Schedule 7 – Instructions For Ballast Water Reporting Form

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General

All entries should be typed or printed clearly and follow the guidance as laid out in these instructions.

Upon completion, the ballast water reporting form must be submitted as per the requirements of section 5.0 of TP 13617.

It is requested that whenever possible, the ballast water reporting form be submitted prior to entry into waters under Canadian jurisdiction.

Amended Forms

Check “Yes” if this is an amended reporting form or “No” if it is not.  Amendments should be submitted if there are any differences between actual ballast discharges and discharge information or changes to the “Arrival Port” or “Next Port(s)” reported in a prior form. 

Section 1 – Vessel Information

  1. Vessel Name:  Enter the name of the vessel clearly.
  2. IMO Number:  Fill in the identification number of the vessel used by the International Maritime Organization.
  3. Owner:  Enter the name of the registered owner(s) of the vessel.  If under charter, enter the name of the operator.
  4. Type:  List specific vessel type using the following:  Bulker, RoRo, Container, Passenger, Chemical Carrier, General Cargo, Reefer, Combo, Tanker etc.  Write out any additional vessel types.
  5. GT:  Enter the Gross Tonnage of the vessel.
  6. Date/Time of Submission:  Enter the date (DD/MM/YYYY) and time of submission (24 hour clock UTC). 
  7. Flag:  Fill in the full name of the country under whose authority the ship is operating.  No abbreviations please.

Section 2 – Voyage Information

  1. Arrival Port:  Enter in the name of your port of destination for this voyage.  No abbreviations please.
  2. Arrival Date:  Fill in the scheduled arrival date to the above port.  Please use the format (DD/MM/YYYY).
  3. Agent:  Enter the agent used for the “Arrival Port”.
  4. Last Port:  Fill in the last port at which the vessel called.  No abbreviations please.
  5. Country of Last Port:  Fill in the country of the last port at which the vessel called.  No abbreviations please.
  6. Next Port:  Fill in the port at which the vessel will call immediately after departing the “Arrival Port”.  If next port is unknown, enter “Unknown”.

    No abbreviations please

  7. Country of Next Port:  Fill in the country of the “Next Port” at which the vessel will call.  No abbreviations please.
  8. Next Port (2):  Fill in the port at which the vessel will call immediately after departing the “Next Port”.  If the next port is unknown, enter “Unknown”.  No abbreviations please.
  9. Country of Next Port (2):  Fill in the country of the “Next Port (2)” at which the vessel will call.  No abbreviations please.
  10. Next Port (3):  Fill in the port at which the vessel will call immediately after departing the “Next Port (2)”.  If the next port is unknown, enter “Unknown”.  No abbreviations please.
  11. Country of Next Port (3):  Fill in the country of the “Next Port (3)” at which the vessel will call.  No abbreviations please.

Section 3 – Ballast Water

Total Ballast Water on Board:

  1. Volume:  What was the total volume of ballast water on board upon arrival into the “Arrival Port” listed in Section 2.  Do not count potable water.
  2. Units:  Please include units, cubic meters (m3), metric tonnes (mt), long tons (LT), short tons (ST), or gallons (GAL).
  3. Number of Tanks in Ballast:  Count the number of ballast tanks and holds with ballast when the vessel arrives at the “Arrival Port” listed in Section 2.  Do not include tanks carrying only residual ballast water or sediment.

Total Ballast Water Capacity:

  1. Volume:  What is the maximum volume of ballast water carried when no cargo is on board?
  2. Units:  Please include units, cubic meters (m3), metric tonnes (mt), long tons (LT), short tons (ST), or gallons (GAL).
  3. Total Number of Tanks on Ship:  Count all the tanks and holds used to carry ballast water.  Do not include tanks that carry potable water.

Section 4 – Ballast Water Management:

  1. Total Number of tanks to be discharged:  Count only tanks and holds with ballast to be discharged into waters under Canadian jurisdiction or into an approved reception facility.  Count all tanks and holds separately (e.g. port and starboard tanks should be counted separately).  Include tanks with residual ballast only if these will be ballasted locally and the contents of the tank will subsequently be discharged into waters under Canadian jurisdiction.
  2. Of tanks to be discharged, how many: Underwent exchange?  Count all tanks that have underwent exchange and will be discharged into waters under Canadian jurisdiction or into an approved reception facility.
  3. Of tanks to be discharged, how many: Underwent Alternative Management:  Count all tanks that have underwent alternative management to exchange, and will be discharged into waters under Canadian jurisdiction or into an approved reception facility.
  4. Please specify alternative method(s) used, if any:  Specifically, describe methods other than “Empty/Refill” or “Flow-Though” used for ballast management.  (i.e. “Salt Water Flushing”). 
  5. If no ballast treatment conducted, state reason why not:  This applies to all unexchanged tanks and holds intended to be discharged into waters under Canadian jurisdiction or into an approved reception facility.
  6. Ballast water management plan on board?  Is there a written document on board, specific to your vessel, describing the procedure for ballast management?  This should include safety and exchange procedures (usually provided by vessel’s owner or operator).  Check Yes or No.
  7. Management Plan implemented?  Did you follow the above management plan?  Check Yes or No.  Where yes is checked, shipboard personnel should be able to demonstrate their familiarity with the plan during any inspection by Canadian officials.
  8. IMO ballast water guidelines on board:  Is there a copy of the International Maritime Organization (IMO) Ballast Water Guidelines on board this vessel (i.e. “Guidelines for the Control and Management of Ship’s Ballast Water to Minimize the Transfer Aquatic Organisms and Pathogens”, [Resolution A.868(20)])?  Check Yes or No.

