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

IOTC e-PSM Application User Manual for the Port State Competent
IOTC e-PSM Application
User Manual for the Port State
Competent Authority
IOTC e-PSM Application
User Manual for the Port State
Competent Authority
Version history:
Date/time
Update description
13/06/2015
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.
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User Manual for the Port State Competent Authority
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
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 -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).
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Table of contents
Acronyms ................................................................................................................................................. 6
1 Who is this manual for? .................................................................................................................... 7
2 Introduction: IOTC Port State Measures ........................................................................................... 8
3 Overview of the e-PSM process ........................................................................................................ 8
4 The Port Activity Dashboard ........................................................................................................... 10
4.1 Listing and Searching Vessel Files ............................................................................................ 12
4.2 Consulting a Vessel File ............................................................................................................ 14
4.3 Creating a new e-PSM file ........................................................................................................ 15
4.3.1 Searching for a vessel........................................................................................................ 15
4.3.2 Creating a vessel ............................................................................................................... 16
5 Vessel Contacts ............................................................................................................................... 22
6 Vessel photographs ......................................................................................................................... 25
7 The Vessel Activity Intelligence Report (VAIR)................................................................................ 26
8 The AREP process ............................................................................................................................ 28
8.1 How is an AREP submitted? ..................................................................................................... 29
8.2 Receiving an AREP .................................................................................................................... 29
8.3 Completing the AREP form ...................................................................................................... 30
8.3.1 Authorisations & Catches.................................................................................................. 30
8.3.2 Previewing the AREP ......................................................................................................... 40
8.3.3 AREP submission ............................................................................................................... 44
8.4 Sending a RAI-AREP and receiving a response ......................................................................... 45
8.4.1 Completing the RAI-AREP form......................................................................................... 46
8.4.2 Previewing the RAI-AREP .................................................................................................. 48
8.4.3 Receiving responses to a RAI-AREP................................................................................... 53
8.5 Sending a Notification to a Fishing Vessel ............................................................................... 55
8.5.1 Completing the NFV form ................................................................................................. 55
8.5.2 Previewing the NFV ........................................................................................................... 56
8.5.3 Receiving the NFV ............................................................................................................. 58
9 The Port Inspection process............................................................................................................ 59
9.1 Creating a PIR form .................................................................................................................. 59
9.2 Completing the PIR .................................................................................................................. 60
9.2.1 Saving an on-going PIR ...................................................................................................... 60
9.2.2 Inspection information ..................................................................................................... 61
9.2.3 Purpose and port of call .................................................................................................... 62
9.2.4 Status in RFMO Including any IUU vessel listing ............................................................... 62
9.2.5 Relevant Fishing authorisations ........................................................................................ 63
9.2.6 Relevant Transhipment authorisations............................................................................. 65
9.2.7 Transhipment information ................................................................................................ 65
9.2.8 Evaluation of catch to be offloaded .................................................................................. 65
9.2.9 Catch retained on board ................................................................................................... 67
9.2.10 Examinations ..................................................................................................................... 67
9.2.11 Findings by inspector ........................................................................................................ 68
9.2.12 Apparent infringements including reference to relevant legal instruments .................... 68
9.3 Previewing the PIR ................................................................................................................... 69
9.4 Receiving the PIR...................................................................................................................... 71
9.5 Sending a RAI-PIR and receiving a response ............................................................................ 73
9.5.1 Completing the RAI-PIR form ............................................................................................ 73
User Manual for the Port State Competent Authority
9.5.2 Previewing the RAI-PIR ..................................................................................................... 75
9.5.3 Receiving responses to a RAI-PIR ...................................................................................... 79
9.6 The offloading declaration (OLT) ............................................................................................. 79
9.6.1 Completing the OLT .......................................................................................................... 80
9.6.2 Previewing the OLT ........................................................................................................... 83
9.6.3 Submitting and receiving the OLT ..................................................................................... 84
10 The Transhipment monitoring process ........................................................................................... 85
10.1 Transhipment as a receiver vessel (TRX-TDR) .......................................................................... 85
10.1.1 Completing the TRX-TDR ................................................................................................... 86
10.1.2 Previewing the TRX-TDR ................................................................................................... 89
10.1.3 Submitting and receiving the TRX-TDR ............................................................................. 91
10.2 Transhipment as a donor vessel (TRX-TDD) ............................................................................. 91
11 Sharing a Vessel File ........................................................................................................................ 92
12 The Vessel File Status ...................................................................................................................... 92
Appendix I Frequently Asked Questions ............................................................................................... 94
Appendix II Detailed description of all fields used in the AREP process ............................................... 96
Appendix III Detailed description of all fields used in the PIR process ............................................... 100
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IOTC e-PSM Application
Acronyms
AREP
CPC
FS
IOTC
NFV
OLT
PAD
PIR
PS
PSCA
PSM
RAI
RAI-AREP
RAI-PIR
TRX-TDD
TRX-TDR
VF
VFD
VMS
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
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User Manual for the Port State Competent Authority
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 [email protected]
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
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 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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IOTC e-PSM Application
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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IOTC e-PSM Application
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: 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:


