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

1. User Manual for the Flag State Competent Authority Indian Ocean Tuna Commission Commission des Thons de l Oc an Indien SS i IOTC e PSM application User Manual for Flag State Competent Authority Version history DEIKIA Update description 15 06 2015 First version of the manual DISCLAIMER The IOTC e PSM application is a Web application As such itis 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 a Indian Ocean Tuna Commission Commission des Thons de l Oc an Indien Mo ht ll 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 purp
2. Table of contents PONY NS eee pis ec seis a ec te E taa anions tat pronelniveasandensoasineeeaneponetine 5 L WAV SW PSO VEN CONG 6 tress haces ease cteersctce tee von tena atars a E 6 2 Introduction IOTC Port State MEASULES cccccesscccsecccesecceesecceesceceeececeuececeneceeeeesseucessuecessueceneness 7 3 Overview ofthe e PSM proceSS caren en ce oe 7 4 The vesselfFile UNS CIV crnuscortinaiinii aR 9 4 1 Listing and Searching Vessel Files ccccccccsecccsecceseceenceceucceeeceeecseesseuseeeuceeeeseeeseeuseneseneuss 10 a TACAR PPOCCO a E eases 12 5 1 Filling and submitting the AREP fOrm cccccceccccssceccesceceececeeceeeneseeeeseeeeuesseueceseueceeeueeeeeness 12 5 1 1 How are AREP forms SUDMItted csccccsssserescousssctonssscnecsssensoussecuonssscnenssrensousressenssss 12 512 Recipientsol the AREP ceca cates ccc ciosectsmattnccaaccoeaduennaeannteunen NEE AANEEN REE ERUR A 13 5 1 3 Reception of the AREP shee venntccoesesinnestunncesntlaunvia tien sauneaunnndasnnwiaaneseter ent oN nee kena iin 13 5 2 Receiving a RAI AREP and replying ccscssssscscuscscesenscsecusrscussseuscscusenacsenscssoussseuseseesenacsenas 15 5 3 Receiving a Notification to a Fishing VeSSel ccccccsscecceececesecccenscseenseceeuseseueceseueceneeceeeness 18 6 ThePorn ISP eCCLION FO CCG Soci cacnciecasanticcaedcionenceanacies ahecanecwennetanalenieonctmnie tavaiocemscuemneaceteuesesdanevinceienees 19 Ske RECON TNS
3. 6 0 Estimated date and time of arrival Port of call Arep received jeu 04 juin 2015 10 00 UTC Archipelagic Fishing Port Palabuhanratu West Java dim 14 juin 2015 Requested documents Type of document Requester comments Response date Response comments Transhipment Declaration 2015 06 14 11 13 03 0 Here is the TRX declaration k VMS track 2015 05 01 gt 2015 06 04 2015 06 14 11 13 28 0 The requested VMS track k Notify update to parties Figure 25 The RAI PIR Requested document screen showing uploaded documents e If you made a mistake and uploaded the wrong file simply click on the Upload icon again to replace the previous file with a new one Note that as soon as you click the Submit button the file will be uploaded to the e PSM application Once you have uploaded all the relevant documents click the Notify update to parties button and an email will be sent to the relevant recipients to notify them that the RAI PIR has been answered Reminder Do not forget to click the Notify update to parties button if you do then the parties and especially the Port State Competent Authority will not be notified that you have answered the RAI PIR After that you can safely go back to your VFL or log out and wait for the PSCA feedback e ifthe PSCA requires more details you will receive a new RAI PIR notification or a Request for new documents As mentioned in the AREP process summary when t
4. Arep received dim 14 juin 2015 Requested documents Type of document Requester comments Response date Response comments Transhipment Declaration VMS track 2015 05 01 gt 2015 06 04 Figure 23 The RAI PIR Requested document screen on the Vessel File status page Page 23 of 31 To upload the requested documents click on the icon in the Action column to open the Document Upload dialog Submit a request document File to upload Choisir le fichier attachment_1 padf Response comments The requested VMS track Figure 24 The RAI PIR Document Upload dialog e Click the Select file button and in the pop up file explorer select the relevant file and click the Select button terms may vary depending on your operating system language and web browser Note please make sure that the file you are uploading is of a reasonable size not more than a couple Megabytes e Enter any relevant comment or remark in the Response comment field as needed e Click the Submit button e 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 RAIPIR_OLIVIER_S PRIDE_FRANCE _EU__ 20150614 iwi IRCS XXYY _ Type of vessel Longliners Pole and Line Olivier s Pride _ IMO id 1234567 vessels Types of gear Pole and lines Drifting longline Length 55 0 Beam 13 0 Draft
5. gt wok Request for additional information for PIR RAI PIR Submission Arequest for additional information following a port inspection has been submitted You will find the detail of your request for additional information in the below section You can download the PDF of the request using the following link Download the RAI PIR Download the RAI PIR RAI PIR information Intended port of call Name of Olivier s Pride vessel Archipelagic Fishing Port Palabuhanratu West Java Requested Flag State Authorisation to Tranship documents VMS track Disclaimer The IOTC e PSM and its operators and users will be not liable for any inaccuracies and errors in the provided information The e PSM application will be not liable for any direct or indirect loss or damage arising under these terms and conditions or in connection with the information provided by our website and the notifications messages and we will not be liable for any loss of profit contracts business goodwill data income revenue or anticipated savings arising under terms and conditions or in connection with our website whether direct or indirect and whether arising in tort contract or otherwise The accuracy of the information presented is not guaranteed and may be affected by changes in vessels itineraries by missing data by erroneous data entered by vessel s representatives Port State User or any other e PSM user EPSM Application epsm iotc org Figure 20 A
6. 2015 Date 14 June 2015 11 09 UTC Name of officer Hermann Fish Figure 21 A RAI PIR PDF document Archipelagic Fishing Port Palabuhanratu West User Manual for the Flag State Competent Authority e alink to access directly a web page in the e PSM application where you can consult the status of the current vessel file with access to all previously submitted forms or notifications including the RAI PIR VESSEL FILE DASHBOARD IDPAL_OLIVIER S PRIDE FRA 201506165 5 by Olivier Master Created on 2015 06 14 09 21 44 0 Back to previous page Name of port state measures responsible party Email address of port state measures responsible Olivier Master olivier master mail com Name of vessel Olivier s Pride Flag France EU Type of vessel Longliners Pole and Line vessels IRCS XXYY Types of gear Pole and lines Drifting longline Vessel contact information IOTC id IMO id 1234567 External id Certificate of registry id Vessel dimensions Length 55 0 Beam 13 0 Draft 6 0 Vessel master Olivier Master New Zealand Name Phone Mobile Fax Email Master Olivier Master 006494370987 0064020190789856 006494370987 olivier master mail com Owner Olivier Owner 0033479890976 0033675123215 0033479890976 olivier owner mail com Form Creation date Update date Advanced Request for Entry in Port AREP 2015 06 14 09 21 44 0 2015 06 14 09 21 44 0 Request for Additional Information following A Request to Enter Port RAI ARE
