Schedule 6 – Instructions For Ballast Water Reporting Form: 85-0512

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General

  • All entries should be typed and follow the guidance as provided in these instructions.
  • Enter the date by using the drop down calendar, otherwise all dates should be entered in the format of yyyy-mm-dd (separating year, month and date by a “-“).
  • The dates and sources of ALL ballast tanks are to be recorded whether empty, having residuals or ballasted regardless of ballasting or de-ballasting intentions.
  • Pursuant to section 14 of the Canadian “Ballast Water Control and Management Regulations” it is requested that whenever possible, the ballast water reporting form be submitted as soon as ballast water management process is completed.
  • This form is available in three (3) configurations – for a vessel with 20, 30 and 50 tanks. Please use the shortest form which allows for the total number of tanks and holds recorded in the vessel’s ballast water management plan (BWMP).
  • You can save the data typed into this form on your computer for your records. The ballast water reporting form is to be sent as an “Active” PDF to facilitate data inputting. Forms which have been “scanned” and then attached will NOT be accepted. The data contained in these “Scanned” forms cannot be entered into the database and therefore the vessel will be required to re-submit as an “Active” PDF.

Submission

  • Date of submission: Enter the date by using the drop down calendar, otherwise, all dates should be entered in the format of yyyy-mm-dd (separating year, month and date by a “-“).
  • Time of submission (UTC): Enter the time that the report will be sent (UTC) using the 24 hour clock format.

Amended Forms

  • Check “Yes” if this is an amended reporting form or “No” if it is not. Amended reports are to be submitted if there are any changes to the original ballast water reporting form. This could include changes in the “Arrival Date”, “Arrival Port” or planned ballast discharges. An amended report is to be submitted if the actual ballast discharged is different from the originally reported discharge.

Section 1 – Vessel Information

  • Vessel name: Enter the name of the vessel.
  • IMO number: Enter the IMO number of the vessel.
  • Owner: Enter the name of the registered owner(s) of the vessel. If under charter, enter the name of the operator.
  • Type: Enter specific vessel type using the following: Bulker, RoRo, Container, Passenger, Chemical Carrier, General Cargo, Reefer, Combo, Oil Tanker, Product Tanker, LNG Carrier, etc. Write out any additional vessel types not listed.
  • Gross tonnage: Enter the gross tonnage of the vessel.
  • Date of construction: Enter the year the keel was laid – enter only the year as yyyy.
  • Flag: Enter the full name of the country under whose authority the ship is operating.
    No abbreviations will be accepted.

Section 2 – Voyage Information

  • Arrival port: Enter the name of the arrival port along with the state/province the port is in and the country (Canada or United States). No abbreviations.
  • Province/State: Enter the name of the province or state for the arrival port. No abbreviations.
  • Country: Enter the country of the arrival port at which the vessel will call. No abbreviations.
  • Arrival date: Enter the scheduled arrival date to the above port. Enter the date by using the drop down calendar, otherwise, all dates should be entered in the format of yyyy-mm-dd (separating year, month and date by a “-“).
  • Agent: Enter the name of the agent used for the “Arrival port”.
  • Last port: Enter the last port at which the vessel called. No abbreviations.
  • Country of Last port: Enter the country of the last port at which the vessel called. No abbreviations.
  • Next port: Enter the port at which the vessel will call immediately after departing the “Arrival port”. If next port is unknown, enter “Unknown”. If vessel will continue operations at another berth(s) in the arrival port, then enter the same as in “Arrival port”. No abbreviations.
  • Country of Next port: Enter the country of the “Next port” at which the vessel will call. No abbreviations.
  • Next port (2): Enter the port at which the vessel will call immediately after departing the “Next port”. If the “Next port (2)” is unknown, enter “Unknown”. No abbreviations.
  • Country of Next port (2): Enter the country of the “Next port (2)” at which the vessel will call. If the country of “Next port (2)” is unknown, enter “Unknown”. No abbreviations.
  • Next port (3): Enter the port at which the vessel will call immediately after departing the “Next port (2)”. If the “Next port (3)” is unknown, enter “Unknown”. No abbreviations.
  • Country of Next port (3): Enter the country of the “Next port (3)” at which the vessel will call. If the country of “Next port (3)” is unknown, enter “Unknown”. No abbreviations.

Section 3 – Ballast Water Usage and Capacity

Total ballast water on board:

  • Volume: Enter the total volume of ballast water on board, upon arrival at the “Arrival port” listed in Section 2. Volume to be recorded should be in cubic meters (m3) only. Do not include potable water.
  • Number of tanks in ballast: Enter the number of ballast tanks 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. If no tanks in ballast, please enter “0”.
  • Number of holds in ballast: Enter the number of holds with ballast, when the vessel arrives at the “Arrival port” listed in Section 2. Do not include holds carrying only residual ballast water or sediment. If no holds in ballast, please enter “0”.