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 PAD, go to the IOTC e-PSM website: http://epsm.iotc.org then click on the “Login to
PAD” link.
Figure 2 The IOTC e-PSM home page
On the Login page, enter your user name and password then click “Sign in”.
Figure 3 The IOTC e-PSM login form
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You will then be presented with the PAD for your port.
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.
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
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IOTC e-PSM Application
4.1 Listing and Searching Vessel Files
By default, your PAD shows a list of all the current, open Vessel Files.
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 and 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 & 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 use the “Search ePSM Files” form.
Figure 7 The “Search e-PSM Files” form
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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 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.
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IOTC e-PSM Application
4.2 Consulting a Vessel File
If you click on a Vessel File number in the list, the Vessel File Dashboard (“VFD”) will be displayed.
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 Identity” 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.
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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 Activity 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”).
4.3 Creating a new e-PSM 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:


A Vessel Representative has submitted an AREP not using the IOTC e-PSM application, for
example by fax or by email,
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
sections below.
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.

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.
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Figure 11 Searching for a vessel

The screen will display the list of vessels matching your query below the Search field:
Figure 12 List of vessels found matching the user’s query
o
o
4.3.2
if the 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).
if the 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).
Creating a vessel
If the vessel for which you need to create a file is not in the IOTC e-PSM database of vessels, then you
will have to create a new vessel.


To create the vessel, start by clicking on the “Create Vessel” button below the list of search
results,
You will be presented with a series of forms where you will have to enter details about the
vessel.
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4.3.2.1
Vessel identification
Figure 13 Creating a new vessel: Vessel Identification form
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IOTC e-PSM Application

Each section of the Vessel Creation form is described below.
Name and Type
Figure 14 Creating a vessel: Name and Type




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.
Flag: click on the menu and select the Country Flag of the vessel (where the vessel is
registered).
Type of the vessel: click on the menu and select the Type of the vessel.
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.
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 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).
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Identification numbers
Figure 16 Creating a vessel: Identification numbers



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.
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.
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.
Figure 17 Creating a vessel: port of registration

Maritime mobile service identity number: enter the Maritime mobile service identity
number (MMSI) of the vessel as issued by the flag State (9 digits).
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IOTC e-PSM Application



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.
Certificate of registry identification number (or national registration number): enter the
national registration number (NRN) of the vessel as issued by the flag State.
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
Figure 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.
 Length overall: enter the length overall of the vessel,
 Beam: enter the beam of the vessel,
 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.
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VMS
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:









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;
will display the list of documents 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.
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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.
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, 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 ePSM 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.

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.
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Figure 21 The Vessel Contacts search tool

If the 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.
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 “ ” in the “Action”
column. This will only remove the contact from that particular Vessel Contacts, but the contact will
still be in the e-PSM directory.
5.1.1.2
Creating a new 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:






Type of contact: whether the contact is the Master, Fishing master, Agent, Owner, Beneficial
owner or Operator of the vessel.
Name: the name of the contact (Person or company).
Nationality: in the pop-up menu, select the nationality of the contact.
Phone, mobile and fax: enter the relevant details, including the international/regional/local
prefixes.
Email1, email2 and email3: enter at least one valid email for the contact.
Address: enter the full address of the contact. Use the following format: Street number,
Street Name, PO Box, Province, City, Country.
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Tip: Phone & 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://www.itu.int/rec/dologin_pub.asp?lang=e&id=T-REC-E.123200102-I!!PDF-E&type=items
Telephone/Fax - it is desirable to write only the international number, it should be
written in the form: Telephone/fax international +226071234567
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.
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.
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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 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.
Figure 24 The Vessel Photographs section of the Vessel File
You can:

Add a photo: click the “Add photo” button to open the “Add photo” dialog:
Figure 25 The Vessel Photographs “Add photo” dialog
o
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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
IOTC e-PSM Application
o
o
o
make sure that the file you are uploading is of a reasonable size (not more than a
couple Megabytes).
Description: enter a short description of the photograph.
Photographer’s name: enter the name of the person who took the picture.
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.