7. 44 0 i Request for Additional Information following A Request to Enter Port RAI AREP 2015 06 14 09 43 15 0 2015 06 14 09 43 15 0 a Figure 12 The Vessel File status page showing that there is a RAI AREP awaiting response The RAI AREP will also appear in your VFL with the relevant Vessel File showing RAI AREP in the Last form column On the Vessel File status page a RAI AREP awaiting response will be shown with an Attachments icon 7 To see the list of requested documents and upload the relevant files click on the Attachments icon 7 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 REQUEST FOR ADDITIONAL INFORMATION FOLLOWING A REQUEST TO ENTER PORT RAI AREP ae IRCS XXYY Type of vessel Longliners Pole and Line Olivier s Pride _ IMO id 1234567 vessels Types of gear Pole and lines Drifting longline Length 55 0 Beam 13 0 Draft 6 0 Estimated date and time of arrival Port of call jeu 04 juin 2015 10 00 UTC Archipelagic Fishing Port Palabuhanratu West Java Arep received dim 14 juin 2015 Requested documents Type of document Requester comments Response date Response comments Transhipment Declaration Fishing logbook 2015 01 05 gt 2015 06 01 Vessel Certificate of National Registration 9 9 9 Document of Identi
8. RAI PIR notification email the list of documents information requested by the PSCA a link to download a PDF copy of the RAI PIR with details on what additional information is required Request for Additional Information following a Port Inspection Report RAI PIR lote Information on fishing vessel requesting entry in port Arep received 14 June 2015 09 21 UTC Port of call Java Port of call state Indonesia Estimated date and time of arrival 04 June 15 10 00 UTC Name of the vessel Olivier s Pride Flag France EU IRCS XXYY Certificate of registry identification number or national registration IOTC identification number number Request for additional information You are requested to provide the following documents as complementary information following the inspection of the vessel in the port of Archipelagic Fishing Port Palabuhanratu West Java To confirm that the fish on board was taken in accordance with applicable requirements of the IOTC the flag of the vessel must provide the following information documents within 9 days from the date of this request failing to provide the information within the period of time the vessel will be denied use of the port for landing transshipping packaging processing refuelling resupplying maintenance and drydocking in accordance with paragraph 9 1 Flag State Authorisation to Tranship VMS track From May 1 2015 To Jun 4
9. Request for Additional Information following A Request to Enter Port RAI AREP 2015 06 14 09 43 15 0 2015 06 14 09 43 15 0 b 2 Request for Additional Information following A Request to Enter Port RAI AREP 2015 06 14 10 02 06 0 2015 06 14 10 02 06 0 2 Notification to Fishing Vessel NFV 2015 06 14 10 13 06 0 2015 06 14 10 13 06 0 Ba Port Inspection Report PIR 2015 06 14 10 57 32 0 2015 06 14 10 57 32 0 a Figure 18 The Vessel File status page showing that there is a PIR The PIR will also appear in your VEL with the relevant Vessel File showing PIR in the Last form column Once you have received the PIR there is nothing for you to do unless the PSCA requires additional information from the FSCA through a RAI PIR Note that the PIR DPF that you can download includes computed differences between catch quantities declared in the AREP and those verified by the inspector for the Evaluation of catch to be offloaded and Catch retained on board sections of the AREP Evaluation of catch to be offloaded Quantity Quantity on Quantity Quantity Quantity Tranship board to be to be Landed ped Delta declared landed Tranship verified verified tranship Product form Catch area s Kg Kg ed Kg kg kg Objection Whole rounded Not Albacore processed 3 500 2 000 1 500 2 000 1 500 Whole rounded Not Yellowfin tuna processed 1 400 1 300 o 1 00
10. and lines Drifting longline 6 0 Master Olivier Master 006494370987 0064020190789856 006494370987 olivier master mail com Owner Olivier Owner 0033479890976 0033675123215 0033479890976 olivier owner mail com Form Creation date Update date Advanced Request for Entry in Port AREP Request for Additional Information following A Request to Enter Port RAI AREP Request for Additional Information following A Request to Enter Port RAI AREP Notification to Fishing Vessel NFV Port Inspection Report PIR Request for Additional Information following a Port Inspection Report RAI PIR Offloading Declaration OLT 2015 06 14 09 21 44 0 2015 06 14 09 43 15 0 2015 06 14 10 02 06 0 2015 06 14 10 13 06 0 2015 06 14 10 57 32 0 2015 06 14 11 09 08 0 2015 06 14 12 39 53 0 2015 06 14 09 21 44 0 2015 06 14 09 43 15 0 2015 06 14 10 02 06 0 2015 06 14 10 13 06 0 2015 06 14 10 57 32 0 2015 06 14 11 09 08 0 2015 06 14 12 39 53 0 eee Figure 27 The Vessel File status page showing that there is an OLT which has been produced Note that on this page you can also download all the forms that have been submitted or sent under the current Vessel File simply click on the Document icon B to download the relevant PDF Offloading Declaration OLT iotc ctol Information on fishing vessel requesting entry in port Archipelagic Fishing Port Palabuhanratu West Arep received 14 June 15 09 21 UTC Port of call Java Port of call
11. file with access to all previously submitted forms or notifications including the TRX TDR VESSEL FILE DASHBOARD IDPAL_OLIVIER S PRIDE_FRA_201506165_5 by Olivier Master Created on 2015 06 14 09 21 44 0 Back to previous page Olivier Master olivier master mail com Name of port state measures responsible party Email address of port state measures responsible party Name of vessel Olivier s Pride Flag France EU Type of vessel Longliners Pole and Line vessels IRCS XXYY Types of gear Pole and lines Drifting longline Vessel contact information IOTC id IMO id 1234567 External id Certificate of registry id Vessel dimensions Length 55 0 Beam 13 0 Draft 6 0 Vessel master Olivier Master New Zealand Type of contact Name Phone Mobile Fax Email Master Olivier Master 006494370987 0064020190789856 006494370987 olivier master mail com Owner Olivier Owner 0033479890976 0033675123215 0033479890976 olivier owner mail com Form Creation date Update date Advanced Request for Entry in Port AREP 2015 06 14 09 21 44 0 2015 06 14 09 21 44 0 fe Request for Additional Information following A Request to Enter Port RAI AREP 2015 06 14 09 43 15 0 2015 06 14 09 43 15 0 b 2 Request for Additional Information following A Request to Enter Port RAI AREP 2015 06 14 10 02 06 0 2015 06 14 10 02 06 0 2 Notification to Fishing Vessel NFV 2015 06 14 10 13 06 0 2015 06 14 10 13 06 0 fa Port Inspection Report PIR 2015 06 14 10 57 32 0 20
12. nonetheless receive Requests for Additional Information following an AREP RAI AREP regarding a vessel flying your flag to which you have to respond 5 1 1 How are AREP forms submitted There are two ways to fill an AREP form 1 The old way the Vessel representative fills in the paper form as specified in annex 1 of the Resolution 10 11 and transmit it to the relevant PSCA which will enter it in the e PSM application 2 The new way the Vessel representative goes to the e PSM section of the IOTC website http epsm iotc org and fills an electronic version of the AREP 5 1 2 Recipients of the AREP By default the AREP is automatically sent by email to e the Vessel Representative who is the Vessel Contact that is defined as the Sender of the advance request to enter port e the Competent Authority of the Port State If the Vessel Representative wishes so she can add additional recipients to which the AREP will be sent by email e the Flag States contacts you are listed as additional recipients by default e any other recipients can be added manually Tip Who can be added as Additional recipients of an AREP The IOTC Resolution 10 11 Paragraph 4 requests Port States to integrate and coordinate at national level the implementation of Port State Measures with the broader system of Port State Controls and exchange information among relevant national agencies It is recommended to copy other national agencies tha
