REPORTING PROCEDURES


APPENDIX

1
PROCEDURES

Reports should be sent as follows:

Sailing plan (SP)
Before or as near as possible to the time of departure from a port within a reporting system or when entering the area covered by a system.
Position report (PR)
When necessary to ensure effective operation of the system.
Deviation report (DR)
When the ship's position varies significantly from the position that would have been predicted from previous reports, when changing the reported route, or as decided by the master.
Final report (FR)
On arrival at destination and when leaving the area covered by a system.
Dangerous goods report (DG)
When an incident takes place involving the loss or likely loss overboard of packaged dangerous goods, including those in freight containers, portable tanks, road and rail vehicles and shipborne barges, into the sea.
Harmful substances report (HS )
When an incident takes place involving the discharge or probable discharge of oil (Annex I of MARPOL) or noxious liquid substances in bulk (Annex II of MARPOL).
Marine pollutants report (MP)
In the case of loss or likely loss overboard of harmful substances in packaged form, including those in freight containers, portable tanks, road and rail vehicles and shipborne barges, identified in the International Maritime Dangerous Goods Code as marine pollutants (Annex III of MARPOL).
Any other report
Any other report should be made in accordance with the system procedures as notified in accordance with paragraph 9 of the General Principles.

 

2
STANDARD REPORTING FORMAT AND PROCEDURES
2.1
Sections of the ship reporting format which are inappropriate should be omitted from the report.
2.2
Where language difficulties may exist, the languages used should include English, using where possible the Standard Marine Navigational Vocabulary. Alternatively, the International Code of Signals may be used to send detailed information. When the International Code is used, the appropriate indicator should be inserted in the text, after the alphabetical index.
2.3

For route information, latitude and longitude should be given for each turn point, expressed as in C in the list below, together with type of intended track between these points, for example "RL" (rhumb line), "GC" (great circle) or "coastal", or, in the case of coastal sailing, the estimated date and time of passing significant points expressed by a 6-digit group as in B in the list below.

Telegraphy Telephone (alternative) Function Information required
Name of system (e.g. AMVER/AUSREP/MAREP/ ECAREG/JASREP) Name of system (e.g. AMVER/AUSREP/MAREP/ ECAREG/JASREP) System identifier Ship reporting system or nearest appropriate coast radio station
State in full Type of report Type of report:
SP Sailing plan
PR Position report
DR Deviation report
FR Final report
DG Dangerous goods report
HS Harmful substances report
MP Marine pollutants report
Give in full Any other report
A Ship (alpha) Ship Name, call sign or ship station identity, and flag
B Time (bravo) Date and time of event A 6-digit group giving day of month (first two digits), hours and minutes (last four digits). If other than UTC, state time zone used
C Position (charlie) Position A 4-digit group giving latitude in degrees and minutes suffixed with N (north) or S (south) and a 5-digit group giving longitude in degrees and minutes suffixed with E (east) or W (west); o
D Position (delta) Position True bearing (first 3 digits) and distance (state distance) in nautical miles from a clearly identified landmark (state landmark)
E Course (echo) True course A 3-digit group
F Speed (foxtrot) Speed in knots and tenths of knots A 3-digit group
G Departed (golf) Port of departure Name of last port of call
H Entry (hotel) Date, time and point of entry into system Entry time expressed as in (B) and entry position expressed as in (C) or (D)
I Destination and ETA (india) Destination and expected time of arrival Name of port and date and time group expressed as in (B)
J Pilot (juliet) Pilot State whether a deep-sea or local pilot is on board
K Exit (kilo) Date, time and point of exit from system or arrival at the ship's destination Exit time expressed as in (B) and exit position expressed as in (C) or (D)
L Route (lima) Route information Intended track
M Radiocommunications (mike) Radiocommunications State in full names of stations/frequencies guarded
N Next report (november) Time of next report Date and time group expressed as in (B)
O Draught (oscar) Maximum present static draught in metres 4-digit group giving metres and centimetres
P Cargo (papa) Cargo on board Cargo and brief details of any dangerous cargoes as well as harmful substances and gases that could endanger persons or the environment (See detailed reporting requirements)
Q Defect, damage, deficiency, limitations (quebec) Defects/damage/deficiencies/ other limitations Brief details of defects, damage, deficiencies or other limitations (See detailed reporting requirements)
R Pollution/dangerous goods lost overboard (romeo) Description of pollution or dangerous goods lost overboard Brief details of type of pollution (oil, chemicals, etc.) or dangerous goods lost overboard; position expressed as in (C) or (D) (See detailed reporting requirements)
S Weather (sierra) Weather Brief details of weather conditions and sea conditions prevailing
T Agent (tango) Ship's representative and/or owner Details of name and particulars of ship's representative or owner or both for provision of information (See detailed reporting requirements)
U Size and type (uniform) Ship size and type Details of length, breadth, tonnage, and type, etc., as required
V Medic (victor) Medical personnel Doctor, physician's assistant, nurse, personnel without medical training
W Persons (whiskey) Total number of persons on board State number
X Remarks (x-ray) Miscellaneous Any other information - including, as appropriate, brief details of incident and of other ships involved either in incident, assistance or salvage (See detailed reporting requirements)
Y Relay (yankee) Request to relay report to another system e.g. AMVER, AUSREP, JASREP, MAREP, etc. Content of report
Z End of report (zulu) End of report No further information required
3
GUIDELINES FOR DETAILED REPORTING REQUIREMENTS
3.1
Dangerous goods reports (DG)
3.1.1