Edit a photo’s details: click on the Edit icon (
) to edit a photo’s details (same process as
for adding a photo)
Delete a photo: click on the Delete icon ( ) 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 activity 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:


when an AREP is received, or
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:



Level 1 criteria: potential serious issues:
o Vessel listed as IUU;
o Flag State Authorization to Fish;
o Vessel listed in IOTC Record of Authorized Vessels;
o Vessel Identifiers Mismatch;
o Previous denial of port entry;
o Serious misreporting on previous catch declaration;
o VMS on board.
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.
Level 3 criteria: general information about the vessel’s activity and life:
o Vessel particulars;
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o
o
o
o
o
Active vessel;
Flag history;
Owner history;
License to fish in Coastal State waters;
At-sea transhipment history.
The VAIR is used in three different locations and with three different displays/interfaces:



VAIR Flag;
VAIR summary;
VAIR complete report.
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 (
) 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.
Figure 27 The PAD list of vessel files showing the VAIR column
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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.
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 IUU
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 (
), 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:



FASTER REQUEST: It fastens the vessel’s entry into port and the decision making process of
the port State,
PAPERLESS REQUEST: It reduces paper works for the vessel’s representative, and the port
State,
ENHANCED COMMUNICATION: It provide a direct communication platform between the
vessel’s representative and the Competent Authority of the port State.
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As already mentioned, the AREP should be submitted by the vessel’s representative using the IOTC ePSM 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 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).
8.1 How is an AREP submitted?
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.
8.2 Receiving an AREP


Connect to your PAD (see Section 4 “The Port Activity Dashboard”),
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 “
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o
Sending a Notification to a Fishing Vessel”).
8.3 Completing the AREP form
Once you have selected or created the Vessel File for which you want to create an AREP (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.
Figure 29 Selecting the AREP in the Form creation menu
You will then be presented with the “Authorisations & Catches” form.
8.3.1
Authorisations & Catches
This is the section where you enter the information relevant to the AREP itself:




Details about the call in port;
Relevant fishing and transhipment authorisations;
Transhipment information;
Total catch on board and catch to be offloaded.
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Figure 30 The AREP “Authorisations & Catches” form
Tip: filling and AREP’s “Authorisations & 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 application 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.
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Figure 31 The purpose and port of call section of the Authorisations and catches AREP form

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 and 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.
Figure 32 Selecting a port of call

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

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.
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Figure 33 Selecting the last port of call



8.3.1.2
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,
Purposes: select the reasons for the vessel’s upcoming port call. If you select “other”, please
describe the purpose in the field below,
Observer on board: if the vessel has an observer on board, please check this box.
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.
Figure 34 the Relevant Fishing Authorisation(s) section
To add an authorisation, click on the “Add Relevant Fishing Authorisation” button.
You will be presented with the “Relevant Fishing Authorisation(s)” creation form.
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Figure 35 The Relevant Fishing Authorisation(s) form, filled with information




Identifier: enter the number/identifier of the fishing authorisation.
Issued by: select the Issuing Authority of the fishing authorisation.
Valid from-valid to: select the dates of beginning and end of validity of the fishing
authorisation using the date pickers.
Fishing areas: to select the fishing areas 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.
Figure 36 The Fishing areas selection menu

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.
Figure 37 The (authorised) Species selection menu
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
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.
Figure 38 The (authorised) Gears selection menu


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).
Type: select whether this is a “Flag State Authorisation to Fish (ATF)” or a “Coastal 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.
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.
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IOTC e-PSM Application
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.
Figure 41 the Relevant Transhipment 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.
Figure 42 The Relevant Transhipment Authorisation(s) form, filled with information




Identifier: enter the number/identifier of the transhipment authorisation.
Issued by: select the Issuing Authority of the transhipment authorisation.
Valid from-valid to: select the dates of beginning and end of validity of the transhipment
authorisation using the date pickers.
Attachment: please attach a scanned copy of the relevant transhipment 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 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.
Figure 43 the Relevant Transhipment Authorisation(s) section, filled with data
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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 transhipped catches to a receiving vessel (Carrier vessel) at sea or in
previous port(s).
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 & 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.
Figure 45 The Relevant Transhipment Authorisation(s) form, filled with information



Date: select the date of the transhipment using the date picker.
Port/Sea: indicate whether the transhipment took place in port or at sea.
Location:
o if “In port”, select the port where the transhipment took place by starting to type its
name, then click on the port name;
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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)
Figure 47 Transhipment at sea: entering latitude and longitude







Vessel name: enter the name of the donor/receiving vessel,
Flag: enter the flag State of the donor/receiving vessel,
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.
Species: select the species that was/were transhipped (Note: you must create a
“Transhipment information” line for each transhipped product/species).
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).
Catch area(s): select the catch area(s) in which the transhipped species/products where
captured.
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.
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 ( ) in the “Action” column.
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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.
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 & 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” creation form.
Figure 50 The Evaluation of catches to be offloaded form, filled with information






