VTS Manual - Belfast Harbour

Port of Belfast 

VTS MANUAL 

Revision No.: 02 

Issue No.: 

a 

Issue Date: 18 th August 2008 

Ref.: 

A1000-BHC-02

Section: i Rev No. 02 

Title: Document Control Issue No. a 

Document Control 

Document Name/Reference: 

VTS Manual / Port of Belfast – Standard 

Operating Procedures For Port Control 

Revision Number: 02 

Issue Number: 

a 

Revision Date: 18 th August 2008 

Copy Holder (in red pen): 

Copy Number (in red pen): 

Signed (Document Controller): 

Document Distribution 

The Document Controller shall: 

 

 

 

 

Distribute copies of this document and future updates to all relevant persons. 

Allocate copy numbers in red pen. 

Maintain a distribution list of copy-holders and their number. 

Ensure that superseded or obsolete copies are removed from circulation and 

destroyed. 

The current list of copy-holders is presented below: 

Copy No. Copy Holder Role Organisation 

Electronically Intranet 

BHC 

Date: 18.08.2008 

Doc: VTS Manual

Section: i Rev No. 02 

Title: Document Control Issue No. a 

VTS Review Control: 

Port Controller Date Read and understood 

Ashley Moore 08/2008 

Richard Bates 08/2008 

Neil Scott 08/2008 

Simon Ferran 08/2008 

Darren Byers 08/2008 

Bridget Beattie 08/2008 

Document Control recorded in Operations Manual 

Date: 18.08.2008 


Section: ii Rev No. 02 

Title: Table of Contents Issue No. a 

TABLE OF CONTENTS 

1. SCOPE .......................................................................................................................... 1-1 

1.1 PURPOSE .......................................................................................................... 1-1 

1.2 AIMS .................................................................................................................. 1-1 

1.3 OBJECTIVES...................................................................................................... 1-1 

1.4 RESPONSIBILITIES OF PORT CONTROL OFFICERS (PCOS)............................ 1-1 

1.5 ABBREVIATIONS ................................................................................................ 1-2 

2. INTRODUCTION ......................................................................................................... 2-1 

2.1 BACKGROUND ................................................................................................... 2-1 

2.2 PILOTAGE ......................................................................................................... 2-2 

2.3 RECREATIONAL VESSEL ACTIVITY ................................................................... 2-3 

2.4 INFORMATION FOR RECREATIONAL USERS ....................................................... 2-3 

2.5 FISHING ACTIVITY ............................................................................................. 2-5 

2.6 ANCHORING ...................................................................................................... 2-5 

2.7 VHF GUARD ..................................................................................................... 2-5 

3. TRAFFIC MANAGEMENT ......................................................................................... 3-1 

3.1 GENERAL .......................................................................................................... 3-1 

3.2 PROVIDING TRAFFIC INFORMATION.................................................................. 3-9 

3.3 TRAFFIC ORGANISATION ................................................................................ 3-11 

3.4 DETENTION OF VESSELS BY MCA.................................................................. 3-21 

3.5 INTERNATIONAL VESSEL AND PORT SECURITY (ISPS) CODE ...................... 3-21 

3.6 PORT WASTE .................................................................................................. 3-21 

3.7 MANAGEMENT OF SHIPPING MOVEMENTS ..................................................... 3-22 

3.8 TRAFFIC MANAGEMENT - SPECIAL CIRCUMSTANCES & EMERGENCIES ....... 3-24 

4. COMMUNICATIONS PRINCIPLE ............................................................................ 4-1 

4.1 LANGUAGE ........................................................................................................ 4-1 

4.2 TIME .................................................................................................................. 4-1 

4.3 COMMUNICATIONS CONTROL ........................................................................... 4-1 

4.4 PRIORITY OF COMMUNICATIONS ...................................................................... 4-1 

4.5 ESTABLISHING COMMUNICATIONS .................................................................... 4-1 

4.6 PORT CONTROL VHF CHANNEL GUARD ......................................................... 4-2 

4.7 RATE OF SPEECH ............................................................................................. 4-3 

4.8 STANDARD PHRASEOLOGY ............................................................................... 4-3 

4.9 CALLING INTERVALS ......................................................................................... 4-3 

4.10 PORT CONTROL UNABLE TO RESPOND IMMEDIATELY ...................................... 4-3 

4.11 DOUBTFUL RECEPTION .................................................................................... 4-3 

4.12 VHF NON-CONFORMITIES ................................................................................ 4-3 

4.13 GENERAL CALL ................................................................................................. 4-4 

4.14 ENDING A CALL ................................................................................................. 4-4 

5. LOG KEEPING ............................................................................................................ 5-1 

5.1 PRINCIPLES ...................................................................................................... 5-1 

Date: 18.08.2008 Page: 1-1 


Section: ii Rev No. 02 

Title: Table of Contents Issue No. a 

5.2 CORRECTIONS .................................................................................................. 5-1 

5.3 CENTRE LOG IDENTIFICATION .......................................................................... 5-1 

5.4 CENTRE LOG ENTRIES ..................................................................................... 5-1 

5.5 VESSEL TRAFFIC ACTIVITIES ............................................................................. 5-2 

5.6 VESSEL ACTIVITY INFORMATION ....................................................................... 5-2 

5.7 INCIDENTS AND ACCIDENTS ............................................................................. 5-2 

5.8 OCCURRENCE REPORT .................................................................................... 5-2 

5.9 WEATHER CONDITIONS .................................................................................... 5-3 

5.10 RECORDING FACILITIES .................................................................................... 5-3 

5.11 EQUIPMENT OPERATION RECORD ................................................................... 5-4 

5.12 MANDATORY ENTRIES ...................................................................................... 5-4 

5.13 CENTRE LOG - ARCHIVING................................................................................ 5-5 

5.14 ELECTRONIC DISTRIBUTION SYSTEMS............................................................. 5-5 

5.15 AUDIO/VIDEO RECORDINGS .............................................................................. 5-5 

5.16 RELEASE OF LOG INFORMATION ....................................................................... 5-5 

5.17 DEALING WITH REQUESTS FOR INFORMATION FROM THE PUBLIC .................... 5-6 

5.18 PUBLIC RELATIONS .......................................................................................... 5-6 

5.19 ENQUIRIES FROM THE MEDIA ........................................................................... 5-6 

6. WATCH KEEPING RESPONSIBILITIES ................................................................ 6-1 

6.1 GENERAL .......................................................................................................... 6-1 

6.2 WATCH HANDOVER BRIEFING .......................................................................... 6-1 

6.3 ACCEPTING THE WATCH ................................................................................... 6-2 

6.4 DURING THE WATCH ......................................................................................... 6-2 

6.5 COMPLETION OF WATCH ................................................................................... 6-2 

6.6 EQUIPMENT CHECKS ........................................................................................ 6-2 

6.7 EQUIPMENT SHUTDOWNS ................................................................................ 6-3 

6.8 LEGAL RESPONSIBILITIES ................................................................................. 6-4 

6.9 QUALITY ASSURANCE....................................................................................... 6-4 

6.10 CERTIFICATION OF PERSONNEL ....................................................................... 6-4 

7. ANNEXES ..................................................................................................................... 7-1 

7.1 ANNEX I: VTS REPLAY ..................................................................................... 7-1 

7.2 ANNEX II: BURNING TO DISK ............................................................................ 7-3 

8. FORMS ......................................................................................................................... 8-1 

8.1 DAILY MOVEMENT SHEET ................................................................................ 8-1 

8.2 PORT CONTROL LOG........................................................................................ 8-2 

8.3 PORT CONTROL LOGSHEET ............................................................................. 8-3 

8.4 PORT CONTROL CHECKLIST ............................................................................ 8-5 

Date: 18.08.2008 Page: 1-2 


Section: 1 Rev No. 02 

Title: Scope Issue No. a 

1. Scope 

1.1 Purpose 

This manual provides Belfast Port Control staff with guidance in the form of 

Standard Operating Procedures and must be administered in accordance with the 

Port of Belfast Safety Management System. Attention of staff is drawn in 

particular to: Section 2.5 “Traffic Monitoring” and Section 5 “Management of 

Navigation”. 

1.2 Aims 

The aims of Belfast Port Control are to provide a service for the marine 

community and the public at large to ensure: 

 

 

 

 

Safety of life 

Efficient movement of vessel traffic 

Protection of the environment 

Port Security 

1.3 Objectives 

Belfast Port Control will achieve the above stated aims by: 

 

 

 

 

Monitoring and co-coordinating vessel traffic movements 

Managing integrated marine information systems 

Screening vessel status 

Co-ordination of communications related to distress, urgency and safety 

The operational service level presently in place at the Port of Belfast is intended 

to be Information Service (INS) and Traffic Organisation Service (TOS) as defined 

in the United Kingdom Marine Guidance Notices (MGN) 238, 239 and 240 

published by the Maritime and Coastguard Agency (MCA). 

1.4 Responsibilities of Port Control Officers (PCOs) 

PCOs are responsible for the following key activities: 

Date: 18.08.2008 Page: 1-1 




 

 

 

 

 

 

 

 

 

 

 

 

Ensure that Belfast Port Control is operated within port, national and 

international guidelines and legislation. 

Operate equipment installed for the detection, surveillance and tracking of 

and communication with Vessels within and approaching Belfast Lough. 

Maintain records and associated databases. 

Follow operating procedures for Port Control and for the implementation of 

contingency plans. 

