The observer trip report and the biological data card types combine to form the product which the observer is paid to produce. The trip report is a comprehensive account of the vessel's activity during the time the observer was on board and serves as a timely account from which management can assess the progress of specific fisheries. Trip reports are summarized in bi-weekly fishing activity reports which are aimed to give managers a feel for both the operational and biological aspects of current fisheries and the problems that fishermen are encountering. Finally, fishery specific reports are produced (e.g. the Cuban Silver Hake Fishery, French Winter Cod Fishery, etc.) based on the information supplied by the observers through trip reports and card types.
The report format outlined in this manual was developed to meet regional enforcement and scientific requirements. It was designed both to prompt the observer to examine all relevant areas and to supply program staff with the necessary information regarding compliance to regulations, techniques of fishing and processing, and fishing strategy. The following detailed, step by step description of each of the report sections will serve to illustrate what is expected from the observer's trip report.
The trip report is divided into eight sections (Appendix E). Sections one to seven must be completed for every deployment, whereas the majority of section eight, subdivided into six parts, is only required on specific occassions (i.e. new vessel to zone).
This part identifies the vessel to which the observer has been assigned. In past years the observer was asked to collect a host of vessel statistics (i.e. LOA, BHP, Gross Tonnage, Navigation & Radio Equipment, etc) from official vessel documents such as “Lloyd's of London” Certificates. This was done for two reasons: first, to obtain an accurate profile of all vessel types fishing within the zone; and secondly, as verification of data supplied by fishing representatives in licence application forms. Having now covered almost all vessels at least once with observers, collecting this information is no longer needed.
The observer's whereabouts and activity (i.e. fishing, stand-by, sailing, transferring) are accounted for from the time of briefing to the time of debriefing. The total number of land days (L.D.) and sea days (S.D.) are the basis of payment to the observer. The observer's signature acknowledges that a true and accurate account of the trip has been produced. All information is considered confidential and the observer is not to retain any narrative or data portion of the trip report subsequent to debriefing. This is substantiated by the debriefer who also assesses the report and data card types for completeness and accuracy. The project co-ordinator reviews the report as well as the assessment, and signs to accept the report.
This section is completed for each day of the observer trip including briefing and debriefing days. It is the basic information source for the preparation of situation reports, the monitoring of vessel catch reporting practices and catch data required in Section 4 - Fishing Pattern. All the data is compiled from information first recorded on card types 2, 3 and 4. For foreign trips a separate sheet should be used for each weekly reporting period (Monday to Sunday) so that quick comparisons can be made with official catch reports supplied by the vessel once the observer has returned. For domestic trips entries can be made consecutively.
NAFO Disision: Activity should be broken down by divisions (i.e. 4Vs, 4W, 4X, 3Pn, 3L, etc.) If fishing is conducted in two divisions in the same day then catch from each area must be recorded on a separate line.
Fishing Status Codes: Refer to the status codes listed at the bottom of 3A.
Gear Codes: The standard gear codes (Appendix A) are to be used (i.e. 12- stern bottom trawl). Separate lines should be used for days in which different gear types were used (i.e. bottom and midwater trawls).
Mesh Size in Codend (mm) or No. of Hooks Used: Record the average mesh size in that portion where the fish are retained. For longline fisheries indicate the number of hooks.
Sets Observed/Made: The ratio of the number of sets observed to the total number of sets made.
Total Hours Fished: The total time the trawl net was on the bottom. For longlines record the hours gear was deployed from the start time of shooting to the completion of haulback.
Estimated Catch (kg): This part should reflect the total catch during the GMT day. The four groups of species are arranged so as to permit the use of this form for the various fisheries within the zone. Do not add or delete any species. This form is designed to give a broad overview of the main species caught. The right-hand “total” column is not the sum of the preceding species but represents the total catch for the day from all card type 3's. The appropriate species grouping number, 1 to 4, should be circled. Kept weight should represent all fish kept on board including species reduced to fish meal. Discards are that portion of the catch which was thrown overboard.
This form is intended as a record of the observer's sampling activity. Each sample during a trip is recorded.
Date: Record the date of the set from which the sample is taken.
NAFO Division or Subdivision: Enter the division or subdivision from which the sample is taken.
Time: This should represent the beginning of the set from which the sample is taken and not the time fish is actually sampled.
Species Sampled: As indicated.
Sample Type: Indicate whether the sample was gathered from processed, discard, or reduction culls or represents a combined sample (as in card types).
Number of Lengths: Record the number of lengths sampled. Several samples should be summed together for a simple total.
No. of Otoliths, Morphologies, Stomachs: As indicated.
Modal Length (cm): Enter the length frequency grouping containing the most fish measured for each sex of the species sampled.
Frozen Sample: Record the date, NAFO Division, time and species and record “yes” on the frozen sample column. If no frozen sample is taken this column can be left blank.
