy of the relevant fishing authorisation To do this click the Select file button and in the pop up file explorer select the relevant file and click the Select button terms may vary depending on your operating system language and web browser Note please make sure that the fishing authorization file you are uploading is of a reasonable size not more than a couple Megabytes e Type select whether this is a Flag State Authorisation to Fish ATF or a Coastal State Fishing License Type Q Authorisation to Fish ATF Costal State Fishing License Figure 39 The Type of fishing authorisation selection When you have finished completing this section click the Ok button to add this fishing authorisation to the vessel Repeat the process for each relevant fishing authorisation Relevant Fishing authorisation s There are two categories of fishing authorisation Authorisation to Fish ATF issued by the flag State to fish on the high seas within the area of a RFMO Coastal State Fishing License issued by a coastal States to fish within their waters EEZ or fishing zone Record details for each of the fishing authorisation that corresponds to the areas catch and gear on board with respect to identifier number issuing authority validity fishing areas species and gear s authorised Valid Valid Fishing from to a
110. he catch offloaded For offloading into a container use the field transhipment Detail must include Species Product form Catch area s and quantity to be offloaded declared by the master and quantity offloaded As verified by the inspectors during the inspection Quantity Quantity Landed verified Transhipped Objection Comments Action kg verified kg Quantity to be Quantity to be landed Kg Transhiped Kg Skipjack Whole rounded Zone AAA 3 Zone 800 0 700 none 4 tuna Not processed ABC 1 Zone BAC 2 6 Whole rounded Zone AAA 3 Zone Al f 3500 2000 1500 none Z Not processed ABC 1 6 Yellowfin Whole rounded Zone AAA 3 Zone 1400 1300 0 _ G tuna Not processed ABC 1 Zone BAC 2 Add offloaded catch evaluation kg Figure 113 The OLT form the Evaluation of offloaded catch section This section allows the inspector to check the quantities offloaded that were declared in the AREP versus those that he personally verified during the inspection process The table is pre filled with the information declared in the Evaluation of catch to be offloaded section of the AREP or if a PIR has been submitted from that same section of the PIR For each line in this table you must enter the values of landed and transhipped quantities that were verified observed by the inspector To do this click on the Edit icon in the Action column to open the edit dialog Evaluation of offloaded catch Spe
111. he final step is to submit the TRX TDR e Select which of the Current Vessels Contacts is the Sender of the advance request to enter port i e the Vessel Representative this contact will receive a copy of the TRX TDR e Click the Submit button to send the TRX TDR 10 1 3 Submitting and receiving the TRX TDR You will then be presented with a screen summarizing the TRX TDR submission from there you can click the go Back to your Dashboard link The TRX TDR will also appear in the Vessel File and in the PAD E PSM file number Status Entry Vessel flag Vessel name IRCS Typeof vessel Last form Vair T Thu 04 06 15 TRXTD IDPAL_Oliv P FRA_201506165_5 PEN F livier s Pri XXYY li Pol ivier s Pride 5 OPE 10 00 RA Olivier s Pride Longliners Pole and Line vessels 14 06 15 12 57 Forms Form Creation date Update date Action Advanced Request for Entry in Port AREP Request for Additional Information following A Request to Enter Port RAI AREP Request for Additional Information following A Request to Enter Port RAI AREP Notification to Fishing Vessel NFV Port Inspection Report PIR Request for Additional Information following a Port Inspection Report RAI PIR Offloading Declaration OLT Transhipment Declaration TRX TD Sun 14 06 15 09 21 UTC Sun 14 06 15 09 43 UTC Sun 14 06 15 10 02 UTC Sun 14 06 15 10 13 UTC Sun 14 06 15 10 57 UTC Sun 14 06 15 11 08 UTC Sun 14 06 15 12 39 UTC Sun 14 06 15 12 57 UTC Sun
112. he fish on board the vessel was taken in accordance with applicable requirements of the IOTC Download AREP PDF Communicating entities By sending this request you will start a communication thread between the port State and the Flag State of the vessel or a vessel representative or a coastal State An email will be sent to both entities whenever a document has been posted or a new document is requested Port state representative Flag State vessel representative coastal State Name Type of recipient Name Email Vessel Representative Olivier Master olivier master mail com Requested documents Tick the box located in front of the document s you wish to request _ Fishing Licence issued by a coastal State Angola Select the Coastal State which license you wish to require 7 Authorisation to Fish licence issued by the flag State _ Transhipment Declaration gt Fishing logbook OM To m Vessel Certificate of National Registration IOTC Transhipment Declaration VMS track From m To Salant rato Crom Salar Jato Tr oelect date From Serect date Document of Identification of the vessel master Other information document erect ne Coastal State wink Figure 58 The RAI AREP form 8 4 1 1 Communicating Entities Port State representative Sender this is the name of the Port State staff responsible for e PSM questions It will usually be your name or the person on whose behalf you are sending the RAI AREP F
113. hich are individually detailed further below e Information on the offloading e Evaluation of offloaded catch 9 6 1 1 Information on the offloading Information on the offloading Port of inspection Archipelagic Fishing Port Palabuhanratu West Java Automatically pre filled by the application Commencement of monitoring Completion of monitoring En E Select the date and time of commencement of the monitoring fram the calendar Select the date and time of completion of the monitoring from the calendar Is this landing operation monitored by an inspector Yes hick the box i the offoading was inspected monitored by an inspector Figure 112 The OLT form the Information on the offloading information section e Port of inspection this value cannot be changed and is pre filled with the name of your port e Commencement and Completion of monitoring use the date pickers to indicate the date and time when the monitoring started and ended e Is this landing operation monitored by an inspector Tick the box if the offloading was inspected monitored by an inspector o Inspecting authority enter the name of the institution or service in charge of the inspection o National identification number of the principal inspector o Name of principal inspector o Principal inspector email 9 6 1 2 Evaluation of offloaded catch Evaluation of offloaded catch Record the quantity kg of catch by species declared to be offloaded and t
114. hing authorisation s There are two categories of fishing authorisation Authorisation to Fish ATF issued by the flag State to fish on the high seas within the area of a RFMO Coastal State Fishing License issued by a coastal States to fish within their waters EEZ or fishing zone uaa Ce issuing authority validity fishing areas species and gear s authorised Add Relevant Fishing authorisation Relevant Transhipment authorisation s ee ce a State s if Transhipment s has occurred in the waters of a Coastal State Add relevant transhipment authorisation Transhipment information This section of the form should be filled when the vessel requesting entry into port took on board catches from donor vessel s or transhipped catches to a receiving vessel Carrier vessel at sea Evaluation of catch to be offloaded Record the quantity kg of catch by species declared to be offioaded and the catch offloaded For offloading into a container use the field transhipment Detail must include Species Product form Catch area s and quantity to be offloaded declared by the master and quantity offloaded As verified by the inspectors during the inspection Figure 30 The AREP Authorisations amp Catches form Tip filling and AREP s Authorisations amp Catches form To fill this form use the information in the AREP that was submitted manually the digital AREP entered in the IOTC e PSM appli
115. ification of the vessel master 2015 06 14 09 53 37 0 Master s passport Request a new document Notify update to parties Figure 68 The RAI AREP status page showing the requested documents and the files that were uploaded Each document for which a file was uploaded is indicated by a Document icon Click on that icon to download the document to your computer If the RAI AREP recipient has submitted a requested document via another mean than the IOTC e PSM application e g by fax or email you can yourself upload this document e click on the Upload icon in the Action column to open the Document Upload dialog Page 53 of 105 Submit a request document File to upload Choisir le fichier trx td pdf Response comments Figure 69 The RAI AREP Document Upload dialog e Click the Select file button and in the pop up file explorer select the relevant file and click the Select button terms may vary depending on your operating system language and web browser Note please make sure that the file you are uploading is of a reasonable size not more than a couple Megabytes e Enter any relevant comment or remark in the Response comment field as needed e Click the Submit button You will then be returned to the RAI AREP screen where the document for which you just uploaded a file will be marked with the Document icon R If you require additional documents from th
116. igeye eee 2015 2015 tuna Skipjack Authorisation FRA45657 d veloppement durable i _ ICCAT IOTC longline Pole A i 01 01 12 31 tuna Black marlin blue 9 to Fish ATF 6 et de l nergie and lines Orionen marlin and striped 9 marlin IDN Directorate Albacore tuna Costal State 2015 2015 Driftin 7 XTC66689 Fisheries Resources Indonesia Yellowfin tuna Bigeye 9 Fishing xG 05 04 10 22 longline Management tuna Licence Figure 86 The PIR form the Relevant Fishing authorisations section showing an objection and AREP PIR sources If needed you can delete 3 or edit a line in that table by clicking on the buttons in the Action column 9 2 6 Relevant Transhipment authorisations Relevant Transhipment authorisation s Provide the information on your Transhipment Authorisation issued by your flag State and information on any Transhipment Authorisation s issued by a Coastal State s if Transhipment s has occurred in the waters of a Coastal State identifier Issued by Attachment Source Valid from Valid to Src Objection Comments Action FR TRX23456 Orthongel Add relevant transhipment authorisation FRA Ministre de l cologie du d veloppement durable et de l nergie 2015 09 01 2015 01 01 AREP none G Figure 87 The PIR form the Relevant Transhipment authorisations section with data filled in This is exactly the same process as that applied to Relevant Fishing
117. ight require When the form has been filled click the Next step button Tip In what circumstances and to whom I can send a request for additional information The purpose of the RAI AREP is to request additional information to the vessel representative the Flag State or a Coastal State when the Port State is not satisfied with the AREP submitted you have some doubts or information documents are missing This is a fundamental process before taking a decision grant or deny entry into port RAI AREP sent to the Vessel Representative If the sender of the AREP Master or agent has not attached the Flag State Authorisation to Fish ATF then you can submit a RAI AREP requesting such document to the Vessel Representative Sender of AREP RAI AREP sent to the Flag State If you have doubts about a document submitted with the AREP eg ATF but some parts not legible then you can submit a RAI AREP to the Flag State of the vessel to confirm and provide correct copies of the documents RAI AREP sent to the Coastal State If you have doubts about a coastal State fishing license submitted with the AREP or no license was provided but you have indication that some catch on board were harvested in the waters of a Coastal State then you can submit a RAI AREP to the relevant Coastal State to confirm and provide the Coastal State fishing license YOU CAN SEND AS MANY RAI AREPs AS NECESSARY FOR EXAMPLE YOU CAN SEND A FIRST RAI AREP TO THE VESSE