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).
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).
Catch area(s): select the catch area(s) in which the offloaded species/products where
captured.
Quantity on board declared: indicate the weight in kilograms of the species/product on
board.
Quantity to be landed: indicate the weight in kilograms of the species/product that will be
landed.
Quantity to be transhipped: indicate the weight in kilograms of the species/product that will
be transhipped.
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IOTC e-PSM Application
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.
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
Previewing the AREP
In this section, you will be able to:




preview the content of the AREP;
attach any additional document, as necessary;
select additional contacts to which you want a copy of this AREP sent by email
validate and submit the AREP.
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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.
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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 indicate the title/description of the document and choose the
type of document (e.g.: VMS track, Fishing license, Crew List…).
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.
It is 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:


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),
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:



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;
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;
to remove a recipient, click on the Delete icon ( ) in the “Action” column.
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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:



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,
Read the disclaimer below and confirm that you agree by checking the box,
Click the “Submit” button to send the AREP.
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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:
Figure 56 AREP submission: summary




You are presented with a short summary of the AREP submission and a link to download the
final copy of the AREP,
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,
The AREP will be notified to the relevant Port State Competent Authority and to the various
Additional recipients you might have added;
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.
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Reminder
Thirty days after an AREP has been submitted, a PDF copy of the AREP 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.
8.4 Sending a RAI-AREP and receiving a response
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:









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.
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.
Figure 57 Selecting the RAI-AREP in the Form creation menu
You will then be presented with the RAI-AREP form.
The RAI-AREP filling process is made in three steps:



completion,
preview,
submission.
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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.
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 ePSM questions. It will usually be your name or the person on whose behalf you are sending
the RAI-AREP.
Flag 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,
o Name: the name of the recipient (person, company or institution),
o 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.
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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):









Fishing Licence issued by a coastal State: select the Coastal state which license you wish to
request.
Authorisation to Fish/licence issued by the flag State.
Transhipment Declaration.
Fishing logbook: using the From/To date pickers, select a date range for which you want a
copy of the fishing logbook.
Vessel Certificate of National Registration.
IOTC Transhipment Declaration.
VMS track: using the From/To date pickers, select a date range for which you want a copy of
the VMS track.
Document of Identification of the vessel master.
Other information/document: indicate here any other document you might 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 VESSEL REPRESENTATIVE AND
A SECOND ONE TO THE FLAG STATE OF THE VESSEL.
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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.
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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.
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Tip: what documents can be attached to a RAI-AREP?
When you complete a Request of Additional Information 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:


the recipient that was indicated during the RAI-AREP form completion (see 8.4.1.1 above),
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:



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;
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;
to remove a recipient, click on the Delete icon ( ) in the “Action” column.
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:

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:
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Figure 62 A RAI-AREP notification email


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 63 A RAI-AREP PDF document
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
a link 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.
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.
Figure 65 The RAI-AREP Submission summary screen
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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:
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:
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 (
in the Action column for the relevant Vessel File and you will see the list of documents that were
requested.
)
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 (
to download the document to your computer.
). Click on that icon
If the RAI-AREP recipient has submitted a requested document via another mean than the IOTC ePSM application (e.g.: by fax or email), you can yourself upload this document:

click on the Upload icon (
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) in the “ Action” column to open the Document Upload dialog:
IOTC e-PSM Application
Figure 69 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 RAI-AREP screen where the document for which you just uploaded a
file will be marked with the Document icon ( ).
If you require additional documents from the same Recipient:



click on the “Request a new document” button,
in the “Request a new document” dialog, enter the following details:
o Requesting port officer: this is the name of the Port State staff responsible for ePSM 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
Click the “Submit” button to send the request to the Recipient.
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.
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8.5 Sending a Notification to a Fishing Vessel
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 information required to take a decision regarding an AREP, you will have to
send a Notification to a Fishing Vessel (NFV), 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 the vessel will undergo a Port
Inspection and the PSCA will then produce a Port Inspection Report (see section 9 below),
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.
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:



8.5.1
completion,
preview,
submission.
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:



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.
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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 copy of this NFV sent by email
submit the NFV.
Figure 73 The NFV preview screen
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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:


the recipient that was indicated during the AREP form completion,
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:



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;
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;
to remove a recipient, click on the Delete icon ( ) in the “Action” column.
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.
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8.5.2.4
Validation
The final step is submit the NFV:

8.5.3
Click the “Submit” button to send the NFV.
Receiving the NFV
The recipients of the NFV (i.e. the Vessel Representative and the additional recipients) will be
notified by an email sent to their contact address.
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.
Figure 76 The Vessel File Dashboard showing a Notification to a Fishing Vessel
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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 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.
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).
9.1 Creating a PIR form
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 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.
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Figure 77 Selecting the PIR in the Form creation menu
You will then be presented with the PIR “Completion” form.
9.2 Completing the PIR
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 from the AREP.
The PIR is composed of several sections, which are individually detailed further below:











9.2.1
Inspection information,
Purpose and port of call,
Status in RFMO Including any IUU vessel listing,
Relevant Fishing authorisations,
Relevant Transhipment authorisations,
Transhipment information,
Evaluation of catch to be offloaded,
Catch retained on board,
Examinations,
Findings by inspector,
Apparent infringements including reference to relevant legal instruments.
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 in a
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
( ) in the Action column for the PIR. To resume completing the PIR, just click on that icon.
Figure 78 The Vessel File Dashboard’s list of forms showing a saved PIR
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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
`
Figure 79 The PIR form: the Inspection information section
Here you will enter general information about the inspection:






Inspecting authority: enter the name of the institution or service in charge of the inspection.
National identification number of the principal inspector.
Name of principal inspector.
Principal inspector email.
Port of inspection: pre-filled with your port (also the port of call from the AREP). You cannot
change that value.
Commencement and Completion of inspection: use the date pickers to indicate the date and
time when the inspection started and ended.
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9.2.3
Purpose and port of call
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
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:

Click on the “Add status in RFMO” button to open the dialog.
Figure 82 The PIR form: the “Status in RFMO information” section’s Add status dialog



Vessel identifier: enter the vessel’s RFMO identifier.
RFMO: enter the relevant RFMO’s name/acronym.
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).
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



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.
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.
Click on OK to add this line to the PIR.
Repeat the process for each RFMO for which the vessel has a status.
Figure 83 The PIR form: the “Status in RFMO information” section with data filled-in
If needed, you can delete (
Action column.
9.2.5
) or edit (
) a line in that table by clicking on the buttons in the
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).
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.
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Figure 85 The PIR form: the “Relevant Fishing authorisations” section’s edit/add authorisation dialog
In the list of authorisations, you will notice that:


Authorisations for which an objection has been formulated are clearly labelled as such and
show the inspector’s comments.
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.
Figure 86 The PIR form: the “Relevant Fishing authorisations” section showing an objection and AREP/PIR sources
If needed, you can delete (
Action column.
) or edit (
) a line in that table by clicking on the buttons in the
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9.2.6
Relevant Transhipment authorisations
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 authorisations above (see also the
relevant section 8.3.1.3 above in the AREP process).
9.2.7
Transhipment information
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.
Figure 89 The PIR form: the “Evaluation of catch to be offloaded” section with data from the AREP
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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.
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.
Figure 91 The PIR form: the “Evaluation of catch to be offloaded” section showing declared vs verified quantities
You can also 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.
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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).
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 misreporting on previous catch
declaration” VAIR Level 1 warning.
9.2.10 Examinations
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:


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.
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.
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


Compliance with applicable catch documentation scheme(s): if the examination has
revealed that the vessel complies with the applicable catch documentation schemes, check
“Yes”, if it hasn’t, check “No”. In the text field below, enter any comment by the inspector.
Type of gears used: select the types of gears that the inspector observed on board the
vessel.
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
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
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:
Figure 96 The PIR form: the “Apparent infringements” section with the “Report apparent infringements” box checked

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.
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
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.
9.3 Previewing the PIR
In this section, you will be able to:




preview the content of the PIR;
attach any additional document, as necessary;
select additional contacts to which you want a copy of this PIR sent by email
submit the PIR.
Figure 97 The PIR preview screen
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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…).
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 legible 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:


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),
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:



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;
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;
to remove a recipient, click on the Delete icon ( ) in the “Action” column.
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Figure 99 PIR preview: additional recipients
Tip: Who can I add as Additional recipients in a PIR?
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.
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.
9.4 Receiving the PIR
The recipients will receive a PIR notification by email. This email contains:
Figure 100 A PIR notification email
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

a link to download a PDF copy of the PIR;
a link 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 of the AREP.
Figure 101 The PIR PDF document showing the differences between catch quantities declared in the AREP and those
verified by the inspector
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9.5 Sending a RAI-PIR and receiving a response
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:







Flag State Authorisation to Fish;
Flag State Authorisation to Tranship;
Fishing logbook;
Vessel Certificate of National Registration;
IOTC Transhipment declaration;
VMS track;
Other information/document.
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.
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:



completion,
preview,
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 the relevant PIR, for reference.
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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 the 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.
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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):








Number of days: indicate here how many days the recipient has to send the requested
documents.
Flag State Authorisation to Fish.
Flag State Authorisation to Tranship.
Fishing logbook: using the From/To date pickers, select a date range for which you want a
copy of the fishing logbook.
Vessel Certificate of National Registration.
IOTC Transhipment Declaration.
VMS track: using the From/To date pickers, select a date range for which you want a copy of
the VMS track.
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:




preview the content of the RAI-PIR;
attach any additional document, as necessary;
select additional contacts to which you want a copy of this RAI-PIR sent by email;
submit the RAI-PIR.
Figure 104 The RAI-PIR preview screen
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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/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 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:


the recipient that was indicated during the PIR form completion (see section 9.3.1.3 above),
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:



