APPENDICES

APPENDIX 1 AN EXAMPLE OF AN AGREEMENT WITH A FISHERY OBSERVER AGENCY

The following agreement was developed for an observer programme to be managed by an agency. The agreement is between the government's Ministry of Fisheries and the agency. As a model it can be adapted for any observer programme that will be managed by a private company or semi-private body such as a government agency.

1. PRELIMINARY PROVISIONS

1.1 Preamble

a) This Agreement is between the Fisheries Observer Agency (hereafter referred to as the Agency) established under Section [III] of the Marine Resources Act of the Ministry of Fisheries (hereafter referred to as the Ministry). This document contains details of the services to be provided by the Agency to the Ministry and describes the policy, operational and resource framework within which the Agency will operate.

b) This Agreement contains several annexes* providing detailed information and elaborations of provisions in the Agreement, which shall have the same status as if they were part of the main body of the Agreement. In the event that a conflict arises between the terms of the Agreement and the terms of the annexes, the annexes shall be subordinate to the Agreement.

* Annexes are not included in this example, but references are left to the type of annexes that may be useful.

1.2 Definitions

In this Agreement, unless the context indicates otherwise

"Act" means the Marine Resources Act;

"Agency" means the Fisheries Observer Agency established under the Act, Section 5;

"Agreement" means this Agreement and as referred to in Section 7 of the Act;

"annual plan" means a plan prepared by the Agency on an annual basis setting out the Agency's activities for the coming year and the resources required to carry out those activities;

"board" means the management board of the Agency as contemplated in Section 11 of the Act;

"bycatch" means any marine resource harvested in an attempt to harvest a different marine resource;

"chief executive officer" means the chief executive officer of the Agency;

"CEO" means the chief executive officer of the Agency;

"fisheries inspector" means a person designated as a fisheries inspector under the Act, Section 3;

"fisheries observer" means a person appointed by the Agency to carry out the functions specified in the Agreement and as appointed under Section 7 of the Act;

"Fisheries Observer Fund" means the Fisheries Observer Fund established under the Act, Section 346;

"Fisheries Observer Management Unit" shall mean the fisheries observer management unit established by the Agency;

"Minister" means the Minister responsible for fisheries;

"Ministry" means the Ministry responsible for fisheries;

"National waters" means the internal waters, the territorial sea, the contiguous zone and the exclusive economic zone of the country of this agreement and includes the sea bed up to the high water mark;

"Permanent Secretary" means the Permanent Secretary of the Ministry;

"staff member" means a staff member as defined in the Public Service Act;

"strategic plan" means a plan prepared by the Agency, setting out the Agency's long term plans and objectives;

2. STATUS AND LEGAL FRAMEWORK

2.1 Formal status

a) The Fisheries Observer Agency (Agency) has been established under the Ministry of Fisheries Marine Resources Act (the Act).

2.2 Legal framework

a) The Agency is an organization established by the Minister of Ministry of Fisheries ("the Minister") as a juristic person.

b) The Agency shall operate to the Ministry in accordance with the Act and this Agreement.

c) The Agreement will be reviewed annually, and subject to the agreement between the Minister and the Management Board of the Agency (the Board).

3. FUNCTIONS, SERVICES AND LOCATION

3.1 Functions of the Agency

The functions of the Agency are to:

a) provide fisheries observers to perform the tasks enumerated in Section 6(1) of the Act and listed in Annex 1 to this Agreement for the benefit of the Ministry;

b) provide appropriate expertise and facilities to train observers; and

3.2 Services to be provided by the Agency

The Agency shall:

a) undertake independent observations of the harvesting of marine biological resources in National waters as required by the Ministry;

b) complement the Ministry's monitoring, control, surveil lance and scientific activities through the provision of prompt and accurate information;

c) provide appropriate expertise, facilities and logistical support to recruit, employ, deploy, supervise, train and discipline fisheries observers; and

d) deliver observer services on a commercial basis to organizations managing marine biological resources outside National waters and established by an agreement to which the country is a party.

3.3 Performance Standards for the Agency

The Agency shall:

a) provide observations of the harvest of marine biological resources in an economical, effective and efficient manner, and maintain or improve the quality of service to customers;

b) assure the highest standards for observer activities and information quality and implement and maintain appropriate rigorous quality control procedures; and

c) achieve annual performance and financial targets as set by the Minister.

4. STRUCTURE OF THE AGENCY

4.1 General structure

The Agency shall be composed of three entities: a governing body known as the Management Board, the Fisheries Observer Management Unit (FOMU) and the Ministry Liaison Group.

4.2 The Management Board

a) The function of the Management Board shall be to monitor the performance of the Agency and identify and act upon the need for any corrective action.

b) The Management Board shall consist of six persons appointed by the Minister in accordance the Act.

4.3 The Fisheries Observer Management Unit (FOMU)

a) The function of the FOMU shall be to perform the day-to day tasks required to fulfil the function of the Agency, including:

i. the recruitment, selection, employment, supervision, training, outfitting, deployment and remuneration of all sea-going personnel;

ii. the collection, collation, management, storage and retrieval of data and information resulting from at-sea observations by fisheries observers, including violations, and

iii. the maintenance of personnel records for the management and administration of observer deployments and payroll, and the monitoring of coverage levels of individual vessels and the fishery.

a) There shall be a chief executive officer (CEO) of the Agency who shall be responsible to the Management Board for the management, function and development of the FOMU.

b) The CEO shall be appointed by the Board in consultation with the Minister, through open competition.

4.4 The Ministry Liaison Group

a) The Minister shall form a Liaison Group represented by Ministry staff in the fields of both compliance control and resource management.

b) The function of the Liaison Group shall be to have regular contact with the FOMU to receive data and information as specified in the annual plan and to assist the FOMU in any technical areas where assistance is needed.

5. HUMAN RESOURCES OF THE FOMU

5.1 The Chief Executive Officer of the Agency

a) The CEO of the Agency:

i. shall provide such services as may be specified in the Agreement;

ii. shall ensure the achievement of the key performance and financial targets;

iii. is responsible for the development, achievement and reporting of annual and strategic plans;

iv. is responsible for the development and operation of accounting and management information systems;

v. is responsible for the maintenance of records, preparation and circulation of agendas, and all other arrangements required for meetings of the Management Board;

vi. may, with the approval of the Board, implement such changes to the organisation of the Agency as he or she may consider necessary to maintain and improve its operating efficiency and overall performance;

b) The CEO has full responsibility in matters relating to decisions on individual employees of the FOMU (whether matters relating to the appointment, promotion, demotion, transfer, disciplining, or the cessation of the employment of any employee, or other matters). In such matters the final line of appeal shall be to the Management Board.

c) Discharges require ratification by the Management Board.

d) The CEO must act in accordance with the Labour Act.

e) The CEO shall ensure required and appropriate agreements, rules and arrangements exist with Agency to ensure discipline is maintained within an environment conducive to good and harmonious human relations.

f) The CEO shall negotiate with individuals and organised labour organizations within the terms of reference specified from time to time by the Management Board.

g) The CEO shall ensure that the pay and grading systems of FOMU staff and fisheries observers meet the needs of the business and are in line with both commercial practice and the capacity of Agency to pay.

h) The CEO shall seek the effective management and development of staff.

i) The CEO shall maintain such personnel records as required by the Management Board and Ministry. Such records shall remain confidential apart from statistical requirements needed by the Ministry and agreed by the Board.

5.2 Accounting Officer

a) The CEO is designated as the Accounting Officer (AO) for the Agency and is responsible to the Board for the Agency's financial actions and operations.

b) The AO must provide adequate financial systems and procedures to promote the efficient and economical conduct of the Agency business and to safeguard financial propriety and regularity.

c) The AO is responsible for the timely production of data required by the Ministry, the Ministry of Finance and the Auditor General for the budget estimates, appropriation accounts and audit purposes. The AO shall expect reasonable notice of such requirements.

5.3 Other staff

a) The CEO shall be supported by a management team of technical, administrative, financial, scientific and clerical staff that shall collectively make up the FOMU.

b) Fisheries observers form the sea going work force of the Agency.