13. of the e PSM process As provided by the IOTC PSM any vessel planning to call in a port in the IOTC Area of Competence must notify the competent authority of the Port State at least 24 hours in advance of the date of the entry into port and within the established advance period of notice The vessel must then wait for the notification by the competent authority of the Port State or for any potential request for additional information before entering into port The whole process is detailed below e Atleast 24hrs before entering into port the master or the agent of the vessel or owner operator submits an AREP to the Port State Competent Authority PSCA e The PSCA examines the AREP and o The PSCA may send a Request for Additional Information RAI AREP to the master or to the agent of the vessel asking for more details the vessel representative receives the RAI AREP and must reply to the PSCA by sending the 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
14. 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 As a Flag State Competent Authority your role in the AREP process is mostly to receive notifications of the various forms that are created by the Vessel Representatives and to receive the responses sent by the Port State Competent Authority You might
15. the vessel cannot enter port e Once the vessel is in port two processes can take place o The PSCA decides to conduct a complete Port Inspection of the vessel including inspection monitoring of the offloading of catch the vessel is inspected the PSCA produces a Port Inspection Report PIR a copy of which is sent to the master and or to the agent of the vessel and to the Flag State the PSCA may request additional information following the inspection by sending a Request for Additional Information RAI PIR e the master and or the agent of the vessel receive the RAI PIR and must reply to the PSCA by sending the requested information e the PSCA examines the answers and if they are not satisfactory can send another RAI PIR e this exchange can be repeated until the RAI PIR replies process is completed to the satisfaction of the PSCA Usually a Port Inspection is accompanied by a monitoring of the 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 e The offloading is inspected monitored e The PSCA produces an Offloading form OLT a copy of which is sent to the master and or to the agent of the vessel and to the Flag State e lf atranshipment has taken place in port the master and or the agent of the vessel transmit the Transhipment Declaration to the PSCA then the PSCA produces a Transhipme
16. 0 300 Whole rounded Not Skipjack tuna processed 800 0 700 0 600 Catch retained on Board Product Form Catch Area s Quantity Declared Quantity Retained Delta Retained Whole rounded Not processed Indonesia OTC Objection some yellowfin kept Yellowfin tuna on board Figure 19 The PIR PDF document showing the differences between catch quantities declared in the AREP and those verified by the inspector If the Competent Authority of the port State in which a vessel flying your flag has been inspected requires additional information following the Port Inspection it may send a Request for Additional Information following a PIR RAI PIR which can be addressed to e the Vessel Representative who sent the AREP e the Flag State Competent Authority you e other officials as needed The list of additional information that the PSCA might request includes e Flag State Authorisation to Fish ATF e Flag State Authorisation to Tranship e Fishing logbook covering a given period e Vessel Certificate of National Registration e IOTC Transhipment declaration e VMS track covering a given period e Any other information document as needed You will be notified by an email sent to your contact address This email contains Request for Additional Information following a Port Inspection Report RAI PIR Archipelagic Fishing Port Palabuhanratu West Java 14 juin 2015 13 09
17. 15 06 14 10 57 32 0 amp Request for Additional Information following a Port Inspection Report RAI PIR 2015 06 14 11 09 08 0 2015 06 14 11 09 08 0 2 Offloading Declaration OLT 2015 06 14 12 39 53 0 2015 06 14 12 39 53 0 amp Transhipment Declaration TRX TD 2015 06 14 12 57 24 0 2015 06 14 12 57 24 0 E Figure 31 The Vessel File status page showing that there is a TRX TDR which has been produced Note that on this page you can also download all the forms that have been submitted or sent under the current Vessel File simply click on the Document icon B to download the relevant PDF The TRX TDD will also appear in your VFL with the relevant Vessel File showing TRX TDD in the Last form column If a vessel flying your flag tranships fish products to another vessel while in port the Vessel representative must transmit the Transhipment Declaration to the PSCA then a Transhipment Declaration as a Receiver Vessel TRX TDD will be filled by the PSCA s Inspector in the e PSM application including the details about the transhipment operations donor vessel species products transhipped etc When the TRX TDD has been completed by the Inspector and submitted to the e PSM application the Vessel representative and you the PSCA will receive a notification by email This email contains e a link to download a PDF copy of the TRX TDD e alink to access directly a web page in the e PSM application where you can consult the stat
18. P 2015 06 14 09 43 15 0 2015 06 14 09 43 15 0 b 2 Request for Additional Information following A Request to Enter Port RAI AREP 2015 06 14 10 02 06 0 2015 06 14 10 02 06 0 2 Notification to Fishing Vessel NFV 2015 06 14 10 13 06 0 2015 06 14 10 13 06 0 By Port Inspection Report PIR 2015 06 14 10 57 32 0 2015 06 14 10 57 32 0 iy Request for Additional Information following a Port Inspection Report RAI PIR 2015 06 14 11 09 08 0 2015 06 14 11 09 08 0 b 2 Figure 22 The Vessel File status page showing that there is a RAI PIR awaiting response The RAI PIR will also appear in your VFL with the relevant Vessel File showing RAI PIR in the Last form column On the Vessel File status page a RAI PIR awaiting response will be shown with an Attachments icon 2 To see the list of request documents and upload the relevant files click on the Attachments icon 2 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 M to download the relevant PDF RAIPIR_OLIVIER_S PRIDE_FRANCE _EU _20150614 IRCS XXYY IMO id 1234567 Type of vessel Longliners Pole and Line vessels Types of gear Drifting longline Pole and lines Length 55 0 Beam 13 0 Draft 6 0 Olivier s Pride Estimated date and time of arrival jeu 04 juin 2015 10 00 UTC Port of call Archipelagic Fishing Port Palabuhanratu West Java
19. PIR soe sonceicnnt aces Seas a east louie iaduenseiacusmon O 20 6 2 Receiving a RAI PIR and replying cccccssscssesccnssscuscncuscecsscenssseuseseuseneeseuassseuseseuseseuseuseseens 21 6 3 The offloading declaration OLT wcsssnssiedonssecdvssssancesandesaesawanendanaawsagecatvessenanssadamaninnseavesavoonaansess 25 7 The Transhipment monitoring Process cccccescccsecceseccencecsucceeceeeeesensesenceeeeceeeceeeeeenseeenseegeseees 27 7 1 Transhipment as a receiver vessel TRX TDR c ccccccccccsseccceeseecseeenecsseeeeessseusesseeeeeseeaeeeeeeas 27 7 2 Transhipment as a donor vessel TRX TDD cccccceccccccsseccececececeenecsseeeeeseeueceseeeseeeeueeeeeas 29 Appendix Frequently Asked QUESTIONS ccccsseccceseeecesececeneceeencecausceceuececsneceeeneceeecesauscesauecessueceneness 30 Acronyms AREP CPC FS FSCA IOTC NFV OLT PAD PIR PS PSCA PSM RAI RAI AREP RAI PIR TRX TDD TRX TDR VFL VMS Advance Request for Entry to Port Contracting Parties and Cooperating non Contracting Parties Flag State Flag State Competent Authority Indian Ocean Tuna Commission Notification to a Fishing Vessel Offloading declaration Port Activity Dashboard Port Inspection Report Port State Port State Competent Authority Port State Measures Request for Additional Information Request for Additional Information following an Advance Request for Entry to Port Request for Additional Informatio