Report any apparent non-compliance or infringement of laws and 

directions to the appropriate Authority. 

Maintain appropriate standards of communications on channels assigned 

for Port Control purposes. 

Act within vested and delegated authority. 

Develop productive working relationships with colleagues, allied agencies 

and stakeholders. 

Dispatch pilots, pilot boats and other personnel, vessels or vehicles in 

support of the port‟s operation, safety and security. 

Give directions as authorised and on behalf of the Harbour Master. 

Comply with the Belfast Harbour Health & Safety Policy and the Port 

Control Lone Worker System. 

Perform other related duties as directed by the Harbour Master. 

1.5 Abbreviations 

This section presents the abbreviations used throughout this document: 

AIS 

AOR 

BHC 

CCTV 

ETA 

ETD 

GT 

HM 

HSS 

Automatic Identification System 

Area of Responsibility 

Belfast Harbour Commissioners 

Close Circuit Television 

Estimated Time of Arrival 

Estimated Time of Departure 

Gross Tonnage 

Harbour Master 

High Speed Service 

Date: 18.08.2008 Page: 1-2 




INS Information Service 

IOM Isle of Man 

IRIMS Incident Reporting Information Management System 

ISPS International Ship and Port Facility Security Code 

LOA Length Overall 

LNG Liquefied Natural gas 

LPG Liquefied Propane Gas 

MCA Maritime & Coastguard Agency 

MGN Marine Guidance Note 

NAS Navigation Assistance Service 

OPRC Oil Pollution Preparedness Response and Co-operation Convention 

PCO Port Control Officer 

QA Quality Assurance 

SAR Search & Rescue 

SITREPS Situation Reports 

SMCP Standard Marine Communication Phrases 

SOP Standard Operating Procedures 

SOSREP Secretary of States Representative 

TOS Traffic Organisation Service 

UTC Coordinated Universal Time 

VHF Very High Frequency 

VTMIS Vessel Traffic Management Information System 

VT3 Victoria Terminal 3 

VTS Vessel Traffic Service 

Date: 18.08.2008 Page: 1-3 



Title: Introduction Issue No. a 

2. Introduction 

2.1 Background 

The Board of Harbour Commissioners of the Port of Belfast implemented a Port 

Control System in 1994. The Operations Centre is located at the Port Operations 

Building. 

Radar scanners are located at Black Head and Kinnegar, which together provide 

coverage of the navigable areas, docks and anchorages within Belfast Harbour‟s 

Area of Responsibility (Belfast AOR). 

There are closed circuit television (CCTV) cameras located at: 

 

 

 

Victoria Channel / River Lagan 

Victoria Channel (Turning Circle to Barnetts Dock) 

Musgrave Channel 

The Belfast AOR includes all waters within the Belfast Dock and extends to a line 

drawn between Grey Point and Carrickfergus Castle. A channel, dredged to 9.1 

metres extends from the Fairway Buoy to the entrance of Belfast Docks. 

Environmentally sensitive areas include: 

 

 

 

 

 

 

Belfast Lough Ramsar (Wetlands) 

Belfast Lough Special Protected Area 

Island Magee Area of Special Scientific Interest 

Blue Flag Beaches and Environmental Agency Bathing waters 

Earth Science Conservation Review Sites 

Country Park 

Date: 18.08.2008 Page: 2-1 

Doc: MSMS-VTS Manual 1.11.doc



2.2 Pilotage 

Compulsory pilotage will apply to all Vessels navigating inside the port limits, i.e. 

inside a line joining Grey Point and Carrickfergus Castle, subject to the following 

exemptions: 

a. Vessels less than 75m in overall length 

b. Vessels over 75m and above, but under 100m in overall length navigating 

in the outer harbour 

c. HM Vessels and foreign war ships; 

d. General Lighthouse Authority tenders; 

e. Vessels that are moving from one berth to another within a dock or within 

the same channel 

f. Vessels navigating to or from Carrickfergus Harbour. 

g. These exemptions will not apply to: 

 

 

 

 

 

Vessels with a Passenger Certificate. 

Vessels carrying dangerous goods in bulk, including bitumen and 

vegetable oil. 

Vessels in ballast that are not gas free 

Vessels not fitted with a working radar installation when due to fog, 

mist falling snow or heavy rainstorm, or any other similar causes, 

visibility is less than 2.5 cables 

Vessels or their tows if any having one of the following defects: 

Are unseaworthy in any respect; 

Have defects to main engine, steering gear, or auxiliary 

machinery which may affect the manoeuvring of the Vessel; 

Have inoperable capstan, windlass, mooring winches or 

anchors that are not cleared or ready for use; 

Have a list of over 5 degrees or are excessively out of trim; 

Have any hull or machinery damage which may affect the 

safety of the Vessel or the containment or safety of the 

cargo or bunkers. 

Date: 18.08.2008 Page: 2-2 




The Harbour Master may temporarily suspend any of these directions from time 

to time, without notice, as in his opinion, may be necessary. 

2.3 Recreational Vessel Activity 

There are eight (8) yacht clubs operating within the Lough. 

A full range of recreational activity, including races, takes place within the Belfast 

AOR. Port Control Officers should monitor recreational activity for potential 

conflicts with other port users. 

2.4 Information for recreational users 

All vessel movements within Belfast Harbour Limits are under the control of the 

Harbour Master. 

All recreational craft entering Belfast Harbour are required to contact Belfast 

Harbour Radio on VHF Channel 12 prior to entering the Victoria Channel or 

departing from the Laganside Pontoon. 

Vessels transiting Belfast Harbour from Lagan River are required to contact 

Belfast Port Control on VHF Channel 12 before passing the Lagan Weir. 

All vessels operating within Belfast Harbour Limits are required to maintain a 

listening watch on VHF Channel 12. If it is necessary to change to another VHF 

Channel, for example to call Belfast Coastguard, the vessel should return to 

Channel 12 as soon the communication ends. 

There are a limited number of berths for recreational users within Belfast Harbour. 

Recreational craft wishing to use the pontoons are required to seek permission 

prior to entering Belfast Harbour. Transits to and from the recreational berths are 

not permitted in poor visibility or at night. All recreational crafts transits will be 

considered as others commercial transits. 

Navigation within the channel is only permitted under power. 

Date: 18.08.2008 Page: 2-3 




Vessels without VHF are not permitted to operate within the inner port, or the 

main channel, at any time. 

Recreational craft must notify Belfast Harbour Radio by radio or by telephone, of 

any incident, close-quarters situation or accident observed or experienced within 

the harbour and any defective aid to navigation. 

Any Clubs or Organisations wishing to organise an event within Belfast Harbour 

Limits should notify to the Harbour Master, in writing, as soon as practicable no 

later that one month prior to the event. 

Recreational users of the harbour are advised to keep well clear of the main 

channels whenever possible. 

When main channels have to be crossed, this should be done as nearly as 

practicable at right angles only after contacting Belfast Harbour Radio on VHF 

Channel 12 prior to crossing the channel. 

Recreational users of the port area should remind themselves of and observe, the 

Collision Regulations, Belfast Harbour Byelaws and Local Notices to Mariners. 

Notices to Mariners are available on the Belfast Harbour website: 

 

http://www.belfast-harbour.co.uk/marine-pilotage.htm 

Date: 18.08.2008 Page: 2-4 




2.5 Fishing Activity 

Mussel farming activities take place outside the navigation channel. 

Fishing vessels are not permitted to cross the navigation channel without 

permission of Port Control. When permission is given, the vessel should cross the 

channel at right angles to it. 

2.6 Anchoring 

Vessels are NOT to anchor within the Port Limits (i.e., West of a line between 

Grey Point and Carrickfergus Castle). PCOs will not advice (i.e., recommend) 

vessels with anchorage positions. 

2.7 VHF Guard 

Vessels within Belfast Lough are required to maintain a continuous listening 

watch on VHF Channel 12 while in transit, and both Channel 12 and 16 when at 

anchor. 

Date: 18.08.2008 Page: 2-5 



Title: Traffic Management Issue No. a 

3. Traffic Management 

3.1 General 

3.1.1 Monitoring VHF, Radar and AIS 

VHF frequencies, Radar displays and AIS displays should be monitored on a 

continuous basis. If other related duties are seen to detract from this duty during 

periods of critical vessel activity, they must be prioritised and either delegated to 

others or postponed until after the critical activity is sufficiently ended. 

3.1.2 Positive Identification 

All vessels transiting in the Belfast Harbour Limits are required to participate 

in Port Control and comply with the local and national laws and directions. 

If a vessel fails to participate, continue to monitor its movements to determine its 

present or future impact on traffic patterns or the movements of other vessels. If it is 

affecting other traffic, attempt to make radio contact, determine the master‟s or 

operator‟s intentions and provide such information, advice, warning or instruction as 

is appropriate to avoid a dangerous situation. If it is not possible to make radio 

contact with a non-participating vessel and if its conduct is posing a risk to vessel 

traffic or to the general safety and security of the port, use all available resources to 

enforce compliance. Report any apparent non-compliance or infringement of laws 

and directions to the appropriate Authority. 