5.4 Training of fisheries observers

a) The Ministry Liaison Group will approve all training courses for fisheries observers.

b) Annual plans for training courses will be provided in the Annual Plan.

c) The Agency will cover all costs related to observer salaries and insurances for the duration of training courses.

d) The Agency will cover all costs related to training equipment.

e) The Agency will cover all costs related to their management unit staff when involved in the training of observers.

6. AUTHORITY AND ACCOUNTABILITY

6.1 The Minister

The Minister shall, in accordance with the Act:

a) determine the overall policy within which the Agency shall operate;

b) approve the Agency's annual budget by the 30th September of each year for the coming financial year;

c) review the Agreement on an annual basis;

d) approve the annual plan, the annual report, the annual budget and the strategic plan submitted to him or her by the board in accordance with the Act; and

e) review the report on the auditing of financial statements of the Agency.

6.2 The Management Board

a) The Management Board shall be accountable to the Minister for ensuring implementation of the Agreement.

b) Meetings of the Board shall be held at least every three months.

c) The Management Board shall approve and submit an annual report, an annual plan and a strategic plan to the Minister in accordance with Section 5 of this Agreement.

d) The Management Board is the final point of appeal in any disciplinary matter or point of dispute in matters relating to Agency personnel.

6.3 The CEO

a) The CEO shall, subject to the directions of the Board and to the Agreement, be responsible to the Board for the efficient, effective, and economical management of the activities of the FOMU.

b) As part of the responsibility outlined in (a) above, the CEO shall ensure maintenance of the following Standards of Service, particularly with respect to the members of the fishing industry, on whose vessels the Agency's observers shall be deployed:

i. The aim of the Agency will be to provide the Ministry with the most effective and efficient services for observing and harvesting of marine biological resources under the provisions of the Act.

ii. The conduct of all parties on board the vessel during the period of deployment of an Agency observer shall be covered by a Letter of Agreement between the observer and the master of the vessel. The Letter shall have the effect of a legal contract between the Master of the fishing vessel, the owner/operator of the fishing vessel and the Agency.

iii. All scientific and fishery data obtained by the Agency observer on board a vessel will remain secure and confidential and will not be identifiable to the vessel once entered and stored in the relevant databases kept by the Ministry.

iv. The observer shall not divulge any fishery information which may be regarded as commercially confidential, such as might give a competing vessel an advantage, unless he or she is specifically requested to do so by an Inspector, and then the information shall only be given to the Inspector or similarly designated office of the Ministry.

v. As far as possible, the language used for any communication between the master of the vessel and the observer or between observers or the observer and shore shall be English. In the case of doubt as to the exact meaning in translation to any other language, then the common meaning in English shall prevail.

vi. All questions and concerns raised by fishing industry representatives relating to the work of the Agency and the Observer Programme shall be addressed in the first instance to the CEO of the Agency. The CEO shall establish a response procedure for addressing grievances raised by the industry representatives that is acceptable to both the Agency and the fishing industry. Details of this grievance procedure shall be included in the protocol to be established by the CEO between the Fisheries Observer Agency and the vessel owners/operators on which the Agency observers are deployed.

c) Maintenance of the Standards of Service listed in (b) above, shall be mediated through the Protocol between the Fisheries Observer Agency and the vessel owners/operators on which the Agency observers are deployed.

6.4 The Ministry Liaison Group

a) The Liaison Group shall be the Agency's first point of contact with the Ministry on day-to day queries or issues related to the operations of the FOMU.

7. FINANCIAL PLANNING AND CONTROL

7.1 Financial year

a) The Agency Financial Year shall commence on 1 April and end on 31 March of the ensuing year.

7.2 Financial Provision and Principles

a) The finance for the operation of the Agency will be from monies paid into the Fisheries Observer Fund, as established under the Act.

b) Direct appropriation support will be paid into the Fisheries Observer Fund on 1st April each year.

c) The CEO will be responsible for the management of the Fisheries Observer Fund.

d) The CEO is authorised to access overdraft facilities to a limit defined and agreed to in the Annual Plan. Management Board or Ministerial approval is not required to access this facility but the CEO will address the use of this facility in his routine reports to the Management Board.

e) Long term borrowing commitments (exceeding the limit above) may not be entered into without approval of the Minister and the Minster of Finance.

f) The CEO is free to conduct the Agency financial affairs within the annual and strategic plans, as approved by the Minister.

g) The CEO, may delegate his or her authorities under this provision in writing to appropriate named individual staff.

h) The CEO may authorise current expenditure of an unlimited amount within the agreed parameters in the approved Annual Plan.

i) The CEO may authorise capital expenditure of any amount that has been formally authorised by the Management Board.

7.3 Internal Audit and Management Inspection

a) The CEO shall be responsible to the Management Board for ensuring that prudent and correct financial management is practised so that the Agency's financial and operational future is secured.

b) The CEO shall be responsible for commissioning the internal audit and management inspection services required to ensure the proper and efficient conduct of the Agency's affairs and to discharge his or her responsibilities as Agency Accounting Officer. These services shall comply with the objectives, standard and practices laid down by the State Finance Act.

c) The audited Annual Accounts will be prepared by 1st June following the end of the Financial Year and submitted to the Minister.

7.4 Financial accounting and statements

a) The Agency shall keep proper accounts and records of all moneys received or expended by it, and of all assets, liabilities and financial transactions.

b) The accounts and records of the Agency shall:

i. be audited annually by a person registered as an auditor in terms of the Public Accountants' and Auditors' Act and approved by the Auditor-General; and

ii. be approved by the Agency at its annual general meeting.

c) The CEO shall present the previous quarters management accounts to the Board at each of its meetings held.

8. MEETINGS, REPORTING AND PLANNING

8.1 Meetings

a) There will be two meetings per year between the Minister, the Management Board and the CEO, the dates for these meetings will be agreed by all parties at the previous meeting within the constraints identified below:

i. The Planning Meeting to approve the annual plan and budget shall be held between 1 January and 31 March annually; and

ii. The Reporting Meeting, at which the Minister will discuss and approve the Annual Report and review the Agreement with the CEO and Management Board, shall be held annually within 30 days of the receipt of the Annual Report by the Minister.

8.2 The Strategic Plan

a) The Management Board shall approve and submit annually to the Minister a five-year rolling strategic plan that sets out the strategic goals and plans of the Agency for the following five years.

b) The strategic plan shall be rolled forward and updated each year and will form the agreed basis for Agency's detailed planning. It will also provide a framework for monitoring progress against longer-term objectives and targets.

c) The strategic plan shall be submitted on or before the 31st December each year and include the following:

i. the strategic goals and objectives of the Agency with reference to the fulfilment of the role of the Agency as provided for in this Agreement;

ii. reference to the strategy for training and career development plans for observers and other staff; and

iii. reference to the strategy for capacity building.

8.3 The Annual Plan

a) The Management Board shall approve and submit an annual plan to the Minister that sets out the work that the Agency will do in the coming year and the resources it will need to do that work. This plan shall be submitted on or before 31 December each year and shall include the following;

i. key annual performance and financial targets as set by the Minister;

ii. further targets for the year related to the requirements of this Agreement;

iii. an annual work plan describing how the Agency plans to meet these targets;

iv. the annual budget stating the resources required to achieve these targets, including the scale of remuneration, allowances, and benefits for the observers and other staff;

v. a review of the level of charges payable

8.4 The Annual Report

a) The Management Board shall approve and submit an annual report to the Minister on the functioning of the Agency.

b) The Annual Report shall be submitted to the Minister as soon as possible, but not later that three months after the end of each financial year.

c) The Annual Report shall include audited financial statements of the Agency and a report of the auditor on those statements and a report on its activities during that financial year.

d) The report of the Agency's activities during the financial year shall include:

i. reporting on the overall progress related to the approved strategic plan;

ii. reporting on the specific progress related to the approved key annual performance and financial targets; and

iii. reporting on the outputs related to the approved annual workplan;

9. TERM, REVIEW AND AMENDMENT OF THE AGREEMENT

9.1 Term of the Agreement and termination

a) This Agreement shall be effective as of the date of its execution by the Ministry and the Agency, and shall have a fixed term of five years from the effective date.

b) This Agreement shall terminate prior to the fixed term upon the occurrence of any of the events listed below:

i. the Minister and the Board agree in writing to terminate this Agreement;

9.2 Review of the Agreement

a) The Minister, in consultation with the Board and the CEO, will review this Agreement annually in the Reporting Meeting.

b) Subject to agreement between the Minister and the Board, the Agreement may be renewed after five years for a further period of five years.

