IOTC e-PSM application User Manual for the Flag State Competent

IOTC e-PSM application User Manual for the Flag State Competent
IOTC e-PSM application
User Manual for the Flag State
Competent Authority
IOTC e-PSM application
User Manual for Flag State Competent
Authority
Version history:
Date/time
Update description
15/06/2015
First version of the manual.
DISCLAIMER
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 in 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
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.
CONTACT DETAILS:
Indian Ocean Tuna Commission
Le Chantier Mall
PO Box 1011
Victoria, Mahé, Seychelles
Ph :
+248 4225 494
Fax : +248 4224 364
Email : [email protected]
Website : http ://www.iotc.org
BIBLIOGRAPHIC ENTRY:
IOTC 2015. IOTC e-PSM Application – Flag State User Manual. IOTC, Seychelles, 31 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).
Table of contents
Acronyms ................................................................................................................................................. 5
1 Who is this manual for? .................................................................................................................... 6
2 Introduction: IOTC Port State Measures ........................................................................................... 7
3 Overview of the e-PSM process ........................................................................................................ 7
4 The Vessel File Listing ....................................................................................................................... 9
4.1 Listing and Searching Vessel Files ............................................................................................ 10
5 The AREP process ............................................................................................................................ 12
5.1 Filling and submitting the AREP form ...................................................................................... 12
5.1.1 How are AREP forms submitted? ...................................................................................... 12
5.1.2 Recipients of the AREP ...................................................................................................... 13
5.1.3 Reception of the AREP ...................................................................................................... 13
5.2 Receiving a RAI-AREP and replying .......................................................................................... 15
5.3 Receiving a Notification to a Fishing Vessel ............................................................................. 18
6 The Port Inspection process ............................................................................................................ 19
6.1 Receiving the PIR...................................................................................................................... 20
6.2 Receiving a RAI-PIR and replying ............................................................................................. 21
6.3 The offloading declaration (OLT) ............................................................................................. 25
7 The Transhipment monitoring process ........................................................................................... 27
7.1 Transhipment as a receiver vessel (TRX-TDR) .......................................................................... 27
7.2 Transhipment as a donor vessel (TRX-TDD) ............................................................................. 29
Appendix I Frequently Asked Questions ............................................................................................... 30
User Manual for the Flag State Competent Authority
Acronyms
AREP
CPC
FS
FSCA
IOTC
NFV
OLT
PAD
PIR
PS
PSCA
PSM
RAI
RAI-AREP
RAI-PIR
TRX-TDD
TRX-TDR
VFL
VMS
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Advance Request for Entry to Port
Contracting Parties and Cooperating non-Contracting Parties
Flag State
Flag State Competent Authority
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 Listing
Vessel Monitoring System
IOTC e-PSM application
1 Who is this manual for?
This manual is for the use of Flag State Competent Authorities (“FSCA”), which vessels call in a port 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 at the end. If you cannot find an answer in this document, please
contact [email protected]
Definitions: Flag State Competent Authorities
The Flag State Competent Authority is a national authority in charge of the implementation of
flag State responsibilities as contains in the Resolution 10/11 and other IOTC Resolutions.
Technically it is the authority in charge of the monitoring, control and surveillance (MCS) of the
fishing activities of its national fleet.
In the context of the Resolution 10/11 on Port State Measures, most of the flag State
responsibilities are described in the Part 5 on “Roles of flag States”.
Definitions: Vessel’s 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 include, 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.
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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 defined 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:



At least 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).
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 requested 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.
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;
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

the PSCA may request additional information following the inspection by
sending a Request for Additional Information (RAI-PIR):
 the master and/or the agent of the vessel receive the RAI-PIR and
must reply to the PSCA by sending the requested information;
 the PSCA examines the answers and if they are not satisfactory, can
send another RAI-PIR;
 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 offloading
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):
 The offloading is inspected/monitored,
 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.
 If a transhipment 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.
There is no IOTC e-PSM procedure that the vessel must follow to leave port, only the
standard procedures defined by the PSCA.
Figure 1 The e-PSM process
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4 The Vessel File Listing
As a FSCA, the heart of the IOTC e-PSM application is the Vessel File Listing (“VFL”). The VFL allows
you to consult e-PSM files that have been created for vessels flying your flag: incoming AREPs, look at
the status of vessels flying your flag and calling in ports, reply to Requests for Additional Information
(RAI), etc.
Definitions: the Vessel File
The Vessel File (VF) 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:


From the IOTC website – suitable for vessel representatives,
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 VFL, go to the IOTC e-PSM website: http://epsm.iotc.org then click on the “Login to
Dashboard” link.
Figure 2 The IOTC e-PSM home page
On the Login page, enter your user name and password then click “Sign in”.
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Figure 3 The IOTC e-PSM login form
You will then be presented with the VFL for your flag. It lists:


All Vessel Files for vessels flying your flag (by default, only OPEN VF are displayed);
All Vessel Files for vessels flying another flag, which have been shared with you.
Figure 4 The Vessel File Listing
On your VFL, you can:




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
4.1 Listing and Searching Vessel Files
By default, your VFL shows a list of all the current, open Vessel Files.
Figure 5 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/forms will/might be added to it. When the file is deemed closed, usually after the
vessel has left port and all forms and information have been submitted in a satisfactory manner, then
the file is archived 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.
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,
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


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,
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 use the “Search ePSM Files” form.
Figure 6 The “Search e-PSM Files” form
You can search using the following criteria:





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.
Figure 7 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.
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5 The AREP process
The e-PSM application offers the 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 IOTC CPCs have agreed to when they have adopted the Resolution
10/11 in 2010.
The advantages of providing an AREP through the e-PSM application are multiples:



FASTER REQUEST: It fastens your entry into port and the decision making process of the
port State,
PAPERLESS REQUEST: It reduces paper works for you, master of the vessel or the agent,
and the port State,
ENHANCED COMMUNICATION: It provide a direct communication platform between you
(master or agent) and the Competent Authority of the port State.
In a nutshell: the AREP process
At least 24hrs before the intended entry into port, the vessel representative uses the ePSM application to send an AREP to the Port of Call Port State Competent Authority.
The PSCA reviews the AREP, ask 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 (Denial of entry).
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 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).
As a Flag State Competent Authority, your role in the AREP process is mostly to receive notifications
of the various forms that are created by the Vessel Representatives and to receive the responses sent
by the Port State Competent Authority.
You might nonetheless receive Requests for Additional Information following an AREP (RAI-AREP)
regarding a vessel flying your flag, to which you have to respond.
5.1 Filling and submitting the AREP form
5.1.1
How are AREP forms submitted?
There are two ways to fill an AREP form:
1. The old way: the Vessel representative fills in the paper form as specified in annex 1 of the
Resolution 10/11 and transmit it to the relevant PSCA, which will enter it in the e-PSM
application;
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2. The new way: the Vessel representative goes to the e-PSM section of the IOTC website:
http://epsm.iotc.org and fills an electronic version of the AREP.
5.1.2
Recipients of the AREP
By default, the AREP is automatically sent by email to:


the Vessel Representative, who is the Vessel Contact that is defined as the “Sender of the
advance request to enter port”;
the Competent Authority of the Port State.
If the Vessel Representative wishes so, she can add additional recipients to which the AREP will be
sent by email:


the Flag States contacts (you) are listed as additional recipients by default;
any other recipients can be added manually.
Tip: Who can be added 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 that a request to enter port has been submitted to the fisheries competent
authority.
- 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.
5.1.3
Reception of the AREP
An email will promptly be sent to the various contacts, including the FSCA, which gives you a link
to check the AREP/Vessel File status.
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Figure 8 The AREP submission notification email
The AREP will also appear in your VFL, with the relevant Vessel File showing “AREP” in the “Last
form” column.
Figure 9 The Vessel File status screen showing the vessel’s details and contacts and the AREP form that has been
submitted
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Once the Vessel representative has successfully submitted the AREP, he just has to wait to be
notified by email by the Port State Competent Authority:


through a Request for Additional Information following an AREP (RAI-AREP), to which you will
have to reply;
through a Notification to a Fishing Vessel (NFV) granting or denying access to the port.
5.2 Receiving a RAI-AREP and replying
If the Competent Authority of the port in which a vessel flying your flag intends to call requires
additional information regarding the AREP that was submitted, it will send a Request for Additional
Information following an AREP (RAI-AREP). This RAI-AREP can be sent to:



the Vessel Representative (who sent the AREP),
the Flag State Competent Authority (you),
other officials, as needed.
The list of additional information that the PSCA might request includes:









Fishing licence issued by a Coastal State;
Flag State Authorisation to Fish (ATF);
Transhipment declaration;
Fishing logbook (covering a given period);
Vessel Certificate of National Registration;
IOTC Transhipment declaration;
VMS track (covering a given period);
Identification document of the Vessel Master;
Any other information/document, as needed.
You will be notified by an email sent to your contact address. This email contains:
Figure 10 A RAI-AREP notification email
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

the list of documents/information requested by the PSCA;
a link to download a PDF copy of the RAI-AREP with details on what additional information is
required;
Figure 11 A RAI-AREP PDF document

a link to access directly a web page in the e-PSM application where you can consult the
status of the current vessel file, with access to all previously submitted forms or
notifications, including the RAI-AREP.
Figure 12 The Vessel File status page showing that there is a RAI-AREP awaiting response
The RAI-AREP will also appear in your VFL, with the relevant Vessel File showing “RAI-AREP” in the
“Last form” column.
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On the Vessel File status page, a RAI-AREP awaiting response will be shown with an Attachments icon
( ). To see the list of requested documents and upload the relevant files, click on the Attachments
icon ( ).
Note that on this page you can also download all the forms that have been submitted or sent under
the current Vessel File: simply click on the Document icon ( ) to download the relevant PDF.
Figure 13 The RAI-AREP Requested document screen on the Vessel File status page
To upload the requested documents, click on the Upload icon ( ) in the “Action” column to open the
Document Upload dialog:
Figure 14 The RAI-AREP Document Upload dialog




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).
Enter any relevant comment or remark in the “Response comment” field, as needed.
Click the “Submit” button.
You will then be returned to the Vessel File status page where each Requested Document
for which you uploaded a file will be marked with a Document icon ( ).
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Figure 15 The RAI-AREP Requested document screen showing uploaded documents

If you made a mistake and uploaded the wrong file, simply click on the Upload icon ( )
again to replace the previous file with a new one.
Note that as soon as you click the “Submit” button, the file will be uploaded to the e-PSM
application.
Once you have uploaded all the relevant documents, click the “Notify update to parties” button and
an email will be sent to the relevant recipients to notify them that the RAI-AREP has been answered.
Reminder
Do not forget to click the “Notify update to parties” button: if you do, then the parties, and
especially the Port State Competent Authority will not be notified that you have
answered the RAI-AREP and your entry to port could be delayed or even denied.
After that, you can safely go back to your VFL or log out and wait for the PSCA feedback:


if the PSCA requires more details, you will receive a new RAI-AREP notification or a Request
for new documents within the same RAI-AREP;
if the PSCA has all the information required to take a decision regarding the AREP, they will
send a Notification to a Fishing Vessel (NFV) to the Vessel representative, with copy to you.
5.3 Receiving a Notification to a Fishing Vessel
Once the PSCA has all the information required to take a decision regarding your AREP, they will
send a Notification to a Fishing Vessel (NFV) to the Vessel representative, with copy to the FSCA,
which can indicate:



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: once in port your vessel will undergo a Port
Inspection and the PSCA will then produce a Port Inspection Report (see section 6 below);
Port entry denied: the vessel cannot enter port.
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Figure 16 A Notification to a Fishing Vessel email
The NFV will also appear in your VFL, with the relevant Vessel File showing “NFV” in the “Last form”
column.
6 The Port Inspection process
Depending on the national procedures and policies, the PSCA can require that a vessel flying your flag
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 process, 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.
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6.1 Receiving the PIR
As FSCA, you will receive a PIR notification by email after each inspection of a vessel flying your flag.
This email contains:
Figure 17 A PIR notification email


