POLREP Instructions

The following text gives a detailed explanation of contents of the POLREP form. Modified from Chapter 5 of the Bonn Agreement Counter Pollution Manual.

For oiled wildlife specific information, see rows 53-39.

DTG (day time group) Day and time of drafting the message (DTG). Always 6 figures. Can be followed by month indication. The DTG can be used as a reference.
POLREP

BONN AGREEMENT/

NORDIC/BALTIC/

DENGER/NETHGER/ DENGERNETH

This is the identification of the report. “POL…” indicates that the report might deal with all aspects of pollution (oil as well as other harmful substances). “…REP” indicates that this is a report on a pollution incident. It can contain up to 3 main parts:

 

PARTS I,II AND III OF THE FORM Part I (POLWARN) is an initial notice (a first information or a warning of a casualty or the presence of oil slicks or harmful substances. This part of the report is numbered from 1 to 5.

Part II (POLINF) is a detailed supplementary report to Part I. This part of the report is numbered from 40 to 60.

Part III (POLFAC) is for requests for assistance from other Contracting Parties, as well as for operational matters in the assistance situation. This part of the report is numbered from 80 to 99.

“BONN AGREEMENT” is for identifying the Agreement in question (other code words “NORDIC” for the Copenhagen Agreement 1971, “BALTIC” for the Helsinki Convention 1974, “DENGER” for the Danish German Joint Maritime Contingency Plan 1982 and “NETHGER” for the Netherlands-German Joint Maritime Contingency Plan 1990).

Parts I, II and III can be transmitted in one single report or separately. Furthermore, single figures from each part can be transmitted separately or combined with figures from the two other parts.

Figures without additional text should not appear in the POLREP.

When Part I is used as a warning of a serious threat, the message should be headed with the transmission priority word “URGENT”.

All POLREPs containing ACKNOWLEDGE numbers (5, 60 or 99) should be acknowledged as soon as possible by the competent national authority.

POLREPs should always be terminated by a message from the reporting State indicating that no more operational communication on that particular incident can be expected.

DK 1/1 It should be possible to identify every single report and the receiving agency should be in a position to check whether all reports of the incident in question have been received. This is done by using a nation-identifier (DK, FR, UK, etc) followed by a stroke system, where the number before the stroke indicates the pollution to which the report refers and the number following the stroke indicates the actual number of reports which have been originated on the pollution in question. POLREP BONN AGREEMENT DK 1/1 thus indicates the 1st report from Denmark of the pollution in question in Bonn Agreement region.

POLREP BONN AGREEMENT DK 1/2 will, in accordance with the described system, then indicate the second report from the same pollution.

If the pollution caused by the incident splits up into clearly defined patches – in this example two – the wording POLREP BONN AGREEMENT 1 now splitting into POLREP BONN AGREEMENT 2 and POLREP BONN AGREEMENT 3, should be indicated in the last report in the incident identified by number 1 preceding the stroke.

The first reports on the two patches originating from the incident first reported will then be numbered POLREP BONN AGREEMENT DK 2/1 and POLREP BONN AGREEMENT DK 3/1, and consecutive numbers after the stroke could then be used.

1          DATE AND TIME

 

The day of the month as well as the time of the day when the incident took place or, if the cause of the pollution is not known, the time of the observation should be stated using 6 digits. Time should be stated as GMT, for example 091900z (i.e. the 9th of the relevant month at 1900 GMT).
2          POSITION

 

Indicates the main position of the incident and longitude in degrees and minutes, and may in addition give the bearing of and the distance from a location known by the receiver.
4          OUTFLOW

 

The polluting substance, such as CRUDE OIL, CHLORINE, DINITROL, PHENOL as well as the total quantity in tonnes of the outflow and/or the flow rate, and the risk of further outflow should be mentioned. If there is no pollution, but a threat of pollution, the words NOT YET followed by the substance (for example NOT YET FUEL OIL) should be stated.
5          ACKNOWLEDGE

 

When this number is used, the message (email or telefax) should be acknowledged as soon as possible by the competent national authority.
40        DATE AND TIME No. 40 relates to the situation described in numbers 41 to 60 if it varies from number 1.
41     POSITION AND/OR EXTENT OF POLLUTION ON/ABOVE/ IN THE SEA

 

Indicates the main position of the pollution in degrees and minutes of latitude and longitude, and may in addition give the distance and bearing of some prominent landmark known to the receiver if other than indicated in number 2. Estimated amount of pollution (e.g. size of polluted areas, number of tonnes of oil spilled if other than indicated in number 4, or number of containers, drums lost).