9.3 Amendment

a) All amendments to this Agreement shall be subject to agreement between the Minister and the Board.

b) Amendments to the annexes attached to this Agreement shall be subject to agreement between the CEO and the Management Board.

c) The Minister shall be advised of all amendments to the annexes attached to this Agreement.

10. ANNEXES

The following annexes are not attached to this agreement but they give examples of the types of annexes that should be considered in an agreement such as this:

• Code of Conduct for Observers

• Operational and performance criteria for the Agency

• Staffing structure, staff responsibilities and service conditions

• Health and safety of observers

• Guidelines for training fisheries observers

• Financial procedures and funding of the Agency

APPENDIX 2 AN EXAMPLE OF TRAINING AND PERFORMANCE STANDARDS FOR OBSERVERS

The following training and performance standards have been developed for an observer programme with four levels of observers, namely: training observers, observers, senior observers and chief observers.

Observers accepted as trainee observers

a) Observers accepted as trainee observers following initial screening of candidate applications and qualifications shall perform at a minimum to the following standard. Trainee observers shall:

i. be able to review the vessel's Fishing License and other documentation upon boarding, and understand all sections thereof that are relevant to his or her work;

ii. be able to check the validity and accuracy of the data contained in the fishing log at least daily and countersign the fishing log to confirm that this has been done;

iii. understand navigational and position information with respect to each fishing operation or transit between operations;

iv. be able to identify target species and more common by-catch species accurately;

v. understand the definitions and regulations in place regarding discarding and high-grading of fish and the application of those regulations aboard a fishing vessel;

vi. be familiar with the type and construction of fishing gear used and measure and otherwise take note of any special meshes or attachments to the gear which may affect its performance in use;

vii. be able to bring any issue or discrepancy to the attention of the Master or Officer on Watch in simple language and if necessary report the issue or discrepancy to the observer programme;

viii. accurately record data from observations of the fishing log, the fishing operation and processing activities on a timely basis throughout the observed trip and record important features of the vessel's operation on the appropriate forms; and

ix. complete the Observer Daily Report as required.

Observers attaining the rank of observer

a) In addition to the performance standards for trainee observers, observers shall:

i. understand the basic biological and economic reasons behind fisheries management and the requirement for Monitoring, Control and Surveillance (MCS);

ii. understand the role of observers in the fisheries management process;

iii. be familiar with the Law and relevant sections of the Act and regulations as they affect the fishing operation;

iv. understand how the licensing arrangements are made;

v. record accurately catch and effort data from observations of the fishing log, the fishing operation and processing activities on a timely basis throughout the trip;

vi. be able to take length measurements from random samples of designated species and record the data correctly as required;

vii. understand the importance and relevance of commercial sampling;

viii. be able to complete appropriate forms correctly as required;

ix. observe at least 70% of the stations if working alone, except under extraordinary circumstances of injury or illness; and

x. observe at least 90% if two observers are working together, except under extraordinary circumstances of injury or illness.

Observers attaining the rank of senior observer

a) In addition to the performance standards for observers, senior observers shall:

i. be able to collect more advanced biological data and samples in up to 50% of the sets observed;

ii. determine the sex of commercial species and collect data on fish sex;

iii. collect otoliths and/or other hard parts for aging studies from designated species, and correctly store and label these;

iv. estimate more accurately the whole catch composition by weight and percentage as hauled on board for a variety of fishing vessels;

v. estimate composition of bycatch;

vi. estimate discards;

vii. take samples from crustacean species for size and sex and maturity data;

viii. take length/weight measurements, as required;

ix. store samples and data, as required;

x. complete sampling forms as appropriate;

xi. record environmental data, as required; and

xii. be more familiar with the instruments used for navigation, communication and fish-finding on a typical fishing vessel, as required.

Observers attaining the rank of chief observer

a) In addition to the performance standards for senior observers, chief observers shall:

i. be able to take more advanced biological samples and data, including fish maturity stages, fish gonado-somatic-index (GSI), stomach samples or parasite collection and/or counts and sampling for special research projects.

APPENDIX 3 OCCUPATIONAL STANDARDS - EXAMPLE OF AN OCCUPATIONAL UNIT

This is an example from an observer-training course to show how an occupational standard is developed.

UNIT 1: COLLECT RESEARCH SAMPLES AND DATA

Element 1.1: Collect research samples of commercial harvest.

Performance Criteria:

• Sampling strategies are correctly applied for different commercial species in different situations.

• Random sampling is used to collect research samples that are representative of the harvest.

Element 1.2: Determine length/weight relationships for different fish species.

Performance Criteria:

• Selective sampling is used to collect representative samples to determine length/weight relationships.

• Total and/or caudal length and weight of individual fish are determined accurately.

• Length and weight data are used to determine length/weight relationships.

• Harvest data for each sample are recorded accurately.

Element 1.3: Determine sex ratio's of various marine organisms.

Performance Criteria:

• Random sampling is used to determine sex ratios of various marine organisms.

• Organisms are sexed using appropriate methods.

• Harvest data for each sample are recorded accurately.

Element 1.4: Classify the gonad development of fish.

Performance Criteria:

• Random samples of various species are collected.

• Gonads are identified correctly.

• Gonads are classified as immature, ripe or spent.

• Harvest data for each sample are recorded accurately.

APPENDIX 4 PAGES FOR A FISHERY OBSERVER RECORD BOOK

The following pages are examples from a Fishery Observer Record Book:

APPENDIX 5 A GENERIC CODE OF CONDUCT FOR FISHERY OBSERVERS

The following code of conduct for observers can be adapted to suit the circumstances of any programme:

ON BOARDING

a) Observers shall, as soon as possible on boarding a vessel, present their identifications to the Master of the vessel and complete any formalities needed for joining the vessel. They will ensure that they understand the emergency procedures on board.

CONDUCT ON BOARD VESSELS

a) Observers shall develop a diligent and professional working routine as soon as possible on boarding the vessel.

b) Observers must maintain their independence at all times and must report any attempt to compromise or harass them. Observers shall not accept bribes in money or kind for neglect of duty or any other act deleterious to their proper duties.

c) Observers shall ensure that they do not hinder or interfere with the proper functioning of the vessel for fishing or navigation purposes and shall respect the safety and sanitary rules of the ship.

d) Observers shall attempt at all times to have a professional and courteous relationship with the Master and Crew and shall respect their private property and living space. Observers shall also endeavour to be clean and dress in an appropriate manner for the conditions and working or living space.

e) Observers are not law enforcement officers but will be firm, fair and tactful in giving official notice to the Master, Captain and/or any member of the crew.

f) Observers shall refrain from using bad language, exhibiting bad behaviour and making public complaints about other persons on board the vessel or on shore and shall not have sexual relations whilst on board. Observers should attempt to walk away from arguments or confrontations.

g) Observers shall not drink alcohol on board the vessel or smoke in areas where this is forbidden, and where or when requested not to smoke.

RESPECT FOR PROPERTY AND CONFIDENTIALITY OF INFORMATION

a) The observers will respect all property and equipment on board the vessel, including documents and logs and plans of the vessel.

b) Observers shall not discuss fishing information, ship's position or vessel details over the radio unless specifically requested by a Fisheries Inspector or other authorised Officer.

c) Observers shall ensure that data and information collected whilst on board are kept secure and confidential at all times and will not be discussed with the Fishing Master, Captain or Crew, but only at the official de-briefing.

ON ARRIVAL IN PORT

Observers shall wait on board in order to brief the Inspector who will oversee the unloading of the catch.

APPENDIX 6 SAFETY

1. BASIC LEVEL OF COMPETENCE EXPECTED OF OBSERVERS

The International Convention on Standards of Training, Certification and Watch-keeping for Seafarers was adopted by the IMO in 1978 and was revised in 1995. The Convention and associated Safety Codes (STCW-95 and STCW-F) establish minimum requirements for all personnel on board a fishing vessel. All personnel must be able to:

i. communicate with other persons on board on elementary safety matters and understand safety information symbols, signs and alarm signals;

ii. respond appropriately if a person falls overboard, fire or smoke is detected, or the fire or abandon ship alarm is sounded;

iii. identify muster and embarkation stations and emergency escape routes;

iv. locate and don life jackets;

v. raise the alarm and have basic knowledge of the use of portable fire extinguishers;

vi. take immediate action upon encountering an accident or other medical emergency before seeking further medical assistance onboard; and

vii. close and open fire/weather-tight and watertight doors fitted on the particular ship other than those for hull openings.