20. West Java Sun 14 June 2015 Requested documents Type of document Requester comments Response date Response comments Transhipment Declaration 2015 06 14 09 51 22 0 Transhipment declaration kb Fishing logbook 2015 01 05 gt 2015 06 01 2015 06 14 09 52 22 0 logbook as requested b Vessel Certificate of National Registration 2015 06 14 09 52 33 0 k Document of Identification of the vessel master 2015 06 14 09 53 37 0 Master s passport kb Notify update to parties Figure 15 The RAI AREP Requested document screen showing uploaded documents e fyou made a mistake and uploaded the wrong file simply click on the Upload icon again to replace the previous file with a new one Note that as soon as you click the Submit button the file will be uploaded to the e PSM application Once you have uploaded all the relevant documents click the Notify update to parties button and an email will be sent to the relevant recipients to notify them that the RAI AREP has been answered Reminder Do not forget to click the Notify update to parties button if you do then the parties and especially the Port State Competent Authority will not be notified that you have answered the RAI AREP and your entry to port could be delayed or even denied After that you can safely go back to your VFL or log out and wait for the PSCA feedback e if the PSCA requires more details you will receive a new RAI AREP notification or a Req
21. asures 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
22. ce that the fish on board was taken in contravention of applicable requirements of a coastal State in respect of areas under the national jurisdiction of that State e has reasonable grounds to believe that your vessel was otherwise engaged in IUU fishing or fishing related activities in support of such fishing And or if you as the flag State do not confirm within a reasonable period of time on the request of the port State that the fish on board was taken in accordance with applicable requirements of a relevant regional fisheries management organization What are the designated ports in the IOTC Area See designated ports Link You cannot call land or tranship your catch in any other port in the IOTC Area Can my flag vessels be denied port entry for Force Majeure or Distress No nothing in the IOTC PSM affects the entry of vessels to port in accordance with international law for reasons of force majeure or distress or prevents a port State from permitting entry into port to a vessel exclusively for the purpose of rendering assistance to persons ships or aircraft in danger or distress 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 epsm iotc org I have some problems to respond to a request for addi
23. e Vessel File acts as a data folder or a vessel activity folder It is made of the different data and information submitted in each forms and the forms themselves A complete overview of the Vessel File content and attached forms is accessible from the Vessel File Dashboard To access your VFL go to the IOTC e PSM website http epsm iotc org then click on the Login to Dashboard link i Indian Ocean Tuna Commission ePSM application ie iotc ctol i stele eee e PSM Library Be eC elelaalale QUICK LINKS E PSM APPLICATION Discovering e PSM Create an AREP Welcome in the e PSM Application Made of three independent modules the e PSM application has been Login to PAD designed and developed to facilitate and assist the Contracting Parties and Cooperating non Contracting Parties Contact Support CPCs of the IOTC to implement the IOTC Resolutions related to Port State Measures PSM IOTC website e Resolution 10 11 On port state measures to prevent deter and eliminate illegal unreported and unregulated fishing Figure 2 The IOTC e PSM home page On the Login page enter your user name and password then click Sign in Login page Please sign in with the login and password provided Sign in Email address Enter login Password Enter password Figure 3 The IOTC e PSM login form You will then be presented with the VFL for your flag It lists e All Vessel Files for vessels flying your flag b
24. e for any loss of profit contracts business goodwill data income revenue or anticipated savings arising under terms and conditions or in connection with our website whether direct or indirect and whether arising in tort contract or otherwise The accuracy of the information presented is not guaranteed and may be affected by changes in vessels itineraries by missing data by erroneous data entered by vessel s representatives Port State User or any other e PSM user EPSM Application epsm iotc org Figure 26 An OLT notification email e a link to download a PDF copy of the OLT e alink to access directly a web page in the e PSM application where you can consult the status of the current vessel file with access to all previously submitted forms or notifications including the OLT VESSEL FILE DASHBOARD IDPAL_OLIVIER S PRIDE FRA 201506165 5 by Olivier Master Created on 2015 06 14 09 21 44 0 Back to previous page Olivier Master olivier master mail com Name of port state measures responsible party Email address of port state measures responsible Name of vessel Olivier s Pride Flag France EU IRCS XXYY Vessel contact information IOTC id External id Vessel dimensions Length Vessel master Olivier Master New Zealand Type of contact Phone Mobile Type of vessel Types of gear IMO id Certificate of registry id 55 0 Beam 1234567 13 0 Draft Email Longliners Pole and Line vessels Pole
25. e 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 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 me
26. ed is not guaranteed and may be affected by changes in vessels itineraries by missing data by erroneous data entered by vessel s representatives Port State User or any other e PSM user EPSM Application epsm iotc org Figure 17 A PIR notification email e alink to download a PDF copy of the PIR e alink to access directly a web page in the e PSM application where you can consult the status of the current vessel file with access to all previously submitted forms or notifications including the PIR VESSEL FILE DASHBOARD IDPAL_OLIVIER S PRIDE FRA 201506165 5 by Olivier Master Created on 2015 06 14 09 21 44 0 Back to previous page Name of port state measures responsible party Olivier Master Email address of port state measures responsible olivier master mail com party Name of vessel Olivier s Pride Flag France EU Type of vessel Longliners Pole and Line vessels IRCS XXYY Types of gear Pole and lines Drifting longline Vessel contact information IOTC id IMO id 1234567 External id Certificate of registry id Vessel dimensions Length 55 0 Beam 13 0 Draft 6 0 Vessel master Olivier Master New Zealand Name Phone Mobile Fax Email Master Olivier Master 006494370987 0064020190789856 006494370987 olivier master mail com Owner Olivier Owner 0033479890976 0033675123215 0033479890876 olivier owner mail com Form Creation date Update date Advanced Request for Entry in Port AREP 2015 06 14 09 21 44 0 2015 06 14 09 21 44 0 L