A vessel shall be identified by as many of the following methods as is practicable: 

 

 

 

 

Comparing radar derived track and speed information (target) with information 

about the vessel; 

By AIS or VHF radio; 

Information from database on scheduled movements within a port or 

anchorage; 

A report from another vessel of visual sighting and identification; 

Date: 18.08.2008 Page: 3-1 




 

 

Confirmation by CCTV if available; and 

Visual confirmation if feasible 

3.1.3 Loss of Identification or Mis-identification 

Identification shall be considered lost or incorrect when an observed target acts in a 

manner inconsistent with other information received from the vessel in question. The 

vessel shall then be re-identified. 

When assessing the possibility of a lost radar target, take into account the present 

weather conditions, known radar blind sectors and the overall performance of the 

radar. 

3.1.4 Risk Assessment 

To determine if risk of collision, grounding or striking exists the following should be 

considered: 

 

 

 

 

 

 

 

Spatial separation of vessels 

Vessel domain 

The geographical constraints of the waterway 

Manoeuvring characteristics of the vessels involved 

Dangerous goods on board (if any) 

Weather constraints 

Harbour bye-laws 

3.1.5 Relevant Traffic 

In determining relevant traffic in a particular area, assess: 

 

 

 

 

Possibility of domain intrusion 

Clarity of vessel‟s intentions 

A change in a previously reported situation 

Indication of any situation in the waterway that could cause a „knock-on‟ effect 

Date: 18.08.2008 Page: 3-2 




Note: There may also be circumstances, depending on context, where the vessel is 

deemed relevant traffic in spite of a negative assessment of the foregoing. 

3.1.6 Sailing Plan & Passage Plan 

Sailing Plan to have the following information: 

 

 

 

 

 

 

 

 

 

 

Vessels name 

Masters Name 

Position 

ETA @ Fairway Buoy (or ETD) 

Destination (Berth or Next Port) 

Intended Route (Turning Location etc) 

Pilotage requirement 

Tugs required 

Any defects / deficiencies 

Dangerous goods declaration 

Passage Plan to have the following: 

 

 

Master / Pilot Exchange - See Master / Pilot Exchange Form 

If no Pilot required – Master to confirm that Passage Plan has been prepared. 

3.1.7 Reporting Points 

Vessels Inward should report as follows: 

a. Not less than 2 hours before arrival at the Fairway buoy (54°41‟.71N 

5°46‟.23W) 

b. 15 minutes prior passing the Fairway buoy for Traffic Clearance 

c. On passing the Fairway buoy 

d. On passing Light Beacon No 12 

Date: 18.08.2008 Page: 3-3 




e. On anchoring or berthing 

Vessels Outward or Shifting Berth should report as follows: 

a. ETD should be sent at least 2 hours in advance if a Pilot is required or 15 

minutes in advance if a Pilot is not required. 

b. When ready to depart requesting Traffic Clearance 

c. On departing the berth 

d. On passing Buoy No 12 

e. On passing the Fairway buoy 

Note: this section excludes pilot boats, work boats and tugs; these vessels report 

only when departing the berth. 

3.1.8 Vessel Transit Reports 

The following reports should be Vessel-initiated; however, prompt the vessel with a 

reminder if necessary. 

3.1.8.1 Pre Arrival Information - Prior Entry to Belfast AOR 

3.1.8.1.1 Vessels requiring Pilot 

Vessels requiring a pilot are required to send ETA off the Fairway Lt Buoy (54° 

41‟.71N 005° 46‟.23W) 6 hours and 2 hours in advance stating: 

 

 

 

 

 

 

 

Vessel‟s name 

Maximum draught 

Last port 

Master‟s name 

Any defects / deficiencies 


If less than 100m LOA and not carrying hazardous cargo in bulk pilot boarding 

position required (Fairway buoy or Beacon No 12) 

Date: 18.08.2008 Page: 3-4 




Vessels not requiring Pilot 

Vessels not requiring a pilot should contact Belfast Harbour Radio 2 hours prior to 

arrival off the Fairway Light Buoy stating: 

 

 

 

 

 

 

Vessel‟s name 


Last port 

Master‟s name 

Any defects/deficiencies 


3.1.8.2 Information Exchange - Vessels Inward 

1. When vessel reports (makes its first VHF call) 2 hours prior to entering the 

Belfast AOR: 

 

Obtain the following information: 

Name 

Position 


Master‟s Name 

ETA Fairway Buoy 

Destination (Berth or Anchorage) 

Confirm ETA Pilot Station if vessel is taking a pilot (Inner or Outer 

Pilot Station) 



 

Inform the vessel to re-establish contact 15 minutes prior to arrival at the 

Fairway Buoy. In some circumstances, it will be advisable to have the 

vessel contact Belfast Port Control 1 hour prior arrival. These 

Date: 18.08.2008 Page: 3-5 




circumstances will include no berth available or anticipated changes or 

updates to information exchange. 

 

Update VTMIS 

2. When a vessel reports 15 minutes prior to entering the Belfast AOR: 

 

 

 

 

Issue or withhold a traffic clearance 

Provide traffic/waterway information/ Update information with allied 

services 

Inform the duty pilot and pilot boat as required 

Update VTMIS 

3. When a vessel enters the Belfast AOR: 

 

Update VTMIS 

4. When a vessel passes the Fairway Buoy or when the Pilot boards: 

 

 

Provide traffic/waterway information 

Update VTMIS 

5. When a vessel passes the Beacon 12: 

 

 

Provide traffic/waterway information 

Update VTMIS 

6. When a vessel arrives at a berth: 

 

 

Obtain time all fast 

Update VTMIS 

Date: 18.08.2008 Page: 3-6 




3.1.8.3 Berth Occupied 

Any vessel entering the Belfast AOR, scheduled to a berth that is occupied must: 

 

 

 

If the situation is short-term, adjust ETA at pilot station if possible, or 

Proceed to a safe anchorage, or 

Have a suitable lay-by berth available for immediate use. 

Lay-by berths are considered to be any available berth where the vessel can be 

securely moored and remain afloat. Permission to use a lay-by berth must be 

granted by the duty Harbour Master. 

Vessels passing F/W with berth occupied is on authority from HM in especial 

circumstances except regular calling ferries to the same berth. 

3.1.8.4 Vessel inward for Victoria Terminal (VT) 3 

If a vessel is bound for VT3 terminal confirm with Coastal that gantry cranes are 

clear of the berthing area prior to the vessel passing Buoy No.12; if not, inform 

vessel. 

3.1.8.5 Information Exchange - Vessels Outward 

3.1.8.5.1 Prior departure 

1. When a vessel reports ETD (at least 2 hours in advance if a Pilot is required 

or 15 minutes in advance if a Pilot is not required) obtain the following 

information: 

 

 

 

Name 

Position 

ETD 

Date: 18.08.2008 Page: 3-7 




 

 

 

 

 


Master‟s Name 

Destination 



2. Inform vessel to ‘call again when ready to depart’. 

3. Provide traffic/waterway information. 

4. Update VTMIS. 

3.1.8.5.2 When ready to depart 

1. Issue or withhold traffic clearance for the vessel to depart the berth. 

2. Provide traffic/waterway information. 

3. Inform vessel to call when underway. 

3.1.8.5.3 On departure 

When a vessel reports completion of departure manoeuvre: 

1. Record time of departure 

2. Provide traffic/waterway information 

3. Update VTMIS 

3.1.8.5.4 Additional reports 

When any of the following reports are received, record and distribute the information 

as required. 

Any incident or accident such as but not limited to the following: 

Date: 18.08.2008 Page: 3-8 




 

 

 

 

 

 

 

 

 

 

 

Fire aboard a vessel; 

The involvement of a vessel in a collision, grounding or striking; 

Any defect to a vessel‟s hull, machinery, steering system, radars, compasses, 

communications, anchors and cables; 

Any discharge or threat of discharge of a pollutant; 

Another vessel in apparent difficulty; 

An obstruction to navigation; 

An aid to navigation that is not functioning correctly or is off position; 

The presence of any pollutant in the water; 

The presence of any vessel that may impede the movement of other Vessels; 

Weather conditions that may be detrimental to safe navigation; 

Dangerous occurrences. 

3.2 Providing Traffic Information 

3.2.1 Results Oriented 

All Port Control communications should be conducted to ensure that intentions are 

clear and avoid terminology that could be interpreted as conning instructions. 

3.2.2 Timing 

Provide relevant vessel traffic information: 

 

 

 

 

When requested by any vessel; 

As soon as practicable after a vessel, including a recreational or fishing 

vessel, has acknowledged its Traffic Clearance whether arriving or departing; 

When a vessel has reported at a Reporting Point; 

At any time that a potential traffic conflict has been identified. 

3.2.3 Content 

Communications concerning relevant traffic shall contain: 

 

Name and type of vessel 

Date: 18.08.2008 Page: 3-9 




 

 

 

Information concerning its position, track and intentions 

Waterway and terminal data 

Any information that could affect the operation of the vessel 

Alert vessels in transit or at anchor of all relevant operations or interactions such as 

but not limited to: 

 

 

 

 

 

 

 

 

 

 

The position and intention of vessels manoeuvring to embark or disembark a 

pilot; 

Vessels meeting at critical points; 

Vessels carrying dangerous goods; 

LPG/LNG vessels at appropriate berths; 

Diving and bunkering operations; 

Men working on the waterline; 

Positions of specified vessels underway; 

Positions of all deep draught vessels underway; 

Positions of vessels constrained by draft; and 

Any other operations that may have impact on vessels in the Belfast AOR. 

Alert vessels intending to depart of any of the foregoing information items which may 

impact the Master‟s intention to depart. 