2. FAMILIARITY WITH THE VESSEL

Each observer must ensure that he/she is aware of the STCW-F recommendations (as given above) and must apply them on each vessel he/she joins. Before departure from the dock, observers will request a tour of the vessel on which they are to be deployed, conducted by the vessel operator or appropriate safety officer, in order to become familiar with:

i. general safety procedures for that vessel;

ii. alarm signals used for each type of emergency and alarm locations;

iii. location and operation of all safety equipment, including fire extinguishers, first-aid kits, life vests, life raft, and communications equipment;

iv. escape routes from accommodations and/or work areas;

v. where to report (muster stations) and procedures; and

vi. identification of the officer in charge of medical treatment.

3. SAFETY PROCEDURES DURING DEPLOYMENT

When working on deck, observers must use good judgement and are required to wear protective clothing, hard hats, boots, and lifejackets at all times. Additionally, observers are required to:

i. participate in all safety drills conducted;

ii. respect safety and sanitary rules of the ship and not compromise these by his/her actions;

iii. use a safe vantage point and takes adequate precautions while on deck to view the deployment or retrieval of gear, any gear handling procedures, or other activities of the vessel, as required;

iv. ensure that adequate precautions are taken when working in any processing or storage area to which they have access;

v. not operate any machinery on deck or in the fish factory under any circumstances and not become involved under any circumstance if problems with gear arise during any operation;

vi. not work on the trawl deck of a stern trawler if the ramp doors are open;

vii. act upon safety advice and any warnings given by the crew during normal or abnormal situations of gear handling.

4. HEALTH REQUIREMENTS

The health of prospective observers should meet the minimum standards of health and fitness as laid down by the Merchant Ships Convention 1976 (ILO No 147) under the requirements of Article 2 (a) (iii) as accepted as equivalent to Medical Examination (Seafarers) Convention 1946 (no. 73). This requires that hearing and sight is satisfactory for the duties to be performed, including no impairment of colour vision.

To ensure prospective observers are physically fit and capable to undertake the tasks of a fishery observer, the programme should consider requiring that they take a medical examination by a qualified physician. In addition to general good health, this examination will be to certify the candidate's ability to:

i. live in confined quarters;

ii. tolerate stress; and

iii. lift and carry heavy items.

The examining physicians shall be made aware of the problems imposed by chronic motion sickness difficulty.

Observers must maintain good health whilst working to prevent fatigue and stress, which can make individuals more susceptible to accidents.

5. OBLIGATIONS OF THE VESSELS

All vessels operating in the fishery will be required to have at least the following certificates and documentation available for inspection by the observer or by the observer programme at any time to demonstrate its seaworthiness:

i. Certificate of Registry, to verify that it is valid and that the marking of the vessel for its identification agree with the name of the Flag State given in the certificate;

ii. Minimum Manning Certificate as issued by the Flag State, to confirm whether or not the vessel is manned accordingly;

iii. in the event that a vessel is built, maintained and operated within the standards of a Classification Society, the certificates issued by that classification society;

iv. documentation demonstrating compliance with SOLAS 1974; and

v. documentation demonstrating compliance with the latest GMDSS, which will be expected under normal operating conditions while carrying an observer.

All vessels operating in the fishery will be required to have the following certificates and documentation available for inspection by the observer or by the observer programme at any time to demonstrate the competence and certifications of its crew:

i. Information on its compliance with requirements under the International Convention on Standards of Training, Certification and Watchkeeping, 1978, as amended in 1995;

ii. information on its compliance with the ILO Fishermen's Competency Certificate Convention, 1966 (No.125) in regards to certification of fishing masters, captains or mates under local or Flag-state regulations as developed or amended under the maritime law of the Flag State; and

iii. a Safety Certificate as issued by the Flag State, which may include safety drills carried out before sailing or on a regular basis.

6. OCCUPATIONAL STANDARD: UNIT FOR PROVIDING FIRST AID

Every observer should have an accredited and valid first aid certificate that complies with the appropriate regulations concerning seafarers. An example of appropriate elements and performance criteria is given below.

1. Element: Assess and respond to an accident situation.

Performance Criteria:

• Alarm is raised.

• Actions appropriate to signs, symptoms and situation is taken.

• Communications are established with sources of assistance.

• Calm is maintained.

2. Element: Treat an unconscious casualty.

Performance Criteria:

• Casualty is positioned correctly and bleeding stopped if necessary.

• Airway is checked and cleared if necessary.

• Breathing is monitored and artificial respiration begun if necessary, using accepted techniques.

• Circulation is monitored and external cardiac massage (ECM) begun if necessary, using accepted techniques.

3. Element: Treat for shock.

Performance Criteria:

• Appropriate treatment is applied to minimise the effects of shock.

• Casualty is positioned to promote recovery and prevent complications.

4. Element: Treat for bleeding.

Performance Criteria:

• Appropriate measures are taken to minimise loss of blood and risk of infection.

• Appropriate action is taken where bleeding is an indication of other injuries.

• Measures are taken to avoid complications.

5. Element: Treat burns and scalds.

Performance Criteria:

• Casualty is removed from source of burn.

• Type and degree of burn is identified correctly.

• Appropriate measures are taken to minimise further damage and to promote recovery.

• Casualty is resuscitated if necessary, using accepted techniques.

• Casualty is treated for shock if necessary.

6. Element: Treat fractures.

Performance Criteria:

• Appropriate measures are taken to minimise further damage and to promote recovery.

• Appropriate treatment is applied as for symptoms and situation.

• Casualty is treated for shock if necessary.

7. Element: Treat hypothermia.

Performance Criteria:

• Casualty is assumed alive even in absence of all vital signs.

• Pulse is checked for at least one minute.

• ECM is applied if required using accepted techniques.

• Appropriate measures are taken to restore normal body temperature.

8. Element: Rescue and transport a casualty.

Performance Criteria:

• Severely injured person is moved from a stabile situation only if there is a danger to life.

• Casualty is lifted and carried using accepted techniques and equipment.

• Casualty with spinal injuries is transported in specified manner.

• Rescuer is operating effectively as part of a team, communicating and acting in response to official instructions.

APPENDIX 7 TRAINING MATERIAL

In the following section examples of training material are given following the system explained in Chapter 3, i.e. one based on vocational learning outcomes and learning tasks divided into short training courses. Sections 1 to 3 show curricula that were developed to train observers in the sampling aspects of their work. These three curricula will take observers from a stage of no sampling ability to an advanced stage of sampling ability.

Sections 4 to 6 provide examples from each of the associated instructors' guides for the above three curricula. These are not complete but will give an idea into how instructors' guides can be set up.

No examples of observer manuals are included as these are very lengthy. But the curricula documents make it clear how to set up chapters to link in with the training courses.

1. CURRICULUM FOR TRAINING OBSERVERS IN THE FIRST LEVEL OF SAMPLING

1.1 Introduction

This curriculum document has been designed for the Observer Sampling Programme (OSP). The OSP trains observers to collect biological information from commercial vessels and to monitor catch and effort data. There are different levels of training for observers within the programme and this document describes the first level of training known as Grade One.

The document outlines learning outcomes and learning tasks that the observer must satisfy in order to achieve the level of a Grade One Observer. It should be used in combination with:

• The Observer Sampling Programme - Grade One Observer Manual; and

• The Observer Sampling Programme - Grade One Instructors Guide.

1.2 The Purpose of the Course

This course is intended to train Fishery Observers to collect and record basic biological and fishery information as required for fisheries management, and to understand the importance thereof.

1.3 Duration and Location

The Grade One course takes place on shore, where lecture and laboratory facilities are available. The course will take five days to complete.

1.4 Certification

Successful candidates will receive a certificate and an observer record book for use at sea.