118. in the Action column 8 3 1 5 Total catch on board and catch to be offloaded In this section of the form you should indicate for each product species the quantities on board as well as the quantities the vessel intends to land or tranship when in port Evaluation of catch to be offloaded Record the quantity kg of catch by species declared to be offloaded and the catch offloaded For offloading into a container use the field transhipment Detail must include Species Product form Catch area s and quantity to be offloaded declared by the master and quantity offloaded As verified by the inspectors during the inspection Species Product form Catch area s Quantity on board declared Kg Quantity to be landed Kg Quantity to be Transhiped Kg Add Evaluation of offloaded catch Figure 49 the Evaluation of catches to be offloaded section To add some offloading information click on the Add Evaluation of offloaded catch button Note you must create an Evaluation of offloaded catch line for each offloaded product species for example if the vessel plans to offload some whole albacore 500kg to be landed 200kg to be transhipped some headed amp gutted albacore 200kg to be landed and some filleted black marlin 300kg to be landed 100kg to be transhipped then you will have to enter three Evaluation of offloaded catch lines You will be presented with the Evaluation of catches to be offloaded
119. in which the vessel is authorised to fish by the fishing authorisation check the relevant boxes then click outside of the Fishing areas menu to close it Fishing area s None selected APFIC Species _ Atlantic Ocean Coastal State _ Atlantic Ocean High Sea Gear _ Australia Bahrain Attachment a eee ee Banglades J CCAMLR Type o State COLA B T Figure 36 The Fishing areas selection menu e Species to select the species which the vessel is authorised to fish by the fishing authorisation check the relevant boxes then click outside of the Species menu to close it Species Albacore tuna Yellowfin tuna Bigeye tuna Skipjack tuna _ Albacore tuna Yellowfin tuna Bigeye tuna _ Albacore tuna Yellowfin tuna Bigeye tuna swordfish tachment Albacore tuna Yellowfin tuna Bigeye tuna Skipjack tuna swordfish sailfish _ Albacore tuna Yellowfin tuna Bigeye tuna swordfish sailfish Type _ Albacore Sv fi Figure 37 The authorised Species selection menu e Gears to select the gears with which the vessel is authorised to fish by the fishing authorisation check the relevant boxes then click outside of the Gears menu to close it Drifting longline Gear Bottom and or midwater trawls ttachment _ Coastal purse seine Type Drifting longline and purse seine and trap pen _ Fresh Longline a G _ Hani Hani id pol d lin Line and squid jigging Longline and Gill nets Fi
120. ing Port Palabuhanratu West Java Sun 14 June 2015 COMPLETION PREVIEW SUBMISSION Request for additional information for AREP RAI AREP Submission A request for additional information following an advance request to enter port has been submitted via the IOTC e PSM Application You can find the details of the submission below You can download the RAI AREP form at this link Download the RAI AREP RAI AREP information Transhipment Declaration Fishing logbook Vessel Certificate of National Registration Document of Identification of the vessel master Date Submitted 2015 06 14 09 43 UTC Requested documents i Figure 65 The RAI AREP Submission summary screen Page 52 of 105 User Manual for the Port State Competent Authority You can now click the link at the top of the screen to go Back to your dashboard The PAD will show the Vessel File for the vessel as being at the RAIAREP stage Click on an E PSM file number to open the vessel file dashboard FVD E PSM file number Status Entry Vessel flag Vessel name IRCS Typeof vessel Last form Vair Thu 04 06 15 vier s P iners OPEN 10 00 FRA Olivier s Pride XXYY Longliners Pole and Line vessels 14 06 15 09 43 Figure 66 The PAD showing a Vessel File at the RAI AREP stage If you click on the Vessel File number the Vessel File Dashboard will also show the file as being at the RAI AREP stage Form Creation date Update date Action Advanced Request for Entry in Port
121. ing logbook documents Vessel Certificate of National Registration Document of Identification of the vessel master You can check your current file status using the following link File Status Disclaimer The IOTC e PSM and its operators and users will be not liable for any inaccuracies and errors in the provided information The e PSM application will be not liable for any direct or indirect loss or damage arising under these terms and conditions or in connection with the information provided by our website and the notifications messages and we will not be liable for any loss of profit contracts business goodwill data income revenue or anticipated savings arising under terms and conditions or in connection with our website whether direct or indirect and whether arising in tort contract or otherwise The accuracy of the information presented is not guaranteed and may be affected by changes in vessels itineraries by missing data by erroneous data entered by vessel s representatives Port State User or any other e PSM user EPSM Application epsm iotc org Figure 62 A RAI AREP notification email e the list of documents information requested by the PSCA e alink to download a PDF copy of the RAI AREP with details on what additional information is required 10tc Request for Additional Information following A Request to Enter Port RAI AREP Arep received Information on fishing vessel requesting entry in port Archipelagic
122. ited by the vessel Eg Port Louis B Force Majeure Date of last port call _ Inspection on D Landin 2015 05 20 T a Maintenance Select the date of the last port call from the calendar _ g Packaging _ Processing Fish Refueling Resupplying Transhipment _ Other Tick one or several reasons Eg Landing Refueling Figure 80 The PIR form the Purpose and port of call information section This section is pre filled with the information given in the AREP All fields can be modified to match the observations made by the inspector during the inspection of the vessel 9 2 4 Status in RFMO Including any IUU vessel listing Status in RFMO Including any IUU vessel listing Record the registration status of the vessel in RFMO and any IUU vessel listing with respect to vessel identifier RFMO Flag State status Vessel identifier RFMO Flag State Status Vessel on authorised list Vessel on IUU List Action Add Status in RFMO Figure 81 The PIR form the Status in RFMO information section If the vessel is on the Authorised or IUU list of one or several RFMO s you will have to add one line for each RFMO in this section e Click on the Add status in RFMO button to open the dialog Status in RFMO Including any IUU vessel listing Vessel Identifier 01234 Enter the identification number of the vessel issued by the RFMO IOTC ICCAT WCPFC IATTC CCSBT Eg 001234 RFMO IOTC Enter the name of the RFMO Eg IOTC Flag Stat
123. k the box located in front of the document s you wish to request Q Fishing Licence issued by a coastal State Angola Select the Coastal State which license you wish to require o Authorisation to Fish licence issued by the flag State Transhipment Declaration 2015 01 05 i 2015 06 01 m Select date From Select date To Fishing logbook Vessel Certificate of National Registration C IOTC Transhipment Declaration VMS track To m Select date From Select date To O Document of Identification of the vessel master O Other information document A Select the Coastal State which license you wish to require Next step Figure 59 A RAI AREP form filled with the required information 8 4 2 Previewing the RAI AREP In this section you will be able to preview the content of the RAI AREP attach any additional document as necessary select additional contacts to which you want a copy of this RAI AREP sent by email submit the RAI AREP REQUEST FOR ADDITIONAL INFORMATION FOLLOWING A REQUEST TO ENTER PORT RAI AREP Type of vessel Longliners Pole and Line Olivier s Pride i Types of gear Pole and lines Drifting longline Length 55 0 Beam 13 0 Draft 6 0 Estimated date and time of arrival Port of call Arep received Thu 04 June 2015 10 00 UTC Archipelagic Fishing Port Palabuhanratu West Java Sun 14 June 2015 COMPLETION PREVIEW Request for additional information for AREP RAI A
124. ks for the vessel s representative and the port State e ENHANCED COMMUNICATION It provide a direct communication platform between the vessel s representative and the Competent Authority of the port State As already mentioned the AREP should be submitted by the vessel s representative using the IOTC e PSM application but if it is submitted to the PSCA directly by fax email or other means then the PSCA will have to enter the AREP in the system to initiate the process In a nutshell the AREP process At least 24hrs before the intended entry into port the vessel representative uses the e PSM application to send an AREP to the Port of Call Port State Competent Authority Alternatively the AREP can be transmitted by email fax etc and it will then be entered in the IOTC e PSM application by the PSCA The PSCA reviews the AREP asks for more information through the process of Request for Additional Information RAI AREP as necessary Once all required information has been sent by the vessel Master or agent the PSCA sends a Notification to a Fishing Vessel NFV to the vessel to indicate whether the request for entry has been granted or not Reminder A vessel cannot enter a port without having submitted an AREP and any additional documents as required by the Competent Authority of the port State A vessel can only call in ports that have been designated by IOTC Members consult which ports in the IOTC area have been
125. lag State Vessel representative Coastal State you can send a RAI AREP to any of these entities depending on what type of information you are requesting and which entity is supposed to provide it O Type of recipient select the type of recipient for the RAI AREP Flag Vessel representative or Coastal State Name the name of the recipient person company or institution Email the email of the recipient Be extremely careful when entering the email address as the RAI AREP will be lost if the email contains an error Note that by default that section will be pre filled with the information about the Vessel Representative that were submitted with the AREP 8 4 1 2 Requested documents Tick the box located in front of each document you wish to request you can request several documents in the same RAI AREP e Fishing Licence issued by a coastal State select the Coastal state which license you wish to request e Authorisation to Fish licence issued by the flag State e Transhipment Declaration e Fishing logbook using the From To date pickers select a date range for which you want a copy of the fishing logbook e Vessel Certificate of National Registration e IOTC Transhipment Declaration e VMS track using the From To date pickers select a date range for which you want a copy of the VMS track e Document of Identification of the vessel master e Other information document indicate here any other document you m