27. en 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 Trevignon E lt gt al li lt gt Reset Click on an E PSM file number to open the vessel file dashboard FVD open Un 01 06 15 FRA TREVIGNON FMJQ Purse seiners i 05 51 05 06 15 14 17 mar 02 06 15 Arc2_TREVIGNON_FRA_201506153_4 OPEN FRA TREVIGNON FMJQ Purse seiners 08 05 02 06 15 08 28 OPEN FRA TREVIGNON FMJQ Purse seiners Figure 7 An example of Vessel File search based on the vessel s name You can also clear the whole form by clicking on the Reset button Page 11 of 31 5 The AREP process The e PSM application offers the Vessel representatives the possibility to submit an Advance request of entry in port AREP to the Competent Authority of the Port State Sending the AREP is an IOTC mandatory requirement that IOTC CPCs have agreed to when they have adopted the Resolution 10 11 in 2010 The advantages of providing an AREP through the e PSM application are multiples e FASTER REQUEST It fastens your entry into port and the decision making process of the port State e PAPERLESS REQUEST It reduces paper works for you master of the vessel or the agent and the port State e ENHANCED COMMUNICATION It provide a direct communication platform between you master or agent and the Competent Authority of the
28. fication of the vessel master Figure 13 The RAI AREP Requested document screen on the Vessel File status page To upload the requested documents click on the Upload icon in the Action column to open the Document Upload dialog Submit a request document File to upload Choisir le fichier trx td pdf Response comments Here is the requested transhipment declaration Regards 4 Figure 14 The RAI AREP Document Upload dialog Click the Select file button and in the pop up file explorer select the relevant file and click the Select button terms may vary depending on your operating system language and web browser Note please make sure that the file you are uploading is of a reasonable size not more than a couple Megabytes e Enter any relevant comment or remark in the Response comment field as needed e Click the Submit button e 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 REQUEST FOR ADDITIONAL INFORMATION FOLLOWING A REQUEST TO ENTER PORT RAI AREP Olivier s Pride Type of vessel Longliners Pole and Line Types of gear Drifting longline Pole and lines Length 55 0 Beam 13 0 Draft 6 0 Estimated date and time of arrival Port of call Arep received Thu 04 June 2015 10 00 UTC Archipelagic Fishing Port Palabuhanratu
29. he port State decides to not conduct a complete Port inspection of the vessel it can decide or not to inspect monitor the offloading transhipment and or landing operations Following the inspection monitoring of the offloading the port State will complete an Offloading Declaration OLT When the OLT has been completed by the Inspector and submitted to the e PSM application you will receive a notification by email sent to your contact address This email contains Offloading Declaration OLT Archipelagic Fishing Port Palabuhanratu West Javal E P 14 juin 2015 14 39 Lore i Offloading form OLT Submission The offloading from will be sent to the master of the vessel the flag State of the vessel the IOTC Secretariat and the recipients added in the section Additional Recipients Download the OLT OLT information Intended port of call Name of vessel Olivier s Pride Is this landing operation monitored by an inspector Inspection report number Archipelagic Fishing Port Palabuhanratu West Java Yes OLT_Olivier s Pride FRA_201506155 14 Disclaimer The IOTC e PSM and its operators and users will be not liable for any inaccuracies and errors in the provided information The e PSM application will be not liable for any direct or indirect loss or damage arising under these terms and conditions or in connection with the information provided by our website and the notifications messages and we will not be liabl
30. hed How documents can be attached to an AREP and what are the documents to submit with the AREP When a request to enter port is completed documentation can be attached to it It is recommended to attach the documents listed below it will fasten the processing of the request by the port State and avoid un necessary delay in the response of the port State to grant entry in port The recommended documents are Authorisation to fish or fishing license issued by your flag State Fishing licenses issued by Coastal States Transhipment authorisations Previous Transhipment declarations Certificate of Registration of the Vessel Fishing logbook corresponding to your last fishing trip Crew list Wells or hold plan However it is recommended that your flag vessel contacts the competent authority of the Port State to know exactly the type of documents they request to be provided My flag vessel has been granted entry into port can my flag vessel be denied use of port services landing or transhipment of catch Yes if the ports State e 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 e 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 e has clear eviden
31. hone Mobile Fax Email Master Olivier Master 006494370987 0064020190789856 006494370987 olivier master mail com Owner Olivier Owner 0033479890976 0033675123215 0033479890976 olivier owner mail com Form Creation date Update date Advanced Request for Entry in Port AREP 2015 06 14 09 21 44 0 2015 06 14 09 21 44 0 ie Figure 9 The Vessel File status screen showing the vessel s details and contacts and the AREP form that has been submitted Once the Vessel representative has successfully submitted the AREP he just has to wait to be notified by email by the Port State Competent Authority e through a Request for Additional Information following an AREP RAI AREP to which you will have to reply e through a Notification to a Fishing Vessel NFV granting or denying access to the port If the Competent Authority of the port in which a vessel flying your flag intends to call requires additional information regarding the AREP that was submitted it will send a Request for Additional Information following an AREP RAI AREP This RAI AREP can be sent to e the Vessel Representative who sent the AREP e the Flag State Competent Authority you e other officials as needed The list of additional information that the PSCA might request includes e Fishing licence issued by a Coastal State e Flag State Authorisation to Fish ATF e Transhipment declaration e Fishing logbook covering a given period e Vessel Certificate
32. n following a Port Inspection Report Transhipment declaration as a Donor Vessel Transhipment declaration as a Receiver Vessel Vessel File Listing Vessel Monitoring System 1 Whois this manual for This manual is for the use of Flag State Competent Authorities FSCA which vessels call in a port in the IOTC Area of Competence If you need any help while using the IOTC e PSM application please refer first to this Manual and its Frequently Asked Questions at the end If you cannot find an answer in this document please contact epsm iotc org Definitions Flag State Competent Authorities The Flag State Competent Authority is a national authority in charge of the implementation of flag State responsibilities as contains in the Resolution 10 11 and other IOTC Resolutions Technically it is the authority in charge of the monitoring control and surveillance MCS of the fishing activities of its national fleet In the context of the Resolution 10 11 on Port State Measures most of the flag State responsibilities are described in the Part 5 on Roles of flag States Definitions Vessel s Representatives Master or captain It is the person who is in ultimate command of the vessel The master is responsible for the safe and efficient operation of the vessel including fishing operations navigation crew management and ensuring that the vessel complies with local and international laws as well as company and flag stat
