IOTC e-PSM application User Manual for Vessel representatives

IOTC e-PSM application User Manual for Vessel representatives
IOTC e-PSM application
User Manual for Vessel representatives
IOTC e-PSM application
User Manual for Vessel representatives
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.
The designations employed and the presentation of material in this publication and in the e-PSM
application do not imply the expression of any opinion whatsoever on the part of the Indian Ocean
Tuna Commission or the Food and Agriculture Organization of the United Nations concerning the
legal status of any country, territory, city or area or of its authorities, or concerning the delimitation
of its frontiers or boundaries.
This work is copyright. Fair dealing for study, research, news reporting, criticism or review is
permitted. Selected passages, tables or diagrams may be reproduced for such purposes provided
acknowledgment of the source is included. Major extracts or the entire document may not be
reproduced by any process without the written permission of the Executive Secretary, IOTC.
The Indian Ocean Tuna Commission has exercised due care and skill in the preparation and
compilation of the information and data set out in this publication. Notwithstanding, the Indian
Ocean Tuna Commission, employees and advisers disclaim all liability, including liability for
negligence, for any loss, damage, injury, expense or cost incurred by any person as a result of
accessing, using or relying upon any of the information or data set out in this publication to the
maximum extent permitted by law.
CONTACT DETAILS:
Indian Ocean Tuna Commission
Le Chantier Mall
PO Box 1011
Victoria, Mahé, Seychelles
Ph:
+248 4225 494
Fax: +248 4224 364
Email: [email protected]
Website: http://www.iotc.org
BIBLIOGRAPHIC ENTRY:
IOTC 2015. IOTC e-PSM Application -User Manual for Vessel representatives. IOTC, Seychelles, 60 pp.
The manual has been prepared with the financial support from the Development Grant Facility (DGF)
to the Global Partnership for Oceans (GPO) of the World Bank. The grant is administrated by the
Indian Ocean Commission (IOC).
Table of contents
Acronyms ................................................................................................................................................. 5
1 Who is this manual for? .................................................................................................................... 6
2 Introduction: IOTC Port State Measures ........................................................................................... 7
3 Overview of the e-PSM process ........................................................................................................ 7
4 The AREP process .............................................................................................................................. 9
4.1 Filling and submitting the AREP form ........................................................................................ 9
4.1.1 How to submit an AREP form? ............................................................................................ 9
4.1.2 Starting the process .......................................................................................................... 10
4.1.3 Selecting your vessel ......................................................................................................... 10
4.1.4 Creating a vessel ............................................................................................................... 11
4.1.5 Selecting an existing vessel ............................................................................................... 17
4.1.6 Vessel Contacts ................................................................................................................. 18
4.1.7 Authorisations & Catches.................................................................................................. 22
4.1.8 Preview ............................................................................................................................. 33
4.1.9 AREP submission ............................................................................................................... 36
4.2 Receiving a RAI-AREP and replying .......................................................................................... 38
4.3 Receiving a Notification to a Fishing Vessel ............................................................................. 42
5 The Port Inspection process............................................................................................................ 43
5.1 Receiving the PIR...................................................................................................................... 44
5.2 Receiving a RAI-PIR and replying ............................................................................................. 46
5.3 The offloading declaration (OLT) ............................................................................................. 50