3.2.4 Format 

Provide relevant information by identifying vessels by their complete name or callsign. 

When it may be of assistance, include the type or class of vessel(s) that will be 

encountered, together with their direction of movement, position, relevant data and 

intentions. Use the message marker “Traffic Information” to precede the message. 

Example 

Marinex 

This is 

Date: 18.08.2008 Page: 3-10 




Belfast Harbour Radio 

Traffic Information 

Vessel Inward - Tanker Enerchem 

Approaching pilot station to embark pilot 

Vessel Outward - Ferry Seaprince 

Passed buoy 10 in Victoria Channel 

Over 

3.2.5 Sequence 

Provide relevant information to a vessel in order of relative importance. Often 

crossing or contra-flow traffic is of most impact and should be given priority; 

however, there are instances where an overtaking situation will dictate that this 

information be given first. 

3.3 Traffic Organisation 

3.3.1 Results Oriented 

All Port Control communications should be conducted to ensure that intentions are 

clear and avoid terminology that could be interpreted as conning instructions. 

3.3.2 Traffic Clearance 

A Traffic Clearance is an authorisation to proceed under specified conditions. This 

shall be issued if considered safe after an analysis of the Port Control Sailing Plan 

and the known traffic and waterway conditions. 

3.3.2.1 Checks before issuing a Traffic Clearance 

 

 

 

Assess the information for completeness and accuracy - if necessary request 

additional information. 

For vessels inward - ensure that a berth is available or is being made ready. 

Analyse known and expected relevant traffic to determine if the intended 

movement is safe and that Vessel domains of all relevant traffic have been 

Date: 18.08.2008 Page: 3-11 




adequately protected according to the circumstances of the intended 

manoeuvre and operation. 

3.3.2.2 Lead time for Traffic Clearance 

Under normal conditions issue a traffic clearance to a vessel when it is ready in all 

respects to depart an anchorage or berth; or, 15 minutes prior to entering the Belfast 

AOR or departs a berth or anchorage within the Belfast AOR. 

Note: Under some conditions it may be necessary to extend or shorten the lead time 

for Traffic Clearance. Guidance from the Harbour Master should be sought if 

circumstance warrants and permits. 

When a vessel calls Port Control to inform that it is ready to depart, PCO to 

acknowledge and give Traffic Clearance if appropriate. 

3.3.2.3 Traffic Clearance Format 

3.3.2.3.1 Vessel Outward or Shifting 

The following format is used when issuing a Traffic Clearance for a vessel 

proceeding from a berth or anchorage 

(Name of Vessel) 

This is Belfast Harbour Radio 

Traffic Clearance 

(Name of Vessel) has permission to (manoeuvre requested) 

At (time that the manoeuvre is to begin) 

Proceed when safe to do so 

Call when underway 

Over 

Example 

Departex 

Date: 18.08.2008 Page: 3-12 






Departex has permission to depart York Dock at 1445 for sea 

Proceed when safe to do so 

Call when underway 

Over 

Note: this section excludes pilot boats, work boats and tugs; these vessels are 

considered to have traffic clearance in all instances unless specifically instructed to 

the contrary and will report only when departing the berth. 

3.3.2.3.2 Vessel Inward 

3.3.2.3.2.1 Pilot on board OR Pilot not required 


proceeding from outside the Belfast AOR to a berth: 




(Name of Vessel) has permission to proceed to (berth) 


Over 

Example 

Arrivex 



Arrivex has permission to proceed to VT1, port side to 

At (time permission is given) 

Over 

Date: 18.08.2008 Page: 3-13 




3.3.2.3.2.2 Pilot required but not yet on board 


proceeding from outside the Belfast AOR toward a berth, which requires but has not 

yet embarked a pilot. 




(Name of Vessel) has permission to proceed to Pilot boarding position 


Have Pilot call when on bridge 

Over 

Example 

Arrivex 2 



Arrivex 2 has permission to proceed to Pilot boarding position 

At (time permission is given) 

Have Pilot call when on bridge 

Over 

3.3.2.4 Delaying or withholding a Traffic Clearance 

If analysis determines that a requested manoeuvre may not be carried out in safety, 

or if it falls within an activity prohibited by the Harbour Master, Traffic Clearance 

should be delayed; or in some cases, withheld until conditions are sufficiently 

changed so as to permit the manoeuvre. 

If the vessel is already in transit when a deficiency or other condition that would 

result in a delaying or withholding a Traffic Clearance occurs, the vessel should be 

Date: 18.08.2008 Page: 3-14 




given an amended Traffic Clearance or advised not to proceed beyond a specified 

location and to standby for further information. 

Delayed or withheld Traffic Clearance is normally associated with, but not limited to 

the following circumstances: 

 

 

 

 

 

 

 

 

 

non-availability of a required berth 

pollution or reasonable apprehension of pollution 

an obstruction to traffic 

hazard to life 

hazard to navigation 

the proximity of vessel navigating in an unsafe manner 

defects or deficiencies to the vessel, its equipment or machinery 

deficiencies in charts or publications that are required by regulation 

congested waterway that constitutes unacceptable risk 

3.3.2.4.1 Delayed / Withheld Traffic Clearance format 

Vessel Outward 



Remain Alongside 

(Reason) 

Standby this channel / or, Call in :xx minutes 

Over 

Example 

Departex 


Remain Alongside 

A deep draft floating crane is restricting use of Victoria Channel 

Call in 15 minutes 

Date: 18.08.2008 Page: 3-15 




Over 

Vessel Inward 



Do not proceed past Pilot Station 

(Reason) 

Standby this channel / or, Call in :xx minutes 

Over 

Example 

Departex 


Do not proceed past Pilot Station 

Your Pilot/Berth is unavailable until XX:00 Hours 

Over 

3.3.3 Vessel response 

3.3.3.1 Compliance 

If a vessel complies with the delay, Traffic Clearance shall be issued as soon as 

circumstances permit. 

3.3.3.2 Non-compliance 

If a vessel does not comply with the delay, inform or warn other traffic according to 

the risk posed by the situation. Provide all Vessels with a full INS and TOS response. 

Monitor the situation and file a full non-compliance report to the Harbour Master as 

soon as time permits. 

3.3.3.3 Reassessment requested by the vessel 

When reassessment indicates the situation is safe, issue a Traffic Clearance. 

Date: 18.08.2008 Page: 3-16 




If reassessment shows that the intended movement is still unsafe, issue an 

instruction to remain alongside. 

3.3.4 Advice (Recommendation) 

Advice may be given as authorized by the Harbour Master. This is normally done 

when it is evident that a vessel should take action in response to a circumstance 

identified by the PCO. 

Advice may relate to: 

 

 

 

General marine information such as berth availability; 

Traffic information, such as the general intention of other traffic; or, 

Navigation information, such as designated preferred channels as indicated 

by the Harbour Master. 

Advice shall be preceded by the message marker “ADVICE”, and given in a clear 

concise manner so that the Mariner is in no doubt as to what action is 

recommended. 

Example 

Seatrax 

This is Belfast Port Control 

INFORMATION - your berth is not available until 1600 hours 

ADVICE - Proceed to anchorage and contact your Agent 

Over 

3.3.5 Instructions 

Instructions may only be given on the authority of the Harbour Master. 

When an Instruction is issued, ensure that the language used is clear, concise and 

conveys the intended meaning. 

Date: 18.08.2008 Page: 3-17 




An instruction shall be preceded by the message marker “INSTRUCTION”, and 

given in a clear concise manner so that the Mariner is in no doubt as to what action 

is necessary. 

Never issue an instruction that implies that you are taking the control of the vessel. 

Details concerning the issue of any instruction shall be entered in the Port 

Operations Logbook. 

Example 

Yacht Blue Lagoon 


INFORMATION - Ferry Marine Greyhound is turning in mid-channel 

INSTRUCTION - Remain outside the Victoria Channel 

Over 

3.3.5.1 Non-compliance with an Instruction 

Organise other traffic taking into account the non-compliance with an Instruction and 

its effect on other traffic. Enter details concerning the non-compliance in an Incident 

Reporting Information Management System (IRIMS) report. 

3.3.6 Harbour Master‟s Directions 

The Harbour Master may give General and Special Directions through the Port 

Control Officer: 

1. For designating areas, routes or channels which vessels are to use or refrain 

from using; 

2. For securing that vessels move only at certain times or during certain periods; 

3. For prohibiting: 

a. entry into or movement in the port by vessels at times of poor visibility 

due to the weather or for any other reason; and, 

b. entry into the port by a vessel which for any reason would be, or is likely 

to become, a danger to other vessels; 

Date: 18.08.2008 Page: 3-18 




4. Requiring the master of a vessel to give information relating to the vessel 

reasonably required by the Harbour Master. 

The Harbour Master will indicate at the time if this is a General or a Special 

Direction. 

3.3.6.1 Manner of giving Harbour Master’s Directions 

Ensure that: 

Any HM‟s direction is clear and unambiguous 

Any HM‟s direction is issued as in instruction and not as a request 

An acknowledgement is received 

There is no doubt that the HM direction has been understood. 

3.3.6.2 Master’s responsibility to be unaffected 

The giving of a general direction or a special direction shall not diminish or in any 

other way affect the responsibility of the master of the vessel to which the direction is 

given in relation to his vessel, persons on board, its cargo or any other person or 

property. 