33. naccuracies and errors in the provided information The e PSM application will be not liable for any direct or indirect loss or damage arising under these terms and conditions or in connection with the information provided by our website and the notifications messages and we will not be liable for any loss of profit contracts business goodwill data income revenue or anticipated savings arising under terms and conditions or in connection with our website whether direct or indirect and whether arising in tort contract or otherwise The accuracy of the information presented is not guaranteed and may be affected by changes in vessels itineraries by missing data by erroneous data entered by vessel s representatives Port State User or any other e PSM user EPSM Application epsm iotc org Figure 16 A Notification to a Fishing Vessel email The NFV will also appear in your VFL with the relevant Vessel File showing NFV in the Last form column 6 The Port Inspection process Depending on the national procedures and policies the PSCA can require that a vessel flying your flag be inspected after arriving in port This will happen following an NFV denying use of port facilities until completion of a port inspection and clearance by the competent authority but can also happen after an NFV authorising entry in port without conditions The Port inspection is carried out by an inspection team composed of authorised officers from the compete
34. nt 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 As FSCA you will receive a PIR notification by email after each inspection of a vessel flying your flag This email contains Port inspection report Archipelagic Fishing Port Palabuhanratu West Java Olivier s Pride 1oOkk Port Inspection Report PIR A port inspection report has been submitted via the IOTC e PSM Application You can find the details of the submission below You can download the PIR form at this link 14 juin 2015 12 57 Download the PIR PIR information Name of vessel Olivier s Pride Inspection report number PIR_Olivier s Pride_FRA_201506156_12 Disclaimer The IOTC e PSM and its operators and users will be not liable for any inaccuracies and errors in the provided information The e PSM application will be not liable for any direct or indirect loss or damage arising under these terms and conditions or in connection with the information provided by our website and the notifications messages and we will not be liable for any loss of profit contracts business goodwill data income revenue or anticipated savings arising under terms and conditions or in connection with our website whether direct or indirect and whether arising in tort contract or otherwise The accuracy of the information present
35. nt form TRX TD a copy of which is sent to the master and or to the agent of the vessel and to the Flag State e There is no IOTC e PSM procedure that the vessel must follow to leave port only the standard procedures defined by the PSCA FORM AREP Advance Request For Entry In Port FORM RAI Request For Additional Information FORM NFV ee Notification To Fishing Vessel 1 Denied Granted FORM OLT FORM TRX TD FORM PIR Offloading Declaration Transshipment Declaration Port Inspection Report dla With Without monitoring monitoring Figure 1 The e PSM process 4 The Vessel File Listing As a FSCA the heart of the IOTC e PSM application is the Vessel File Listing VFL The VFL allows you to consult e PSM files that have been created for vessels flying your flag incoming AREPs look at the status of vessels flying your flag and calling in ports reply to Requests for Additional Information RAI etc Definitions the Vessel File The Vessel File VF or e PSM vessel file is created as soon as a form is completed generally an AREP and submitted in the e PSM application There are two entry points to create a Vessel File but the core process remains the same e From the IOTC website suitable for vessel representatives e From the e PSM application s Port Activity Dashboard suitable for port State users that may have received a paper version of an AREP e g by fax Th
36. of National Registration e IOTC Transhipment declaration e VMS track covering a given period e Identification document of the Vessel Master e Any other information document as needed You will be notified by an email sent to your contact address This email contains Request for Additional Information following A Request to Enter Port RAI AREP Archipelagic Fishing Port Palabuhanratu West Java f a m P 14 juin 2015 11 43 j 1ot Request for additional information for AREP RAI AREP Submission A request for additional information following an advance request to enter port has been submitted via the IOTC e PSM Application You can find the details of the submission below You can download the RAI AREP form at this link Download the RAI AREP RAI AREP information Intended port of call Name of vessel Archipelagic Fishing Port Palabuhanratu West Java Olivier s Pride Transhipment Declaration Requested Fishing logbook documents Vessel Certificate of National Registration Document of Identification of the vessel master Disclaimer The IOTC e PSM and its operators and users will be not liable for any inaccuracies and errors in the provided information The e PSM application will be not liable for any direct or indirect loss or damage arising under these terms and conditions or in connection with the information provided by our website and the notifications messages and we will not be liable for any loss of p
37. oses 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 Indian Ocean Tuna Commission J UTI nis LIOLL UES LLIlOrL e Oc an indien CONTACT DETAILS Indian Ocean Tuna Commission Le Chantier Mall PO Box 1011 Victoria Mah Seychelles Ph 248 4225 494 Fax 248 4224 364 Email secretariat iotc org Website http www iotc org BIBLIOGRAPHIC ENTRY IOTC 2015 IOTC e PSM Application Flag State User Manual IOTC Seychelles 31 pp The manual has been prepared with the financial support from the Development Grant Facility DGF to the Global Partnership for Oceans GPO of the World Bank The grant is administrated by the Indian Ocean Commission IOC THE WORLD BANK COMMON OCEANS NOIA OSEAN Indian Ocean Tuna Commission Commission des Thons de l Oc an Indien E iotc ctoi
38. rofit contracts business goodwill data income revenue or anticipated savings arising under terms and conditions or in connection with our website whether direct or indirect and whether arising in tort contract or otherwise The accuracy of the information presented is not guaranteed and may be affected by changes in vessels itineraries by missing data by erroneous data entered by vessel s representatives Port State User or any other e PSM user EPSM Application epsm iotc org Figure 10 A RAI AREP notification email e the list of documents information requested by the PSCA e alink to download a PDF copy of the RAI AREP with details on what additional information is required Request for Additional Information following A Request to Enter Port RAI AREP we iotc ctoi Information on fishing vessel requesting entry in port Archipelagic Fishing Port Palabuhanratu West Port of call Java 14 June 2015 09 21 0000 Indonesia 04 June 15 10 00 UTC Port of call state Estimated date and time of arrival Olivier s Pride Flag France EU IRCS _XXYY Certificate of IOTC id registry id Request for Additional Information following A Request to Enter Port RAI AREP You are requested to provide the following documents as complementary information of the request to enter the port of Archipelagic Fishing Port Palabuhanratu West Java Transhipmen