126. lagic Fishing Port Palabuhanratu West Java To confirm that the fish on board was taken in accordance with applicable requirements of the IOTC the flag of the vessel must provide the following information documents within 9 days from the date of this request failing to provide the information within the period of time the vessel will be denied use of the port for landing transshipping packaging processing refuelling resupplying maintenance and drydocking in accordance with paragraph 9 1 Flag State Authorisation to Tranship VMS track From May 1 2015 To Jun 4 2015 Date 14 June 2015 11 09 UTC Name of officer Hermann Fish igure 106 A RAI PIR PDF document e alink to access directly a web page in the e PSM application where the recipient can consult the status of their current vessel file with access to all previously submitted forms or notifications including the RAI PIR You will then be presented with the Submission screen which presents a summary of the RAI PIR that has just been sent including a link to download a PDF copy of the RAI PIR REQUEST FOR ADDITIONAL INFORMATION FOR PIR RAI PIR SUBMISSION F IRCS XXYY Olivier s Pride IMO id 1234567 vessels Types of gear Drifting longline Pole and lines Length 55 0 Beam 13 0 Draft 6 0 Type of vessel Longliners Pole and Line Estimated date and time of arrival Port of call Arep received Thu 04 June 2015
127. le is not in the IOTC e PSM database of vessels then you will have to create a new vessel e To create the vessel start by clicking on the Create Vessel button below the list of search results e You will be presented with a series of forms where you will have to enter details about the vessel 4 3 2 1 Vessel identification oo 7 3 4 5 6 SEARCH IDENTIFICATION CONTACTS AUTHORISATIONS amp PREVIEW SUBMISSION CATCHES Vessel Identification This form has been prefilled with the information from the IOTC Record of Authorised Vessels Please verify the information and complete the missing fields and complete the information on VMS National RFMOs or No VMS then select the type of VMS onboard the vessel and transmitting to the FMC of your flag State Name and Type Name of the vessel Enter the name of the vessel as written in your National Certificate of Registration or your National Authorisation to Fish Eg Bernica Flag Select a country in the list Eg Australia At it Select the type of the vessel in the list Eg Longliners Gear type Purse seines Identification Numbers IOTC identification number Enter the IOTC number allocated to your vessel by which the vessel is registered authorised by IOTC Eg 008614 6 digits International Radio Call Sign Enter the International radio call sign IRCS of the vessel Eg TTFC Port of registration Port of registration Maritime mo
128. m e Each section of the Vessel Creation form is described below Name and Type Name and Type Name of the vessel Olivier s Pride Enter the name of the vessel as written in your National Certificate of Registration or your National Authonsaban fo Fish Eg Germica Flag France EU fF Select a country in the list Eg Australia Type of the vessel Longliners Pole and Line vessels Select the type of the vessel in the fist Eg Longfners Gear type Drifting longline Pole and lines Figure 14 Creating a vessel Name and Type e Name of the vessel here enter the name of the vessel paying attention to the way it is spelled so as to avoid potential errors down the road e Flag click on the menu and select the Country Flag of the vessel where the vessel is registered e Type of the vessel click on the menu and select the Type of the vessel e Gear Type click on the menu and select one or more gear types used by the vessel to close the menu simply click outside the menu Gear type Drifting longline Fresh Longline Pole and lines e Bottom and or midwater trawls Coastal purse seine L Drifting longline and purse seine and trap pd authonsad by IOTC Eg af J l Figure 15 Creating a vessel Name and Type Gear Types Tip Where to find the name and type of the vessel If an AREP has been submitted manually use the information provided If no AREP has been submitted verify
129. m the AREP The PIR is composed of several sections which are individually detailed further below e Inspection information e Purpose and port of call e Status in RFMO Including any IUU vessel listing e Relevant Fishing authorisations e Relevant Transhipment authorisations e Transhipment information e Evaluation of catch to be offloaded e Catch retained on board e Examinations e Findings by inspector e Apparent infringements including reference to relevant legal instruments 9 2 1 Saving an on going PIR Since completing the PIR is a rather long process which might involve cross checking some information referencing to other people or documents etc the PIR form can be saved ina preliminary state and completed later It also allows the PSCA user to interrupt the completion of the PIR to for example review an incoming AREP for another vessel At the bottom of the Completion screen you will find a Save and quit button simply click on it and you will be returned to the Vessel File Dashboard where the Forms list will display a Resume icon inthe Action column for the PIR To resume completing the PIR just click on that icon Forms Form Creation date Update date Action Advanced Request for Entry in Port AREP 2015 06 02 15 46 54 0 2015 06 02 15 46 54 0 Request for Additional Information following A Request to Enter Port RAI AREP 2015 06 02 17 30 29 0 2015 06 02 17 30 29 0 OA Notification to Fishin
130. nclude for example arranging for the sale of the catch supplying the vessel with victuals and fuel vessel maintenance and administrative services such as providing legal documents and insurance Some vessels may use different agents when they operate away from their home port 2 Introduction IOTC Port State Measures In 2010 aware of the powerful and cost effective compliance tool that Port States measures represent to combat IUU fishing activities in the Indian Ocean the IOTC adopted a resolution on Port State measures to prevent deter and eliminate illegal unreported and unregulated IUU fishing IOTC Resolution 10 11 on Port States measures The resolution which entered into force on 1 March 2011 is inspired by the 2009 FAO Agreement on Port State Measures but placed in the context of the IOTC mandate The fisheries administration of the Coastal CPCs of the IOTC where foreign fishing vessels call to request entry into their designated port to offload tuna and tuna like species and use ports facilities and services are responsible for the implementation of the resolution While some CPCs of the IOTC have port State and or flag State responsibilities to implement the Resolution 10 11 the fishing industry has as well some responsibilities One of these responsibilities is for the vessel master of the vessel s representative Agent to provide a form named Advance Request for Entry into Port AREP within the period of notice de
131. nd information have been submitted in a satisfactory manner then the file is archived See Section 12 The Vessel File Status and will only be accessible in a read only way The list of Open Vessel Files shows all the active files in chronological order with the following information e PSM file number a number generated by the e PSM application click on it to open the relevant Vessel File Dashboard where you can see details about the Vessel File Vessel Files for which as form is awaiting a reply are displayed in red Status whether the file is OPEN or ARCHIVED Entry the date of entry into port as indicated in the AREP or in the PIR Vessel Flag The vessel s Flag Vessel name The vessel s name IRCS the vessel s International Radio Call Sign Type of vessel the vessel s type Last form the last e PSM form that has been submitted regarding that vessel along with the date and time of submission of said form Clicking on the form s name AREP NFV PIR allows you to display the PDF version of that file VAIR the Vessel Activity amp Intelligence Report flag will show a Warning icon if there is a potential issue detected regarding that vessel see section 7 The Vessel Activity Intelligence Report VAIR If you are looking for a particular vessel files and there are too many files in the list it is an archived file or you want to find all files relating to a given vessel or a given flag you can
132. ng the date picker e Port Sea indicate whether the transhipment took place in port or at sea e Location o if Inport select the port where the transhipment took place by starting to type its name then click on the port name Location Port L Kenitra ex Port Lyautey MA Port Latta AU ve Offload Port Laudania US Port Lavaca US ssel name Port Lincoln AU Port Logan GB in Port Louis MU Port Ludlow US oso NENTI we we ry j FTIT N E Ai CAd y ci s UCE JGO Figure 46 Transhipment in port port selection o if At sea enter the latitude and longitude of the transhipment location Format Position Latitude DD MM N or S Longitude DDD MM E or W Port Sea At Pot At Sea Location 05 455 067 15E Figure 47 Transhipment at sea entering latitude and longitude e Vessel name enter the name of the donor receiving vessel e Flag enter the flag State of the donor receiving vessel e ID number enter the RFMO identification number or the IRCS or the NRN or the IMO number of the donor receiving vessel from which fish were received Should the vessel not be registered with IOTC but be registered with another RFMO then record this number Should the vessel not be registered by a RFMO record the International Radio Call Sign IRCS or the National Registration Number NRN or the IMO number e Species select the species that was were transhipped Note you must create a Transhipment inf
133. nt in the fist the name of the person recipient Add a recipient Figure 54 AREP preview additional recipients Tip Who can I add as Additional recipients of an AREP The IOTC Resolution 10 11 Paragraph 4 requests Port States to integrate and coordinate at national level the implementation of Port State Measures with the broader system of Port State Controls and exchange information among relevant national agencies It is recommended to copy other national agencies that have jurisdiction in port to inform them of the status of the vessel The national agencies you can add as recipients are Customs Authority Port Authority Veterinary Authority Immigration Authority Maritime Authority Fisheries Authority Maritime Police National Police Ministry National Directorate National Department National National Coast Guard Defence Military Authority Navy Military Authority Sanitary Authority Remember that you can add as well other type of recipients such as Vessel contacts Beneficial owner Owner operator Master Fishing master agent of vessel Any CPC in its Flag State Port State or Coastal State responsibility Any other State State of vessel s master nationality Flag State of vessel that have transhipped to inspected vessel Flag State of carrier vessel IOTC Secretariat Any RFB RFMO Any international organisation Interpol FAO 8 3 2 4 Validation The final step is to validate and submit the AREP
134. ntation can be attached to it It is recommended to attach the documents listed below it will fasten the processing of the request by the port State and avoid un necessary delay in the response of the port State to grant entry in port The recommended documents are e Authorisation to fish or fishing license issued by your flag State e Fishing licenses issued by Coastal States e Transhipment authorisations e Previous Transhipment declarations e Certificate of Registration of the Vessel e Fishing logbook corresponding to your last fishing trip e Crew list e Wells or hold plan However the competent authority of the Port State knows exactly the type of documents they request to be provided A vessel has been granted entry into port can the vessel be denied use of port services landing or transhipment of catch Yes if the ports State e finds that the vessel does not have a valid and applicable authorization to engage in fishing or fishing related activities required by its flag State e finds that the vessel does not have a valid and applicable authorization to engage in fishing or fishing related activities required by a coastal State in respect of areas under the national jurisdiction of that State e has clear evidence that the fish on board was taken in contravention of applicable requirements of a coastal State in respect of areas under the national jurisdiction of that State e has reasonable grounds to believ
