Vessel Pre-Arrival Notification Checklist
CFL Harbours Pre-Arrival Process
Applicability
There must be a Vessel Movement Declaration Form submitted wherever any of the following aspects are met:
All ships of 100 gross tonnage and above and fishing vessels, traditional ships, and recreational craft with a length of 45 metres and above;
All ships regardless of size, carrying dangerous or polluting goods, with the exception of 'regular services', as defined within the Schedule of Harbour Dues;
For each time a vessel makes a 'call'. The duration of a 'call' is defined as a period of 4-days or part thereof.
Completed forms are to be submitted to harbour.operations@calmac.co.uk at least 48 hours prior to arrival.
Ship Security / CERS Documentation must be submitted to pfso@calmac.co.uk
Following acknowledgement of receipt of this document by the CFL Harbour Operations Department, it shall remain valid for a maximum of 4 days or the point at which the vessel departs the statutory harbour area.
Prior to entry into the Statutory Harbour Area, all applicable vessels are requested to broadcast the following on VHF 12
''All vessels in the <Harbour Name> area, this is <Vessel Name>. I am approaching from the <North / East / South / West> inbound for <Berth / Anchorage> Listening VHF 12 and 16 for routine navigational traffic. Out.''
Harbour Safety Procedures / Information
Incident Reporting
All pollution events, accidents and incidents and security breaches shall be reported to the Port Manager without undue delay. Report must also be submitted.
Navigational Safety Information
Bathymetric Survey (where not visible, these can be requested from the Harbour Operations Department).
VHF - Vessels must maintain a listening watch on VHF 12 and 16 at all times.
Dangerously Weighted Heaving Lines - Masters are reminded the person in charge at the mooring stations should check that lines are not dangerously weighted. For further information refer to Standing Notice to Mariners SN/05 Dangerously Weighted
Heaving Lines
Works and or Activity
Risk Assessments and Safe Systems of Work must be provided to the Port for review prior to work or activity taking place to allow for a suitable permit to be issued. No works should be carried out until such time as a Permit to Work has been issued. E.g. Commercial Diving, Working at Height or Over Water, Hot Works, Isolation of Fire Protection System, Electrical Works, Working on Machinery or Equipment, Confined Space Entry, Working with Drones, General Works.
Bunkering
The local Port Manager should be informed. The Calmac Bunkering Checklist will be provided to the vessel for completion prior to any Bunkers being transferred from ship / shore.
Rat guards are to be fitted whilst alongside.
Self-mooring is not permitted without prior permission from the Harbour Operations Department.
Departure Procedure
Immediately prior to departure movements, all applicable vessels are requested to broadcast the following on VHF 12:
''All vessels in the <Harbour Name> area, this is <Vessel Name>. I am departing from <berth / anchorage> outward to the <North, East, South, West> Listening VHF 12 and 16 for routine navigational traffic. Out.'
1) Vessels must request berthing a minimum of 48 hours prior to arrival.
2) The pre-arrival Information and declaration must be submitted by the vessel using either the downloadable format which should be emailed to harbour.operations@calmac.co.uk
Vessel Movement Declaration [68KB]
Or by completing the embedded form below.
3) Once the CFL Harbour Operations Department have approved vessel berthing all relevant documentation should be submitted directly to the port.