Total ballast water capacity:

  • Volume: Enter the maximum volume of ballast water which can be carried as documented in the vessel’s ballast water management plan. Volume to be recorded should be in cubic meters (m3) only.
  • Vessel’s ballast management plan:
    • Total number of tanks: Enter the number of tanks designed to carry ballast water, as listed in the ballast water management plan for the vessel.
    • Total number of holds: Enter the number of holds designed to carry ballast water, as listed in the ballast water management plan for the vessel.

Section 4 – Ballast Water Management:

  • Ballast water managed according to D-1 and/or D-2: Indicate whether ballast water on this trip was managed using D-1 only or D-2 only or D-1 and D-2.
  • Total number of ballast water tanks/holds to be discharged: Enter the number of 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 all tanks and holds designed to carry ballast water.
  • How many tanks/holds have undergone exchange? Enter the number of tanks/holds that have undergone exchange.
  • How many tanks have been treated using a Ballast Water Management System? Enter the number of tanks in which the ballast water has been treated using a Ballast Water Management System.
  • Specify Ballast Water Management System used, if any (Manufacturer, Model): In case that the vessel is equipped with an approved Ballast Water Treatment System, provide the name of the manufacturer and the model of the system.
  • How many tanks/holds have not been managed? Enter the number of ballast water tanks that contain ballast that have not been managed.
  • State the reason why no ballast water management was conducted: This applies to all tanks and holds that have not been exchanged or treated using a Ballast Water Treatment System and are intended to be discharged into waters under Canadian jurisdiction or into an approved reception facility.
  • Approved Ballast Water Management Plan on board? Is there a written document on board, specific to this vessel, describing the procedure for ballast water management? This should include the procedures for the safe and effective management of ballast water. If the vessel is fitted with a ballast water management system, full details for the operation and maintenance are to be made available (usually provided by vessel’s owner, operator, or by vessel’s Flag Administration or Class). Check “Yes” or “No”.
  • Management Plan implemented? Was the ballast water management plan followed? Check “Yes” or “No”. When “Yes” is checked, shipboard personnel should be able to demonstrate their familiarity with the plan during any inspection by Canadian officials.
  • Ballast Water Record Book on board? Is there a document on board that is the ballast water record book in which all management procedures of ballast water on board are recorded? Check “Yes” or “No”.
  • Does vessel carry an International Ballast Water Management Certificate? Check “Yes” or “No”. A copy of the certificate should be on board of the vessel for inspection. The certificate referred to may indicate that the vessel complies with either Regulation D-1 or D-2 or both. If your vessel carries a Statement or Certificate of Compliance with the BW Convention indicate “Yes”.
  • Date of Issue (yyyy-mm-dd) (separating year, month and date by a “-“). The date on which the International Ballast Water Management Certificate was issued.
  • Expiry date (yyyy-mm-dd) (separating year, month and date by a “-“). The date on which the International Ballast Water Management Certificate expires.
  • Authority that issued the Certificate. Provide the name of the authority that issued the International Ballast Water Management Certificate/or Statement of Compliance.
  • Place of issue. Provide the name of the place where the International Ballast Water Management Certificate was issued.
  • Date required to meet Regulations D-2 (yyyy-mm-dd) (separating year, month and date by a “-“). Provide the date on which the vessel has to meet the D-2 ballast water standard.
  • Ballast Water Regulations on board?: Check “Yes” or “No”.
  • Applicable regulation: If “Yes”, use the drop down list to enter the version: SOR 2011-237 of the “Ballast Water Control and Management Regulations”, or US 33 CFR part 151 C and D or both which you have on board.

Section 5 – Ballast Water History

  • Record all tanks/holds regardless of ballast water intentions on page 2 and 3 (Ballast water sources are the last uptakes prior to any ballast water management practices).
  • Follow each tank across the page listing the original source (s) of the ballast under “BW Source before Management”, all management events under “BW Management Practices”, and all discharge events under “Proposed BW Discharge” separately. Please note, that the columns for BW Management Practices marked with an (1) are to be filled out ONLY if an exchange (Sequential, Flow Through, Dilution or Salt Water Flushing) of ballast water was conducted.
  • If no discharges are planned for this trip, columns 15 to 18 are to remain blank.