This section is divided into seven parts and is completed for each unique area that the vessel fishes. It includes information on catch rates, topography, feeding habits, and fishing strategy.
4A: This part describes the captain's initial fishing strategy based on the instructions he received from his superiors.
4B: This section details the unique areas that were fished during the trip. Banks, basins, and other topographical features are usually the best criteria for identifying distinct areas but in some cases, where the bank or basin is large and the vessel moves an appreciable distance (10 to 15 miles or more), the observer may well choose to identify several unique areas. In situations where a vessel makes one or two sets in widely spread areas of a division for the same species, such as in a search pattern, these miscellaneous searching sets can be treated as one unique area.
4B.1: Details of the area fished are included here.
4B.2: Catch composition; if more than one species is sought or a second species other than the directed species constitutes more than 50% of the catch, a catch rate for each of these species should be given. Species occurring in trace amounts need not be shown.
4B.3: This should be a summation of samples by species for the unique area, not a sample by sample list.
4B.4: Comments on food and feeding etc. should be concise, in point format and limited to the major species observed. Long narratives, tables, etc. are not required and this section should not exceed the space provided.
e.g. Haddock - 50% of stomachs observed feeding on bivalves, brittle stars, and other unidentifiable materials. Remaining stomachs empty. Males RII, Females Ripe. No parasites observed. (note: percentages in this section need only approximate.)
4B.5: Depth and temperature ranges.
4B.6: The major factors that influenced the captain's fishing strategy should be listed in a concise paragraph.
4B.7: The reasons for the vessel leaving the area should be explained.
5A Fishing Gear: Indicate the gear types and model used by the vessel (i.e. bottom trawl, Engel High Lift).
(i) State the average codend mesh size for each gear type used. Briefly detail any anomalies.
(ii) Describe the type of topside chafer that was used and how it was attached.
(iii) Details on the number and spacing of the strengthening ropes.
(iv) Comment on any objects causing obstruction of the trawl meshes (i.e. floats, skirts, etc.)
5B Logbooks
(i) How were logbooks completed in relation to the observer's own estimates?
(ii) Comments on production log accuracy should include a brief discussion of conversion factors and product weights.
(iii) The weekly comparison of observer estimates with the converted production weights table, is to be used only for foreign vessels. This is intended to provide a comparison between what the observer sees coming aboard and what is recorded as being processed in round weight. Because of factors such as production carry-over from one week to the next, discarding or inaccurate conversion factors, the two figures need not agree and the observer is warned that under no circumstances should he alter his estimates as a result of this comparison (observer estimates are obtained from Section 3A). Comparisons should be limited to the licenced, major by-catch and trash fish species. When significant discrepancies occur the observer should investigate why and document his findings. (Note: to further verify the accuracy of the production log, the observer routinely calculates product weight by conducting hold measurements. This procedure is outlined in Appendix D).
5C Discards:
Comments on the criteria used for discarding regulated species.
Twenty-eight possible areas where a violation could occur are listed. When a violation is indicated, complete documentation should be included. This should contain the applicable regulation(s); date, time and area of occurance; full particulars of the incident including all people involved and what part they played; and any other information that is deemed to be important. (For additional details on the observer's role in documenting violations and acting as a witness in a court of law, refer to Appendices F and G.
7A Reception: Comments made here provide insight into both crews and observers.
7B Radio Communication: Most foreign vessels are now equipped with frequencies compatible with local channels and communication is generally good. When a problem is identified the vessel representative is contacted and asked to rectify the issue.
7C Hold Capacities: As a preliminary step, hold capacity data is now being collected for use in developing more accurate methods to calculate the total weight of fish on board.
7D Meal Production Restrictions: A favoured excuse for discarding is that the meal plant cannot handle a particular mix of species. The information collected here is intended for developing legitimate criteria for what can and cannot be mealed.
7E Inspections: The details of fishery officer inspections are included here.
7F Others: Trip briefing instructions may require observers to conduct additional tasks such as hold measurements for calculating total product weight, conversion factor verification or the gathering of intelligence on fishing plans. In these cases the results would be documented here.
7G Personal Comments: Comments on the fishery or difficulties encountered during the trip should be described here.
8A Production Machinery
8B Fish Factory Diagram
8C Meal Plant Operation
8D Pre-Processing
8E Product Types
8F Product Weight Analysis
The information required for Section 8A to 8E has been collected for more than five years and has now been collated into reports that provide detailed accounts of fish production and processing methods for the major fleets operating within the zone. Only for vessels new to the area or in the case of newly developing fisheries, is this information required. Section 8F, Product Weight Analysis, is completed for all vessels that process, package and freeze their catches. The aim is to determine whether or not the stamped or recorded box weight is accurate.