A master can contravene berthing instructions, but as soon as it becomes evident 

that it is not safe, HM, stevedores and agents have to be informed. 

3.3.6.3 Failure to comply with Directions 

1. The master of a vessel who fails to comply with a General or Special direction 

shall be informed that a report will be filed with the Harbour Master. 

2. It shall be a defence to the Master of a vessel charged with an offence under 

subsection (1) of this section to prove that he had reasonable ground for 

supposing that compliance with the direction in question would be likely to 

imperil his vessel or that in the circumstances compliance was impracticable. 

Date: 18.08.2008 Page: 3-19 




3.3.6.4 Non-compliance with Regulations and Bye-laws 

Inform the vessel by VHF of the observed infraction; if necessary request intentions 

and/or request compliance. 

If a vessel does not respond to a request to comply, an instruction may be issued if 

authorized by the Harbour Master. 

3.3.7 Reporting contraventions 

Complete an IRIMS Report. 

File a report with the Harbour Master concerning any contravention, violation, 

infringement or irregularity with respect to non-compliance with Regulations and Byelaws. 

When reporting contraventions of the Harbour Regulations or bye-laws, the following 

information shall be contained in the report. 

 

 

 

 

 

 

 

 

 

 

 

Date and time 

Name and Section (#) of the regulation that has not been complied with 

Vessel name 

Call sign / MMSI number 

Nationality 

Destination 

Position at time of contravention 

VHF operational status 

Length 

GT 

Narrative 

Record events chronologically, detail actions taken to inform the vessel. 

Date: 18.08.2008 Page: 3-20 




Sign, date the report, attach any relevant additional information and forward to the 

Harbour Master. 

3.3.8 AIS non-conformance 

AIS non-compliance should be reported to the MCA as a Notification of a Deficiency 

and recorded in the log. In assessing reportable non-compliance, the following AIS 

fields should be correctly transmitted as a minimum: 

 

 

 

Position 

Course Over Ground/Speed Over Ground 

Correct static data i.e. vessel name, MMSI number, IMO number, call sign, 

dimensions (based on correct transponder position). 

3.4 Detention of vessels by MCA 

The MCA may detain vessels that fail Port State Control inspections. Should the 

vessel in question request a Pilot before notification of release is received, notify the 

HM and MCA. 

3.5 International Vessel and Port Security (ISPS) Code 

Specific ISPS procedures are provided by the Port Security Officer. The International 

Vessel and Port Facility Security (ISPS) Code applies to the following types of 

Vessels engaged on international voyages: 

 

 

 

Passenger Vessels (including high speed passenger craft); 

Cargo Vessels (including high speed craft) of more than 500 GT; and 

Any berth that handles vessels on international voyages should be designated 

as an ISPS port facility. 

3.6 Port Waste 

Vessels must provide the Harbour Master with prior notification of their onboard 

waste and what they plan to discharge in port. 

Date: 18.08.2008 Page: 3-21 




3.7 Management of Shipping Movements 

Passenger vessels will be deemed to be vessels operated with the following 

categories: Seacats, Stena Conventional, Stena HSS, Norfolkline, cruise 

liners, but not vessels carrying less than 12 passengers with no Passenger 

Certificate. 

 

 

All passenger vessels have priority on arrival or sailing under normal 

conditions. 

When two passenger vessels have priority then vessel on schedule or closest 

after schedule will have priority over the other passenger vessel under normal 

conditions. Priority will hold past scheduled time until next scheduled vessel 

is likely to be affected, then priority ceases and goes to second vessel. 

 

 

 

Conventional ferries can be overtaken within port limits by fast ferries. 

Fast Ferries passing each other within port limits will do so at a prudent 

speed, consistent with safety of vessel and passengers. 

Fast Ferries will not attempt to overtake other Fast Ferries unless agreement 

has been reached with the Fast Ferry to be overtaken and Port Control has 

been informed of the intended manoeuvre. 

 

 

All passenger vessels will agree passing or overtaking procedure with each 

other prior to execution of manoeuvre. 

All passenger vessels will communicate with Port Control when entering or 

leaving port limits and at No 12 beacon. On arrival they will indicate their 

expected swinging area when passing No 12 beacon. On departure they will 

give 20 minutes and 5 minutes notice of their intent to sail. All passenger 

vessels will keep constant listening watch on Channel 12 to receive shipping 

information relating to themselves or other vessels. 

 

 

 

All passenger vessels, when occupying an operational berth, will provide Port 

Control with means of communication to a responsible officer at all times. 

All passenger vessels may pass or overtake tankers in port waters with due 

regard to safety of navigation. 

A vessel not operating as a passenger ship can overtake a gas carrier. 

Date: 18.08.2008 Page: 3-22 




 

 

 

Gas carriers will only be allowed to pass passenger vessels when 

circumstances indicate that unreasonable delay would result from any other 

planned movement. 

Priorities for passenger vessels will be maintained whenever practicable in 

poor weather but safety of navigation is paramount. In fog, port operations 

may apply a one way system for shipping movements. Passenger vessels 

will have priority in such a system. In strong winds passenger vessel at 

greatest risk will have priority over all other vessels. 

The Harbour Master may temporarily suspend or amend any of these 

directions from time to time, without notice, as, in his opinion, may be 

necessary.” 

3.7.1 Management of Shipping Movements in Herdman Channel and 

Musgrave Channel 

Vessels are not permitted to pass or overtake in Herdman or Musgrave Channels. 

3.7.2 Races, Regattas and Marine Events 

All initial requests to hold events should be directed to the Harbour Master. 

3.7.3 Tugs, mooring and line boats 

Vessel requests for tugs, mooring and line boats should be made direct by the 

vessel to the company concerned via their agent. When deemed appropriate by the 

Harbour Master, the PCO may order these resources on his behalf. 

Tugs to be provided as per Minimum Towage Requirements (Notice to Mariners no 

12 of 2.007). 

3.7.3.1 Tug Confirmation Procedure 

Vessel Inward requiring Tugs at Fairway Buoy - tugs to confirm their availability 1 

hour 30 minutes before vessel arrives at Fairway Buoy. PCO to contact tugs if they 

do not confirm by this time. 

Date: 18.08.2008 Page: 3-23 




Vessel Inward requiring Tugs at No.12 - Tugs to confirm their availability 30 

minutes before vessel arrives at Fairway Buoy. PCO to contact tugs if they do not 

confirm by this time. 

Vessels requiring Tugs for Departure - Tugs to confirm their availability 30 

minutes before ETD. PCO to contact tugs if they do not confirm by this time. 

3.8 Traffic Management - Special Circumstances & Emergencies 

Note: ‘Special Circumstance’ in the context of this section will include but not be 

limited to: incidents, accidents, emergencies, special operations, diving operations, 

military or security exercises, reduced visibility, hazards or obstructions to navigation 

or any other activity or condition that is of a non-routine nature or requires distinct 

procedures. 

With respect to any special circumstance: 

Determine complete details of the situation by obtaining information from as 

many sources as possible. 

Notify vessels of information that may impact safety. 

If necessary, issue a VHF broadcast. 

Inform designated authorities and offices. 

Log the details of the circumstances. 

Ensure that the proper reports are completed. 

3.8.1 Adverse Weather 

When visibility drops below 1 nautical mile activate the foghorns in the area of low 

visibility and record this action in the Port Control Log. 

If visibility falls or is expected to fall below 0.5 nautical mile contact the duty Deputy 

Harbour Master to obtain authorisation to implement a one-way traffic movement 

system within the entire channel. Record this action in the Port Control Log. 

Date: 18.08.2008 Page: 3-24 




Implement the one-way system with a Securité Broadcast, inform affected vessels 

and organise traffic accordingly. Pilot boats and tugs are exempt from complying with 

one way system whilst in force. 

Example 

Securité x 3 

All Stations x 3 

This is 

Belfast Harbour Radio x 3 

Navigational Warning 

A one-way system is now in operation in Belfast Harbour. 


Out. 

Cancel the one-way system with a Securité Broadcast as follows: 

Example 

Securité x 3 

All Stations x 3 

This is 

Belfast Harbour Radio x 3 

Navigation Information 

One-way traffic in Belfast Harbour is withdrawn 


Out. 

Other adverse conditions are considered on a case-by-case basis and the 

appropriate measures are implemented based on the instruction of the Harbour 

Master. 

3.8.2 Search and Rescue (SAR) 

The Maritime and Coastguard Agency (MCA) has responsibility for managing all 

SAR incidents and should be informed immediately when any situation concerning 

the potential safety of life in or around the water is known. 

Date: 18.08.2008 Page: 3-25 




Ensure that good two-way information flow is maintained between Port Control and 

Coastguard. 

Establish and maintain communications with the casualty or casualties until 

otherwise instructed by MCA. [Note: It is normal for a casualty to remain on the 

calling frequency unless a change of frequency is negotiated by the MCA - if so it is 

likely to be on Channel 16 or 67]; however, consider the transfer of other vessels 

from the incident channel to an alternative channel. 

3.8.3 Vessel in apparent or declared distress 

Obtain immediately the vessel‟s name, position, persons on board and nature of 

distress. 

If feasible, delegate a staff member to inform MCA. 

Continue to collect information appropriate to provision of assistance. 

Advise other stakeholders such as Harbour Master, Fire / Police, etc., in accordance 

with Contingency Plans. 

3.8.4 Issuing Warnings 

A warning may be given to a vessel if it is apparent that it is standing into danger. 