6 The Transhipment monitoring process ........................................................................................... 52
6.1 Transhipment as a receiver vessel (TRX-TDR) .......................................................................... 52
6.2 Transhipment as a donor vessel (TRX-TDD) ............................................................................. 54
Appendix I Frequently Asked Questions ............................................................................................... 55
Appendix II Detailed description of all fields used in the AREP process ............................................... 57
User Manual for Vessel Representatives
Acronyms
AREP
CPC
FS
IOTC
NFV
OLT
PAD
PIR
PS
PSCA
PSM
RAI
RAI-AREP
RAI-PIR
TRX-TDD
TRX-TDR
VMS
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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 Monitoring System
IOTC e-PSM application
1 Who is this manual for?
This manual is for the use of vessel owners, agents or masters (“Vessel Representatives”), whose
vessel plans to call in a port in the IOTC Area of Competence.
If you need any help while using the IOTC e-PSM application, please refer first to this Manual and its
Frequently Asked Questions at the end. If you cannot find an answer in this document, please
contact [email protected]
Definitions: Vessel’s Representatives
Master (or captain): It is the person who is in ultimate command of the vessel. The master is
responsible for the safe and efficient operation of the vessel, including fishing operations,
navigation, crew management and ensuring that the vessel complies with local and
international laws, as well as company and flag state policies.
Fishing master (or fishing captain): On some vessels there is a fishing master who is
responsible for the fishing operations of the vessel. This person is not the person legally
responsible for the activities of the vessel although they may give the appearance of being in
command.
Owner: The owner is the natural or legal person registered as owning the vessel. This may be
different to the beneficial owner, who directs the activities of the vessel.
Beneficial owner: The beneficial owner directs the activities of the vessel.
Operator: The operator is a person(s) or company(ies) responsible for the complete operation
of the vessel, including the crew, and all the administration and management of the fishing
operation.
Agent: The agent is the person(s) or company(ies) that provides support to the vessel. The
role of the agent is not defined and the services provided will vary with circumstances. The
services may include, for example, arranging for the sale of the catch, supplying the vessel with
victuals and fuel, vessel maintenance and administrative services such as providing legal
documents and insurance. Some vessels may use different agents when they operate away from
their home port.
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2 Introduction: IOTC Port State Measures
In 2010, aware of the powerful and cost effective compliance tool that Port States measures
represent to combat IUU fishing activities in the Indian Ocean, the IOTC adopted a resolution on Port
State measures to prevent, deter and eliminate illegal, unreported and unregulated (IUU) fishing
(IOTC Resolution 10/11 on Port States measures). The resolution, which entered into force on 1
March 2011, is inspired by the 2009 FAO Agreement on Port State Measures but placed in the
context of the IOTC mandate. The fisheries administration of the Coastal CPCs of the IOTC, where
foreign fishing vessels call to request entry into their designated port to offload tuna and tuna like
species and use ports facilities and services, are responsible for the implementation of the resolution.
While some CPCs of the IOTC have port State and/or flag State responsibilities to implement the
Resolution 10/11, the fishing industry has as well some responsibilities.
One of these responsibilities is for the vessel master of the vessel’s representative (Agent) to provide
a form, named Advance Request for Entry into Port (AREP), within the period of notice defined by the
Port State (see the Designated Ports section on the IOTC e-PSM website: http://epsm.iotc.org). The
format and information of the AREP is defined at annex 1 of the Resolution 10/11.
After receiving the AREP form and other information required to determine whether the vessel
requesting entry into its port has engaged in IUU fishing or fishing related activities in support of such
fishing, the competent authority of the port State decides whether to authorize or deny the entry of
the vessel into its port.
3 Overview of the e-PSM process
As provided by the IOTC PSM, any vessel planning to call in a port in the IOTC Area of Competence
must notify the competent authority of the Port State at least 24 hours in advance of the date of the
entry into port and within the established advance period of notice. The vessel must then wait for
the notification by the competent authority of the Port State, or for any potential request for
additional information, before entering into port.
The whole process is detailed below:



At least 24hrs before entering into port: the master or the agent of the vessel (or
owner/operator) submits an AREP to the Port State Competent Authority (PSCA).
The PSCA examines the AREP and:
o The PSCA may send a Request for Additional Information (RAI-AREP) to the master or
to the agent of the vessel asking for more details.
 the vessel representative receives the RAI-AREP and must reply to the PSCA
by sending the requested information;
 the PSCA examines the answers and if they are not satisfactory, the PSCA can
send another RAI-AREP;
 once the RAI-AREP/replies process is completed to the satisfaction of the
PSCA:
o The PSCA sends a “Notification to the Fishing Vessel” (NFV) to the master or to the
agent of the vessel which can be:
 Port entry authorised: the vessel can enter port.
 Port entry authorised but use of port facilities denied until completion of a
port inspection and clearance by the competent authority
 Port entry denied: the vessel cannot enter port.
Once the vessel is in port, two processes can take place:
o The PSCA decides to conduct a complete Port Inspection of the vessel including
inspection/monitoring of the offloading of catch:
 the vessel is inspected,
 the PSCA produces a Port Inspection Report (PIR), a copy of which is sent to
the master and/or to the agent of the vessel and to the Flag State;
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IOTC e-PSM application


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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User Manual for Vessel Representatives
4 The AREP process
The e-PSM application offers you 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 your flag State has agreed to when it has adopted the Resolution 10/11 in 2010.
The advantages of providing an AREP through the e-PSM application are multiples:



FASTER REQUEST: It fastens your entry into port and the decision making process of the
port State,
PAPERLESS REQUEST: It reduces paper works for you, master of the vessel or the agent,
and the port State,
ENHANCED COMMUNICATION: It provide a direct communication platform between you
(master or agent) and the Competent Authority of the port State.
In a nutshell: the AREP process
At least 24hrs before the intended entry into port, the vessel representative uses the e-PSM
application to send an AREP to the Port of Call Port State Competent Authority.
The PSCA reviews the AREP, ask for more information through the process of Request for
Additional Information (RAI-AREP) as necessary.
Once all required information has been sent by the vessel (Master or agent), the PSCA sends a
Notification to a Fishing Vessel (NFV) to the vessel to indicate whether the request for entry has
been granted or not (Denial of entry).
Reminder
A vessel cannot enter a port without having submitted an AREP and any additional documents
(as required by the Competent Authority of the port State).
A vessel can only call in ports that have been designated by IOTC Members (consult which ports
in the IOTC area have been designated - (see the Designated Ports section on the IOTC e-PSM
website: http://epsm.iotc.org).
It is mandatory to submit an AREP within the time period specified by the port State (Consult
the advance period of notice of the port you wish to call - see the Designated Ports section on the
IOTC e-PSM website: http://epsm.iotc.org).
4.1 Filling and submitting the AREP form
4.1.1
How to submit an AREP form?
There are two ways to fill an AREP form:
1. The old way: fill in the paper form as specified in annex 1 of the Resolution 10/11 and
transmit it to the relevant PSCA,
2. The new way: go to the e-PSM section of the IOTC website: http://epsm.iotc.org and start
filling an electronic version of the AREP. This is the process that is described below.
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IOTC e-PSM application
4.1.2


Starting the process
go to the e-PSM section of the IOTC website: http://epsm.iotc.org
click on the link CREATE AN AREP to start filling an AREP;
Figure 2 The Starting point to create an AREP

to ensure that the process is initiated by a person and not by some rogue software, fill in the
“CAPTCHA” by typing in the text field the text as it appears in the image; make sure to
respect upper and lower cases; if you cannot read the CAPTCHA, click the “Reload captcha”
button to request a new one
Figure 3: Filling the CAPTCHA at the beginning of the AREP process

4.1.3
then click the OK button
Selecting your vessel
The first step of the submission of an AREP is to specify which vessel is requesting entry in port.

Start by Searching for your 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
your 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 4 Searching for a vessel

The screen will display the list of vessels matching your query below the Search field:
Figure 5 List of vessels found matching the user’s query
o
o
4.1.4


if your vessel is listed in the results, verify that the identifiers listed in the table
correspond to your vessel, to be absolutely certain that it is your vessel, then, if so,
simply click on its name to select it and start filling the AREP form (see 0);
if your 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 your vessel (e.g.: your vessel hasn’t yet been registered
with IOTC by its flag State or your 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
4.1.4 below).
Creating a vessel
To create your 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 your
vessel.
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4.1.4.1
Vessel identification
Figure 6 Creating a new vessel: Vessel Identification form
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
Each section of the Vessel Creation form is described below.
Name and Type
Figure 7 Creating a vessel: Name and Type




Name of the vessel: here, enter the name of your 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 your vessel (where the vessel is
registered).
Type of the vessel: click on the menu and select the Type of your vessel.
Gear Type: click on the menu and select one or more gear types used by your vessel; to close
the menu, simply click outside the menu.
Figure 8 Creating a vessel: Name and Type: Gear Types
Tip: Where to find the name and type of the vessel
Verify your 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 9 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 your 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 your
Flag State to solve the issue.
International Radio Call Sign: enter your vessel’s International Radio Call Sign, assigned by
your national licensing authority of the Flag country of the vessel.
Port of registration: to select the port of registration of your 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 10 Creating a vessel: Port of registration