135. ntification Name type of vessel and fishing gear Name of the vessel Enter the name of the vessel as written in your National Certificate of Registration or your National Authorisation to Fish ATF Example Txori Aundi Flag Enter the name of your flag State where the vessel is registered Select a country in the list Example Australia Type of vessel Enter the type of the vessel Select the type of the vessel in the list a a a a a E Enter the type of gear used on board the vessel Select one or several gears in the list Example Drifting Longline Identification numbers IOTC number Enter the IOTC number allocated to your vessel by which the vessel is registered authorised by IOTC Format 6 digit numbers Example 008614 International Radio Enter the International radio call sign IRCS of the vessel assigned by your national licensing authority Call Sign Example TTFC or MD66G or UDSF or CHDS Maritime mobile Enter the Maritime mobile service identity number MMSI of the vessel as issued by your flag State service identity Format 9 digit numbers number Example 123456789 External Enter one external identification number as displayed on the superstructure or the hull of the vessel Vessel name identification International Radio Call Sign IRCS IMO number National registration number NRN Port of registration fishing licence number number External identification numbers may be displayed on the bow and or st
136. nts as for the AREP to ensure they will be informed at every stage of the e PSM process 9 3 1 4 Submission The final step is to submit the PIR Select which of the Current Vessels Contacts is the Sender of the advance request to enter port i e the Vessel Representative this contact will receive a copy of the PIR and will also receive the RAI PIR if any Click the Submit button to send the PIR The recipients will receive a PIR notification by email This email contains Port inspection report Archipelagic Fishing Port Palabuhanratu West Java Olivier s Pride olivier master mail com e gt 14 juin 2015 12 57 1otc Port inspection report PIR Submission A port inspection report has been submitted via the IOTC e PSM Application You can find the details of the submission below You can download the PIR form at this link Download the PIR PIR information Name of vessel Olivier s Pride Inspection report number PIR_Olivier s Pride_FRA_201506156_12 You can check your current file status using the following link File Status Disclaimer The IOTC e PSM and its operators and users will be not liable for any inaccuracies and errors in the provided information The e PSM application will be not liable for any direct or indirect loss or damage arising under these terms and conditions or in connection with the information provided by our website and the notifications messages and we will not be liable f
137. o indicate for each species products the quantities that were transhipped To add a transhipped species product click on the Add transhipped species product button to open the Transhipment information dialog e Species select the species in the list e Product form select the product form in the list e Weight kg enter the total weight of this soecies product that was transhipped Transhipment information Species Albacore Select a species in the list Eg Bigeye tuna Product form Whole rounded Not processed os Select a product in the list Eg Head on Giled amp Gutted Tai on Weight kg 500 v Record the weight in kilograms for each species transhipped from the donor vessel to the receiving vessel Eg 150 Figure 126 The OLT form the Transhipment information dialog When done click OK and you will be returned to the OLT form Repeat this process until you have entered information about all the products species that were transhipped Transhipment information This section of the form should be completed when the vessel requesting entry into port receive catches from a donor vessel in port Species Product form Weight kg Action Albacore Whole rounded Not processed 500 xG Yellowfin tuna Whole rounded Not processed 500 xG Add transhipped species product Figure 127 The OLT form the Transhipment information section filled with data Note you can delete
138. ocuments The information documents requested shall be provided within the number of days specified below from the date of this request Failing to provide the information within the period of time the vessel shall be denied use of the port facilities and services for landing transshipping packaging processing refuelling resupplying maintenance and drydocking in accordance with paragraph 9 1 of Resolution 10 11 Number of days 0 Requested documents Tick the box located in front of the document s you wish to request Flag State Authorisation to Fish Flag State Authorisation to Tranship _ Fishing logbook From To Vessel Certificate of National Registration IOTC Transhipment declaration VMS track From To Other information document 4 Select one or several type of document in the list you wish to request Figure 103 The RAI PIR form 9 5 1 1 Communicating Entities Port State representative Sender Name of port State officer this is the name of the Port State staff responsible for e PSM questions It will usually be your name or the person on whose behalf you are sending the RAI PIR Flag State Vessel representative Coastal State you can send a RAI PIR to any of these entities depending on what type of information you are requesting and which entity is supposed to provide it o Type of recipient select the type of recipient for the RAI PIR Flag Vessel representative or Coastal State o Name the name of th
139. of call Arep received Thu 04 June 2015 10 00 UTC Archipelagic Fishing Port Palabuhanratu West Java Sun 14 June 2015 COMPLETION PREVIEW Port inspection report PIR preview At this step you can preview save and print the form PIR You can attach any relevant document s collected during the inspection and add additional recipient s then validate and submit the PIR Form preview Verify the information in the below document preview Port Inspection Report PIR Information on vessel Nadia fe Archipelagic Fishing Port Palabuhanratu West p iv 14 June 15 09 21 UTC Port of call Java sate Inspection information The Java Fisheries Authority Inspection report number Will be informed once this form is submitted Port of inspection J i n nt of inspectio Completion of inspection 05 June 2015 18 40 UTC Port of last port call Date of Attachments You can attach any relevant document to your request PDF DOC etc File to attach Name of the file Tag of the file Action Attach anew document Additional Recipients Complete the following additional recipients table to automatically send them by email a copy of this form A copy of this form will automatically be emailed to the Vessel contacts and to the Port State contacts not listed here Email address of the Type of recipient Name of the recipient reciplent Action Other 7 Olivier Master olivier master mail x Flag State 7
140. ofloading declaration OLT scasccrsacesciescteesaue sucirevaicecemunwtnsacaceuascteasnetsatacuedicieaaseduceadediecmsiseudss 79 oe ope Mame CONE RE TE OLT aer E ate ee ener e ere eee eres ners 80 So Pee we a 2 Md Raeeer ee eenene stn tno EE 83 96 3 Submitting and receiving the OLT wesccnce tasceotacnnciandarasnongennieesiidteecandaeusslandoeevannpaqteadbdussatgenss 84 10 The Transhipment monitoring PDrOCESS cursini E E 85 10 1 Transhipment as a receiver vessel TRX TDR eessssssessrsessesrrrresssrrrressrrrreessrrrressreereesserrresseeeree 85 10 11 Complen the TRXA TDR srucnern nn AAA 86 10 12 Previcowimne the TRX TDR ceceni AEE 89 10 1 3 Submitting and receiving the TRX TDR cccccesseccccssscceceesececeeseceeeeeseceeeeecesseneceetenseeetes 91 10 2 Transhipment as a donor vessel TRX TDD ssssccccccesseecccceeessecceeeeeeeeceeeeeeeeeeeeeeaeeeeeeeeeas 91 11 Sharning a Vessel Tie sean R 92 1 TeVe ele eS a A E ST 92 Appendix Frequently Asked Questions sesssssssesesrressrreresrrrssrrrresrrressrerssrreessrererereessrereserreserereseerese 94 Appendix Il Detailed description of all fields used in the AREP procesS csccccccsssseeceeceeeseeeeeseeeees 96 Appendix Ill Detailed description of all fields used in the PIR process ssssseccecessseeeeeeeeeeseeeeeees 100 Acronyms AREP CPC FS IOTC NFV OLT PAD PIR PS PSCA PSM RAI RAI AREP RAI PIR TRX TDD TRX TDR VF VFD V
141. ographer Name Photo upload time Add photo Vessel contacts This form has been prefilled with the information related to the vessel identified Use the vessel contact section to enter the information on the master and or agent and or owner and or operator and or beneficial owner Name nationality telephone facsimile address email Type of contact Name Phone Mobile Fax Email Current contacts Action Master Olivier Master 006494370987 0064020190789856 006494370987 olivier otolithe com Gx Owner Olivier Owner 0033479890976 0033675123215 0033479890976 olivier oroux com Gx Add contact Creation date Update date Advanced Request for Entry in Port AREP 2015 06 02 15 46 54 0 2015 06 02 15 46 54 0 Select a form to create Advanced Request for Entry in Port AREP e Sharing You can share an EPSM file and associated forms with one or several type of user IOTC CPCs RFMOs or RFBs Click on Add user access and select a user the EPSM file will appear in its PAD Port State or Vessel File Sharing User Name Email Type Flag country Action Add user access 8 Figure 9 The Vessel File Dashboard The VFD is composed of several sections some sections are detailed in a dedicated paragraph further below 1 The Vessel Identification details all the details related to the vessel itself are listed here name flag IRCS RFMO number dimensions etc If needed you can edit this information by clicking on the Update Vessel Identi
142. on following an AREP RAI AREP you can attach for example an official letter Letter from the Competent Authority of the port State in support of your request 8 4 2 3 Additional Recipients By default the RAI AREP is automatically sent by email to e the recipient that was indicated during the RAI AREP form completion see 8 4 1 1 above e the Competent Authority of the Port State If you wish so you can add additional recipients to which the RAI AREP will be sent by email e by default the Flag States contacts are listed here but you can remove some or all of them if you think they are not relevant e to add other additional recipients simply click on the Add a recipient button select the type of recipient e g Customs Flags State Port Authority enter the name of the recipient e g Institution name person name then enter a valid email address for the recipient e to remove a recipient click on the Delete icon in the Action column Additional Recipients Complete the following additional recipients table to automatically send them by email a copy of this form A copy of this form will automatically be emailed to the Vessel contacts and to the Port State contacts not listed here Emall address of the Type of recipient Name of the recipient Action sash par Pl recipient Customs Authority Directorate Fisheries Resources Management sdi djpt gmail com x Flag State CROSS Etel Centre nati
143. onal de Surveillance des P che cnsp france develc x Enter the name of the institution and Enter the email address of the recipient Enter the email address of the Select a type of recipient in the fist the name of the person recipient Add a recipient Figure 61 RAI AREP preview additional recipients Tip Who can I add as Additional recipients in a RAI AREP It is recommended to copy the same recipients as for the AREP to ensure they will be informed at every stage of the e PSM process 8 4 2 4 Validation The final step is submit the RAI AREP e Click the Submit button to send the RAI AREP The recipient of the RAI AREP will be notified by an email sent to the contact address you indicated when filling the RAI AREP This email contains Request for Additional Information following A Request to Enter Port RAI AREP Archipelagic Fishing Port Palabuhanratu West Java wr mail com Po gt 1otc 14 juin 2015 11 43 Request for additional information for AREP RAI AREP Submission A request for additional information following an advance request to enter port has been submitted via the IOTC e PSM Application You can find the details of the submission below You can download the RAI AREP form at this link Download the RAI AREP RAI AREP information Intended port of call Name of vessel Archipelagic Fishing Port Palabuhanratu West Java Olivier s Pride Transhipment Declaration Requested Fish