1.5 Content of the Course

1.6 Examination Method

LEARNING OUTCOME 1: EXPLAIN THE IMPORTANCE AND RELEVANCE OF THE OBSERVER SAMPLING PROGRAMME

LEARNING OUTCOME 2: COLLECT RANDOM SAMPLES FROM COMMERCIAL FISHING VESSEL CATCHES

LEARNING OUTCOME 3: ACCURATELY COMPLETE THE SAMPLING FORMS USED BY OBSERVERS AT SEA

LEARNING OUTCOME 4: IDENTIFY AND MEASURE THE COMMON COMMERCIALLY EXPLOITED MARINE ORGANISMS

LEARNING OUTCOME 5: ACCURATELY COMPLETE ALL TYPES OF FISHERIES LOGSHEETS

LEARNING OUTCOME 6: EXPLAIN THE IMPORTANCE OF FISHERIES MANAGEMENT AND THE ROLE OF OBSERVERS IN THIS

LEARNING OUTCOME 7: DEMONSTRATE AN UNDERSTANDING OF THE LOGISTICAL REQUIREMENTS OF GRADE ONE OBSERVERS

2. CURRICULUM FOR TRAINING OBSERVERS IN THE SECOND LEVEL OF SAMPLING

2.1 Introduction

This curriculum document has been designed for the Observer Sampling Programme (OSP). The OSP trains observers to collect biological information from commercial vessels and to monitor catch and effort data. There are different levels of training for observers within the programme and this document describes the second level of training known as Grade Two. Before an observer can join a Grade Two cruise he or she must have successfully passed the Grade One course and shown the ability to perform the Grade One tasks to an acceptable standard.

The document outlines the learning outcomes and learning tasks that the observer must satisfy in order to achieve the level of a Grade Two Observer. It should be used in combination with:

• The Observer Sampling Programme - Grade Two Observer Manual; and

• The Observer Sampling Programme - Grade Two Instructors Guide.

2.2 The Purpose of the Course

The course is intended to train Fishery Observers to determine the composition of catches and to collect and record biological samples for all commercial species, and to understand the importance thereof.

2.3 Duration and Location

The Grade Two course takes place at sea onboard a research or commercial vessel. The course will last between 5 to 7 days, depending on the logistics of the cruise.

2.4 Certification

Successful candidates will receive a certificate.

2.5 Content of the Course

2.6 Examination Method

LEARNING OUTCOME 1: DEMONSTRATE A FULL WORKING KNOWLEDGE OF THE SKILLS LEARNT AS A GRADE ONE FISHERY OBSERVER

LEARNING OUTCOME 2: CALCULATE AND RECORD THE COMPOSITION OF CATCHES BY WEIGHT AND PERCENTAGE

LEARNING OUTCOME 3: DETERMINE AND RECORD THE INTERNAL AND EXTERNAL ORGANS OF FINFISH, CRABS AND LOBSTER

LEARNING OUTCOME 4: COLLECT SAMPLES OF OTOLITHS FROM FINFISH

LEARNING OUTCOME 5: DESCRIBE THE INSTRUMENTS ON THE BRIDGE OF A VESSEL AS USED FOR FISHING AND NAVIGATION

3. CURRICULUM FOR TRAINING OBSERVERS IN THE THIRD LEVEL OF SAMPLING

3.1 Introduction

This curriculum document has been designed for the Observer Sampling Programme (OSP). The OSP trains observers to collect biological information from commercial vessels and to monitor catch and effort data. There are different levels of training for observers within the programme and this document describes the third level of training known as Grade Three. This grade of training is for the most experienced and successful observers from the Grade Two level. It involves three components:

• Fisheries Management;

• Fishery Module 1; and

• Fishery Module 2.

The document outlines learning outcomes and learning tasks that the observer must satisfy in order to achieve the level of a Grade Three Observer. It should be used in combination with:

• The Observer Sampling Programme - Grade Three Fishery Module Observer Workbook; and

• The Observer Sampling Programme - Grade Three Fishery Module Instructors Guide.

3.2 The Purpose of the Course

The course is intended to train Fishery Observers to collect and record advanced biological, fishery and catch information on a chosen fishery type, as required for the management of this fishery, and to understand the purpose thereof.

3.3 Duration and Location

The practical training in this course will take place during a research survey on either a commercial or research vessel. It will last for at least one week and be supervised by a member of the scientific staff.

3.4 Certification

Successful candidates of all three components at the Grade Three level will receive a certificate

3.5 Content of the Course

3.6 Examination Method

The course is marked out of 100%, with 80% being the pass mark. Ten percent of this mark is for participation and interest in the cruise, 78% is for the accurate completion of the workbook, and 12% is for overall understanding.

LEARNING OUTCOME 1: COMPLETE A FISHING AND ACTIVITY LOG FOR THE VESSEL AND YOUR SAMPLING

LEARNING OUTCOME 2: DEMONSTRATE A WORKING KNOWLEDGE OF THE MANAGEMENT METHODS USED FOR A FISHERY, TYPE TO BE SPECIFIED

LEARNING OUTCOME 3: DEMONSTRATE A WORKING KNOWLEDGE OF THE FISHING AND PRODUCTION METHODS USED FOR A FISHERY, TYPE TO BE SPECIFIED

LEARNING OUTCOME 4: DEMONSTRATE A WORKING KNOWLEDGE OF THE ANATOMY OF THE TARGET SPECIES

LEARNING OUTCOME 5: DEMONSTRATE A WORKING KNOWLEDGE OF THE REPRODUCTIVE SYSTEM OF THE TARGET SPECIES

LEARNING OUTCOME 6: DEMONSTRATE A WORKING KNOWLEDGE OF THE POPULATION STRUCTURE OF THE TARGET SPECIES

4. AN EXAMPLE FROM THE INSTRUCTORS GUIDE FOR THE FIRST LEVEL OF OBSERVER TRAINING

· Random Sampling

· This lesson is very important, and observers must really understand what a random sample is.

· Be sure to study the manual first in Chapter 2 and understand the key concepts.

· Every vessel is different so we are not able to teach the solution to how or where to sample every time. This is why understanding the theory and knowing how to put it into practice is so important.

· Although this lesson covers four learning outcomes, concentrate on the first two; the others can be covered in the afternoon on vessels.

· Try to find examples - e.g. do you select your vegetables randomly or do you select the nice ones? or do you randomly select your boyfriend/girlfriend? what do you randomly select?

· Be sure to stress the vital importance of this to all sampling, and its practical implications.

Indicates an overhead projection sheet that should be displayed

· 03.1

· Read through the learning tasks and be sure everyone understands them.

· In the last lesson you learnt about the OSP and what commercial samples are. Now we will learn about the theory of sampling.

· Ask the observers what they know about random sampling.

· Can any of them define it?

· Use the flipchart or wipe board to record their answers.

· Then use 3.2

· Ask the observers what we are trying to sample at sea.

· They may say the 'fish stock' but the answer is 'the catch'.

· Why do we need a random sample?

· They should note that if the sample is not random then it is not representative but is biased; it therefore can not be used to build correct understanding of the fish stocks and proper advice to the Minister for TAC's.

· Try to use examples in everyday life of representative and non-representative samples, biased or non-biased, random or non-random.

· Get the observers to list on the board problems they may have in collecting a random sample.

· This could include such problems as:

• natural tendencies to select the larger or more colourful looking fish;

• the tendency of fish either in the codend or the holding area to stratify according to their size or buoyancy; or

• the way that sorting by the crew can interfere with a random sample.

· 3.3

· Ask observers if they should choose small or large fish from the pile.

· They should say that they do not choose any fish because all fish must have equal chance of being sampled. They should always take all the fish in a pile or from the conveyor belt.

· Ask observers whether just taking large fish from the top of the pile would lead to a biased or unbiased sample?

· Ask observers how they would choose a good sampling site.

· They should note the need to study the processing of the vessel first, remembering that they need to be near unsorted fish and not in the way of production.

· 3.4

· 3.5

· Check that everyone has understood the associated learning tasks.

5. AN EXAMPLE FROM THE INSTRUCTORS GUIDE FOR THE SECOND LEVEL OF OBSERVER TRAINING

· Biological Sampling 1

· All the information required for this is in the Observer Grade Two Manual - Chapter 3.

· Read through this first and be sure you recognize the main organs of the commercial species.

· The observers do not need to know all the parts of the fish but they must know the basics.