Maritime mobile service identity number: enter the Maritime mobile service identity
number (MMSI) of your vessel as issued by your flag State (9 digits).
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


External Identification Number: enter one external identification number as displayed on
the superstructure or the hull of your 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 your vessel as issued by your flag State.
IMO identification number: Enter (if available) the International Maritime Organisation
(IMO) number/ Lloyds Register identification number of your vessel (7 digits).
TIP: Where to find the identifiers of the vessel?
Verify your vessel’s documentations on board to find the identifiers: national certificate of
registration, Ship radio station license and safety documents.
Vessel dimensions
Figure 11 Creating a vessel: Dimensions
Enter the relevant dimensions of your 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 issued by its flag State.
 Length overall: enter the length overall of your vessel,
 Beam: enter the beam of your vessel,
 Draft: enter the draft of your vessel.
Tip: Where to find the dimensions of the vessel?
Verify your 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 12 Creating a vessel: VMS (Vessel Monitoring System)


VMS on board the vessel: check the radio button to indicate whether your 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 your vessel.
If you check “Other”, please give a short description of the VMS unit (make, model
and serial number) in the field below.
Inmarsat: please indicate an Inmarsat number to allow communication with your vessel
(Voice or fax services number; 9 digits).
Finalizing the creation of your vessel

To create your vessel and proceed to the next step of the submission of your AREP, simply
click the “Next Step” button at the bottom of the page.
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4.1.5
Selecting an existing vessel
If your vessel is already in the e-PSM database, it will appear in the list of Search Results (see Figure
13).
Figure 13 Finding your vessel using the Vessel directory search
To select your vessel, simply click on it and the system will display the Vessel Identification form, with
the information about your vessel available in the e-PSM database already pre-filled. Please verify all
the information displayed in the form before moving on to the next step. You can correct any error
or complete missing information as needed, following the process laid out in Section 4.1.4 (see also
Figure 6).
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Figure 14 The Vessel Identification Form prefilled with an existing vessel’s details
Once you are satisfied with the information about your vessel, process to the next step by clicking
the “Next Step” button at the bottom of the page.
4.1.6
Vessel Contacts
After selecting or creating a vessel, the next step is to assign Contacts to that vessel.
You will notice that the upper section of the screen now shows the details for the vessel you selected
or created in the previous step.
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Figure 15 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 you have created a new vessel in the previous step, 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 you make an AREP 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 your flag State to register your 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 of the vessel the first time you make an AREP,
they are kept in the e-PSM database so that the next time you send an AREP you do not have to
enter them again (only update of those contacts, if the details of the contacts have changed).
It is important 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.
Tip: Vessel contacts
The first time you wish to send a request to enter port, complete the contact information of the
master, agent, owner and operator and other contacts, if available.
The next time you will send a request to enter port, this information will already be available in
the system and you will save time.
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4.1.6.1
Adding contacts to a vessel
To add a new contact for your 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.
Figure 16 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.
If the contact you want is not listed in the results, you will need to Create a contact (see
below)
Note: you can remove a contact from this list by clicking on the Delete icon “ ” 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.
4.1.6.2
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 (see Figure 16), 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
When entering a telephone, fax or 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 17 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.
4.1.6.3
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 4.1.6.2 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.
4.1.6.4
Validating Vessel Contacts
When you try to go to the “Next step” in the AREP process, the system will verify whether it has the
correct information on each Vessel Contact that you have selected:


You must at least indicate a Vessel Owner with an email address.
You must at least indicate a Master with an email address.
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IOTC e-PSM application
If the Vessel contacts you have selected do not match these criteria, the system will display an error
message when you click on the “Next step” button.
Figure 18 The Vessel Contacts screen showing an error message
To fix such an issue, you can Edit the relevant contacts or add a new contact that will match the
validation criteria.
When you have assigned at least the two required contacts to a vessel, you will have to check the
“Current contacts” box for the relevant contacts to confirm they are “current” and they will be the
only ones who will receive email notifications about the vessel. If you don’t, you will get an error
message and will be prevented from moving to the next step.
Once you have finished assigning contacts to the vessel, click the “Next step” button to process to
the actual AREP form.
Tip: form timeout
If you open an AREP 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 1 hour, 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 AREP process again and search for your vessel.
4.1.7
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 19 The AREP “Authorisations & Catches” form
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4.1.7.1
Purpose and port of call
You have to provide information about the location, date and purposes of the vessel’s intended call
in port.
Figure 20 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: your 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 21 Selecting a port of call