144. ontact person If any Example olivier nail hotmail com Address Enter the address of the contact person Format Street number Street Name PO Box Province City Country Example 15 Montain Street PO Box 102 Essex Manchester Spain Authorisation and catches Purpose and port of call Intended port of Enter Select the intended port of call from the list call Example Mombasa Estimated local Record the expected local date and time that the vessel will arrive at the port limits Select the date and time of date and time of arrival in port from the calendar arrival Format Date Time YYYY MM DD HH MM Example 2012 11 25 23 00 Purpose s of port Record all the reasons for the vessel requesting port entry Tick one or several reasons Landing Transhipping call Packaging Processing of fish Refuelling Resupplying Maintenance Dry docking Example Landing Resupplying Port of last port call Enter the name of the last port visited by the vessel Example Durban Date of last port call Enter the date of the last port call Select the date of the last port call from the calendar Format YYYYMMDD Example 2012 07 23 Observer on board Record if there is an observer on board the vessel at the time of the request to enter port Tick the box if an observer is present on board the vessel Relevant Fishing Authorization s Identifier Enter in free text the numeric or alpha numeric identification number
145. or any loss of profit contracts business goodwill data income revenue or anticipated savings arising under terms and conditions or in connection with our website whether direct or indirect and whether arising in tort contract or otherwise The accuracy of the information presented is not guaranteed and may be affected by changes in vessels itineraries by missing data by erroneous data entered by vessel s representatives Port State User or any other e PSM user EPSM Application epsm iotc org Figure 100 A PIR notification email e alink to download a PDF copy of the PIR e alink to access directly a web page in the e PSM application where the recipients can consult the status of the current vessel file with access to all previously submitted forms or notifications including the PIR Reminder Thirty days after a PIR has been submitted a PDF copy of the PIR excluding the transhipment and catches information will be automatically published in the Information Sharing section Module 2 of the IOTC e PSM website where it will be accessible only to IOTC CPC users as per paragraph 19 2 of IOTC Resolution 10 11 and paragraph 13 2 of IOTC Resolution 10 11 Note that the PIR DPF that you can download at the end of the process includes computed differences between catch quantities declared in the AREP and those verified by the inspector for the Evaluation of catch to be offloaded and Catch retained on board sections
146. ormation line for each transhipped product species e Products select the product form of the species that was were transhipped Note you must create a Transhipment information line for each transhipped product species e Catch area s select the catch area s in which the transhipped species products where captured e Quantity indicate the weight in kilograms of the species product transhipped When you have finished completing this section click the Ok button to add this transhipment information to your AREP Repeat the process for each relevant transhipment information Transhipment information This section of the form should be filled when the vessel requesting entry into port took on board catches from donor vessel s or transhipped catches to a receiving vessel Carrier vessel at sea Vessel Date Port Sea Location Recelve Offload Catch area s Quantity Action 2015 p Port Louis R TheTuna Faroe IRCS 45678 Albacore tuna Yellowfin Whole rounded Not indian Ocean 650 xG 05 20 MU Queen islands tuna Bigeye tuna processed High Sea 2015 05 23S The Big NRN Head off Gilled amp l S Fiji Black li SWIOFC 300 XG 05 29 066 24E Kahuna Fuli23456789 O04 marin Gutted Tail off 6 Add transhipped species product Figure 48 the Transhipment information section filled with data Note you can delete a transhipment information line that you might have added by mistake by clicking the Delete icon
147. ot to conduct a complete Port inspection of the vessel but decides to inspect monitor the offloading transhipment and or landing operations Following the inspection monitoring of the offloading the port State will complete an Offloading Declaration OLT To start the OLT process open the relevant Vessel File and click on the Form creation menu select Offloading declaration OLT and click the Create button Forms Form Creation date Update date Action Advanced Request for Entry in Port AREP dim 14 06 15 09 21 UTC dim 14 06 15 09 21 UTC Request for Additional Information following A Request to Enter Port RAI AREP dim 14 06 15 09 43 UTC dim 14 06 15 09 43 UTC OA Request for Additional Information following A Request to Enter Port RAI AREP dim 14 06 15 10 02 UTC dim 14 06 15 10 02 UTC D 7 Notification to Fishing Vessel NFV dim 14 06 15 10 13 UTC dim 14 06 15 10 13 UTC Port Inspection Report PIR dim 14 06 15 10 57 UTC dim 14 06 15 10 57 UTC Request for Additional Information following a Port Inspection Report RAI PIR dim 14 06 15 11 09 UTC dim 14 06 15 11 09 UTC OA Select a form to create Offloading Declaration OLT Figure 110 Selecting the OLT in the Form creation menu You will then be presented with the OLT form OFFLOADING DECLARATION OLT IPCS Type of vessel Longliners Pole and Line Olivier s Pride IMO id 1234567 veesels Types of gear Drifting longline Pole and lines
148. ped catches to a receiving vessel Carrier vessel at sea or in previous port s Transhipment information This section of the form should be filled when the vessel requesting entry into port took on board catches from donor vessel s or transhipped catches to a receiving vessel Carrier vessel at sea Port Sea Location Recelve Offload Vessel name Flag id number Species Product form Catch area s Quantity Action Add transhipped species product Figure 44 the Transhipment information section To add some transhipment information click on the Add transhipment information button Note you must create a Transhipment information line for each transhipped product species for example if the vessel transhipped 500 kg of whole albacore 200 kg of headed amp gutted albacore and 340 kg of filleted black marlin then you will have to enter three Transhipment information lines You will be presented with the transhipment information creation form Transhipment information Date 2015 05 20 Port Sea AtPort At Sea Location Port Louis MU Receive Offload Receive Offloading Vessel name The Tuna Queen Flag Faroe Islands 7 id number IRCS 45678 Species Albacore tuna Yellowfin tuna Bigeye tuna Product form Whole rounded Not processed Catch area s Indian Ocean High Sea Figure 45 The Relevant Transhipment Authorisation s form filled with information e Date select the date of the transhipment usi
149. porting on previous catch declaration VAIR Level 1 warning 9 2 10 Examinations Examinations Record the result of the inspection with regards to the examination of the logbook compliance with applicable documentation scheme compliance with applicable trade information scheme s and examinitation of the fishing gear s Examination of logbook s and other documentation Compliance with applicable catch documentation scheme s Yes No Yes No Compliance with applicable trade information scheme s Types of gear used Yes No None selected v Gears examined in accordance with paragraph e of annex 2 Yes No Figure 93 The PIR form the Examinations section As part of the port inspection the inspector must conduct a series of examinations as provided by the relevant IOTC resolutions Those are e Examination of logbook s and other documentation if the logbooks and other documentation have been examined check Yes if it hasn t check No In the text field below enter any comment by the inspector e Compliance with applicable trade information scheme s if the examination has revealed that the vessel complies with the applicable trade information schemes check Yes if it hasn t check No In the text field below enter any comment by the inspector e Compliance with applicable catch documentation scheme s if the examination has revealed that the vessel complies with the applic
150. py of this NFV sent by email submit the NFV NOTIFICATION TO FISHING VESSEL NFV 5 XxXYY Type cf vessel Longliners Pole and Line MO ic 1234667 vesseis a angh S50 Bear 13 0 Drat 6 0 Olivier s Pride Estima and time of mruw gt Pert of call gt Ap recetwed gt Thu 04 June 2015 10 00UTC Archipelagic Fishing Port Palabuhanratu West Java Sun 14 June 2015 S oa 3 COMPLETION PREVIEW SUBMISSION Notification to fishing vessel NFV Preview This notification to the fishing vessel following a request to enter port wil be automatically sert by email to the vessel representative s and the flag State af the vessel You can attach documents fag Official latter to this notification by using the Attachments table You can add other recipients by using the Additional Recipients table Form preview Verity the informaticn in the below document jaw Notification to Fishing Vessel NFV The treng Secnion han Seer tater wet reparts to the sequent pou hees suSTiiec i eter Pe zot of Archipelegie Plahig Port Palsbutarrate West Jeva Pot sixa ceceer Port entry authorised 14 June 15 10 12 UTC Attachments You can attach any relevant document to your request POF DOC eta Gick on GrcoseGrowse Se arxi solect the document Gwe a name to the fie Albanie a tag to the fie select a type af document in the ist Additional Recipients Complete the following additional recipients table to automatically
151. rd Not registered with RFMO Example IOTC 001234 6 Digits ICCAT ATEUOESP00426 13 digits IATTC 6265 4 digits WCPFC 5265 4 digits CCSBT FV04529 7 digits Link to Consolidated List of Authorized Vessels http clav iotc org browser search VUXO9iGqqko Record the Regional Fisheries Management Organisation Select the RFMO from the list If the vessel is not registered with any tuna RFMOs Enter select Not registered with RFMO Example IOTC Flag State Status Record the Membership status of the flag State of the vessel in the RFMO s Contracting Party CP Cooperative Non Contracting Party CnCP or Non Contracting Party NCP Select the status from the list Example Contracting Party Vessel on authorised list Record if the vessel is on a RFMO authorised list Tick the box YES if the vessel is on a RFMO authorised list In the contrary Tick NO Vessel on IUU list Record if the vessel is on a RFMO IUU list Tick the box YES if the vessel is on a RFMO IUU list In the contrary Tick NO Relevant Fishing Authorisation s Instruction Record the details for each of the fishing authorisation that corresponds to the areas catches and gear s on board with respect to identifier number issuing authority validity fishing areas species and gear s authorised Fishing authorisations include Flag State authorisation to fish ATF All coastal State fishing license to fish Click on the button Add it will open a window
152. rea s identifier issued by Species Gear Attachment Type FRA Ministre de l cologie du Albacore tuna Yellowfin tuna Bigeye Drifting 2015 2015 Authorisation i FRA45657 d veloppement durable et de 01 01 12 31 ICCAT IOTC tuna Skipjack tuna Black marlin blue longline Pole fs_license pdf to Fish ATF xG l nergie Orthongel marlin and striped marlin and lines Costal State TZA The Deep Sea Fishing 2015 2015 Albacore tuna Yellowfin tuna Bigeye Drifting j XG TZA8907X Authority 03 03 07 15 Pana tuna longline PR itenana ta pitas 6 Add Relevant Fishing authorisation Figure 40 the Relevant Fishing Authorisation s section filled with data Note you can delete a fishing authorisation that you might have added by mistake by clicking the Delete icon in the Action column 8 3 1 3 Relevant Transhipment Authorisation s In this section you have to provide details about the Transhipment authorisations that have been issued to the vessel and which are relevant to the IOTC PSM process Relevant Transhipment authorisation s Provide the information on your Transhipment Authorisation issued by your flag State and information on any Transhipment Authorisation s issued by a Coastal State s if Transhipment s has occurred in the waters of a Coastal State identifier Issued by Add relevant transhipment authorisation Valid from Valid to Attachment Action Figure 41 the Relevant Transhipment