a link to download a PDF copy of the PIR;
a link to access directly a web page in the e-PSM application where you can consult the
status of the current vessel file, with access to all previously submitted forms or
notifications, including the PIR.
Figure 18 The Vessel File status page showing that there is a PIR
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The PIR will also appear in your VFL, with the relevant Vessel File showing “PIR” in the “Last form”
column.
Once you have received the PIR, there is nothing for you to do unless the PSCA requires additional
information from the FSCA through a RAI-PIR.
Note that the PIR DPF that you can download 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 of the AREP.
Figure 19 The PIR PDF document showing the differences between catch quantities declared in the AREP and those
verified by the inspector
6.2 Receiving a RAI-PIR and replying
If the Competent Authority of the port State in which a vessel flying your flag has been inspected
requires additional information following the Port Inspection, it may send a Request for Additional
Information following a PIR (RAI-PIR), which can be addressed to:



the Vessel Representative (who sent the AREP),
the Flag State Competent Authority (you),
other officials, as needed.
The list of additional information that the PSCA might request includes:







Flag State Authorisation to Fish (ATF);
Flag State Authorisation to Tranship;
Fishing logbook (covering a given period);
Vessel Certificate of National Registration;
IOTC Transhipment declaration;
VMS track (covering a given period);
Any other information/document, as needed.
You will be notified by an email sent to your contact address. This email contains:
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Figure 20 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;
Figure 21 A RAI-PIR PDF document
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User Manual for the Flag State Competent Authority

a link to access directly a web page in the e-PSM application where you can consult the
status of the current vessel file, with access to all previously submitted forms or
notifications, including the RAI-PIR.
Figure 22 The Vessel File status page showing that there is a RAI-PIR awaiting response
The RAI-PIR will also appear in your VFL, with the relevant Vessel File showing “RAI-PIR” in the “Last
form” column.
On the Vessel File status page, a RAI-PIR awaiting response will be shown with an Attachments icon (
). To see the list of request documents and upload the relevant files, click on the Attachments icon
( ).
Note that on this page you can also download all the forms that have been submitted or sent under
the current Vessel File: simply click on the Document icon ( ) to download the relevant PDF.
Figure 23 The RAI-PIR Requested document screen on the Vessel File status page
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IOTC e-PSM application
To upload the requested documents, click on the icon (
Document Upload dialog:
) in the “Action” column to open the
Figure 24 The RAI-PIR Document Upload dialog




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),
Enter any relevant comment or remark in the “Response comment” field, as needed,
Click the “Submit” button,
You will then be returned to the Vessel File status page where each Requested Document
for which you uploaded a file will be marked with a Documents icon ( ).
Figure 25 The RAI-PIR Requested document screen showing uploaded documents

If you made a mistake and uploaded the wrong file, simply click on the Upload icon (
again to replace the previous file with a new one.
)
Note that as soon as you click the “Submit” button, the file will be uploaded to the e-PSM
application.
Once you have uploaded all the relevant documents, click the “Notify update to parties” button and
an email will be sent to the relevant recipients to notify them that the RAI-PIR has been answered.
Reminder
Do not forget to click the “Notify update to parties” button: if you do, then the parties, and
especially the Port State Competent Authority will not be notified that you have
answered the RAI-PIR.
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After that, you can safely go back to your VFL or log out and wait for the PSCA feedback:

if the PSCA requires more details, you will receive a new RAI-PIR notification or a Request for
new documents.
6.3 The offloading declaration (OLT)
As mentioned in the AREP process summary, when the port State decides to not conduct a complete
Port inspection of the vessel, it can decide (or not) 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).
When the OLT has been completed by the Inspector and submitted to the e-PSM application, you will
receive a notification by email sent to your contact address. This email contains:
Figure 26 An OLT notification email


