3 Format, content of reports, times and geographical positions for submitting reports, authority by whom reports should be sent and available services

  3.1 Procedures of reporting

• 3.1.1 All BELTREP reports must be made to Great Belt VTS using VHF voice transmissions. However, ships are encouraged to fulfil certain reporting requirements of the reporting system by the use of correct and updated AIS information (Automatic Identification System) class A as approved by the Organization and by non-verbal means as e-mail or similar, prior to entering the ship reporting area. Details are given in appendix 3.

• 3.1.2 The use of correct and updated AIS information can accomplish the reporting requirements for designators A, B, C, E, F, G and I, O and W. Details are given in appendix 3.

• 3.1.3 To minimize the time reporting on the VHF radio channels and to avoid interference with essential navigational duties, ships are encouraged to forward the reporting requirements for designators L, P, T and X by e-mail or similar prior to entering the ship reporting area. Such non-verbal partial reports must also state designators A and H. Reporting designators L, P, T and X prior to entry using mobile phone is also accepted as a means of communication. Details are given in subparagraph 3.5 and appendix 3.

• 3.1.4 A ship which fulfils the reporting requirements of the BELTREP mandatory ship reporting system by the use of correct and updated AIS information and prior non-verbal means must, as a minimum, carry out a VHF voice transmission to communicate the name of the ship (part of designator A), air draught and deadweight tonnage (designator U) and the report line of entry to the Great Belt VTS when actually entering the area. The same procedure must be followed before departing a port or leaving an anchorage in the BELTREP area. Details are given in appendix 3.

• 3.1.5 Designator Q or R, if applicable, shall at all times be given using VHF voice transmission to Great Belt VTS. Details are given in appendix 3.

  3.2 Verbal reporting is not required when a ship passes the BELTREP sector line at latitude 55° 35′.00 N. However, sector change of VHF frequency is required according to appendix 2.

  3.3 Format

• 3.3.1 The mandatory ship report shall be drafted in accordance with the format shown in appendix 3. The information requested from ships is derived from the Standard Reporting Format shown in paragraph 2 of the appendix to resolution A.851(20).

  3.4 Content

• 3.4.1 A report from a ship to BELTREP by AIS, non-verbal means or by voice transmission or combinations thereof must contain the following information; details are given in appendix 3:

  A	name of the ship, call sign, MMSI no. and, if available, IMO identification number;
  B	date and time;
  C	position expressed in latitude and longitude;
  E	true course;
  F	speed;
  G and I	last port of call, destination and ETA;
  H	date, time (UTC) and report line of entry into the BELTREP area;
  L	route information on the intended route through the BELTREP area;
  O	maximum present draught;
  P	cargo and, if dangerous goods present on board, quantity and IMO class. Dangerous goods information must be summarized in total tonnes per IMO class;
  Q or R	defects, deficiencies, limitations – pollution or dangerous goods lost overboard;
  T	address for the communication of cargo information;
  U	air draught, deadweight tonnage;
  W	total number of persons on board; and
  X	type and estimated quantity of bunker fuel, for ships of 1,000 GT and above. Must be summarized in total tonnes per type.
  Note
  	(a) The master of the ship must forthwith inform the Great Belt VTS concerned of any change in navigational status or in previous information notified, particularly in relation to designator Q or R.

  3.5 Geographical position for submitting reports

• 3.5.1 Ships entering the BELTREP operational area shall submit a report when crossing the report line or on departure from a port or anchorage within the operational area.

• 3.5.2 Previously forwarded reports can be submitted at any time after entering the Danish Exclusive Economic Zone (EEZ) and until in reach of VHF range of Great Belt VTS at an approximate distance of 20 NM from the BELTREP area. As the Great Belt VTS must be able to timely handle incoming prior reporting, it will not be possible to undertake pre-entry reports within the 20 NM VHF range. The reporting option is then verbal reporting by VHF when crossing the report line of entry. Details of areas are shown on the chartlet in appendix 1-B. The Danish EEZ border lines are shown in nautical charts.

• 3.5.3 Ships departing a port or leaving an anchorage within the 20 NM range of the BELTREP area or in the BELTREP area, may submit a pre-entry report for designators H, L, P, T and X if transmitted one hour before departure for enabling the Great Belt VTS to timely handle incoming prior reports.

  3.6 Crossing traffic

• 3.6.1 Ferries frequently cross route Tango in sector 1, including high-speed ferries. The ferries generally operate according to published schedules; special reporting arrangements can be authorized.

  3.7 Authority

• The Admiral Danish Fleet is the VTS Authority for Great Belt VTS which operates the BELTREP system with call sign "Belt Traffic". Details in appendix 2.