153. rence to relevant legal Actions taken instrument s Figure 96 The PIR form the Apparent infringements section with the Report apparent infringements box checked e Apparent infringement s noted including reference to relevant legal instrument s Record violation s found as perceived by the inspector s Clearly mention the relevant legal instrument for each apparent infringement e Actions taken Record action s taken as a follow up to the inspection Eg offloading denied catch apprehension gear retention legal prosecution fine imposed Reminder This step is really important as it allows to compile a list of apparent infringements committed by the vessel The list of apparent infringements over a number of recent PIRs will be used when generating the VAIR report on the vessel for its next AREP if the vessel has PIRs which include apparent infringements in the last 3 years then it will trigger a Report of suspected infractions VAIR Level 2 warning In this section you will be able to e preview the content of the PIR e attach any additional document as necessary e select additional contacts to which you want a copy of this PIR sent by email e submit the PIR PORT INSPECTION REPORT Type of vessel Longliners Pole and Line Olivier s Pride hati ngi Types of gear Drifting longline Pole and lines Length 55 0 Beam 13 0 Draft 6 0 Estimated date and time of arrival Port
154. reproduced by any process without the written permission of the Executive Secretary IOTC The Indian Ocean Tuna Commission has exercised due care and skill in the preparation and compilation of the information and data set out in this publication Notwithstanding the Indian Ocean Tuna Commission employees and advisers disclaim all liability including liability for negligence for any loss damage injury expense or cost incurred by any person as a result of accessing using or relying upon any of the information or data set out in this publication to the maximum extent permitted by law N gt z Pa Indian Ocean Tuna Commission A CONTACT DETAILS Indian Ocean Tuna Commission Le Chantier Mall PO Box 1011 Victoria Mah Seychelles Ph 248 4225 494 Fax 248 4224 364 Email secretariat iotc org Website http www iotc org BIBLIOGRAPHIC ENTRY IOTC 2015 IOTC e PSM Application User Manual for Vessel representatives IOTC Seychelles 105 pp The manual has been prepared with the financial support from the Development Grant Facility DGF to the Global Partnership for Oceans GPO of the World Bank The grant is administrated by the Indian Ocean Commission IOC THE WORLD BANK COMMON OCEANS NDIAN OCEAN tf Indian Ocean Tuna Commission Commission des Thons de l Oc an Indien BM OO Table of contents PONS cs gas sees ears cage tr eine rege Genero vein co ge versie ees eager ooinntn ouster sie nie e
155. rmation required to take a decision regarding an AREP you will have to send a Notification to a Fishing Vessel NFV which can indicate e Port entry authorised the vessel can enter port e Port entry authorised but use of port facilities denied until completion of a port inspection and clearance by the competent authority once in port the vessel will undergo a Port Inspection and the PSCA will then produce a Port Inspection Report see section 9 below e Port entry denied the vessel cannot enter port To start the NFV process open the relevant Vessel File and click on the Form creation menu select Notification to a Fishing Vessel NFV and click the Create button Forms Form Creation date Update date Action Advanced Request for Entry in Port AREP 2015 06 02 15 46 54 0 2015 06 02 15 46 54 0 Request for Additional Information following A Request to Enter Port RAI AREP 2015 06 02 17 30 29 0 2015 06 02 17 30 29 0 OAP Select a form to create Notification to Fishing Vessel NFV Figure 71 Selecting the NFV in the Form creation menu You will then be presented with the NFV form The NFV filling process is made in three steps e completion e preview e submission 8 5 1 Completing the NFV form On this screen you will indicate the decision regarding the vessel s AREP To do this simply tick the relevant decision s box e Port entry authorised e Port entry authorised use of port facilities
156. rscitelannteb niuca nace a EA 30 8 3 1 Au th risations amp CatchEsS erisririssesinren e E EE AETA 30 832 Previewing Nne AREP eoori E E 40 Baa AREP UDT Oe E E E re ere 44 8 4 Sending a RAI AREP and receiving a reSpOnSe ssssssessressrersrrrssrersrrrssrresreesreresrersrersreresreese 45 8 4 1 Completing the RAI AREP fOrim sccccsssscsssseressoussectenesscnssesencoussecucussseneusscnsousressenssss 46 8 4 2 Previewing the RAI AREP scseccssssscsosssscnssssscscousssctcusssencussscnecussestousssencusscneoussessensnss 48 8 4 3 Receiving responses to a RAI AREP cccscccssccssecssecesccesccescceseceucceueeeeeeseeeseeseeenseeseeenes 53 8 5 Sending a Notification to a Fishing Vessel cccccccesscccccsecceeesececeeeceeceeceesaeeceeeueceeseneeeetes 55 8 5 1 Completing the NFV fOr ccccccsseccccsssccccessececsesececcesececeeesccessueceseuaecesseeceeseeecesauaesss 55 ee Provi Wine Me NPY oee a 56 89 3 Receiving Ne NFV sesicsreirdaspeea a e a S 58 9 ThePort inspection DroCESS sonses O E S 59 9 1 Creating a PIR TONM iseci R a a aa e 59 T2 COMPE EPIR eee E a ne OS 60 9 2 1 Saving an on going PIR cccscccseccssccseccsecceccucceucceueceusceuseescceuseeueceueeeseeeeesseesseesseesaeenes 60 9 2 2 INSPECTION informatio cceeseccceseccccenecccceesececeesececsuseceeeeuseceseusecessunecesseneeeessusesessenesss 61 9 23 P rposeand port OT Call ciccscccscwcedecnsetdsenscnaasadseeddeenawsdtedeubauado
157. s the inspectors will complete a Port Inspection Report PIR This will be entered in the e PSM application and the vessel File will be updated with a PIR form In a nutshell the PIR process If the PSCA decides to conduct a Port Inspection an inspection team is sent to inspect the vessel Once the inspection is complete the PSCA enters the results in the IOTC e PSM application as a Port Inspection Report PIR Usually when a Port Inspection is conducted and catches are landed or transhipped to or from the vessel in port the PSCA will monitor the landing and or the transhipment and will respectively fill in the e PSM application a Landing Declaration OLT or Transhipment declaration as a donor vessel TRX TDD or as a receiver vessel TRX TDR If the PSCA deems it necessary it can request additional information through the process of Request for Additional Information once the inspection has been completed RAI PIR Once you have selected or created the Vessel File for which you want to create a PIR you will be presented with the Vessel File Dashboard which shows details about the Vessel File Reminder Take some time to review the details about the vessel s identifiers photographs and contacts and make additions or corrections as required see sections 4 3 2 1 and 5 above Pay also attention to the vessel s VAIR Status as this could reveal potential issues and put the vessel in a high medium low risk profile see
158. section 7 above Note a PIR does not necessarily follow an AREP If the vessel has called in port without submitting an AREP then an inspection can still and should probably be conducted and thus a PIR will be the first form for the Vessel File In the Forms section click on the Form creation menu and select Port Inspection Report PIR and click the Create button Forms Form Creation date Update date Action Advanced Request for Entry in Port AREP 2015 06 02 15 46 54 0 2015 06 02 15 46 54 0 Request for Additional Information following A Request to Enter Port RAI AREP 2015 06 02 17 30 29 0 2015 06 02 17 30 29 0 2 Notification to Fishing Vessel NFV 2015 06 02 17 53 52 0 2015 06 02 17 53 52 0 Select a form to create Port Inspection Report PIR Figure 77 Selecting the PIR in the Form creation menu You will then be presented with the PIR Completion form This is the section where you enter the information relevant to the PIR itself A large part of the PIR form is already pre filled with information coming from the AREP such as details about the vessel and the call in port about fishing and transhipment authorisations about catches etc This information can be corrected or completed according to the results of the inspection In particular the sections about catches offloading offer specific fields for entering the verified quantities versus the declared quantities coming fro
159. seisdesesnidendaienatedeimaaswdwenetedees 62 9 2 4 Status in RFMO Including any IUU vessel listing cccccessecccessececeeseceeeeeseeeseeeeetseneess 62 9 2 5 Relevant Fishing authorisations cccceseccccsseccceesececcesececeeeseceseusecessusecesseeeceeseusecetseneess 63 9 2 6 Relevant TranshipMent AUthOrisations cccccccssseccccsseccccesscceceesececcesececseeeceeseuseeesseneces 65 9 2 7 TransShipMent INFOrmation ccccccsscccccsssccccessececsesececcesecceeeeseceseesececseecesseeeceeseuseeetseneess 65 9 2 8 Evaluation of catch to be OfflOAdE ec eecccccssececcesececeesececeesececeueecesseeeeeeseusecessenesss 65 92 9 Catch FEtAINEO ON DOard iccsccsscwsctecssesasecserradunnsesdemnnowsdtesievubasacsseisiedosmbdebenienatedeimaaseevaretedees 67 92 10 EXAMINATIONS sarisi eicottxeuedoukeciicoptecrstonencninnitnaretoueonesnteoess 67 g2 Findes DYNE DECOT arrra N E eee eee 68 9 2 12 Apparent infringements including reference to relevant legal instruments 0006 68 Io Pennee PIR ee E E eee ee ere 69 ga RECECE NEPR a E E a eee eee 71 9 5 Sending a RAI PIR and receiving a rOSPONSE ccescccesscccesececeececeeceeeneeeeencesauscessuecessecenenees 73 951 Completing the RAEPIR TO Minsc E 73 952 Previewme the RAIFPIR cies ce cate cscs chaise a dence eid po ecard A 75 9 5 3 Receiving responses tO a RAI PIR cccseccseccseccssccsccescceuccescceucceucceuseeseeeeeeseeeseeeseesaeenes 79 96 The
160. sely compare and validate the quantities of each species product that were declared vs what was actually landed or transhipped The difference between each pair of declared verified quantities will be used when generating the VAIR report on the vessel for its next AREP any difference in excess of 20 between declared and verified quantities will trigger a Serious misreporting on previous catch declaration VAIR Level 1 warning 9 6 2 Previewing the OLT In this section you will be able to e preview the content of the OLT e attach any additional document as necessary e select additional contacts to which you want a copy of this OLT sent by email e submit the OLT OFFLOADING DECLARATION OLT Olivier s Pride nos awy o 6 wee rOM oneview Officading form OLT Preview n then atep you can preview aeee anci pent the oft Offioading Declaration OLT Orrore Mstnorty 3 _ Drrectorate Fishones Resources Maragemert sa CERO grad COM Nag Sore 2 CROSS Es Centre rational de Survediance cies P che 6 crapranced icievetc RFG RAMO OTC SECRETARIAT epmerdeote orp Figure 116 The OLT preview screen 9 6 2 1 Form preview This section shows you an exact preview of the OLT PDF document that will be emailed to the relevant contacts If you want you can open the document in your PDF viewer Please make sure that the information in this document are correct and reflect accurately the inform