The observers must perform the following tasks.

· Collect a sample of different commercial species from the catch, this should be mainly hake, monk and horse mackerel, if possible.

· Study the external organs of the fish and identify as many as they can and describe their purpose.

· Draw a picture of the fish and label the key organs.

· Cut the fish open and identify the internal organs.

· Draw the internal organs of the fish and label.

You are to check how the observer trainees are doing and guide them through the tasks. They will need help in the sexing of the fish although often some of them will already be familiar with the all the tasks.

For fish anatomy they must be able to identify the following external organs:

1. Dorsal, Caudal, Anal, Pectoral and Pelvic fins
2. Eye
3. Snout
4. Gills
5. Scales
6. Anus

And the following internal organs:

1. Heart
2. Stomach
3. Gonads (testes and ovary)
4. Liver

· Once the above tasks are completed sum up the lesson and tell the observers how they did; let them know that in another lesson they will have a chance to practice with lobsters and crabs.

6. AN EXAMPLE FROM THE INSTRUCTORS GUIDE FOR THE THIRD LEVEL OF OBSERVER TRAINING

For the Grade Three level of training, observers join a research cruise with the fisheries management authority scientists. They assist with the sampling work of the cruise while being trained by the scientists. Observers thus get practical experience, whereas the scientists get to know observers and how they work. It has proved to be a very successful way to train certain observers.

Below are some examples of instructors' notes as used by the scientists in training observers to complete their workbooks.

The purpose of this learning outcome is to familiarise the observer with the overall cruise, and the design of the survey strategy in relation to cruise area, weather conditions, fish caught, etc.

The purpose of this learning outcome is to familiarise the observer with the management methods for a specific fishery. Trainees will have already studied management methods in general but this is an opportunity for them to understand the management regime for a particular fishery in more detail.

The purpose of this learning outcome is to familiarise the observer with the fishing and production methods used within a specific fishery, (type to be specified). Most of the observers will have worked on many vessels within the fishery, and so are already familiar with the methods. A visit to one of the shore factories may be appropriate after the survey to explain further the methods used.

The purpose of this learning outcome is to familiarise the observer with the anatomy of the target species and to learn how to relate this to the habitat and food chain of the species. Try to dissect specimens and have the observers name as many organs as possible. Relate these to both the habitat of the species and the position it holds in the food chain. The outcome will involve both theory and practical work.

The purpose of this learning outcome is to familiarise the observer with the reproductive system of the target species and how to differentiate between different maturity stages. Completion of learning tasks will depend on the availability of fish or crustaceans at different maturity stages. Diagrams and photos can be used as teaching aids.

The purpose of this learning outcome is to familiarise the observer with the population structure of the target species and through this to foster a clearer understanding of data collection needs. Time must be spent to explain the following learning tasks and to assist the observers in drawing the graphs, preferably in a spreadsheet package.

APPENDIX 8 IDENTIFICATION SHEETS FOR OBSERVERS

1. EXAMPLE OF A GENERAL IDENTIFICATION SHEET

2. EXAMPLE OF A SPECIES IDENTIFICATION SHEET USED FOR SAMPLING HAKE

HAKE CHARACTERISTICS:

(Refer to opposite pictures)

The two hakes look very similar except for:

• Anal fins: black for cape hake (M. capensis) and white for deep water hake (M. paradoxus). Only visible in adults.

• Gills: In adult deep water hake (M. paradoxus) there are prominent pigment spots on the tip of gill tubercles, whereas no pigment spots are found on the gill tubercles of cape hake (M. capensis).

Merluccius capensis
Cape hake
HKC

Merluccius capensis (gills - no spots)

Merluccius paradoxus
Deep water hake
HKO

Merluccius paradoxus (gills - with spots)

LENGTH MEASUREMENTS:

Total Lenght: From tip of snout to the end of the tail, to the nearest 1 cm below. E.g. picture below: 50 cm total lenght

FEMALE GONADS:

MALE GONADS:

3. EXAMPLE OF A SPECIES IDENTIFICATION SHEET USED FOR SAMPLING HORSE MACKEREL

HORSE MACKEREL CHARACTERISTICS:

• A marked lateral line of enlarged scales is visible

• These scales are very rough when rubbed from tail towards the head

Trachurus capensis
Horse mackerel
HMX

SEX:

LENGTH MEASUREMENTS:

Total Lenght - From the tip of the snout to the end of the tail to the nearest 1 cm below.

E.g. picture below: 38 cm total lenght.

APPENDIX 9 EXAMPLES OF METHODS FOR ESTIMATION OF CATCH COMPOSITION

1. THE EYEBALL METHOD FOR NET CATCHES

The first method is the 'eyeball' method; this only uses visual estimates rather than any measurements and is a quick way to obtain a rough estimate of catch composition. With practice observers can become fairly accurate with this method. It is always worthwhile to use it to gain experience.

1) Estimate the catch size at the first chance you get to see the catch (when the net arrives on the deck).

2) Then if the fish are emptied onto the deck estimate the total weight again; compare this to the earlier estimate.

3) Note down all the species and an estimate of the percentage of the catch that these make up.

4) Calculate the weight for each species as follows:

total catch weight in kg's = C
species % = S
species weight in kg's = W
C/100 x S = W

5) If the calculation is correct when all the species weights are added up they will be equal to the total catch weight.

Some useful tips:

• Although small fish (especially bright coloured fish) may appear to be all over the trawl, in total they will probably add up to weigh less than expected.

• Obscure colour species like squids often look less than they really are.

2. THE DECK METHOD FOR USE WHEN FISH ARE EMPTIED ON TO THE DECK

1) Estimate the catch size at the first chance you get to see the catch (when the net arrives on the deck).

2) Then if the fish are emptied onto the deck estimate the total weight again; compare this to the earlier estimate. Also check against the fishing masters' figures and estimates after processing.

3) Take random samples from the catch of 3 to 4 baskets. Take each basket from a different place in the pile. If the fish are over 1 tonne wait until the crew start to process the fish before taking the second, third and fourth baskets.

4) Sort the fish by species type and then estimate the percentages of each.

5) Calculate the weight for each species in the total catch by using either the estimated percentages or the calculated ones:

total catch weight in kg's = C
species % = S
species weight in kg's = W
C/100 x S = W

6) If the calculation is correct when all the species weights are added up they will be equal to the total catch weight.

3. THE CONVEYOR BELT METHOD

These notes explain a method useful for vessels with a conveyor belt when it is not possible either to sample the whole catch or easily to weigh samples. It is based on the same concept as the deck system except that baskets of fish are taken at different times in the processing.

1) Estimate the catch size at the first chance you get to see the catch (when the net arrives on the deck).

2) Then if the fish are emptied onto the deck estimate the total weight again; compare this to the earlier estimate. Also check against the fishing masters' figures and estimates after processing.

3) Now decide how often to take a basket of fish to be sure to have a random sample. Normally 3 -5 samples would be taken or once every 2 hours if the catch takes over 10 hours to process. This will also depend on the number of by-catch species, if there are only a few then less samples can be taken but of course if there are lots of different species more samples are needed.

4) Take the first basket of fish and, divide the fish into piles by species type.

5) Take a second basket and continue like this while the trawl is processed.

6) Once all the fish from the different samples are together sort and estimate the percentages of each.

7) Calculate the weight for each species by using either the estimated percentages or the calculated ones:

total catch weight in kg's = C
species % = S
species weight in kg's = W
C/100 x S = W

8) If the calculation is correct when all the species weights are added up they will be equal to the total catch weight.

4. AN EXAMPLE OF THE CATCH COMPOSITION CALCULATION

Estimate total catch = 2400kgs = C

APPENDIX 10 EXAMPLES OF USEFUL FORMS FOR LOGISTICAL MANAGEMENT

1. REQUEST FOR FISHERY OBSERVER

This form is useful if the fishery requires vessels to take an observer or to report to the fishery observer programme before they leave for a fishing trip. The company or vessel can complete the form and fax it or give to the observer programme (BOX 1). Once the observer programme receives the form BOX 2 is completed with the name, date and time of receiving the form. The data can then be punched into a database or recorded in a register and the associated trip record code allocated along with the names of the observer(s) allocated to the trip. If no electronic version is maintained then the form can be filed in several ways such as under the vessel or company name.