Estimated local date and time of arrival: to indicate when your 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 your 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 22 Selecting the last port of call



4.1.7.2
Date of last port call: to indicate when your 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 your vessel’s upcoming port call. If you select “other”,
please describe the purpose in the field below,
Observer on board: if your 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
your vessel and which are relevant to the IOTC PSM process.
Figure 23 the Relevant Fishing Authorisation(s) section
To add a fishing 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 24 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 25 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 26 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 27 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”.
When you have finished completing this section, click the “Ok” button to add this fishing
authorisation to your vessel.
Repeat the process for each relevant fishing authorisation.
Figure 28 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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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:







4.1.7.3
will remove the entry from the list;
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)
Relevant Transhipment Authorisation(s)
In this section you have to provide details about the Transhipment authorisations that have been
issued to your vessel and which are relevant to the IOTC PSM process.
Figure 29 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 30 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).
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When you have finished completing this section, click the “Ok” button to add this transhipment
authorisation to your vessel.
Repeat the process for each relevant transhipment authorisation.
Figure 31 the Relevant Transhipment Authorisation(s) section, filled with data
Note: you can delete a transhipment authorisation that you might have added by mistake by clicking
the Delete icon “ ” in the “Action” column.
4.1.7.4
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 32 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.
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Figure 33 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;
Figure 34 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 35 Transhipment at sea: entering latitude and longitude



Receive/Offload: check the correct box to indicate whether the vessel was donor or receiver
of the transhipment.
Vessel name: enter the name of the donor/receiving vessel,
Flag: enter the flag State of the donor/receiving vessel,
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




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 or transhipped to.
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 36 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.
4.1.7.5
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 37 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.
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Figure 38 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.
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 39 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.
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4.1.8
Preview
In this section, you will be able to:




preview the content of your 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.
Figure 40 The AREP preview screen
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4.1.8.1
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 before submitting the AREP.
4.1.8.2
Attachments
Here you can attach any digital file that you consider helpful or necessary in support to your AREP
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…).
Figure 41 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 requested to be submitted 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.
-
4.1.8.3
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 4.1.8.4 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 then enter a valid email address for the recipient;
to remove a recipient, click on the little blue “ ” in the “Action” column.
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Figure 42 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
that a request to enter port has been submitted to the fisheries competent authority..
- The national agencies you can add as recipients are: Customs Authority, Port Authority,
Veterinary Authority, Immigration Authority, Maritime Authority, Fisheries Authority,
Maritime Police, National Police, Ministry (National), Directorate (National), Department
(National), National Coast Guard, Defence/Military Authority, Navy/Military Authority,
Sanitary Authority.
4.1.8.4
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. Ideally, that would be the person submitting the
AREP and dealing with the whole process (you),
Read the disclaimer below and confirm that you agree by checking the box,
Click the “Submit” button to send the AREP.
Figure 43 AREP preview: Validation
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4.1.9
AREP submission
Once you click the “Submit” button, you arrive at the end of the AREP submission process:
Figure 44 AREP submission: summary


You are presented with a short summary of your 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 you a link to check your AREP/Vessel File status,
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Figure 45 The AREP submission notification email

The AREP will be notified to the relevant Port State Competent Authority and to the various
Additional recipients you might have added.
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Figure 46 The Vessel File status screen showing the vessel’s details and contacts and the various forms that have been
exchanged
You can now safely close the browser window and wait to be notified by email by the Port State
Competent Authority:


through a Request for Additional Information following an AREP (RAI-AREP), to which you will
have to reply;
through a Notification to a Fishing Vessel (NFV) granting or denying access to the port.
4.2 Receiving a RAI-AREP and replying
If the Competent Authority of the port in which your vessel intends to call requires additional
information regarding the AREP that you submitted, it will send you a Request for Additional
Information following an AREP (RAI-AREP).
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.
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You will be notified by an email sent to the contact address you indicated when filling the AREP. This
email contains:
Figure 47 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;
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Figure 48 A RAI-AREP PDF document