39. rt contract or otherwise The accuracy of the information presented is not guaranteed and may be affected by changes in vessels itineraries by missing data by erroneous data entered by vessel s representatives Port State User or any other e PSM user EPSM Application epsm iotc org Figure 29 A TRX TDR notification email a link to download a PDF copy of the TRX TDR Transhipment Declaration TRX TD iotc ctoi Donor vessel Name of the vessel KINGFISHER Flag Australia IRCS VZN7927 Certificate Of Registry IOTC identification number 8585 Identification Number LFB4295 Receiver vessel Name of the vessel Olivier s Pride Flag France EU IRCS XXYY Certificate Of Registry IOTC identification number Identification Number Port of call state Indonesia Flag state license number Donor vessel Receiving vessel Information on the trip of the donnor vessel Date of departure of previous port visited 01 06 2015 04 48 0000 Date of arrival at next port of call 06 06 2015 14 48 0000 Departure place Port Louis MU MUPLU Return place Benoa Bali ID IDBOA Transhipment date 04 06 2015 Transhipment information Product form Albacore Whole rounded Not processed Yellowfin tuna Whole rounded Not processed Figure 30 A TRX TDR PDF document a link to access directly a web page in the e PSM application where you can consult the status of the current vessel
40. state Indonesia Estimated date and time of arrival 04 June 15 10 00 UTC Name of vessel Olivier s Pride Prag France EU ICS XxYY Certificate of IOTC id registry id Information on the offloading Is this landing operation monitored by an inspector Yes Inspecting authority Java Fisheries Authority Inspection report number OLT_Olivier s Pride_FRA_201506155_14 Id of principal inspector AB 299839 Port of inspection Archipelagic Fishing Port Palabuhanratu West Java Name of principal inspector A Roberts Commencement of monitoring 04 06 2015 14 28 0000 Email of principal inspector aroberts mail com Completion of monitoring 04 06 2015 18 28 0000 Evaluation of offloaded catch yey Species Product form Catch 4 Kg Kg g kg kg naco i Wotan not Not me Wrolatounded lt Not Whole rounded Not Yellowfin tuna processed Figure 28 The OLT PDF document showing the differences between catch quantities declared in the AREP and those verified by the inspector The OLT will also appear in your VFL with the relevant Vessel File showing OLT in the Last form column 7 The Transhipment monitoring process If a vessel flying your flag receives fish products transhipped from another vessel while in port the Vessel representative must transmit the Transhipment Declaration to the PSCA then a Transhipment Declaration as a Receiver Vessel TRX TDR will be filled by the PSCA s Inspector in
41. t Declaration Fishing logbook From Jan 5 2015 To Jun 1 2015 Vessel Certificate of National Registration Document of Identification of the vessel master Date 14 June 2015 09 43 UTC Sender Name of port State officer Hermann Fish Figure 11 A RAI AREP PDF document e alink to access directly a web page in the e PSM application where you can consult the status of the current vessel file with access to all previously submitted forms or notifications including the RAI AREP VESSEL FILE DASHBOARD IDPAL_OLIVIER S PRIDE FRA 201506165 5 by Olivier Master Created on 2015 06 14 09 21 44 0 Back to previous page Name of port state measures responsible party Olivier Master Email address of port state measures responsible olivier master mail com party Name of vessel Olivier s Pride Flag France EU Type of vessel Longliners Pole and Line vessels IRCS XXYY Types of gear Pole and lines Drifting longline Vessel contact information IOTC id IMO id 1234567 External id Certificate of registry id Vessel dimensions Length 55 0 Beam 13 0 Draft 6 0 Vessel master Olivier Master New Zealand Type of contact Name Phone Mobile Fax Email Master Olivier Master 006494370987 0064020190789856 006494370987 olivier master mail com Owner Olivier Owner 0033479890376 0033675123215 0033479890976 olivier owner mail com Form Creation date Update date Advanced Request for Entry in Port AREP 2015 06 14 09 21 44 0 2015 06 14 09 21
42. t form the last e PSM form that has been submitted regarding that vessel along with the date and time of submission of said form Clicking on the form s name AREP NFV PIR allows you to display the PDF version of that file If you are looking for a particular vessel files and there are too many files in the list it is an archived file or you want to find all files relating to a given vessel or a given flag you can use the Search e PSM Files form You can search an e PSM file by using the search engine below You can query the E PSM files database by entering any keywords IOTC number vessel name National Registration Number NRN International Radio Call Sign IRCS International Maritime Organisation IMO number gear by type of vessel by flag and by date From To You can narrow your search by selecting Active file only only the e PSM files active will be displayed lt gt lt gt Figure 6 The Search e PSM Files form You can search using the following criteria Keyword enter all or part of an IOTC number vessel name National Registration Number NRN International Radio Call Sign IRCS International Maritime Organisation IMO number or gear From to select a date range within which you want to search for vessel files Type of vessel select a type of vessel Vessel flag select the flag of the vessel you want to find Active files only selected by default it restricts the search for op
43. t have jurisdiction in port to inform them that a request to enter port has been submitted to the fisheries competent authority The national agencies you can add as recipients are Customs Authority Port Authority Veterinary Authority Immigration Authority Maritime Authority Fisheries Authority Maritime Police National Police Ministry National Directorate National Department National National Coast Guard Defence Military Authority Navy Military Authority Sanitary Authority 5 1 3 Reception of the AREP An email will promptly be sent to the various contacts including the FSCA which gives you a link to check the AREP Vessel File status Advanced Request for Entry in Port AREP 5 Set Iz 1 message 14 juin 2015 11 21 ae mr Sporiuscvwylianw iote ctoi AREP submission An advance request to enter port has been submitted via the IOTC e PSM Application You can find the details of the submission below You can download the AREP form at this link AREP information Intended archipelagic Fishing Port Palabuhanratu West Java Port of Call Vessel Name Olivier s Pride e Landing e Refueling Purpose s e Resupplying e Transhipment ETA Thu Jun 04 10 00 00 UTC 2015 Disclaimer The IOTC e PSM and its operators and users will be not liable for any inaccuracies and errors in the provided information The e PSM application will be not liable for any direct or indirect loss or damage arising under these
44. terms and conditions or in connection with the information provided by our website and the notifications messages and we will not be liable for any loss of profit contracts business goodwill data income revenue or anticipated savings arising under terms and conditions or in connection with our website whether direct or indirect and whether arising in tort contract or otherwise The accuracy of the information presented is not guaranteed and may be affected by changes in vessels itineraries by missing data by erroneous data entered by vessel s representatives Port State User or any other e PSM user EPSM Application epsm iotc org Figure 8 The AREP submission notification email The AREP will also appear in your VFL with the relevant Vessel File showing AREP in the Last form column VESSEL FILE DASHBOARD IDPAL_OLIVIER S PRIDE FRA 201506165 5 by Olivier Master Created on 2015 06 14 09 21 44 0 Back to previous page Name of port state measures responsible party Olivier Master Email address of port state measures responsible olivier master mail com Name of vessel Olivier s Pride Flag France EU Type of vessel Longliners Pole and Line vessels IRCS XXYY Types of gear Pole and lines Drifting longline Vessel contact information IOTC id IMO id 1234567 External id Certificate of registry id Vessel dimensions Length 55 0 Beam 13 0 Draft 6 0 Vessel master Olivier Master New Zealand Type of contact P