REQUEST FOR FISHERY OBSERVER

2. CANCELLATION OR DELAY IN REQUEST FOR FISHERY OBSERVER

This form is useful if the 'request for fishery observer' form is used as it ensures that track is kept of any delays or cancellations. The vessel or company completes it and faxes or gives it to the observer programme to inform them of a cancellation or delay in a previous request (BOX 1). Once the observer programme receives the form BOX 2 is completed with the name, date and time of receiving the form and the action taken. If no database exists then change the word database for records. If no electronic version is maintained then the form can be filed with the request form.

CANCELLATION OR DELAY IN REQUEST FOR FISHERY OBSERVER

3. OBSERVER DEPLOYMENT DETAILS

This is a useful form to advise the vessel or company that an observer will be joining their vessel. It can be used independently of the 'request for a fishery observer' form and is useful even if the observers carry it themselves onto a vessel. However, if possible send it to the vessel or company in advance of them sailing so that plans can be made to accommodate the observer. The observer programme completes BOX 1 and BOX 2 by hand or as part of a printout from a database if the 'request for fishery observer' form is entered into the database. BOX 3 will be fixed and contain pertinent information for the captain, an example is given in the sample form. BOX 4 will be optional for the issuing person to add comments. If no electronic version is maintained then a copy of the form can be filed either under the observer name or vessel/company name.

OBSERVER DEPLOYMENT DETAILS

4. FISHERY OBSERVER TRIP REPORT

This form is very useful as it gives the vessel the opportunity to register agreement that the report of activities of the observers have occurred. This can be useful for payments that are related to sea time. One possibility is for this form to be part of an observer record book (see Appendix 4). The form is completed by hand and signed first by the captain at sea and then the observer programme supervisor (when the observer returns to shore to be debriefed). If this form is not included in a record book it should be filed with the observer programme under the observer name as a verification of his or her work.

FISHERY OBSERVER TRIP REPORT

5. FISHERY OBSERVER DAILY REPORT

This is a report completed by each observer while at sea. One form covers 10 days but the period can be changed to suit the average length of trips in a fishery. BOX 1 can be completed by hand or automatically printed by a database when the Observer Deployment Details are printed. The observer completes BOX 2 while at sea. The observer programme supervisor checks the form and signs it adding any comments. If no electronic version is maintained then this form can be filed either under the observer name or vessel/company name. Information on this form will be used in compiling the outputs of the observer programme.

FISHERY OBSERVER DAILY REPORT

6. FISHERY OBSERVER COMPLIANCE ASSESSMENT

This form is useful to standardise the way in which observers collect information in support of a compliance violation. It should be adjusted to the situation in the fishery that observers are monitoring for compliance. Only one violation is completed per form and only one form is completed for each violation - i.e. if there are 2 observers both complete the same form. Every violation is entered into either a database or a violation register with additional comments from the supervisor and the action taken. If no electronic version is maintained then this form can be filed under the vessel/company name. Information on this form will be used in compiling the outputs of the observer programme. BOX 1 is completed by the observer or as a printout, BOX 2 is completed when a violation occurs and the observer programme supervisor completes BOX 3.

FISHERY OBSERVER COMPLIANCE ASSESSMENT

7. SUMMARY SAMPLING SHEET

This form is useful to assist in managing the data sheets that the observer brings ashore. It is useful in both a manual and electronic system as it keeps a record in hardcopy of the checking and processing of the data. The observer programme supervisor completes BOXES 1 to 5 during the debriefing of the observer. Examples of manual checks are given in Chapter 5 of the main text. BOX 4 should be adjusted to fit the type of names of sampling forms that your programme uses. BOX 6 and 7 are only required if you have a database for entering the scientific data generated by the programme. BOX 8 is the record of when the data was passed to the fisheries management authority. A copy of this form should be made and one kept in the observer programme and one with the hard copies of raw data.

SUMMARY SAMPLING SHEET

APPENDIX 11 EXAMPLES OF USEFUL FORMS FOR DATA COLLECTION

This suite of forms allows observers to collect various catch and biological information as required by many programmes.

1. SAMPLING FORM A - STATION AND CATCH

This form can be used as the principal form to which all other forms are linked. It records the station (fishing event) information. A form such as this is vital for any sampling.

SAMPLING FORM A - Station and Catch

2. SAMPLING FORM B - LENGTH FREQUENCY FOR INDIVIDUAL FISH

SAMPLING FORM B - Length Frequency For Individual Fish

This form may appear a very long-hand way to record the lengths of fish but it is extremely useful for new observers. It also assures that observers do write down the length of each fish rather than just do tallies that can often become a mess if observers are not used to them. Also, more than one species can be completed on each form.

3. SAMPLING FORM C - LENGTH FREQUENCY BY 1CM CLASS

This form is the more usual tally form for length frequency. It can be changed to any size length class (e.g. 1/2 cm or 5cm). This form is useful for more experienced observers who may find it quicker than form B. It can only be used for one species.

SAMPLING FORM C - Length Frequency by 1cm class

4. SAMPLING FORM D - BIOLOGICAL SAMPLES FOR INDIVIDUAL FISH

This form is used for biological sampling of fish. More than one species can be used per form and the columns can then be completed as appropriate.

SAMPLING FORM D - Biological Samples for Individual Fish

5. SAMPLING FORM E - CRAB SAMPLES

This form has been included as an example of a specialist form for specific species with unusual requirements. Other forms like this can be developed for other special species.

SAMPLING FORM E - Crab Samples

APPENDIX 12 OBSERVER GUIDELINES FOR COMPLETING THE SAMPLING FORMS

1. OBSERVER GUIDELINES FOR COMPLETING SAMPLING FORM A

· This form is used for each station, only one form per station is completed.

· You should use a new form for each new station.

· Some of the information will be completed after you have completed the sample. The station details are usually obtained from the captain on the bridge after the hauling has finished for trawls and after it has begun for longlines. Always be sure to check that you record the correct information for each station. It is usually helpful to be on the bridge when the hauling starts and to record some of the station data prior to sampling.

· Only the fields underlined are essential, these fields must be completed. The others you complete if you can obtain the information.

FOR OFFICE USE:

· This information is required for office use and does not need to be completed by observers.

STATION INFORMATION:

· Vessel Name: enter the name of the vessel in block capitals.

· IRCS (International Radio Callsign) or Licence No: enter the code of letters or letters and numbers which is the International radio callsign of the vessel or enter the licence number of the vessel as recorded on their licence.

· Trip No: enter the trip number for the vessel.

· Station No: This is a very important piece of information which is generated by the observer. A station is basically a sampling event associated with a fishing event. That is each trawl, or longline, or day of pole and line fishing that is sampled is given a different station number. Therefore if you sample 2 different trawls in one day that is two stations. When you join a vessel on a new fishing trip (i.e. when it has left port again) you start your station numbers at 1 and proceed numbering each consecutively. If you return to port with a vessel and then leave again on the same vessel you again start at 1. So be sure to enter the correct station number in each form.

· Haul No: This is the number of the haul of that day; this should correspond with the haul number recorded in the logbook.

· Target Species: enter the three letter code for the target species of the fishing event.

· Observer Name/Sampler Name: enter the initial and surname in block capitals of the 1 or 2 observers or samplers sampling the catch.

· Observer No./Sampler No: enter your unique observer code or sampler code.

· Date set: enter the date in dd/mm/yy format for the day that the trawl or longline that you are sampling was set.

· Time set: enter the time in 24 hour notation that the gear was set. For a trawl that is the time the gear starts to fish, i.e. when the trawl reaches the depth for fishing. For longlines it is the time when the first section of the net is deployed into the water. For pole and line fishing it is the time when fishing starts.

· Date hauled: enter the date in dd/mm/yy format for the day that the trawl or longline that you are sampling was hauled or that hauling began. (Note for trawls this will usually be the same day as the haul date, but for longlines it is likely that they are set and left over one or two nights, the captain will provide you with this information).

· Time haul: enter the time in 24 hour notation that the gear hauling began. For a trawl that is the time the winches start to haul. For longlines it is the time when the first section of the net is hauled on board. For pole and line fishing it is the time when all fishing ends.

· Latitude S (deg and mins): enter the latitude south that the vessel is at when the gear is set and hauled.