a link to access directly a web page in the e-PSM application where you can consult the
status of your current vessel file, with access to all previously submitted forms or
notifications, including the RAI-AREP.
Figure 49 The Vessel File status page showing that there is a RAI-AREP awaiting response
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On the Vessel File status page, a RAI-AREP awaiting response will be shown with an Attachments icon
( ). To see the list of requested documents and upload the relevant files, click on the Attachments
icon ( ).
Note that on this page you can also download all the forms that have been submitted or sent under
the current Vessel File: simply click on the Document icon ( ) to download the relevant PDF.
Figure 50 The RAI-AREP Requested document screen on the Vessel File status page
To upload the requested documents, click on the Upload icon ( ) in the “Action” column to open the
Document Upload dialog:
Figure 51 The RAI-AREP Document Upload dialog




Click the “Select file” button and in the pop-up file explorer, select the relevant file and click
the “Select” button (terms may vary depending on your operating system, language and web
browser). Note: please make sure that the file you are uploading is of a reasonable size (not
more than a couple Megabytes).
Enter any relevant comment or remark in the “Response comment” field, as needed.
Click the “Submit” button.
You will then be returned to the Vessel File status page where each Requested Document
for which you uploaded a file will be marked with a Document icon ( ).
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Figure 52 The RAI-AREP Requested document screen showing uploaded documents

If you made a mistake and uploaded the wrong file, simply click on the Upload icon ( )
again to replace the previous file with a new one.
Note that as soon as you click the “Submit” button, the file will be uploaded to the e-PSM
application.
Once you have uploaded all the relevant documents, click the “Notify update to parties” button and
an email will be sent to the relevant recipients to notify them that the RAI-AREP has been answered.
Reminder
Do not forget to click the “Notify update to parties” button: if you do, then the parties, and
especially the Port State Competent Authority will not be notified that you have answered the RAIAREP and your entry to port could be delayed or even denied.
After that, you can safely close your browser window and wait for the PSCA feedback:


if the PSCA requires more details, you will receive a new RAI-AREP notification;
if the PSCA has all the information required to take a decision regarding your AREP, you will
receive a Notification to a Fishing Vessel (NFV).
4.3 Receiving a Notification to a Fishing Vessel
Once the PSCA has all the information required to take a decision regarding your AREP, you will
receive 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 your vessel will undergo a Port
Inspection and the PSCA will then produce a Port Inspection Report (see section 5 below);
Port entry denied: the vessel cannot enter port.
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Figure 53 A Notification to a Fishing Vessel email
5 The Port Inspection process
Depending on the national procedures and policies, the PSCA can require that your 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 your Vessel File will be updated with a PIR form.
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5.1 Receiving the PIR
You will receive a PIR notification by email. This email contains:
Figure 54 A PIR notification email


a link to download a PDF copy of the PIR;
a link to access directly a web page in the e-PSM application where you can consult the
status of your current vessel file, with access to all previously submitted forms or
notifications, including the PIR.
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Figure 55 The Vessel File status page showing that there is a PIR
Once you have received the PIR, there is nothing for you to do unless the PSCA requires additional
information through a RAI-PIR.
Note that the PIR DPF that you can download includes computed differences between catch
quantities declared in the AREP and those verified by the inspector, for the “Evaluation of catch to be
offloaded” and “Catch retained on board” sections of the AREP.
Figure 56 The PIR PDF document showing the differences between catch quantities declared in the AREP and those
verified by the inspector
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5.2 Receiving a RAI-PIR and replying
If the Competent Authority of the port State your vessel has been inspected by requires additional
information following the Port Inspection, it may send you (Master or agent) a Request for Additional
Information following a PIR (RAI-PIR).
The list of additional information that the PSCA might request includes:







Flag State Authorisation to Fish (ATF);
Flag State Authorisation to Tranship;
Fishing logbook (covering a given period);
Vessel Certificate of National Registration;
IOTC Transhipment declaration;
VMS track (covering a given period);
Any other information/document, as needed.
You will be notified by an email sent to the contact address you indicated when filling the AREP. This
email contains:
Figure 57 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;
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Figure 58 A RAI-PIR PDF document

a link to access directly a web page in the e-PSM application where you can consult the
status of your current vessel file, with access to all previously submitted forms or
notifications, including the RAI-PIR.
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Figure 59 The Vessel File status page showing that there is a RAI-PIR awaiting response
On the Vessel File status page, a RAI-PIR awaiting response will be shown with an Attachments icon (
). To see the list of request documents and upload the relevant files, click on the Attachments icon
( ).
Note that on this page you can also download all the forms that have been submitted or sent under
the current Vessel File: simply click on the Document icon ( ) to download the relevant PDF.
Figure 60 The RAI-PIR Requested document screen on the Vessel File status page
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To upload the requested documents, click on the icon (
Document Upload dialog:
) in the “Action” column to open the
Figure 61 The RAI-PIR Document Upload dialog




Click the “Select file” button and in the pop-up file explorer, select the relevant file and click
the “Select” button (terms may vary depending on your operating system, language and web
browser). Note: please make sure that the file you are uploading is of a reasonable size (not
more than a couple Megabytes),
Enter any relevant comment or remark in the “Response comment” field, as needed,
Click the “Submit” button,
You will then be returned to the Vessel File status page where each Requested Document
for which you uploaded a file will be marked with a Documents icon ( ).
Figure 62 The RAI-PIR Requested document screen showing uploaded documents

If you made a mistake and uploaded the wrong file, simply click on the Upload icon (
again to replace the previous file with a new one.
)
Note that as soon as you click the “Submit” button, the file will be uploaded to the e-PSM
application.
Once you have uploaded all the relevant documents, click the “Notify update to parties” button and
an email will be sent to the relevant recipients to notify them that the RAI-PIR has been answered.
Reminder
Do not forget to click the “Notify update to parties” button: if you do, then the parties, and
especially the Port State Competent Authority will not be notified that you have answered the RAIPIR.
After that, you can safely close your browser window and wait for the PSCA feedback:

if the PSCA requires more details, you will receive a new RAI-PIR notification.
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5.3 The offloading declaration (OLT)
As mentioned in the AREP process summary, when the port State decides to not conduct a complete
Port inspection of the vessel, it can decide (or not) to inspect/monitor the offloading (transhipment
and/or landing operations). Following the inspection/monitoring of the offloading, the port State will
complete an Offloading Declaration (OLT).
When the OLT has been completed by the Inspector and submitted to the e-PSM application, you will
receive a notification by email sent to the contact address you indicated when filling the AREP. This
email contains:
Figure 63 An OLT notification email


a link to download a PDF copy of the OLT;
a link to access directly a web page in the e-PSM application where you can consult the
status of your current vessel file, with access to all previously submitted forms or
notifications, including the OLT.
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Figure 64 The Vessel File status page showing that there is an OLT which has been produced
Note that on this page you can also download all the forms that have been submitted or sent under
the current Vessel File: simply click on the “page” icon to download the relevant PDF.
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Figure 65 The OLT PDF document showing the differences between catch quantities declared in the AREP and those
verified by the inspector
6 The Transhipment monitoring process
6.1 Transhipment as a receiver vessel (TRX-TDR)
If your vessel receives fish products transhipped from another vessel while in port, you (the master
and/or the agent of the vessel) transmit the Transhipment Declaration to the PSCA, then a
Transhipment Declaration as a Receiver Vessel (TRX-TDR) will be filled by the PSCA’s Inspector in the
e-PSM application, including the details about the transhipment operations (donor vessel,
species/products transhipped etc.).
When the TRX-TDR has been completed by the Inspector and submitted to the e-PSM application,
you will receive a notification by email sent to the contact address you indicated when filling the
AREP. This email contains:
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Figure 66 A TRX-TDR notification email