Section 5 – Ballast Water History

  1. Report on all tanks that are to be discharged into waters under Canadian jurisdiction or into an approved reception facility. 
  2. Follow each tank across the page listing the original source (s) of the ballast under ‘Last Ballasting Operation’, all management events under ‘Ballast Water Management Practices’, and all discharge events under ‘Proposed Ballast Water Discharge’ separately. 

Ballast Water Source:

  1. Tanks/Holds:  Please list all tanks and holds that you plan to discharge into waters under Canadian jurisdiction, or into an approved reception facility in Canada (write out, or use codes listed below table).  List multiple BW sources in tanks separately.
  2. Current Volume:  Select the volume units (m3, MT, LT, ST, gal).  Record the total volume of ballast water uptake.
  3. Port or latitude/longitude:  Record the location of ballast water uptake.  No abbreviations for ports.
  4. Date:  Record the date of ballast water uptake.  Use the format (DD/MM/YYYY).
  5. Salinity:  Indicate the salinity of the ballast water at the time of uptake, with units (parts per thousand (ppt)) or specific gravity (sg)).

Ballast Water Management Practices:

  1. Date:  Record the date of ballast water management.  Use the format (DD/MM/YYYY).  If the exchange occurred over several days, enter the day when the ballast water management was completed.
  2. Start point or latitude/longitude:  Report location or starting point of the ballast water management practice. 
  3. Volume:  Select volume units (m3, MT, LT, ST, gal).  Report volume of ballast water managed.

    % Exchange:  (Note:  for effective flow through exchange, this value should be at least 300%).

    % Exchange = Total Volume Added by Empty/Refill or by Flow-Through ÷ Capacity of Ballast Tank or Hold


  4. Method:  Indicate the management method using the appropriate code (ER = empty/refill, FT = flow through, ALT = alternative method).
  5. Wave Height (m):  Estimate the sea height in meters at the time of the ballast water exchange, if this method was used.  (Note: this is the combined height of the wind-sea and swell, and does not refer to water depth).

Proposed Ballast Water Discharge:

  1. Date:  Record the date of the proposed ballast water discharge.  Use the format (DD/MM/YYYY). 
  2. Port or latitude/longitude:  Report the location of the proposed ballast water discharge.  No abbreviations for ports.
  3. Volume:  Select units (m3, MT, LT, ST, gal).  Report the expected volume of ballast water to be discharged.  Do not enter “Depends on cargo operations” or similar statement.  If the proposed ballast water discharge is significantly different from the actual amount discharged then an amended form must be submitted.
  4. Salinity:   Indicate the salinity of the ballast water at the time of discharge, with units (parts per thousand (ppt)) or specific gravity (sg)).

Section 6 – Residual Ballast and Sediment

  1. Will water be added to any tanks containing only residual ballast and sediment, and then subsequently discharged into waters under Canadian jurisdiction?  Check Yes or No.

Section 7 – If the answer to #6 is YES

  1. If the answer to #6 is YES
    1. Has the ship complied with best management practices, in particular for ships on a voyage to the Great Lakes Basin the Code of Best Practices for Ballast Water Management, published by the Shipping Federation of Canada?    Check Yes or No.

    2. Has the residual ballast water been exposed to salinity conditions equivalent to ballast exchange?  Check Yes or No. 

  2. If the answer to #7(b) is NO then:

    Please be advised that ballast water taken on board the ship in waters under Canadian jurisdiction, in the US waters of the Great Lakes Basin or in the French waters of the islands of St. Pierre and Miquelon and then mixed with ballast water (including residual ballast water and sediments) taken from waters outside of Canadian jurisdiction that has not been treated or exposed to salinity conditions equivalent to ballast exchange must be exchanged or treated before it may be discharged in waters under Canadian jurisdiction as per subsection 4(3) of the “Ballast Water Control and Management Regulations”.

Title and Signature

  1. Enter the responsible officer’s name and title (printed) and signature.  A signature is not necessary on electronic forms.

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