Primary reports should contain items, A, B, C (or D), M, Q, R, S, T, U, X of the standard reporting format; details for R should be as follows:

R
  1. Correct technical name or names of goods.
  2. UN number or numbers.
  3. IMO hazard class or classes.
  4. Names of manufacturers of goods when known, or consignee or consignor.
  5. Types of packages including identification marks. Specify whether portable tank or tank vehicle, or whether vehicle or freight container or other cargo transport unit containing packages. Include official registration marks and numbers assigned to the unit.
  6. An estimate of the quantity and likely condition of the goods.
  7. Whether lost goods floated or sank.
  8. Whether loss is continuing.
  9. Cause of loss.
3.1.2

If the condition of the ship is such that there is danger of further loss of packaged dangerous goods into the sea, items P and Q of the standard reporting format should be reported; details for P should be as follows:

P
  1. Correct technical name or names of goods.
  2. UN number or numbers.
  3. IMO hazard class or classes.
  4. Names of manufacturers of goods when known, or consignee or consignor.
  5. Types of packages including identification marks. Specify whether portable tank or tank vehicle, or whether vehicle or freight container or other cargo transport unit containing packages. Include official registration marks and numbers assigned to the unit.
  6. An estimate of the quantity and likely condition of the goods.
3.1.3
Particulars not immediately available should be inserted in a supplementary message or messages.
3.2
Harmful substances reports (HS)
3.2.1

In the case of actual discharge primary HS reports should contain items A, B, C (or D), E, F, L, M, N, Q, R, S, T, U, X of the standard reporting format. In the case of probable discharge (see 3.4), item P should also be included. Details for P, Q, R, T and X should be as follows:

P
  1. Type of oil or the correct technical name of the noxious liquid substances on board.
  2. UN number or numbers.
  3. Pollution category (X, Y or Z), for noxious liquid substances.
  4. Names of manufacturers of substances, if appropriate, when known, or consignee or consignor.
  5. Quantity.
Q
  1. Condition of the ship as relevant.
  2. Ability to transfer cargo/ballast/fuel.
R
  1. Type of oil or the correct technical name of the noxious liquid discharged into the sea.
  2. UN number or numbers.
  3. Pollution category (X, Y or Z), for noxious liquid substances.
  4. Names of manufacturers of substances, if appropriate, when known, or consignee or consignor.
  5. An estimate of the quantity of the substances.
  6. Whether lost substances floated or sank.
  7. Whether loss is continuing.
  8. Cause of loss.
  9. Estimate of the movement of the discharge or lost substances, giving current conditions if known.
  10. Estimate of the surface area of the spill if possible.
T
  1. Name, address, telex and telephone number of the ship's owner and representative (charterer, manager or operator of the ship or their agent).
X
  1. Action being taken with regard to the discharge and the movement of the ship.
  2. Assistance or salvage efforts which have been requested or which have been provided by others.
  3. The master of an assisting or salvaging ship should report the particulars of the action undertaken or planned.
3.2.2
After the transmission of the information referred to above in the initial report, as much as possible of the information essential for the protection of the marine environment as is appropriate to the incident should be reported in a supplementary report as soon as possible. That information should include items, P, Q, R, S and X.
3.2.3
The master of any ship engaged in or requested to engage in an operation to render assistance or undertake salvage should report, as far as practicable, items A, B, C (or D), E, F, L, M, N, P, Q, R, S, T, U, X of the standard reporting format. The master should also keep the coastal State informed of developments.
3.3
Marine pollutants reports (MP)
3.3.1

In the case of actual discharge, primary MP reports should contain items, A, B, C (or D), M, Q, R, S, T, U, X of the standard reporting format. In the case of probable discharge (see 3.4), item P should also be included. Details for P, Q, R, T and X should be as follows:

P
  1. Correct technical name or names of goods.
  2. UN number or numbers.
  3. IMO hazard class or classes.
  4. Names of manufacturers of goods when known, or consignee or consignor.
  5. Types of packages including identification marks. Specify whether portable tank or tank vehicle, or whether vehicle or freight container or other cargo transport unit containing packages. Include official registration marks and numbers assigned to the unit.
  6. An estimate of the quantity and likely condition of the goods.
Q
  1. Condition of the ship as relevant.
  2. Ability to transfer cargo/ballast/fuel.
R
  1. Correct technical name or names of goods.
  2. UN number or numbers.
  3. IMO hazard class or classes.
  4. Names of manufacturers of goods when known, or consignee or consignor.
  5. Types of packages including identification marks. Specify whether portable tank or tank vehicle, or whether vehicle or freight container or other cargo transport unit containing packages. Include official registration marks and numbers assigned to the unit.
  6. An estimate of the quantity and likely condition of the goods.
  7. Whether lost goods floated or sank.
  8. Whether loss is continuing.
  9. Cause of loss.
T
  1. Name, address, telex and telephone number of the ship's owner and representative (charterer, manager or operator of the ship or their agent).
X
  1. Action being taken with regard to the discharge and the movement of the ship.
  2. Assistance or salvage efforts which have been requested or which have been provided by others.
  3. The master of an assisting or salvaging ship should report the particulars of the action undertaken or planned.
3.3.2
After the transmission of the information referred to above in the initial report, as much as possible of the information essential for the protection of the marine environment as is appropriate to the incident should be reported. That information should include items P, Q, R, S and X.
3.3.3
The master of any ship engaged in or requested to engage in an operation to render assistance or undertake salvage should report, as far as practicable, items A, B, C (or D), M, P, Q, R, S, T, U, X of the standard reporting format. The master should also keep the coastal State informed of developments.
3.4
Probability of discharge
3.4.1

The probability of a discharge resulting from damage to the ship or its equipment is a reason for making a report. In judging whether there is such a probability and whether the report should be made, the following factors, among others, should be taken into account:

  1. the nature of the damage, failure or breakdown of the ship, machinery or equipment; and
  2. sea and wind state and also traffic density in the area at the time and place of the incident.
3.4.2

It is recognized that it would be impracticable to lay down precise definitions of all types of incidents involving probable discharge which would warrant an obligation to report. Nevertheless, as a general guideline the master of the ship should make reports in cases of:

  1. damage, failure or breakdown which affects the safety of ships; examples of such incidents are collision, grounding, fire, explosion, structural failure, flooding, cargo shifting; and
  2. failure or breakdown of machinery or equipment which results in impairment of the safety of navigation; examples of such incidents are failure or breakdown of steering gear, propulsion plant, electrical generating system, essential shipborne navigational aids.

General principles

Protocol I to MARPOL