161. shipment authorisation etc Please pay attention to the size of the documents you submit and avoid files more than a couple Megabytes Tip what documents can be attached to a TRX TD When you complete a Transhipment Declaration form as a Receiver Vessel TRX TDR you can attach for example legible copies of the Transhipment Declaration and the Transhipment Authorisation 10 1 2 3 Additional Recipients By default the TRX TDR is automatically sent by email to e the Vessel Representative who is the Vessel Contact that is defined as the Sender of the advance request to enter port see 8 3 2 4 above e the Competent Authority of the Port State If you wish so you can add additional recipients to which the OLT will be sent by email e by default the Flag States contacts are listed here but you can remove some or all of them if you think they are not relevant e to add other additional recipients simply click on the Add a recipient button select the type of recipient e g Customs Flags State Port Authority enter the name of the recipient then enter a valid email address for the recipient e toremove a recipient click on the little Delete icon in the Action column Tip Who can I add as Additional recipients in a TRX TDR It is recommended to copy the same recipients as for the AREP or PIR or OLT to ensure they will be informed at every stage of the e PSM process 10 1 2 4 Submission T
162. ss 9 5 2 4 Validation The final step is submit the RAI PIR e Click the Submit button to send the RAI PIR The recipients of the RAI PIR will be notified by an email sent to the contact address you indicated when filling the RAI PIR This email contains Request for Additional Information following a Port Inspection Report RAI PIR Archipelagic Fishing Port Palabuhanratu West Java olivier master mail com 14 juin 2015 13 09 1OtC Request for additional information for PIR RAI PIR Submission A request for additional information following a port inspection has been submitted You will find the detail of your request for additional information in the below section You can download the PDF of the request using the following link Download the RAI PIR Download the RAI PIR RAI PIR information Intended port Archipelagic Fishing Port Palabuhanratu West Java of call Name of Olivier s Pride vessel Requested Flag State Authorisation to Tranship documents VMS track You can check your current file status using the following link File Status Disclaimer The IOTC e PSM and its operators and users will be not liable for any inaccuracies and errors in the provided information The e PSM application will be not liable for any direct or indirect loss or damage arising under these terms and conditions or in connection with the information provided by our website and the notifications messages
163. t Close Share this file with selected user Figure 130 The Vessel File Dashboard File sharing dialog e Start typing the name of the user in the Search field and click the Search button e Inthe list of results select the user you want to share the Vessel File e Click the Share this file with the selected user button e You can repeat this operation to share the file with as many users as needed You will then be returned to the VFD where the File sharing section will show the list of users with whom the Vessel File is shared File Sharing You can share an EPSM file and associated forms with one or several type of user IOTC CPCs RFMOs or RFBs Click on Add user access and select a user the EPSM file will appear in its PAD Port State or Vessel File Sharing User Name Email Type Flag country Action Australian Fisheries Management Authority portpermit afma gov au Flag State User Australia x Add user access Figure 131 The Vessel File Dashboard File sharing section To stop sharing a Vessel File with a given user click the Remove icon in the Action column A shared Vessel File will appear in the PAD of each user it is shared with and they will be able to consult it in a read only mode 12 The Vessel File Status At the top of the Vessel File Dashboard is a section indicating the file s Status e gy OPEN this means the Vessel File is active which usually me
164. t RAI AREP Notification to Fishing Vessel NFV Port Inspection Report PIR You can share ane pg Request for Additional Information following a Port Inspection Report RAI PIR re a a oe oe the e PSM file will app Offloading Declaration OLT Transhipment Declaration as a receiver TRX TD R Figure 57 Selecting the RAI AREP in the Form creation menu File Sharing You will then be presented with the RAI AREP form The RAI AREP filling process is made in three steps e completion e preview e submission 8 4 1 Completing the RAI AREP form On this screen you will enter details about the additional information that you request Note that you are provided with a link to download a PDF copy of the relevant AREP for reference REQUEST FOR ADDITIONAL INFORMATION FOLLOWING A REQUEST TO ENTER PORT RAI AREP IRCS XXYY Type of vessel Longliners Pole and Line Olivier s Pride eip gc Types of gear Pole and lines Drifting longline Length 55 0 Beam 13 0 Draft 6 0 Estimated date and time of arrival Port of call Arep received Thu 04 June 2015 10 00 UTC Archipelagic Fishing Port Palabuhanratu West Java Sun 14 June 2015 COMPLETION Complete the request for additional information for AREP RAI AREP Before authorising the vessel to enter your port you can request additional information to the competent authority of the flag State of the vessel or the representative of the vessel to confirm that t
165. t include Species Product form Catch area s and quantity to be offloaded declared by the master and quantity offloaded As verified by the inspectors during the inspection Product form aanp cava fe gt ana clas a ome e Objection Comments Action Kg kg verified kg Albacore ae lOc 3500 2000 1500 none G rare Indonesia OTC 1400 1300 0 none G nana hema Indonesia IOTC 800 0 700 none G Add Evaluation of offloaded catch Figure 89 The PIR form the Evaluation of catch to be offloaded section with data from the AREP For each line in this table you must enter the values of landed and transhipped quantities that were verified observed by the inspector To do this click on the Edit icon in the Action column to open the edit dialog Limie mmmn ee te a oe i oe Evaluation of catch to be offloaded Species Yellowfin tuna Select a species from the list Eg Albacore Product form Whole rounded Not processed r Select a product form in the list Eg Head on Gled amp Gutted Tail on Catch area s Indonesia IOTC Select catch area s from the list You can select several catch areas Eg Madagascar Indian Ocean High Sea Quantity on board declared Kg 1400 Record the weight in kilograms for each species on board when the vessel entered port Eg 3000 Quantity to be landed Kg 1300 Record the weight in kilograms for each species declared to be landed Eg 1000 Quantity to be Tr
166. t the date from the calendar ecord the date the authorisation to tranship will expire Select the date from the calendar Click on the button Choose file to attach the transhipment authorisation then select the file on your computer he source of the information advance request of entry in port AREP OBJ Record if you object to the fishing authorisation submitted omments Record any comment you may have on the offloading operation Transhipment information Issued by x NIDII GIF ILE a Jala D am aoa s 3 Instruction Record the details of each transhipment operation which includes date location of the transhipment name of the receiving donor vessel flag Id number species transhipped product from catch area quantity Click on the button Add it will open a window to record the information Then complete the fields by following the instructions presented below Date Record the date of transhipment Select the date from the calendar Format DD MM YYYY Example 21 10 2012 Port Sea Record if the transhipment was conducted in port or at sea Tick the appropriate box Location of transhipment Record the location of the transhipment operation Latitude Longitude or name of the port Format Position Latitude DD MM N or S Longitude DDD MM E or W or name of the port Example Position 0545S 067 15 E Port Cape Town vessel Example Futagami Example Mozambique ID number Record th
167. ter 3 Give a name to the file 4 Allocate a tag to the file select a type of document in the list You can consult the Referential Type of documents in the Module 2 If you wish to add another document repeat the steps 1 to 4 Additional Recipients Instructions You can add additional recipient s to your request Click on the button Add Selecta type of recipient in the list If the type of recipient is not listed select OTHER You can consult the Referential Additional Recipients in the Module 2 Enter the name of the institution and the name of the person Example Immigration service John BOUND Enter the email address of the recipient Example john bound immigration org If you wish to add another recipient repeat the steps 1 to 4 Step 3 Port inspection report PIR Submission Click on the button Submit to send the port inspection report
168. the Status in RFMO information section with data filled in If needed you can delete 38 Or edit amp a line in that table by clicking on the buttons in the Action column 9 2 5 Relevant Fishing authorisations This section is pre filled with the information given in the AREP All fields can be modified to match the observations made by the inspector If a Fishing authorisation was examined by the inspector but wasn t indicated in the AREP you can add it by clicking on the Add relevant Fishing authorisation see how to do it in the AREP section 8 3 1 2 above Relevant Fishing authorisation s There are two categories of fishing authorisation Authorisation to Fish ATF issued by the flag State to fish on the high seas within the area of a RFMO Coastal State Fishing License issued by a coastal States to fish within their waters EEZ or fishing zone Record details for each of the fishing authorisation that corresponds to the areas catch and gear on board with respect to identifier number issuing authority validity fishing areas species and gear s authorised Valid Valid Fishing Source identifier issued Species Attachment Objection Comments Type fom to area s Src Albacore tuna Costal State TZA The Deep Sea 2015 2015 Drifting TZA8907X Fishing Authority 03 03 07 15 Tanzania Yellowfin tuna Bigeye longline AREP none Fishing G tuna Licence FRA Ministre de eaadpeall i Yellowfin tuna Big
169. the weight in kilograms of the species product that will be transhipped When you have finished completing this section click the Ok button to add this Evaluation of offloaded catch information to your AREP Repeat the process for each relevant Evaluation of offloaded catch information Evaluation of catch to be offloaded Record the quantity kg of catch by species declared to be offloaded and the catch offloaded For offloading into a container use the field transhipment Detail must include Species Product form Catch area s and quantity to be offloaded declared by the master and quantity offloaded As verified by the inspectors during the inspection Species Product form Catch area s Quantity on board declared Kg Quantity to be landed Kg Quantity tobe Transhiped Kg Action Albacore Whole rounded Not processed IOTC 3500 2000 1500 xG Yellowfin tuna Whole rounded Not processed Indonesia OTC 1400 1300 0 xG Skipjack tuna Whole rounded Not processed IndonesiaIOTC 800 0 700 xG Add Evaluation of offloaded catch Figure 51 the Evaluation of catches to be offloaded section filled with data Note you can delete an Evaluation of offloaded catch information line that you might have added by mistake by clicking the Delete icon in the Action column Once you have finished filling in the Authorisations and Catches sections of the AREP click on the Next step button to proceed 8 3 2 Previewin