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;
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;
to remove 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 process.
9.5.2.4
Validation
The final step is submit the RAI-PIR:

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:
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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;
igure 106 A RAI-PIR PDF document
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
a link 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.
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:
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:
Figure 109 The VFD showing a Vessel File at the RAI-PIR stage
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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 (
the Action column for the relevant Vessel File and you will see the list of documents that were
requested.
) in
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.
9.6 The offloading declaration (OLT)
As mentioned in the process summary, when the port State decides not 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.
Figure 110 Selecting the OLT in the Form creation menu
You will then be presented with the OLT form.
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Figure 111 The OLT form
The OLT filling process is made in three steps:



9.6.1
completion,
preview,
submission.
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 call in port, about offloaded catches, etc.
The OLT is composed of two sections, which are individually detailed further below:


9.6.1.1
Information on the offloading,
Evaluation of offloaded catch.
Information on the offloading
Figure 112 The OLT form: the “Information on the offloading” information section


Port of inspection: this value cannot be changed and is pre-filled with the name of your port.
Commencement and Completion of monitoring: use the date pickers to indicate the date
and time when the monitoring started and ended.
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
9.6.1.2
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.
Evaluation of offloaded catch
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.
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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.
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 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 misreporting on previous catch
declaration” VAIR Level 1 warning.
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9.6.2
Previewing the OLT
In this section, you will be able to:




preview the content of the OLT;
attach any additional document, as necessary;
select additional contacts to which you want a copy of this OLT sent by email;
submit the OLT.
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
information 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.
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9.6.2.3
Additional Recipients
By default, the OLT 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” (see 8.3.2.4 above),
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:



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;
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;
to remove a recipient, click on the little blue “X” 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:


9.6.3
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;
Click the “Submit” button to send the OLT.
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.
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.
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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.
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
10.1 Transhipment as a receiver vessel (TRX-TDR)
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 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.
Figure 119 Selecting the TRX-TDR in the Form creation menu
You will then be presented with the TRX-TDR form.
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Figure 120 The TRX-TDR form
The TRX-TDR filling process is made in three steps:



completion,
preview,
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 TRXTDR 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:


Identification of donor and receiving vessels,
License Number,
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

Information on the trip of the donor vessel,
Transhipment information.
10.1.1.1 Identification of donor and receiving vessels


Receiver Vessel: this value cannot be changed and is pre-filled with details about the vessel
corresponding to the current Vessel File.
Donor vessel: click on the “Choose vessel” to open the Vessel selector:
Figure 121 The TRX-TDR form: selecting a Donor vessel
o
o
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,
if the 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.
You will then be returned to the TRX-TDR screen where information about the Donor vessel will be
displayed.
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.
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10.1.1.2 License Number
This cover two different types of information:


If 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);
If the vessel is a fishing vessel, then it is the number of the vessel’s Flag State Authorisation
to Fish (ATF).
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 vessel’s trip:
Figure 124 The TRX-TDR form: information on the Donor vessel’s trip





Previous port of call: Start typing the name of the port of departure and select it in the
proposed list.
Date of departure of previous port visited: Select the date and time using the date picker.
Next port of call: Start typing the name of the next port of call and select it in the proposed
list.
Date of arrival at next port of call: Select the date and time using the date picker
Transhipment date: Select the date and time using the date picker.
10.1.1.4 Transhipment information
Figure 125 The TRX-TDR form: the “Transhipment” section
This section allows the inspector to 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:



Species: select the species in the list,
Product form: select the product form in the list,
Weight (kg): enter the total weight of this species/product that was transhipped.
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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.
Figure 127 The OLT form: 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 ( ) 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:




preview the content of the TRX-TDR;
attach any additional document, as necessary;
select additional contacts to which you want a copy of this TRX-TDR sent by email
submit the TRX-TDR.
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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, Transhipment 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.
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10.1.2.3 Additional Recipients
By default, the TRX-TDR 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” (see 8.3.2.4 above),
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:



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;
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;
to remove 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
The final step is to submit the TRX-TDR:


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,
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.
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.
10.2 Transhipment as a donor vessel (TRX-TDD)
This process is almost exactly the same as that described in Section 10.1 “Transhipment as a receiver
vessel (TRX-TDR)” above.
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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.
Figure 130 The Vessel File Dashboard “File sharing” dialog




Start typing the name of the user in the Search field and click the “Search” button,
In the list of results, select the user you want to share the Vessel File,
Click the “Share this file with the selected user” button.
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.
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:
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