This is normally done when it is evident that a vessel should take action in response 

to a circumstance identified by the PCO. 

Warnings may relate to: 

 

 

traffic information, such as the activity of other traffic; or, 

navigation information, such as danger of grounding, collision, striking, etc. 

Date: 18.08.2008 Page: 3-26 




A warning shall be preceded by the message marker “WARNING”, include the words 

“from my equipment” and given in a clear concise manner so that the Mariner is in no 

doubt as to what is causing the alarm. 

Example 

Seatrax 


WARNING - from my equipment, you are standing into of danger of grounding 

north of Victoria Channel. 

ADVICE - take immediate action. 

Over 

3.8.5 Vessel impeding navigation 

 

 

 

Identify the vessel impeding navigation 

Determine its location and intentions 

Issue a Warning to other vessels 

3.8.6 Malfunction of Aids to Navigation 

 

 

 

 

 

 

Identify the malfunctioning aid to navigation (boy, light, etc.). 

Verify the characteristics to determine if the aid is damaged, not functioning, 

on backup power, or is off charted position. 

Determine direction of drift if applicable. 

Record the position and time of first report. 

Issue a warning to other vessels. 

Inform both Deputy Harbour Masters and the Works Engineer by e-mail. 

3.8.7 Pollution 

Refer to Oil Pollution Contingency Plan (OPRC) and complete Incident Reporting 

and Information Management System (IRIMS) report. 

Date: 18.08.2008 Page: 3-27 




3.8.8 Vessel overdue reports - Radar surveillance / VHF - reporting System 

When a vessel has failed to report within 15 minutes of expected arrival and is not 

observed on radar or AIS: 

 

 

 

 

Conduct a VHF communications search; 

Determine if the vessel‟s agent is in contact with the vessel; 

If unable to establish the vessel‟s whereabouts notify the MCA, providing all 

pertinent information about the vessel and actions taken to locate the vessel; 

When the location of the vessel that has failed to report has been determined, 

cancel all requests made to other agencies. 

3.8.9 Tidal Restricted Vessels 

Tidal restricted vessels must be provided sufficient time to safely complete their 

intended passage giving due consideration to environmental factors and relevant 

traffic. All safety parameters, including under keel clearances for the entire transit 

must be assessed for the entire passage before issuing any traffic clearance. 1 

metre under keel clearance must be maintained for all movements. 

When tidal restricted vessels are in transit: 

 

 

 

 

Ensure radars and environmental monitoring facilities are working 

Check that the time of high water will be as predicted 

Check tugs and watermen ordered 

Check weather forecasts 

3.8.10 Engine shutdown 

The Harbour Master‟s permission is required for a vessel to disable main propulsion 

machinery for repair while within the port limits either in transit or at the berth. If 

permission is granted and a vessel contacts Port Control: 

Date: 18.08.2008 Page: 3-28 




 

 

 

Determine the duration and nature of repairs; 

Inform the vessel of predicted wind and weather and any known hazards; 

If possible, ensure that the position of the vessel is clear of traffic routes and 

other hazards and is located in good radar coverage area. 

3.8.11 Deviation from expected track and/or speed 

When aware of any deviation of anticipated or usual activity: 

 

 

 

 

 

 

 

Inform the vessel of your observation 

Ask if a problem exists 

Determine the full extent of the problem 

Determine the intentions of the bridge team 

Determine if assistance is required 

Ensure that other vessels are informed 

Continue monitoring situation 

3.8.12 Requirement for speed reduction 

A request or instruction issued to reduce speed should be results oriented. E.g. From 

my equipment your speed is 15 knots over the ground. REQUEST - proceed at a 

slow safe speed. 

3.8.13 Shipboard Communication Equipment Malfunction 

If communications with a participating vessel cannot be established: 

 

 

 

 

Attempt to call on VHF 16 and any other possible frequency that the vessel 

may be monitoring. 

Closely monitor the vessel‟s movements. 

Inform other vessels if appropriate. 

File a non-compliance report via an IRIMS Report. 

Date: 18.08.2008 Page: 3-29 




3.8.14 Equivalent reporting 

Certain vessels such as warships or other patrol vessels engaged in various 

operations that preclude open communications may be granted equivalent reporting 

status. These vessels would normally indicate the intentions by a closed 

communication to the Port Control centre. 

3.8.15 Evacuation of Operations Room 

Port Control Centre evacuation – Call duty Deputy Harbour Master and Pilot boat 

on Channel 6 and respond as per Port Emergency Plan 

Fire Port Control Centre – respond as per Port Emergency Plan 

3.8.16 Place of Refuge and SOSREP direction 

Should a request for a place of refuge be received from a vessel, the vessel‟s agent 

or any outside body (including SOSREP), the Harbour Master is to be informed 

before any decision is made. 

This applies to all vessels including those which are designed as „Dangerous 

Vessels‟ i.e. those carrying dangerous substances or which by the nature of their 

distress present a risk to the general public, port and the environment. 

3.8.17 Navigation Assistance Service 

Note: It is not intended that Navigational Assistance Service be provided except on 

the authorization of the Harbour Master. 

At no time have or attempt to have control of the vessel. Communications shall be 

expressed in such a manner as to ensure that the vessel is aware that the Port 

Control centre is not attempting to control the vessel. 

3.8.17.1 Conditions for provision of Navigation Assistance Service (NAS) 

On authorisation by the Harbour Master, Navigation Assistance Service (NAS) may 

be provided if: 

Date: 18.08.2008 Page: 3-30 




A full risk assessment has been conducted of the operation by the Harbour 

Master. 

Other alternatives (escort, pilot etc) are impracticable under the 

circumstances. 

Available equipment is fully operational and adequate to the task. 

Positive identification of the vessel has been made. 

An agreement been reached with the vessel‟s master as to action to be taken 

by the vessel. This agreement should include a prior discussion with the 

master concerning the vessel‟s intended route, any hazards and other 

information that may be useful to the vessel. 

Establish a „lost communication‟ contingency plan based on communications 

at fixed intervals. 

Inform the master that information provided is from your equipment. 

Ensure that the radar display is set at the lowest possible range scale. 

Ensure that audio and video recording equipment is operating. 

Request that the vessel inform you when assistance is no longer required. 

Ask the vessel to read back all information. 

Date: 18.08.2008 Page: 3-31 



Title: Communications Principle Issue No. a 

4. Communications Principle 

4.1 Language 

Communications shall be in English. 

4.2 Time 

24 hour clock will be used in all communications, normally using Local Time. If UTC 

is used it should be stated. 

4.3 Communications Control 

With the exception of distress and urgency communications, the control of all 

communications between Port Control and vessels lies with the Port Control Centre. 

4.4 Priority of Communications 

The order of priority for radio communications will be: 

 

 

 

 

 

 

 

Distress calls, distress messages, distress traffic 

Communications preceded by the Urgency Signal (Pan Pan) 

Communications preceded by the Safety Signal (Securité) 

Communications related to safety of navigation 

Communications related to port operations 

Scheduled Marine Broadcasts 

Other communication 

When the calling vessel does not indicate priority, it will be understood to relate to 

routine port operations. 

4.5 Establishing communications 

When attempting to establish communications on VHF call the vessel by using the 

vessel‟s name or call sign not more than twice. 

Use the radio identification “Belfast Harbour Radio” at least once in all transmissions. 

Date: 18.08.2008 Page: 4-1 




When communications are established, use the vessel‟s name or call sign once only. 

Once contact has been established on Channel 12 the words “this is” may be 

dropped; however the vessel‟s name or call sign and Belfast‟s radio identifier shall 

be maintained for each and every communication. 

4.6 Port Control VHF Channel Guard 

If you are aware that a vessel guarding (keeping a watch on) Port Control 

frequencies is being called on another channel, inform the vessel to change to that 

frequency to receive a communication. 

4.6.1 Use of channels 

Monitor all channels required by the Port Control Centre (VHF channels 12 and 16). 

Except for Distress and Urgency calls, all communications shall be made on a sector 

working frequency. 

4.6.2 Test transmissions 

Test transmissions shall include the name or call sign of the centre and shall be 

limited to 10 seconds or less. 

4.6.3 VHF channel interference 

Attempt to identify the source when communication interference occurs. As the 

controlling station, resolve the situation by having one or all interfering stations cease 

transmission on the Port Control channel and either stand-by or move to another 

frequency. 

4.6.4 Interruptions 

Normally a transmission that is in progress has priority over new calls; however, 

distress, urgency or safety communication to transmit shall be entitled to interrupt 

any transmission in progress that is of a lower priority. Any transmission may be 

made to effect the interruption followed immediately by the appropriate signal. 

Date: 18.08.2008 Page: 4-2 




4.7 Rate of Speech 

The rate of speech shall be governed by prevailing conditions and the capability of 

the person receiving the message. 

Radio broadcasts shall be around 80 to 100 words per minute with pauses and 

repeats as necessary. 

In cases of distress, urgency and safety, speech shall be made slowly and distinctly 

with clear pronunciation. 

4.8 Standard phraseology 

Procedural words and phrases in accordance with SMCP shall be used where ever 

applicable. The phonetic alphabet shall be used when required. 

4.9 Calling intervals 

The VHF call shall normally be repeated 3 times at intervals of 2 minutes. Thereafter 

the call may be transmitted at three minute intervals. 