· Longitude E (deg and mins): enter the longitude east that the vessel is at when the gear is set and hauled.

· Area fished: This is for use by certain fisheries only using the table provided.

· Wind Direction: Record the direction that the wind is coming from when the gear is set, using one of the codes for the 8 points of the compass described in Table 1.

· Wind Speed: Record the wind speed when the gear is set, using the Beaufort scale as described in Table 2.

· Sky cover: Record the appropriate code from Table 3 for the amount of cloud or fog cover of the sky when the gear is set.

· Sea Surface Temperature (SST): Record the temperature of the sea surface in degrees centigrade (C°) when the gear is set.

· Bottom or Gear Temperature: Record the temperature of the sea bottom or on the gear in degrees centigrade (C°) when the gear is fully set.

· State of Sea: Record the appropriate code for the sea state, as given in Table 4.

· Colour of Sea: Record the appropriate code for the Colour of the sea when the gear is set, Table 5.

· Gear type: enter one of the codes from Table 6, for the type of gear that you are sampling:

· Gear Number/Mesh: enter the number of each gear type being used or if it is a trawler the minimum mesh size of the trawl. For longlines you should record the number of traps or hooks used on the longline you are sampling, the captain will provide this information. For pole and line vessels please count the number of poles being used during your sample period and record these.

· Bottom depth (m): enter the depth of the sea bed at the position when the gear is set in meters.

· Gear depth (m): enter the depth of the gear in meters. For trawls this is the headline depth, for longlines the depth of the hooks or traps or an average if various depths are used. The captain will advise you on this.

CATCH INFORMATION:

This section should be completed after you have sampled. You should complete it with the help of the factory foreman or the captain. Estimates of catch are acceptable, remembering that you are estimating the catch of the fishing event you sampled, not the total for the whole day. You have space to record 13 different species.

· Species: enter in these boxes the code of any species you can identify in the catch.

· Total Catch: Record the total catch of each species that you observed in the catch. It is better if you can estimate as many species as possible, but there should at least be estimates for the target specied and then 'other' species. Put the weight in kilograms: 1 tonne = 1,000 kilogram's, and remember to use whole round weights.

· No sampled: Enter the number of fish which you sampled; you can read this from the forms you complete.

· Weight Sampled: If you have scales to weigh the fish, record the weight you sampled in kilograms.

· Forms Used: Record which of the second level forms you used for each species. If you did not sample any of the by-catch just leave this blank.

TABLES

The following are examples of the type of information that the tables need to contain:

Table 1: Wind Direction

Table 2: Beaufort Scale for Wind Speed

Table 3: Sky Cover

Table 4: State of Sea

Table 5: Colour of Sea

Table 6: Gear Type

2. OBSERVER GUIDELINES FOR COMPLETING SAMPLING FORM B

This form is used for sampling individual fish in a station when only lengths are recorded.

· Up to 200 fish can be recorded on one form, 100 on the front and 100 on the back.

· Normally you would not sample more than 200 fish of the same species but if you do you can use more than one form per station.

· Different species can be recorded on the same form.

· You should use a new form for each new station.

· The fields underlined are essential, these fields must be completed. The others you complete if you can obtain the information.

FOR OFFICE USE:

· This information is required for office use and does not need to be completed by observers.

· The first block of fields is to link this form to the form A that you complete, therefore it is vital that the header information is completed accurately.

· Vessel ID: enter the code of letters or letters and numbers or name which identify the vessel.

· Trip No: enter the trip number for the vessel.

· Station No: Enter the station number that you are sampling.

· Date: enter the date in dd/mm/yy format.

· First Sampler No: Record the Number of the first sampler or observer.

The fish data is then completed:

There are boxes numbered 1 to 100, on the front of the form and another 100 on the back. Enter the:

· Species code: in the left hand column.

· Length: Record the length of that fish in this column, to 1cm below.

3. OBSERVER GUIDELINES FOR COMPLETING SAMPLING FORM C

· This form is used for sampling fish for length only, is captures the same information as form B.

· You should complete as many forms as are required.

· You should use a new form for each new station and each new species.

· The two columns are for the same fish species when the size range is greater than 40cm.

· The fields underlined are essential, these fields must be completed. The others you complete if you can obtain the information.

FOR OFFICE USE:

· This information is required for office use and does not need to be completed by observers.

The first block of fields is to link this form to Form A; therefore it is vital that the header information is completed accurately.

· Vessel ID: enter the code of letters or letters and numbers or name, which identify the vessel.

· Trip No: enter the trip number for the vessel.

· First Sampler No: Record the Number of the first sampler or observer.

· Date: enter the date in dd/mm/yy format.

· Station No: Enter the station number that you are sampling.

The fish data is then completed:

· Species code: Enter the species code for the fish you are sampling.

· Length: In front of the pre-printed numbers add a number to indicate the tens.

· Tallies: Complete each row with a length class.

· Total: At the end of your station sum the tallies to find the total number of fish per size class.

· Total Number: Sum the length class totals to find the total for that species.

4. OBSERVER GUIDELINES FOR COMPLETING SAMPLING FORM D

· This form is used for sampling individual fish in a station when biological samples are taken.

· You should complete as many forms as are required and this form can be used in conjunction with other forms, there is space to record up to 80 fish on this form 40 on each side.

· You should use a new form for each new station.

· If you only record the length and sex of each fish just complete these columns, you are not required to complete all the columns.

· The fields underlined are essential, these fields must be completed. The others you complete if you can obtain the information.

FOR OFFICE USE:

· This information is required for office use and does not need to be completed by observers.

The first block of fields is to link this form to Form A; therefore it is vital that the header information is completed accurately.

· Vessel ID: enter the code of letters or letters and numbers or name, which identify the vessel.

· Trip No: enter the trip number for the vessel.

· Date: enter the date in dd/mm/yy format.

· Station No: Enter the station number that you are sampling.

· First Sampler No: Record the Number of the first sampler or observer.

The fish data is then completed:

There are boxes numbered 1 to 80, to record up to 80 fish per form, therefore you may require more than one form per station. Enter the:

· Species code: in the left hand column.

· Length: Record the length of that fish in this column, to 1cm below.

· Sex: Record the sex of the fish - M=male, F=Female, J=Juvenile, U=unknown.

· Maturity: Record the maturity level on the scale appropriate to the species you are sampling.

· Total Weight: Record the total weight in grams of the whole fish.

· Gutted Weight: Record the gutted weight in grams of the fish.

· Gonad Weight: Record the weight of the gonads in grams.

· Sample Type: If a sample is taken such as otoliths, stomachs, scales, or so forth record the type of sample in this box. Code to identify the sample: Vessel ID/Trip No/Station No/Form No/Fish No (the number in the far left column).

5. OBSERVER GUIDELINES FOR COMPLETING SAMPLING FORM E

· This form is used for sampling individual crabs.

· You should complete as many forms as are required, although a commercial sample is usually 60 -the number the form can record.

· You should use a new form for each new station and each new species.

· If you only record the width and sex of each crab just complete these columns, you are not required to complete all the columns.

· The fields underlined are essential, these fields must be completed. The others you complete if you can obtain the information.

FOR OFFICE USE:

· This information is required for office use and does not need to be completed by observers.

The first block of fields is to link this form to Form A; therefore it is vital that the header information is completed accurately.

· Vessel ID: enter the code of letters or letters and numbers or name, which identify the vessel.

· Trip No: enter the trip number for the vessel.

· First Sampler No: Record the Number of the first sampler or observer.

· Date: enter the date in dd/mm/yy format.

· Station No: Enter the station number that you are sampling.

· Species code: Record the 3 letter species code.

· Width: Record the width of each crab in millimetres (mm).

· Sex: Record the sex of the crab - M = male, F = Female, J = Juvenile, U = Unknown.

· Berry: Record if the crab is berried or not - Y = Yes, N = No, U = Unsure.

· Shell State: Record one of the 2 letter codes to represent the state of the shell.

· Maturity: Record the maturity level.

· Weight: Record the weight of the crab in grams.

· Sample Type: If a sample is for whole crabs, tagged crabs or so forth, record the sample type in this box and then identify the: Vessels ID/Trip No/Station No/Sheet No/Fish No (the number in the far left column).