OPEN: this means the Vessel File is active, which usually means the vessel has submitted
an AREP, is in port or there is a form currently awaiting creation/completion, etc.
ARCHIVED: this means the Vessel File is now inactive, usually after the vessel left port
and all forms have been properly created/answered to.
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.
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 “Active 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).
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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 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, 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, 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:
 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;
 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;
 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 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.
I 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 [email protected]
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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Appendix II
Detailed description of all fields used in the AREP process
Data field/Label
Field Description
Step 1
Vessel search
Vessel directory search
Instruction
1.
2.
3.
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.
Step 2
Vessel identification
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.
Example :Longliners
Types of gear
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 stern 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
number
IMO identification
number
Dimensions
Length overall
Enter the INMARSAT number of the vessel (Voice or fax services)
Enter (if available) the International Maritime Organisation (IMO) number/ Lloyds Register identification number of the
vessel.
Format: 7 digit numbers
Example: 1234567
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
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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
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
Draft
VMS
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:
VMS Type
Yes : National
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
Name of contact
person
Nationality
Telephone
Mobile
Select a type of contact from the list (Owner, Operator, Master, Fishing master, Beneficial owner, Agent).
Example:
Owner
Enter the full name of the contact person.
Example:
Olivier Nail
Select the nationality of the contact person from the list.
Example:
Australia
Enter the telephone number. Use the international format as prescribed by the International Telecommunication
Union (ITU) Recommendation E.123 (02/01).
https://www.itu.int/rec/dologin_pub.asp?lang=e&id=T-REC-E.123-200102-I!!PDF-E&type=items
Enter the mobile number. Use the international format as prescribed by the International Telecommunication Union
(ITU) Recommendation E.123 (02/01).
https://www.itu.int/rec/dologin_pub.asp?lang=e&id=T-REC-E.123-200102-I!!PDF-E&type=items
Enter the fax number. Use the international format as prescribed by the International Telecommunication Union
(ITU) Recommendation E.123 (02/01).
https://www.itu.int/rec/dologin_pub.asp?lang=e&id=T-REC-E.123-200102-I!!PDF-E&type=items
Fax
Email 1
Enter the principal email address of the contact person. Use the international format as prescribed by the
International Telecommunication Union (ITU) Recommendation E.123 (02/01).
https://www.itu.int/rec/dologin_pub.asp?lang=e&id=T-REC-E.123-200102-I!!PDF-E&type=items
Example:
[email protected]
Enter the 2nd email address of the contact person (if any).
Example:
[email protected]
Enter the 3rd email address of the contact person (If any).
Example:
[email protected]
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
Email 2
Email 3
Address
Step 4
Authorisation and catches
Purpose and port of call
Intended port of
call
Enter/Select the intended port of call from the list.
Estimated local
date and time of
arrival
Record the expected local date and time that the vessel will arrive at the port limits. Select the date and time of
arrival in port from the calendar.
Format: Date / Time; YYYY MM DD / HH MM
Example: 2012 11 25 / 23 00
Purpose(s) of port
call
Record all the reasons for the vessel requesting port entry. Tick one or several reasons (Landing, Transhipping,
Packaging, Processing of fish, Refuelling, Resupplying, Maintenance, Dry-docking)
Example: Landing; Resupplying
Example: Mombasa
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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 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 file” to attach the fishing authorisation, then select the file on your computer.
Type
Tick 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
Port/Sea
Record the date of transhipment. Select the date from the calendar.
Format: DD MM YYYY.
Record if the transhipment in port or at sea. Tick the appropriate box.
Example: 21 10 2012
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Location of
transhipment
Name of
donor/receiving
vessel
Flag State
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; 05 45 S / 067 15 E
Port Cape Town
Record the name of the donor/receiving vessel.
Example: Futagami
Record the flag State of the donor/receiving vessel. Select a country name from the list.
Example: Japan
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.: AT000JPN00091
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 & 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
ID number
Species
Record the species. Select a species from the list.
Example: Yellowfin tuna
Record the condition or production state of the species. Select a product form in the list.
For example:
Head on, Gilled & 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. It is 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). It is the quantity to be
transhipped (kg) transhipped declared by the master of the vessel.
For example:
800
Product form
Step 5
Validation
Instruction
Tick the box, then click on the button “Submit” to send your advance request to enter port (AREP).
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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
Name of principal
inspector
National identification
number of the principal
inspector
Principal inspector email
Inspection report number
Port of inspection
Commencement of
inspection
Completion of inspection
Field Information
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 the referential on designated port and competent authority in the module 2.
Example: Australian Fisheries Management Authority
Record the name of the inspector if alone, or the inspector leading (senior) the inspection team. Select the name
of the principal inspector from the list.
You can consult the referential inspectors in the module 2.
Example: John Davis
Record the national identification number of the principal inspector. This number is automatically pre-fillet by
the application.
You can consult the referential inspector in the module 2.
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.
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.
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.
Format: Date / Time; YYYY MM DD / HH MM