4.10 Port Control unable to respond immediately 

When unable to respond to traffic immediately, PCO‟s reply should state: Standby. If 

the delay is expected to exceed three minutes, the reason should be given. 

4.11 Doubtful Reception 

When a call believed to be for Belfast Harbour Radio is heard but you are uncertain 

of the calling station reply as follows: 

Station calling 

This is 

Belfast Harbour Radio 

Say again 

Over 

4.12 VHF non-conformities 

Vessels not maintaining a listening watch on Channel 12 are to be noted and logged 

in the log book. Consider dispatching the Pilot launch to vessels involved to alert the 

crew and report findings. 

Date: 18.08.2008 Page: 4-3 




4.13 General Call 

When initiating broadcasts such as weather broadcasts to all vessels, use the 

following format: 

All stations (normally twice, but not more than 3 times) 

This is 

Belfast Harbour Radio (normally twice, but not more than 3 times) 

4.14 Ending a call 

When communication exchange has ended, say: “Out” 

Date: 18.08.2008 Page: 4-4 



Title: Log Keeping Issue No. a 

5. Log Keeping 

5.1 Principles 

Centre logs shall adhere to the following principles: 

 

 

 

 

 

 

 

 

Activities and events shall be recorded in chronological order. 

All log entries shall be clear and intelligible. 

Written (printed) entries shall be in ink. 

All entries shall be factual and as complete as possible. 

All entries shall include the identification of the person making the entry. 

Approved abbreviations etc., shall be used where possible. 

Dates shall be recorded in dd/mm/yyyy format. 

Time shall be indicated in 24 hour notation Local Time. Adjustment of clocks 

shall be recorded. 

5.2 Corrections 

Log entries should only be corrected by the person who made the original entry and 

initialled. 

Corrections shall be made with a single line through the entry so that the original 

entry is still legible. 

Errors or omissions noted by another person shall be corrected by making a 

subsequent entry referencing the original entry. 

5.3 Centre Log Identification 

Centre logs shall be identified with the Belfast Port Control Stamp and/or a printed 

identification showing the name of the Centre and the date. 

5.4 Centre Log Entries 

5.4.1 Mandatory Entries 

The following shall be recorded: 

Date: 18.08.2008 Page: 5-1 




 

 

 

 

 

 

 

Identification of the person relieving and being relieved of watch duties 

(logging on and off). 

The watch briefing check sheet. 

Reference to any distress/urgency/safety messages either received or sent. 

Any deviation from the „Standard Operating Procedures”. 

The time of unscheduled broadcasts. 

The release of log information with identification of individuals concerned. 

Any information that will elaborate the Equipment Operation Record. 

5.5 Vessel traffic activities 

Maintain information about current and expected port activities by updating the 

Belfast VTMIS in accordance with the separate operating instructions and standards 

for that equipment. 

5.6 Vessel activity information 

Monitor marine traffic and record vessel activity information on all participating traffic 

and on unidentified traffic of consequence in transit within the Belfast AOR. 

All recreational crafts entering or leaving the port must be recorded in the Port 

Control Log. 

5.7 Incidents and Accidents 

The following records and reports should be forwarded to the Harbour Master in the 

event of any incident or accident: 

 

 

 

Logs 

Emergency Checklists (completed) 

Situation Reports (SITREPS) 

Also submit a written report if it will serve to clarify circumstances of the incident. 

5.8 Occurrence Report 

Complete the IRIMS Report whenever Port Control has taken action with a view to 

preventing a potential incident. 

Date: 18.08.2008 Page: 5-2 




Situations, which should be reported include: 

 

 

 

Dangerous navigation: where navigation is in such a manner as to place 

vessels at serious or imminent risk 

Erratic navigation: where navigation is unsatisfactory, but vessels are not at 

serious or imminent risk 

Unidentified vessels: entering the Lough or Port Limits. 

Vessels Navigating in Contravention of Regulations, Pilotage Directions and Port 

Byelaws. 

Vessels meeting at critical areas, even though a warning, recommendation (Advice) 

or direction (Instruction) has been given by the Port Control Officer. 

5.9 Weather Conditions 

Maintain and provide to any stakeholder, information on the most recent forecast as 

well as the most current local information concerning the following: 

 

 

 

Wind speed and direction 

Visibility 

State and height of tide 

5.10 Recording facilities 

When recordings of video or audio data, they should be labelled and identified to 

include: 

 

 

 

 

 

Reference number 

Name of centre 

Date/Time begun 

Date/Time ended 

The initials of the person responsible for recording the data 

Date: 18.08.2008 Page: 5-3 




 

The signature of any person removing or borrowing the media 

5.11 Equipment Operation Record 

An Operation Record shall be maintained for each piece of electronic equipment. 

This should be recorded in Port Control Daily Log sheet. 

Each Equipment Operation Record entry shall include: 

 

 

 

 

 

 

 

 

 

 

Workstation identification 

Date/time of record 

Name of malfunctioning component 

Description of the malfunction 

Your initials 

The engineering technician‟s initials and time informed 

Reference number of broadcast notice if applicable 

Time equipment restored and engineering technician‟s initials 

Total outage time 

The initial of the PCO taking over watch. 

5.12 Mandatory entries 

Equipment Operations Record entries shall be made for any shutdown, failure, 

abnormal operation and change over from main to standby power of: 

 

 

 

 

 

 

 

 

Radio systems 

Radar 

AIS 

Radio Beacons within the PORT CONTROL responsibilities 

Computers and printers 

Facsimile machines 

Console lights and associated console hardware 

Any other equipment 

Date: 18.08.2008 Page: 5-4 




5.13 Centre Log - archiving 

Material deemed necessary to be retained as a hard copy shall be arranged in a 

chronological order and securely stored on a daily basis. 

Each daily package shall be labelled with workstation identification and date. 

5.14 Electronic Distribution Systems 

Copies of all material sent or received at the Port Control Centre over e-mail, fax, or 

other electronic means shall be retained in their original printed form. Should a 

message need to be edited a copy of the message shall be made. 

Electronic logging entries may be backed up on alternative computer storage media. 

A hard copy of sent/received faxes shall be retained. 

5.15 Audio/video recordings 

Changing 

Other than a scheduled change, recordings may be removed for the following 

reasons: 

 

 

 

 

 

Recording equipment failure 

Maintenance requirement 

When the Harbour Master deems it necessary. 

A blank media shall be used to replace the removed media 

On removal the media shall be labelled. 

Storage 

Media shall be stored in a secure place and away from extreme temperatures and 

strong magnetic fields. 

5.16 Release of log information 

All information comprising the Centre log with the exception of current operational 

information, weather data, and scheduled broadcast information, is considered 

Date: 18.08.2008 Page: 5-5 




confidential and shall not be released to the general public or news media unless 

authorised by the Harbour Master. 

Release of log information shall be in accordance with the following standards: 

 

 

 

 

It shall not interfere with operational requirements. 

Details of any information released shall be recorded in the log. 

Information released shall be factual. 

Personal opinions and interpretations shall not be included or offered. 

5.17 Dealing with requests for information from the public 

All requests concerning marine occurrences shall be referred to the Harbour Master. 

The following may be given to the public: 

 

 

Name, point of departure, ETA, ETD of any vessel other than military, patrol 

and police vessels. 

General information - tides, weather, navigational warnings. 

5.18 Public Relations 

Detailed information on cargos, passenger numbers etc., should not be provided to 

the general public unless in a format approved by the Harbour Master. 

5.19 Enquiries from the Media 

Any enquiry for the media should be referred to the Harbour Master. 

Date: 18.08.2008 Page: 5-6 



Title: Watch Keeping Responsibilities Issue No. a 

6. Watch Keeping Responsibilities 

6.1 General 

It is essential that PCOs appreciate that the proper performance of their duties is 

necessary in the interests of the safety and efficiency of vessel traffic and for the 

prevention of pollution to the marine environment. The watch roster is designed to 

provide adequate rest periods during normal operating conditions. It is therefore the 

responsibility of every individual to: 

 

 

 

 

 

Be sufficiently rested prior to taking over a watch. 

Be free from the effects of alcohol and any other substance, including 

prescription drugs or other medication that may have a detrimental effect on 

the individual‟s judgement. 

Remain alert throughout the watch. 

Ensure there are no distractions caused by the use of domestic radios, music 

systems, personal computers, television sets, mobile phones, etc. 

Not hand over a watch, if you believe that the person taking over the watch 

may be unfit in any respect to take over. In such circumstances, inform the 

duty Deputy Harbour Master and continue keeping a watch until relieved by 

an authorised person. 

6.2 Watch Handover Briefing 

A watch handover briefing shall include all relevant information to permit the 

oncoming watch to acquire situational awareness. 

information such as but not limited to: 

This handover will include 

 

 

 

 

 

 

Detailed description of the traffic image 

Marine occurrences: accidents, incidents and anomalies 

Relevant traffic information: existing and anticipated 

Weather and tide conditions 

Special marine operations 

Equipment status and availability 

Date: 18.08.2008 Page: 6-1 




 

 

 

 

 

Pilotage information 

Information on other allied services 

Staff availability 

Work in progress 

Other issues or information that may impact the watch 

6.3 Accepting the watch 

 

Receive and acknowledge handover briefing 

 

Sign on watch, either electronically or in writing. 

6.4 During the watch 

Conduct equipment check, logs results, inform technical support of problems 

and/or non-conformance. 

