Attachment_25-Observer_Vessel_Selection.pdf

SECTION J

Northeast Fisheries Observer Program Vessel Selection Methods and Protocol*

(Vessel Selection Letter and verbal selection)

Selection Letter Protocol In order to better follow up with and enforce selection letters please attempt to follow these steps whenever using the Vessel Selection Letter (VSL):

1. Inform Area Lead and Assistant that a Selection Letter has been sent or hand delivered. If selecting a vessel for multiple trips on a single VSL discuss it with the Area Lead / Assistant before sending if possible.

2. Update the Selection Letter Tracking Google Doc with vessel information, tracking numbers (if mailing) and information about why the Selection Letter is being sent.

a) Include in the tracker any information on interactions you may have had with the vessel that led to you deeming a VSL necessary. (e.g. “When I saw the captain at the dock, he said he won’t take an observer until he has to”, or “captain said he would take someone on 11/15. I called him on 11/13, and 11/14 and left a message, captain won’t return calls and cannot be located at the dock”)

3. Send a PDF copy of the selection letter via email to Area Lead Assistant (ALA) for the area the selected vessel is departing from (Mid Atlantic or Northeast).

4. If mailing the letter send with confirmation receipt and email a copy of the signed return receipt to the ALA and retain original copy.

a) When mailing letters type out and print a PDF copy of the VSL instead of hand writing when possible.

b) If the permit holder will not sign for the letter on the first attempted delivery then the letter may be re-mailed using confirmation delivery.

c) If possible once you see the permit holder has signed for the VSL call to confirm that they understand the letter and that the correct individual has received it

5. Update the Selection Letter Tracking Google Doc when any contact is made with the vessel, when trips are taken or set up or notify Area Lead/Assistant if you think a refusal may be necessary.

6. ALAs will research landings, declarations and VTR data after a selection letter is issued to determine if a refusal is warranted.

7. If warranted, ALAs will request a refusal report be submitted along with other required documentation that will be forwarded to OLE.

8. OLE will follow up with any action they deem appropriate /necessary. Please ask Area Leads for updates or they will update the provider as they gain more information.

Suggestions to assist with quicker follow up:

• If a selection letter is mailed and signed for and you don't receive a call from the captain right away let the ALAs know so they can keep a closer eye on landings.

• On the same note, update the selection letter tracking google doc if a captain has called you to schedule an observed trip so they know a captain is being cooperative and will not require enforcement action.

• Selection Letters become significantly more complicated to follow-up on if they are for multiple trips (e.g. it says “selected for 2 DOF gillnet trips”). The preferred selection method would be to select vessels one trip at a time, give them a selection

Attachment 25

EA133F-17-RP-1824

letter, cover a trip and if they will not allow another trip, select them again. This method may be a little more work but when it comes to enforcing a refusal this method is much more black and white.

• If you would like to work with a vessel that needs time to get safety compliant and don't want to tie them to the docks by saying “selected for your next trip” write on the selection letter “Selected for your next trip after (date 1-2 weeks from now)”.

This way there is still an official selection and they have however much time you deem appropriate to become safety compliant before a refusal needs to be submitted.

Verbal Selection Protocol Verbal selection is not an ideal method to replace a selection letter with but it is a legitimate method of selection and can be enforced. When verbally selecting a vessel make sure to be very clear in your wording that the vessel has been selected for its next trip:

“Hey John you have been selected for your next trip, can I come with you?”

As long as the words “you have been selected for your next trip” clearly come up in the conversation you have verbally selected the vessel for coverage. For this to be an enforceable selection method it has to be clear and well documented. This method may be good to use when someone refuses to accept a selection letter.

Scenario: You’re at the dock trying to set up a trip and you run into the captain of a vessel you have been trying to get out with for a while. You walk up to the vessel and start talking to the captain:

“Hey John, how’s it going?”

“Fine. What do you want?”

“Well I am an observer and I was hoping I could get on a trip with you this week”

“ I’m not taking any observers.”

“Okay, I understand how you feel but unfortunately you’ve been selected for your next trip and my coordinator sent me down here to set it up with you. Would you rather he send someone else?”

“ No. Your all the same. Call me later this week and we will set up a trip”

“ Sounds good, what is the best number to reach you at?”

Hopefully at this point when you call him later in the week to confirm a trip he answers and tells you when he is going fishing. If he doesn’t and leaves the dock without an observer, he has been formally selected for coverage and this would be considered grounds for a refusal incident report.

Things to remember in your incident report:

• Date, times and exact wording that was used in conversations with the captain/ owner (or as close as you can get)

• Dates and times of any follow up conversations and phone calls

• Date and time vessel left the dock without an observer (can confirm this with FSB staff)

For assistance with vessel selection call:

Northeast: Sara Weeks (508) 642-6005 or Kristy Gustafson (508) 495-2002

Mid-Atlantic: Kara Gibbons (508) 495-2154

*These protocols are only to be used as guidelines when formally selecting vessels for observer coverage in fleets with no pre-trip notification requirements.

Attachment 25

EA133F-17-RP-1824