a link to download a PDF copy of the TRX-TDR;
Figure 67 A TRX-TDR PDF document

a link to access directly a web page in the e-PSM application where you can consult the
status of your current vessel file, with access to all previously submitted forms or
notifications, including the TRX-TDR.
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Figure 68 The Vessel File status page showing that there is a TRX-TDR which has been produced
Note that on this page you can also download all the forms that have been submitted or sent under
the current Vessel File: simply click on the Document icon ( ) to download the relevant PDF.
6.2 Transhipment as a donor vessel (TRX-TDD)
If your vessel tranships fish products to another vessel while in port, you (the master and/or the
agent of the vessel) transmit the Transhipment Declaration to the PSCA, then a Transhipment
Declaration as a Donor Vessel (TRX-TDD) will be filled by the PSCA in the e-PSM application, including
the details about the transhipment operations (donor vessel, species/products transhipped etc.).
When the TRX-TDD has been completed by the Inspector and submitted to the e-PSM application,
you will receive a notification by email sent to the contact address you indicated when filling the
AREP. This email contains:


a link to download a PDF copy of the TRX-TDD;
a link to access directly a web page in the e-PSM application where you can consult the
status of your current vessel file, with access to all previously submitted forms or
notifications, including the TRX-TDD.
Note that on this page you can also download all the forms that have been submitted or sent under
the current Vessel File: simply click on the Document icon ( ) to download the relevant PDF.
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User Manual for Vessel Representatives
Appendix I
Frequently Asked Questions
To whom Port State Measures (PSM) apply to?
PSM apply to foreign vessels calling in designated ports in the IOTC area,
To whom Port State Measures (PSM) don’t apply to?
PSM don’t apply to:
 vessels of a neighbouring State that are engaged in artisanal fishing for subsistence, provided
that the port State and the flag State cooperate to ensure that such vessels do not engage in
IUU fishing or fishing related activities in support of such fishing; and
 container vessels that are not carrying fish or, if carrying fish, only fish that have been
previously landed, provided that there are no clear grounds for suspecting that such vessels
have engaged in fishing related activities in support of IUU fishing.
Can my vessel enter a designated port without submitting a request to enter port?
No, it is illegal. It is mandatory to provide an advance request of entry in port to the competent
authority of the port State and according to the prior notification period it has established.
How can I attached document to my AREP and what are the documents I have to submit with the
AREP?
When you complete a request to enter port, at the step 5 of the form AREP you can attached
documentation. It is recommended to attach the documents listed below, it will fasten the
processing of your request by the port State and avoid un-necessary delay in the response of the
port State to grant you 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, contact the competent authority of the Port State to know exactly the type of
documents they request to be provided.
My vessel has been granted entry into port, can my vessel be denied use of port services, landing
or transhipment of catch?
Yes, if the ports State:
 finds that your vessel does not have a valid and applicable authorization to engage in fishing
or fishing related activities required by its flag State;
 finds that your vessel does not have a valid and applicable authorization to engage in fishing
or fishing related activities required by a coastal State in respect of areas under the national
jurisdiction of that State;
 has clear evidence that the fish on board was taken in contravention of applicable
requirements of a coastal State in respect of areas under the national jurisdiction of that
State;
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IOTC e-PSM application
 has reasonable grounds to believe that your vessel was otherwise engaged in IUU fishing or
fishing related activities in support of such fishing,
And/or if your 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
You cannot call, land or tranship your catch in any other port in the IOTC Area.
Can my 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 my vessel in the e-PSM application when I want to submit a request to enter port?
Contact the competent authority of your flag country to register your vessel with IOTC.
I have some problems to submit a request to enter port?
Contact the IOTC Secretariat at [email protected]
I have some problems to respond to a request for additional information?
Contact the IOTC Secretariat at [email protected]
Which countries are Contracting Parties or Cooperating Non-Contracting Parties (CPCs) of the
IOTC?
http://www.iotc.org/about-iotc/structure-commission
Where is the IOTC Area of competence?
http://www.iotc.org/about-iotc/competence
Note: The Commission, at its 4th Session in 1999 agreed to modify the western boundary of the
IOTC area of competence from 30oE to 20oE, thus eliminating the gap between the areas covered
by IOTC and ICCAT.
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User Manual for Vessel Representatives
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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IOTC e-PSM application
Beam
Draft
VMS
VMS on board the
vessel
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
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
Fax
Email 1
Email 2
Email 3
Address
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
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
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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User Manual for Vessel Representatives
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.
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Example: 21 10 2012
IOTC e-PSM application
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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