 

 

 

 

 

 

Log waterway status (fixed/floating aids to navigation). 

Perform any other duties specific to the Port Control centre. 

Read any posted notices dealing with operations. 

Review Notices to Mariners and weather reports. 

Check operational orders, directives and memos. 

Enter significant occurrences in the Log. 

6.5 Completion of watch 

 

Provide full briefing 

 

 

 

 

Relief will be delayed if involved in duties requiring special attention 

Sign off the log (paper) 

Log off (electronically) 

Depart the operations room only when watch has been taken over by another 

qualified officer. 

6.6 Equipment Checks 

Monitor all electronic equipment for which Port Control has operational control to 

ensure that it is functioning correctly. 

Date: 18.08.2008 Page: 6-2 




6.6.1 Routine 

As soon as practicable after the beginning of each watch: 

 

 

 

 

Perform checks on each main and backup VHF transmitter/receiver frequency 

for signal strength and modulation. 

Check workstation lighting. 

Check the electronic logging system. 

Check the VTMIS. 

6.6.2 Special Check 

If at any time the electronic equipment controlled by the centre is believed to be 

malfunctioning or below standard, conduct a special equipment check. The results of 

this check shall be logged and reported to maintenance staff if the equipment is not 

operating to required specifications. 

6.6.3 Navigation aid check 

All navigation aids (buoys) in the vicinity of the Port Control Centre shall have their 

status monitored either continuously or at prescribed times. 

PCOs are required to forward any information regarding Navigations Aids to HM and 

Civil Works Department. 

6.6.4 Time Check 

Clocks in the Port Control Centre shall be checked and synchronized if necessary at 

the beginning of each watch. 

Any adjustments made shall be recorded in the log. 

6.7 Equipment Shutdowns 

Ensure that all equipment associated with workstation meets the operational 

requirements or is reported to maintenance staff. 

Date: 18.08.2008 Page: 6-3 




6.7.1 Scheduled shutdowns 

Scheduled shutdown of equipment may be delayed due to operational requirements. 

6.8 Legal Responsibilities 

PCOs must maintain confidentiality and not discuss matters of commercial interest or 

sensitive matters concerning port operations with unauthorised persons. Any official 

communication with outside agencies must be with the express consent of the 

Harbour Masters or the Duty Deputy Harbour Master. 

PCOs may be held liable as a result of negligence in performance or nonperformance 

of duties. 

6.9 Quality Assurance 

The work of PCOs will be subject to quality assurance (QA) audits to ensure that 

their performance meets approved quality standards for professional skills and 

competence. QA will be conducted through a process of: 

 

 

 

Random, periodic and annual assessments; 

Refresher training; and 

Revalidation of certification 

6.10 Certification of Personnel 

PCOs will be trained to the national occupational standard and hold appropriate 

certification issued by the Maritime and Coastguard Agency (MCA). This training will 

comply with the United Kingdom‟s VTS „Training and Certification‟ strategy 

established by the MCA and comprising of basic training and on-the-job training. 

The Harbour Master will provide resources and opportunities to PCOs to keep their 

knowledge, skills and competence to the required standard. 

PCOs have the personal responsibility to ensure that their knowledge, skills and 

competence are maintained to the required standard and that their certification 

remains 

valid. 

Date: 18.08.2008 Page: 6-4 



Title: Annexes Issue No. a 

7. ANNEXES 

7.1 Annex I: VTS Replay 

It is possible to play a sequence of VTS system screenshots with 

synchronized radio sound. Before recording, make sure that both machines have the 

same system time. This is important for synchronized playback. 

If an incident is within the last 30 days, the replay will be available on the hard 

disk. To review an “incident”, you must use the following steps. 

1. Mode – Traffic. 

2. Select Mode – Replay. 

3. Password: REPLAY. You will be able to read the message “Replay enabled” 

on the screen. 

4. Logging – Prepare Replay – Read Data from Disk – Enter Start and Stop 

times – Press Ok. 

5. Pop up window “Are you sure to read disk data?” – Select Yes. 

6. Wait for a while until Logging Tape/Disc Operation finished message is shown 

on the screen. 

7. Logging – Replay – Start. 

8. Pop up window: Select Channel / Phone. You can choose two options. 

Options are: 

CH 16 

CH 12 BH (Black Head) 

CH 12 POC (Port Operations Centre) 

MULTICHANNEL 

PHONE 

To enable them, click on the speaker icon until it goes green. 

9. Ensure playback button in the console is red. 

Date: 18.08.2008 Page: 7-1 




When the replay is started the default radar video setting is OFF. Select Tillysburn 

or Blackhead as required. 

In replay mode it is not possible to acquire a target or to adjust any of the radar 

settings. However, the operator can control the display of video using the radar scan 

convertor which allows adjustment of the gain, afterglow and dynamic. All menus 

under DISPLAY are functional and available. 

When done, enter a describing name in the “Save As” dialog and the program will 

create a directory with this name in which the screenshot files have to be copied. 

When recording has finished, the screenshots are transferred onto the PC and put 

into the same directory as the recorded sound file. 

Date: 18.08.2008 Page: 7-2 




7.2 Annex II: Burning to Disk 

Steps to follow: 

1. Double click shortcut to Nero Icon. 

2. Insert CD in lower CD drive (Yamaha). 

3. The Nero Wizard will appear. 

4. Select: Compile a new CD. 

5. Nero will then ask which type of CD to compile, select DATA. 

6. Choose to compile a new CD or to continue an existing recording. 

7. Click Finish. 

8. On the left hand side a File browser shows the drives and hard disks on the 

PC. 

9. Select drive F:\Replayer (Default drive and folder). 

10. Use the left side control key in-conjunction with the left mouse button to select 

several files at a time. 

11. Select the file and the folder of the same name as the file name. Also select 

Replayer.exe (this is the program file which allows replay to be viewed on 

another PC). 

12. Using the mouse left button, drag and drop the selected file, the associated 

folder and the program file replayer.exe into the left side ISO1 window under 

NAME. 

13. Select burn (Write CD Dialog button) on the toolbar. 

14. Nero prompts test or burn, select burn. 

15. When the burn process is finished the CD drive will eject the CD. 

Date: 18.08.2008 Page: 7-3 



Title: Forms Issue No. a 

8. FORMS 

8.1 Daily Movement Sheet 

DAILY MOVEMENT SHEET 

Date 

No Time Vessel Arriving Berth Time Vessel Departing Berth Check 

List 

No. Time From Berth Vessel Shifting Time To Berth Check 

List 

Date: 18.08.2008 Page: 8-1 




8.2 Port Control Log 

Port Control Log 

Page No. 

Date 

/Time 

Details 

________ 

Reviewed by Harbour Master / Deputy Harbour Master 

Signature: 

Date: 

Date: 18.08.2008 Page: 8-2 




8.3 Port Control Logsheet 

PORT CONTROL LOGSHEET 

DATE: 

Name 

Time 

ON 

WATCH HANDOVER 

Traffic Weather 

Equipment 

In Out Exp & Tide Radar Atlas CCTV MIS 

Marine 

Ops 

Pilotage 

Time 

OFF 

Name 

PILOTS ON DUTY Pilot Boat in Service : 

Name Time ON Time 

OFF 

Additional Comments 

NAVIGATIONAL AIDS 

Location & I.D. Defective Repaired 

DEBRIS / DUNNAGE RETRIEVAL 

Location & Description Time Retrieved By 

MARINE OPERATIONS 

Location & Event Start Time Finish Time 

Date: 18.08.2008 Page: 8-3 




FOG HORN USAGE 

TIDES 

Location Time ON Time OFF Time Height 

Fairway 

LW 

No.5 

HW 

No. 12 

LW 

Dry Dock 

HW 

LW 

HW 

WEATHER (Precipitation) 

Time 0001 0100 0200 0300 0400 0500 0600 0700 0800 0900 1000 1100 

Precipitation 

(Dry, Light, Medium or 

Heavy) 

Time 1200 1300 1400 1500 1600 1700 1800 1900 2000 2100 2200 2300 

Precipitation 

(Dry, Light, Medium or 

Heavy) 

TIDAL GAUGE COMPARISON 

Time Predicted Ht VTS 

Readout 

Visual Gauge 

By 

DAILY CHECKLIST 

Items Completed By Remarks 

Weather Forecast 

Y 

Daily Movement Sheet Y Send to Rates (Scan & E:mail) 

Master / Pilot Exchanges Y Deliver to Port Operations 

EQUIPMENT OPERATIONAL RECORD 

Equipment Fault Time 

Reported 

Time 

Repaired 

Remarks 

Reviewed by Harbour Master / Deputy Harbour Master 

Signature: 

Date / Time: 

Date: 18.08.2008 Page: 8-4 




8.4 Port Control Checklist 

Port Control Checklist 

Date: 

Vessel 

Time 

of 

1 st Call 

Berth & 

Availability 

ETA / 

ETD 

Last / Next 

Port 

Masters 

Name 

Max 

Draft 

Haz 

Carg 

o 

Y / 

N 

Defects 

Y / N 

Pilotage 

I or F 

& 

Pilot Boat 

Time 

Informed 

Pilots 

Name 

& 

Time 

Informed 

Boatmen 

Company 

& 

Time 

Informed 

Time 

Traffic 

Clearance 

Given 

Time 

All Fast 

or 

Let Go 

Date: 18.08.2008 Page: 8-5

VTS Manual - Belfast Harbour

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