45. the e PSM application including the details about the transhipment operations donor vessel species products transhipped etc When the TRX TDR has been completed by the Inspector and submitted to the e PSM application the Vessel representative and you the PSCA will receive a notification by email This email contains Transhipment Declaration TRX TD Archipelagic Fishing Port Palabuhanratu West Java 14 juin 2015 14 57 a 10tc Transhipment declaration TRX TD Submission A transhipment declaration has been submitted via the IOTC e PSM Application You can find the details of the submission below You can download the TRX TD form at this link Download the TRX TD Declaration details Intended i ss i port of call Archipelagic Fishing Port Palabuhanratu West Java Donor vessel KINGFISHER Receiver Oliviers Pride vessel Disclaimer The IOTC e PSM and its operators and users will be not liable for any inaccuracies and errors in the provided information The e PSM application will be not liable for any direct or indirect loss or damage arising under these terms and conditions or in connection with the information provided by our website and the notifications messages and we will not be liable for any loss of profit contracts business goodwill data income revenue or anticipated savings arising under terms and conditions or in connection with our website whether direct or indirect and whether arising in to
46. tional information Contact the IOTC Secretariat at epsm iotc org Which countries are Contracting Parties or Cooperating Non Contracting Parties CPCs of the IOTC http www iotc org about iotc 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 300E to 200E thus eliminating the gap between the areas covered by IOTC and ICCAT
47. uest for new documents within the same RAI AREP e if the PSCA has all the information required to take a decision regarding the AREP they will send a Notification to a Fishing Vessel NFV to the Vessel representative with copy to you Once the PSCA has all the information required to take a decision regarding your AREP they will send a Notification to a Fishing Vessel NFV to the Vessel representative with copy to the FSCA which can indicate e Port entry authorised the vessel can enter port e Port entry authorised but use of port facilities denied until completion of a port inspection and clearance by the competent authority once in port your vessel will undergo a Port Inspection and the PSCA will then produce a Port Inspection Report see section 6 below e Port entry denied the vessel cannot enter port Notification to Fishing Vessel NFV Archipelagic Fishing Port Palabuhanratu West Java 14 juin 2015 12 13 Notification to fishing vessel NFV Submission A notification to fishing vessel has been submitted via the IOTC e PSM Application You can find the details of the submission below You can download the NFV form at this link Download the NFV NFV information Intended NE port of call Archipelagic Fishing Port Palabuhanratu West Java Name of Olivier s Pride vessel Port state decision Port entry authorised Disclaimer The IOTC e PSM and its operators and users will be not liable for any i
48. us of the current vessel file with access to all previously submitted forms or notifications including the TRX TDD The TRX TDD will also appear in your VFL with the relevant Vessel File showing TRX TDD in the Last form column Note that on this page you can also download all the forms that have been submitted or sent under the current Vessel File simply click on the Document icon M to download the relevant PDF Appendix Frequently Asked Questions To whom Port State Measures PSM apply to PSM apply to foreign vessels calling in designated ports in the IOTC area To whom Port State Measures PSM don t apply to PSM don t apply to e vessels of a neighbouring State that are engaged in artisanal fishing for subsistence provided that the port State and the flag State cooperate to ensure that such vessels do not engage in IUU fishing or fishing related activities in support of such fishing and e container vessels that are not carrying fish or if carrying fish only fish that have been previously landed provided that there are no clear grounds for suspecting that such vessels have engaged in fishing related activities in support of IUU fishing Can 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 establis
49. ved Vessel Files By default your VFL shows a list of all the current open Vessel Files Click on an E PSM file number to open the vessel file dashboard FVD E PSM file number Status Entry Vessel flag Vessel name IRCS Type of vessel Last form TRXTD IDPAL_Olivier s Pride_FRA_201506165_5 OPEN 2015 06 04 10 00 00 0 FRA Olivier s Pride XXYY Longliners Pole and Line vessels 14 06 15 12 57 Figure 5 The list of open Vessel Files A Vessel File is open until it has been archived by the PSCA it means the file is still active and that new information forms will might be added to it When the file is deemed closed usually after the vessel has left port and all forms and information have been submitted in a satisfactory manner then the file is archived and will only be accessible in a read only way The list of Open Vessel Files shows all the active files in chronological order with the following information e 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 e Status whether the file is OPEN or ARCHIVED e Entry the date of entry into port as indicated in the AREP or in the PIR e Vessel Flag The vessel s Flag e Vessel name The vessel s name User Manual for the Flag State Competent Authority IRCS the vessel s International Radio Call Sign Type of vessel the vessel s type Las
50. y default only OPEN VF are displayed e All Vessel Files for vessels flying another flag which have been shared with you VESSEL FILES LISTING In the Vessel Files Listing you can view and access e PSM files that have been shared with you As a Flag State user you can also view and access your flagged vessels calling at foreign designated port s Search e PSM Files You can search an e PSM file by using the search engine below You can query the E PSM files database by entering any keywords IOTC number vessel name National Registration Number NRN International Radio Call Sign IRCS International Maritime Organisation IMO number gear by type of vessel by flag and by date From To You can narrow your search by selecting Active file only only the e PSM files active will be displayed Keywords can be file name file code or file s vessel name Vessel Port Flag state v Active files only Click on an E PSM file number to open the vessel file dashboard FVD E PSM file number Status Entry Vessel flag Vessel name IRCS Type of vessel Last form TRXTD 14 06 15 12 57 IDPAL_Olivier s Pride_FRA_201506165_5 OPEN 2015 06 04 10 00 00 0 FRA Olivier s Pride XXYY Longliners Pole and Line vessels Figure 4 The Vessel File Listing On your VFL you can e Browse the list of current open Vessel Files e Search for current open Vessel Files e Search for archived closed Vessel Files e Access open or archi

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

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