a link to download a PDF copy of the OLT;
a link to access directly a web page in the e-PSM application where you can consult the
status of the current vessel file, with access to all previously submitted forms or
notifications, including the OLT.
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IOTC e-PSM application
Figure 27 The Vessel File status page showing that there is an OLT which has been produced
Note that on this page you can also download all the forms that have been submitted or sent under
the current Vessel File: simply click on the Document icon ( ) to download the relevant PDF.
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User Manual for the Flag State Competent Authority
Figure 28 The OLT PDF document showing the differences between catch quantities declared in the AREP and those
verified by the inspector
The OLT will also appear in your VFL, with the relevant Vessel File showing “OLT” in the “Last form”
column.
7 The Transhipment monitoring process
7.1 Transhipment as a receiver vessel (TRX-TDR)
If a vessel flying your flag receives fish products transhipped from another vessel while in port, the
Vessel representative must transmit the Transhipment Declaration to the PSCA, then a Transhipment
Declaration as a Receiver Vessel (TRX-TDR) will be filled by the PSCA’s Inspector in the e-PSM
application, including the details about the transhipment operations (donor vessel, species/products
transhipped etc.).
When the TRX-TDR has been completed by the Inspector and submitted to the e-PSM application,
the Vessel representative and you, the PSCA, will receive a notification by email. This email contains:
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IOTC e-PSM application
Figure 29 A TRX-TDR notification email

a link to download a PDF copy of the TRX-TDR;
Figure 30 A TRX-TDR PDF document

a link to access directly a web page in the e-PSM application where you can consult the
status of the current vessel file, with access to all previously submitted forms or
notifications, including the TRX-TDR.
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User Manual for the Flag State Competent Authority
Figure 31 The Vessel File status page showing that there is a TRX-TDR which has been produced
Note that on this page you can also download all the forms that have been submitted or sent under
the current Vessel File: simply click on the Document icon ( ) to download the relevant PDF.
The TRX-TDD will also appear in your VFL, with the relevant Vessel File showing “TRX-TDD” in the
“Last form” column.
7.2 Transhipment as a donor vessel (TRX-TDD)
If a vessel flying your flag tranships fish products to another vessel while in port, the Vessel
representative must transmit the Transhipment Declaration to the PSCA, then a Transhipment
Declaration as a Receiver Vessel (TRX-TDD) will be filled by the PSCA’s Inspector in the e-PSM
application, including the details about the transhipment operations (donor vessel, species/products
transhipped etc.).
When the TRX-TDD has been completed by the Inspector and submitted to the e-PSM application,
the Vessel representative and you, the PSCA, will receive a notification by email. This email contains:


a link to download a PDF copy of the TRX-TDD;
a link to access directly a web page in the e-PSM application where you can consult the
status of the current vessel file, with access to all previously submitted forms or
notifications, including the TRX-TDD.
The TRX-TDD will also appear in your VFL, with the relevant Vessel File showing “TRX-TDD” in the
“Last form” column.
Note that on this page you can also download all the forms that have been submitted or sent under
the current Vessel File: simply click on the Document icon ( ) to download the relevant PDF.
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IOTC e-PSM application
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:
 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
 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 my 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 documents can be attached to an AREP and what are the documents to submit with the
AREP?
When a request to enter port is completed documentation 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:
-
Authorisation to fish or fishing license issued by your 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;
Wells or hold plan
However, it is recommended that your flag vessel contacts the competent authority of the Port
State to know exactly the type of documents they request to be provided.
My flag vessel has been granted entry into port, can my flag vessel be denied use of port services,
landing or transhipment of catch?
Yes, if the ports State:
 finds that your vessel does not have a valid and applicable authorization to engage in fishing
or fishing related activities required by its flag State;
 finds that your 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;
 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;
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 has reasonable grounds to believe that your vessel was otherwise engaged in IUU fishing or
fishing related activities in support of such fishing,
And/or if you, as the flag State, do 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
You cannot call, land or tranship your catch in any other port in the IOTC Area.
Can my flag vessels 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.
I cannot find my vessel in the e-PSM application when I want to submit a request to enter port?
Contact the competent authority of your flag country to register your vessel with IOTC.
I have some problems to submit a request to enter port?
Contact the IOTC Secretariat at [email protected]
I have some problems to respond to a request for additional information?
Contact the IOTC Secretariat at [email protected]
Which countries are Contracting Parties or Cooperating Non-Contracting Parties (CPCs) of the
IOTC?
http://www.iotc.org/about-iotc/structure-commission
Where is the IOTC Area of competence?
http://www.iotc.org/about-iotc/competence
Note: The Commission, at its 4th Session in 1999 agreed to modify the western boundary of the
IOTC area of competence from 30oE to 20oE, thus eliminating the gap between the areas covered
by IOTC and ICCAT.
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