Indicates length and width of slick given in nautical miles if not indicated in number 2.

42     CHARACTERISTICS OF POLLUTION

 

Gives type of pollution, e.g. type of oil with viscosity and pour point, packaged or bulk chemical, sewage. For chemicals, the proper name or United Nations number, if known, should be given. Appearance, e.g. liquid, floating solid, liquid oil, semi-liquid sludge, tarry lumps, weathered oil, discolouration of sea, visible vapour should also be given as well as any markings on drums, containers.
43     SOURCE AND CAUSE OF POLLUTION

 

Indicates the source of pollution e.g. from vessel or other undertaking. If from vessel, it should be notified whether the pollution is a result of a deliberate discharge or casualty. If the latter, a brief description should be given. Where possible the name, type, size, call sign, nationality and port of registration of polluting vessel should be mentioned. If the vessel is proceeding on its way, course, speed and destination should be indicated.
44     WIND DIRECTION AND SPEED Indicates wind direction and speed in degrees and in m/sec. The direction always indicates from where the wind is blowing.
45     CURRENT DIRECTION AND SPEED AND/OR TIDE

 

Indicates current direction and speed in degrees and knots and tenths of knots. The direction always indicates the direction in which the current is flowing.
46     SEA STATE AND VISIBILITY Sea state indicates the wave height in metres. Visibility should be indicated in nautical miles.
47        DRIFT OF POLLUTION Indicates drift course and speed of pollution in degrees and knots or tenths of knots. In cases of air pollution (gas cloud), drift speed should be indicated in m/sec.
48     FORECAST OF LIKELY EFFECT OF POLLUTION AND ZONES AFFECTED Results of mathematical models could indicate e.g. arrival on beach with estimated timing.
49     IDENTITY OF OBSERVER/ REPORTER

IDENTITY OF SHIPS ON SCENE

Identifies who has reported the incident. If it is a ship, the name, home port, flag and call sign must be given.

Ships on-scene could also be indicated under this item by name, home port, flag and call sign, especially if the polluter cannot be identified and the spill is considered to be of recent origin.

50        ACTION TAKEN Mentions action taken for the disposal of the pollution.
51     PHOTOGRAPHS OR SAMPLES Indicates if photographs or samples from the pollution have been taken. Contact numbers (including telephone, email address, telefax and telex numbers as appropriate) of the sampling authority should be given.
52     NAMES OF OTHER STATES AND ORGANISATIONS INFORMED
53 – 59 SPARE FOR ANY OTHER RELEVANT INFORMATION:

e.g. results of sample or photographic analysis, results of inspections or surveyors, statements of ship’s personnel.

THIS IS WHERE INFORMATION RELATING TO OILED WILDLIFE SHOULD BE INCLUDED

60   ACKNOWLEDGE When this number is used, the telex/telefax/email should be acknowledged as soon as possible by the competent national authority.
80   DATE AND TIME No. 80 is related to the situation described below, if it varies from numbers 1 and/or 40.
81   REQUEST FOR ASSISTANCE

 

Type and amount of assistance required in form of:

–       specified equipment

–       specified equipment with trained personnel

–       complete strike teams

–       personnel with special expertise

with indication of country requested

82   COST

 

Information on cost of delivered assistance to be notified to requesting country.
83   PRE-ARRANGEMENTS FOR THE DELIVERY OF ASSISTANCE

 

Information concerning customs clearance, access to territorial waters in the requesting country.
84   TO WHERE ASSISTANCE SHOULD BE RENDERED AND HOW

 

Information concerning the delivery of the assistance, e.g. rendezvous at sea with information on frequencies to be used, call sign and name of Supreme On-Scene Commander of the requesting country or land-based authorities with contact numbers (including telephone, email address, telefax and telex numbers as appropriate) and contact persons.
85   NAMES OF OTHER STATES AND ORGANISATIONS Only to be filled in if not covered by number 81, e.g. if further assistance is later needed by other States.
86   CHANGE OF COMMAND

 

When a substantial part of an oil pollution or serious threat of oil pollution moves or has moved into the zone of another Contracting Party, the country which has exercised the supreme command or the operation may request the other party to take over the supreme command.
87   EXCHANGE OF INFORMATION

 

When a mutual agreement has been reached between two parties on a change of supreme command, the country transferring the supreme command should give a report on all relevant information pertaining to the operation to the country taking over the command.
88 – 98

 

SPARE FOR ANY OTHER RELEVANT REQUIREMENTS OR INSTRUCTIONS
99   ACKNOWLEDGE

 

When this number is used, the message (email or telefax) should be acknowledged as soon as possible by the competent national authority.