NPDES Record Book Filling Instructions and Index

A. Background
The National Pollution Discharge Elimination System (NPDES) is established under the authority of
the Clean Water Act (CWA). Under the NPDES, certain discharges, incidental to the normal
operation of commercial vessels of 79 feet or greater in length are regulated under the terms of a
Vessel General Permit (VGP), which commenced on 6 February 2009, and as amended on 19
December 2013. To obtain authorization to discharge under this permit, vessel must meet Part 1.2
eligibility requirements under part 1.5.1.1 and if the vessel was authorized to discharge under the
2008 VGP, you must submit an NOI to receive permit coverage. These waters are “waters of the
United States” as defined in 40 CFR 122.2 (extending to the outer reach of the 3 mile territorial sea
as defined in Section 502(8) of the CWA). This includes all navigable waters of the Great Lakes
subject to the jurisdiction of the U.S. Additionally, vessels of 300 GT or more, or, those that have
capacity to hold or discharge more than eight (8) cubic meters of ballast water, must submit a
Notice of Intent (NOI) to operate under the VGP in accordance with Part 10 of the VGP. The VGP
requirements address 27 basic potential vessel discharges by establishing numerical effluent limits
for some streams and imposing Best Management Practices (BMP) for others where numerical
limits are not practicable; and, incorporate the U.S. Coast Guard’s (USCG) ballast water
management and exchange standards. Not all discharges are applicable to every vessel so ship
staff need to address discharges applicable to their vessel. There are some additional discharges
listed for specific vessel type such as oil tankers.

B. References
The guidelines for record keeping is based on the AESM US regulation update 55 which is
referring to final VGP 2013 guidelines. Record book has been made company specific wherever
necessary.

C. Effluent Discharge Standards – Federal, State and American Indian Tribal Lands
A list of discharges permitted under the VGP and a summary of effluent discharge standards are
found in Appendix B to this Record Book. Detailed requirements may be found in the VGP – US
Regulation Update 2013. In addition to the federal requirements under the CWA there are
additional requirements of States and American Indian Tribal Lands listed in Part 6 of the VGP.

D. Vessels Arriving From Outside Permit Waters

While VGP effluent limitations only apply while vessels are operating within Permit waters, vessels
arriving from outside Permit waters must have conducted a routine inspection within the
last week or during the voyage, whichever is more frequent, and have had a comprehensive
annual inspection within the last year, prior to entering. Also, an NOI is required pursuant to
Part 1.5.1.1 of the VGP and the schedule in Table 1 of the VGP.

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E. NPDES Required Documentation and Records
This NPDES Record Book provides templates with instructions for documenting the
following as required under the VGP 2013:

1. Owner / Vessel Information

2. Voyage log
3. Effluent Limit Violations (ELV) log
4. Routine visual inspections Log (See 4.1.1 of VGP 2013)
5. Analytical results of all monitoring
6. Annual inspection log (See 4.1.3 of VGP 2013)
7. Dry-dock inspection log (See 4.1.4 of VGP 2013)
8. Water quality based requirements (as mentioned in 3 above - ELV log)
9. Additional maintenance and discharge information log
10. Other Documentation Requirements
Any other documentation requirements under the VGP are either described in this
Record Book or a location for those records is noted in this Record Book

11. Training records log

Ballast Records
For those vessels currently subject to Federal requirements, ballast records are
separately maintained in accordance with 33 CFR 151 along with the Ballast Water
Management Plan. Vessels currently not subject to Federal ballast water requirements,
but that have the capacity to hold or discharge at least eight (8) cubic meters of ballast
water must maintain ballast water records in accordance with the VGP.

F. Appendices
Appendix A: Vessel Copy of Notice of Intent (NOI)

Appendix B: Summary of Effluent Discharge Standards

Appendix C: State requirements in addition to or different from those contained in

the NPDES VGP.

Appendix H: Reference VGP 2013 – Annual report form (To be filed under section 6a)

Appendix J: Reference VGP 2013 - BWTS sensors, measurement requirements &

appropriate equipment for physical / chemical indicator monitoring
(To be filed up under section 5c)

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 NPDES Record Book - Index:
0) Vessel Information
1) Voyage Log,
2) Effluent Limit Violations Log
3) Routine Visual Inspection Log
3a) Record of Environmentally acceptable lubricants (EAL) in oil-to-sea interfaces on
board
3b) Maintenance record of individual EAL equipment and correspondence
4) Cargo Operations Log
5a) Analytical results and monitoring – for existing vessels (Bilge / Gray water)
5b) Analytical results and monitoring – for new vessels (Bilge / Gray water)
5c) Analytical results and monitoring of Ballast Water Treatment Systems
5d) Ballast water treatment system – Record keeping form
5e) Analytical results and monitoring – Exhaust Gas Scrubber System
6) Annual Inspection Log
6a) Annual Reporting
7) Additional Maintenance and Discharge Information Log
8) Dry-dock Inspection Log
9) Corrective Action Assessment Log
10) Training Records Log
11) NPDES VGP Pre-Arrival Inspection Report
12) Other Documentation Requirements

Record Book also contains:

 Appendix A – Vessel Copy of Notice of Intent (NOI)
 Appendix B – Summary of Effluent Discharge Standards
 Appendix C –State requirements in addition to or those differ from those contained in
the NPDES VGP
 Appendix H (refer VGP 2013) - Annual Report form (filed under section 6a)
 Appendix J (refer VGP 2013) – BWTS sensors, measurement requirements &
appropriate equipment for physical/ Chemical indicator monitoring (filed under section
5c)

Remark: Appendix D, E, F, G & I are intentionally left blank.

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