Example: 2012 11 25 / 23 00
Record the date and time the inspection procedure ended. Select the date and time from the calendar.
Format: Date / Time; YYYY MM DD / HH MM
Example: 2012 11 25 / 23 00
Purpose and port of call
Advance notification
received
Was an advanced request to enter port received? YES or NO.
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
Enter the name of the last port visited by the vessel.
Example: Port Louis
Port of last port call
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
RFMO
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, record Not registered with RFMO.
Example: IOTC 001234(6 Digits) ; ICCAT : ATEU0ESP00426 (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
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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) onboard 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 to record the information.
Then, complete the fields by following the instructions presented below.
Identifier
Enter in free text the numeric or alpha-numeric identification number 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 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 the fishing authorisation, then select the file on your computer.
SCR
The 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 transhipment 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 onboard, 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.
Identifier
Issued by
Valid From
Valid To
Attachment
SCR
OBJ
Comments
Transhipment information
Enter in free text the numeric or alpha-numeric identification number of the transhipment authorisation.
Example: (Japan) ATF number T1599
(Seychelles) SC201114
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
Record the date the authorisation to tranship is starting. Select the date from the calendar.
Record 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.
The source of the information: advance request of entry in port (AREP).
Record if you object to the fishing authorisation submitted.
Record any comment you may have on the offloading operation.
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IOTC e-PSM Application
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; 05 45 S / 067 15 E
Port Cape Town
Record the name of the donor/receiving vessel.
Example: Futagami
Record the flag State of the donor/receiving vessel. Select a country name from the list.
Example: Mozambique
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.: AT000JPN00091
IRCS: JAAL
Record the species transhipped. Select a species in the list.
Example: Yellowfin tuna
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 & Gutted, Tail on
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
The source of the information: advance request of entry in port (AREP) or port inspection report (PIR)
Record if you object to the fishing authorisation submitted.
Record any comment you may have on the offloading operation.
Name of donor/receiving
vessel
Flag
ID number
Species
Product form
Catch area(s)
Quantity
Source (Src)
OBJ
Comments
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 catch 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.
Product form
Record the condition or production state of the species. Select a product form in the list.
For example:
Head on, Gilled & 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
Example: Albacore
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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 be transhipped
(kg)
Record the weight, in kilograms, for each species declared to be transhipped. It is the quantity to be transhipped
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
between quantity declared
and determined (kg)
The difference between quantity declared and quantity determined is automatically calculated by the application.
It is the weight, in kilograms, of the difference between the quantity transhipped declared by the master and the
quantity transhipped determined by the inspector for each species.
For example:
20
Source (Src)
The 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.
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
Catch area(s)
Quantity declared (Kg)
Quantity retained (Kg)
Record the condition or production state of the species. Select a product form in the list.
For example:
Head on, Gilled & Gutted, Tail on
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
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
Record the weight, in kilograms, for each species retained on board as verified during the inspection.
For example:
1000
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IOTC e-PSM Application
Difference between 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)
OBJ
Comments
Examinations
Examination of logbook(s)
and other documentation
Compliance with
applicable catch
documentation scheme(s)
Compliance with
applicable trade
information scheme(s)
Type of gear used
Gear examined in
accordance with
paragraph e) of Annex 2
The source of the information: advance request of entry in port (AREP) or port inspection report (PIR).
Record if you object to the quantity declared.
Record any comment you may have on the offloading operation.
Tick Yes or No, depending on whether the logbook(s) and other documentation were examined.
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).
Tick Yes or No, depending on whether the vessel 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).
Record the type of fishing gear(s) found on board and inspected. Select one or several fishing gears.
Tick Yes or No, depending on whether the inspector(s) examined the fishing gear(s) following the procedure
established in Annex 2 of the IOTC Resolution 10/11:
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)
Comments by the master
Describe and record all relevant facts and findings as determined by the inspector(s) during the inspection.
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 instrument(s)
Apparent infringement(s)
noted including reference
to relevant legal
instrument(s)
Action taken
Describe and record violation(s) found as perceived by the inspector(s). Clear mention of the relevant legal
instrument.
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)
Date and signature of the
captain
Tick Yes or No, depending on whether the inspector(s) signed the inspection report.
Tick Yes or No, depending on whether the master signed the inspection report.
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.
Step 2
Attachments
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User Manual for the Port State Competent Authority
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 computer,
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:
1. Click on the button “Add”,
2. Select a 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.
3. Enter the name of the institution and the name of the person,
Example: Immigration service, John BOUND
4. Enter the email address of the recipient.
Example: [email protected]
If you wish to add another recipient repeat the steps 1 to 4.
Step 3
Port inspection report (PIR) - Submission
Instructions
Click on the button “Submit” to send the port inspection report:
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