170. tive files only box and the next time an AREP is submitted by that vessel it will create a new Vessel File If the Vessel File is archived as PRIVATE then it will never appear in the Information sharing section of the IOTC e PSM site Module 2 Appendix I Frequently Asked Questions To whom Port State Measures PSM apply to PSM apply to foreign vessels calling in designated ports in the IOTC area To whom Port State Measures PSM don t apply to PSM don t apply to e vessels of a neighbouring State that are engaged in artisanal fishing for subsistence provided that the port State and the flag State cooperate to ensure that such vessels do not engage in IUU fishing or fishing related activities in support of such fishing and e container vessels that are not carrying fish or if carrying fish only fish that have been previously landed provided that there are no clear grounds for suspecting that such vessels have engaged in fishing related activities in support of IUU fishing Can a vessel enter a designated port without submitting a request to enter port No it is illegal It is mandatory to provide an advance request of entry in port to the competent authority of the port State and according to the prior notification period it has established How can I attached document to an AREP and what are the documents to submit with the AREP When a request to enter port is completed at the step 5 of the form AREP docume
171. tivity history e g AREP port called Flag and Owner and list any relevant third party information The Vessel Activity Intelligence Report VAIR is automatically generated when a new Vessel File is created for a vessel e when an AREP is received or e when a Vessel File is created without an AREP it is a Snapshot of the vessel s situation at the moment of the creation of the Vessel File and is not updated during the life of the Vessel File it is a tool to help decision making when reviewing an AREP to decide to grant entry to a vessel or to deny it or deciding whether to conduct a Port Inspection focusing on the issues detected in the VAIR The following criteria are evaluated to produce the VAIR sorted in three levels according to their importance seriousness e Level 1 criteria potential serious issues o Vessel listed as IUU Flag State Authorization to Fish Vessel listed in IOTC Record of Authorized Vessels Vessel Identifiers Mismatch Previous denial of port entry Serious misreporting on previous catch declaration o VMS on board e Level 2 criteria potential less serious issues o Previous IUU Listing o Owner in IUU List o First AREP for this port o Report of suspected infractions o No reply to RAI e Level3 criteria general information about the vessel s activity and life o Vessel particulars O O O O Active vessel Flag history Owner history License to fish in Coastal State wat
172. ts will be notified by an email sent to their contact address Notification to Fishing Vessel NFV Archipelagic Fishing Port Palabuhanratu West Java olivier master mail com 14 juin 2015 12 13 1otc Notification to fishing vessel NFV Submission A notification to fishing vessel has been submitted via the IOTC e PSM Application You can find the details of the submission below You can download the NFV form at this link Download the NFV NFV information Intended i oo port of call Archipelagic Fishing Port Palabuhanratu West Java Name of Olivier s Pride vessel Port state decision Port entry authorised Disclaimer The IOTC e PSM and its operators and users will be not liable for any inaccuracies and errors in the provided information The e PSM application will be not liable for any direct or indirect loss or damage arising under these terms and conditions or in connection with the information provided by our website and the notifications messages and we will not be liable for any loss of profit contracts business goodwill data income revenue or anticipated savings arising under terms and conditions or in connection with our website whether direct or indirect and whether arising in tort contract or otherwise The accuracy of the information presented is not guaranteed and may be affected by changes in vessels itineraries by missing data by erroneous data entered by vessel s representatives Port State User
173. ture commission Where is the IOTC Area of competence http www iotc org about iotc competence Note The Commission at its 4 Session in 1999 agreed to modify the western boundary of the IOTC area of competence from 302E to 202E thus eliminating the gap between the areas covered by IOTC and ICCAT Appendix Il Detailed description of all fields used in the AREP process Data field Label Field Description Step 1 Vessel search Vessel directory search Instruction Vessel registered with IOTC Enter the name of the vessel the IRCS of the vessel or the IOTC number of the vessel to identify your vessel Example Txori Aundi or IRCS S7SZ or IOTC number 000815 The result of your search shall appear in the vessel table verify all the parameters displayed in the table IOTC id IRCS type of vessel types of gear to make sure they all correspond to your vessel then click on the name of your vessel it will bring you to the step 2 Identification where you have to verify the information loaded and complete the missing information on your vessel Vessel not registered with IOTC e g vessel not yet registered with IOTC by its flag State CPC or vessel registered with another RFMO calling in port in the IOTC area of competence If your search provides no result Click on the button Create vessel it will bring you to the step 2 Identification where you have to enter the details on the vessel Vessel ide
174. ty link Please note that any modification to a vessel s identification data will be notified to the IOTC Secretariat in order for them to update the Record of Authorized Vessels accordingly after validation with the vessel s Flag State 2 The Vessel File reference and status the Vessel File attributed by the IOTC e PSM application the date and time of creation the name of the person who created the file you can click on the name to send an email to that person On the right you will find the status of the file OPEN means the file is still active Usually the vessel is due to arrive in port or is already in port and ARCHIVED means the file is not active anymore usually once the vessel has left port and all pending requests have been satisfied Reminder Once a Vessel File can be considered as Closed usually when the vessel has left the port of call and all relevant documents have been provided e g responses to RAI PIR please remember to update the Vessel File s Status from OPEN to ARCHIVED see section 12 The Vessel File Status The Vessel File will not be shown anymore in your PAD though you can consult it by searching for the vessel and unchecking the Active files only box and the next time an AREP is submitted by that vessel it will create a new Vessel File 3 Vessel activity in port of call date and time of intended call port of call purposes of call 4 Vessel Activit
175. uments requested in a RAI AREP or RAI PIR will allow you to upload a document requested in a RAI AREP or PIR will allow you to open a saved PIR and resume completing it 5 Vessel Contacts The Vessel Contacts section of the Vessel File Dashboard shows you a list of the contacts that are currently assigned to the vessel Vessel contacts This form has been prefilled with the information related to the vessel identified Use the vessel contact section to enter the information on the master and or agent and or owner and or operator and or beneficial owner Name nationality telephone facsimile address email Type of contact Mobile Fax Email Current contacts Owner GRONDIN ERIC JOSEPH 546436543645645 spiredda yahoo com Gx Master GRONDIN ERIC JOSEPH 4334264326 spiredda yahoo com Gx Add contact Figure 20 The Vessel Contacts screen Vessel Contacts are person s or company ies involved in the communication flow of the e PSM application and who can be contacted for enquiries information etc about the vessel Six types of contact can be added to the table vessel contacts Master fishing master owner operator agent and beneficial owner If a new vessel has been created then this list will be empty and you will have to add some contacts before being able to process to the next step If you have selected an existing vessel and it is the first time an AREP is processed for the vessel through the e PSM application
176. vant Fishing Authorisation button You will be presented with the Relevant Fishing Authorisation s creation form Relevant Fishing authorisation s Identifier FRA45657 Y Enter the identification number of the fishing authorisation Eg T1599 Issued by FRA Ministre de l cologie du d veloppement durable et de nergie Orthongel A Select the issuing authority from the list Eg AUS 4 Australian Fisheries Management Authority Valid from 2015 01 01 Y From the calendar select the date the fishing authorisation is starting Valid to 2015 12 31 wf From the calendar select the date the fishing authonsation will expire Fishing area s 2 selected Aart tho fiching aroaa rruintry name from tho ict lect the fishing area c y name from the Species 2 selected Select the species from the list Eg Tuna and tuna like species Gear 2 selected elect the gears from the list Eg Drifting Lo Attachment Choisissez un fichier fs_license pdf iil Type Authorisation to Fish ATF Costal State Fishing License Figure 35 The Relevant Fishing Authorisation s form filled with information e Identifier enter the number identifier of the fishing authorisation e Issued by select the Issuing Authority of the fishing authorisation e Valid from valid to select the dates of beginning and end of validity of the fishing authorisation using the date pickers e Fishing areas to select the fishing areas
177. vant fishing and transhipment authorisations e Transhipment information e Total catch on board and catch to be offloaded ADVANCED REQUEST FOR ENTRY IN PORT aini Olivier s Pride RCS XXYY MO id 1234567 ines Drifting longline o B 3 4 5 6 SEARCH IDENTIFICATION CONTACTS AUTHORISATIONS amp PREVIEW SUBMISSION CATCHES Authorisations amp Catches Complete the information on port of call date of arrival fishing and transhipment authorisation s transhipment information if any total catch on board and catch to be offloaded Purpose and port of call Record the reasons for the vessel requesting port access transshipping packaging processing of fish refueling resupplying maintenance dry docking force majeure Intended port of call Purposes Abbot Point C Change Crew Select the intended port of call from the list Eg Cap Town C Drydocking O Force Majeure Estimated local date and time of arrival O i 2015 06 13 11 00 a Landing Select the intended port of cail from the iist Eg Cap Town C Maintenance C Packaging Port of last port call O m O Refueling Enter the name of the last port visited by the vessel Eg Port Louis C Resupplying O Transhipment Date of last port call C eae a Select the date of the last port call from the calendar Tick one or several reasons Eg Landing Refueling Observer on board Tick the box if an observer is present on board the vessel Relevant Fis
178. y Intelligence Report VAIR summary this gives you a list of warnings regarding the vessel which require special attention see section 7 The Vessel Activity Intelligence Report VAIR 5 Vessel photographs a collection of photographs of the vessel to which you can add your own See Section 6 Vessel photographs Click on a picture to see it in full size 6 Contacts for that vessel you can add edit or remove contacts in that list see Section XXX 7 Forms this shows the list of forms AREP RAI AREP PIR that have been submitted for that vessel and allows you to create a new form for that vessel see Section XXX 8 File Sharing this lists the users with whom the Vessel File has been shared From there you can share a file with other users or unshared a file see Section 11 Sharing a Vessel File A Vessel File has not been automatically created by a Vessel Representative submitting an AREP through the IOTC e PSM process but as a PSCA user you can create a new Vessel File when e A Vessel Representative has submitted an AREP not using the IOTC e PSM application for example by fax or by email e A vessel has called in port without an AREP and the PSCA has decided to conduct a Port Inspection of said vessel To create a new Vessel File connect to your PAD and simply click on the Create new e PSM file button at the top of your PAD The process for creating a new vessel file is detailed in the dedicated s

IOTC e-PSM Application User Manual for the Port State Competent

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