Ballast Water Source:

  • Tanks/Holds list multiple sources/tanks separately: Please list all tanks and holds (write out, or use FP=Forepeak; DB=Double bottom; WT=Wing tank; TS=Topside; AP=Aftpeak; CH=Cargo hold; O=Other). List all BW sources for the same tank on separate lines.
  • Tank capacity: Enter the full volumetric capacity of the tank in cubic meters (m3).
  • Date: Enter the date of the last ballast water uptake, PRIOR to any BW management. Enter the date by using the drop down calendar, otherwise, all dates should be entered in the format of yyyy-mm-dd (separating year, month and date by a “-“).
  • Port or latitude & longitude: Enter the location of the last ballast water uptake. This will be the position/port of last ballast uptake PRIOR to any management, or the “End Point” from an exchange carried out on a previous voyage. For position (latitude and longitude), please use the format dd mm.m or ddd mm.m (Latitude examples: 56 32.5 N or 56 32.5 S; Longitude examples: 016 25.9 W or 159 42.3 E). No abbreviations for ports. Please include the country also.
  • Volume (m3) on arrival: Enter the volume of ballast water in the tank, in cubic meters (m3) on arrival at the port entered in Section 2 “Arrival Port”.

Ballast Water Management Practices (exchange only):

  • For ballast water management by exchange: Fill in all data in columns under the general heading of “BW Management Practices”.
  • Date: Enter the date of ballast water management. Enter the date by using the drop down calendar, otherwise, all dates should be entered in the format of yyyy-mm-dd (separating year, month and date by a “-“). If the exchange occurred over several days, enter the day when the ballast water management was completed.
  • Start point latitude & longitude: Enter the location of the starting point of the ballast water management practice. Please use the format dd mm.m or ddd mm.m. (Latitude examples: 56 32.5 N or 56.32.5 S; Longitude examples: 016 25.9 W or 159 42.3 E).
  • End point latitude & longitude: Enter the location of end point of the ballast water management practice. Please use the format dd mm.m or ddd mm.m. (Latitude examples: 56 32.5 N or 56.32.5 S; Longitude examples: 016 25.9 W or 159 42.3 E).
  • Used Volume (m3): Enter total volume of water used for ballast water management for that tank in cubic metres (m3).
  • % Exch: Percentage of tanks volumetric capacity used to exchange: (Note: for effective flow through exchange, this value should be at least 300%).

    Total Volume of water moved by “Sequential”, moved by “Flow-Though”, or used in “Salt Water Flushing” % Exchange = ------------------------------------------------------------------------------------------------------------------------------- Capacity of Ballast Tank or Hold
  • D – 1 method (SM, FTM, DM, R, PRF, NM, PW or SWF): Indicate, using the drop down menu, the management method using the appropriate code (SM = sequential method, FTM = flow through method, DM = dilution method, R = retention method, PRF = port reception facility, NM = no management, PW = potable water, SWF = salt water flushing).
  • D – 2 method: Select this check box in the case where ballast water on board was treated using the D-2 method (ballast water treatment system).
  • Wave Height (m): Estimate the sea height in meters at the time of the ballast water exchange. (Note: this is the combined height of the wind-sea and swell, and does not refer to water depth).
  • Salinity (units) ppt: Indicate the salinity of the ballast water in the tanks after the exchange was completed, with units in parts per thousand (ppt).

Proposed BW Discharge:

  • Complete columns under the general heading of “Proposed BW Discharge” ONLY if de-ballasting will take place in waters under Canadian jurisdiction.
  • If the amount of ballast water to be discharged is different from the amount proposed, then an amended BWRF is to be submitted. Please check the “Yes” in the first line on the form to indicate that this form is an Amended form for this voyage.
  • Date: Record the date of the proposed ballast water discharge. Enter the date by using the drop down calendar; otherwise, all dates should be entered in the format of yyyy-mm-dd (separating year, month and date by a “-“).
  • Port or latitude & longitude: Report the location of the proposed ballast water discharge as either port or latitude & longitude. For latitude & longitude, please use the format dd mm.m or ddd mm.n (Latitude examples: 56 32.5 N or 56.32.5 S; Longitude examples: 016 25.9 W or 159 42.3 E). No abbreviations for port.
  • Volume (m3): Report the expected volume of ballast water to be discharged in cubic metres. Do not enter “Depends on cargo operations” or similar statements. If the actual amount discharged is significantly different from the proposed ballast water discharge, then an amended form must be submitted.
  • Salinity (units) ppt: Indicate the salinity of the ballast water to be discharged in parts per thousand (ppt).

Section 6 – Title and Signature

  • Enter the name of the master, the vessels contact email addresses and phone number.

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