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Eastern Canada Vessel Traffic Services Zone (ECAREG)
Advance Reporting Requirements

This page will provide vessel masters and agents with information related to the new ECAREG report form.

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ECAREG Zone Reporting

To obtain a clearance into Canadian waters, the master of the ship must report to ECAREG Canada or to the nearest Canadian Coast Guard (CCG) Marine Communications and Traffic Services (MCTS) Centre, as per the Radio Aids to Marine Navigation (RAMN) 2022, section 3.8.2.

These reports are communicated by email to HLXECAREG1@INNAV.GC.CA. Other CCG MCTS Centres may also receive and process these reports. Currently, vessel reports are typically text-based or may contain report information in an attachment. There is, however, no current standard report format being used.

New Electronic Form

ECAREG Canada will now begin accepting a standard electronic form that will capture all mandatory information for vessel clearances into Canadian waters. The new ECAREG report form is a Microsoft Excel based document where required information will be entered in multiple tabs, as per RAMN section 3.8.2. This new form can be downloaded from the e-Navigation portal at:

https://e-navigation.canada.ca/topics/traffic/index-en

Vessels are requested to attach the completed Excel report to an email when submitting ECAREG clearance requests prior to entering the zone (RAMN 3.8.2.1). The form may also be used for other reports as required.

Note – This Excel form should never be saved as or converted to a PDF, image, or any other file type. It should only be saved in an Excel (.xlsx) format.

Information related to this change will be further communicated to mariners in the June 24, 2022 edition of RAMN updates and notices.

Additional information related to the new ECAREG report form is available from ECAREG Canada upon request.

Form at a glance

The following pages break down each of the form’s tabs and provided detailed information on how to complete the electronic form, in accordance with RAMN Section 3.8.2.

Vessel and Voyage Information

Prior to entering vessel information, it will be necessary to verify the VTS Zone and form Version, located at the top of the report.

VTS Zone – Users should ensure the proper VTS Zone report is selected - ECAREG, NORDREG, or VTS Offshore.

Version – Users should ensure that the current version is downloaded prior to completing the report. This information can be accessed at: https://e-navigation.canada.ca/topics/traffic/cvms/ECAREG-Report.xlsx

Note: In this example, the latest version of the report is 1.1.2. It is important to note that any report version 1.1.X will be accepted. However, if the latest version is 1.2.1, ECAREG Canada will no longer be able to accept any report version 1.1.X.

Vessels may download the latest copy of the report from the above link, or obtain it from their agents.

After verifying the VTS Zone and the Version, the first tab of the report contains vessel and voyage information, which is divided into 3 sections:

-Vessel Identification,

-Current Position, and

-Destination.

Vessel Identification – This information includes Ship Name, Call Sign, and Master’s first and Last name (A-C). MMSI and IMO numbers are also included. The form may not allow direct copy and paste of information into the fields; however, information can be copied into the Excel formula bar.

Current Position – By selecting bullet (D), vessels will be able to choose from the following three Current Position options:

1)Latitude/Longitude Position using Degrees and decimal minutes,
2)Latitude/Longitude Position using Degrees, Minutes, Seconds; or

3)UNLOCODE or Location Name.

UNLOCODE is a five-character code system used to identify all named geographic places related to international trade. UNLOCODEs are used by most major shipping companies and the manufacturing industry around the world.


Note: When completing this form, the use of UNLOCODEs, where applicable, is preferred to ensure accuracy with MCTS’ vessel voyage management system.

More information about UNLOCODEs can be found here:

https://unece.org/trade/cefact/unlocode-code-list-country-and-territory

The Time of the Current Position (E) is also required in the format as shown.

YYYY-MM-DD hh:mm (24 hour format)

Information related to vessel Course, Speed, and Prevailing Weather Conditions, including ice, is to be entered into fields F-H.

Destination - The vessel’s arrival information is required, including Estimated time of arrival at the Eastern Canada VTS Zone (I). The vessel must also Advise entry into the Vessel Traffic Services zone location. This can be done by clicking on the field and selecting from the drop-down menu between the following options:

-Not Applicable
-Cape Ray/Cape North
-Strait of Belle Isle
-Strait of Canso and Eastern Approaches
-Bay of Fundy
-Halifax Harbour and Approaches
-Placentia Bay
-St. John’s
-Northumberland Strait
-Meridian of 66 W

Estimated time of departure from berth (J) is not required for ECAREG reporting prior to entering the zone. It may be left blank for the purpose of this type of report.

Destination (K) should be the vessel’s First Port of Call in Canadian Waters. The UNLOCODE* or Location Name, or Latitude/Longitude can be used.

Note: *The List of UNLOCODEs, located on tab 5 of the report, also includes a quick reference to Canadian and US locations.

Estimated time of arrival at Destination (L) should be provided in the format as shown while Intended Route of the Ship (M) is a free text field.

Last Port of Call (N) can use the UNLOCODE or Location Name.

Note: UNLOCODEs will be the preferred method for providing Last Port of Call, however the Location Name can be used if necessary.

The Deepest Draught of the Ship (O) is to be provided in meters and the Name of the Canadian or United States Agent (T) should be the company name (not a contact/individual person’s name).

The vessel must select a response related to serious illness or any COVID-19 symptoms on board (U)v.

Additional report information is found in the remaining tabs.

Cargo on Board

The second tab gathers information pertaining to Cargo on Board (P). Vessels shall list the type and amount of any cargo or dangerous goods on board or carried on a vessel/barge being towed or pushed. If carrying dangerous goods, the IMO Class field must also be completed using the drop-down menu. Any additional information can be entered in the free-text Remarks field.

Note: “Other Hazardous Cargo” should be selected for the Dangerous Good type for IMO specific cargo (i.e.. container vessel IMO cargo).

Defects and Discharges

Defects and Discharges (R,S) – information shall be provided as per RAMN:

any defect in the ship's hull, main propulsion systems or steering systems, radars, compasses, radio equipment, anchors or cables;”

any discharge, or threat of discharge, of a pollutant from the ship into the water, and any damage to the ship that may result in the discharge of a pollutant from the ship into the water”

Note: Please ensure that both Defects (R) and Discharges (S) are completed on this tab.

If Defects are to be reported, check yes and include them in the report by using the “Select a Defect” drop-down menu with remarks.

Discharges must be indicated by selecting “Yes” and including any additional information.

If there are no defects or discharges to report, the vessel must indicate “No” for each of these options.

Certificate Expiry Dates

Vessel Certification Expiry Dates (U)

All applicable certificate expiry information shall be included based on the type of vessel.

If the vessel provides an incorrect or out of date expiry for a certificate, the form will indicate “Expired” to the right of the date.

MCTS may request a copy of certificates on behalf of Transport Canada when required.

List of UNLOCODEs

The vessel may refer to UNLOCODE tabs for information related to destinations or locations in Canadian waters or in the United States. Some common United States last port locations have also been included.

Using the UNLOCODE may reduce misspelled location names, using the wrong location with a similar name, or using a location of the same name but in a different province or territory.

More UNLOCODEs can be found online at:

https://unece.org/trade/cefact/unlocode-code-list-country-and-territory

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