eNOI Vessels Batch Upload Template Specification Final Version June 5, 2009


eNOI Vessels Batch Upload Template
Specification

Final Version
June 5, 2009

Prepared for

U.S. Environmental Protection Agency
Office of Wastewater Management

Prepared by
Tetra Tech, Inc.
Fairfax, VA 22030

Contract Number: EP-C-05-063
Task Order Number: 02

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Revision Chart

Table i-1: Revision Chart

Version

Date

Description

Author

1.0

April 22, 2009

Initial Draft

David Du

1.1

June 4, 2009

Updated with EPA's comments

David Du

1.2

June 5, 2009

Edited document formatting and layout

Lynn Petrazzuolo

1.2.1

June 16, 2009

Updated table to indicate that Vessel Identifier is
a required field

Added text to clarify that the same CSV file is
uploaded multiple times it will result in duplicated
NOI data in the system

Julie Scarangella

1.2.1

July 14, 2009

Updated section 2.5.1 and section 4 to include
definition of Required vs Mandatory fields.
Removed 'Mandatory' column from table 4-1 in
section 4.

Julie Scarangella

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Contents

1.	Introduction	1

2.	Template Design	3

2.1	Microsoft Excel Security Level	3

2.2	Viewing the Batch Upload File	5

2.3	Worksheets in the Template	8

2.4	General Worksheet in the Template File	8

2.5	Data Worksheet in the Template File	10

2.5.1	Required Fields on Data Worksheet	10

2.5.2	Row Control Character	11

2.5.3	Additional Row from Drop-down List for Each Vessel	12

2.5.4	"Other" Option	12

2.5.5	Certifying Official Data	13

3.	Batch Upload Instructions	15

4.	Field Specification on Data Worksheet	20

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1. Introduction

This document contains the specifications of the template designed for the batch upload of
electronic Notices of Intent (eNOIs) for coverage under the Vessels General Permit (VGP). This
document also provides users instructions on how to enter vessel data in the batch upload
template and to generate the PIPE (as known as Vertical Bar) delimited CSV (Comma
separated values) file for vessel batch upload.

The batch upload template (in Microsoft Excel format) and the instructions (in Microsoft Word
format) can be found on EPA's National Pollutant Discharge Elimination System (NPDES) Web
site (http://www.epa.gov/npdes/vessels).

To access the eNOI system users must register with EPA's Central Data Exchange (CDX)
system (www.epa.gov/cdx). Note that only one account can be created for any email address.
When registering as a user for the eNOI program, you must register as either "Staff or
"Certifier." The general permit contains the requirements for who may certify an NOI. For any
eNOIs submitted by "Staff," the specified Certifying Official also must have a separate account
established with CDX in order to access and certify submitted eNOIs.

Please note, each delimited CSV file is designed for a single upload. Attempting to upload the
same delimited CSV file multiple times (regardless of editing) will result in your NOI data being
duplicated in the system.

Note: Only the eNOI user registered as "Staff" will have access to this batch upload function.
User role was selected the first time when the user logged in eNOI system. User role can be
found on the profile page of eNOI system.

To change the user role, select the Profile link on the top right corner of the home page;

U.S. Environmental Protection Agency

Welcome to EPA's Electronic Notice of Intent (eNOI) System

Apply for coverage under an EPA Vessel General Permit

Use this section to fill out new forms to submit to EPA.

More information is provided by clicking on the O beside the questions. You may also click on "Help" in the header located at the top right of each page to
view frequently asked questions and glossary terms

Please do not include ampersands, semicolons, single apostrophes or quotation marks when you are filling out the forms; these values will automatically be removed.
' Please provide data for the following field(s):

Is your vessel greater than or equal to 300 gross tons? Yes No G)

Does your vessel have the capacity to hold or discharge more than 8 cubic meters(2113 gallons) of ballast water? Yes O No O
Are you a commercial fishing vessel or a vessel < 79 feet in length that does not discharge ballast water? Yes O No O
Please select the primary type of your vessel: O

Commercial Fishing Vessel .ith Ballast Water

Do you have an EIN number? d Yes O No O

Do you have a Company IMO number? d Yes O No O

Please enter the Vessel Owner/Operator Name: O Q

For batch upload, please click "Batch Upload" button

Batch Upload

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User role will be displayed on the profile screen. To change it, select the value from the Role
drop-down list.

User Profile

- User Information	

You can change your role and view information below by clicking "Save" button. To change any other profile information, please click

on MyCDX link

If you have questions regarding the registration, changing your email or your account please visit CDX Frequently Asked Questions
https://cdx.epa.gov/SSL/cdx/FAQ.asp or contact CDX using the following options:

•	Sy Telephone:

Person-to-person telephone support is available from 8:00 am to 6:00 pm (EST). Call our toll-free line at S88-890-1995.

•	By E-mail:

Send e-mail to Technical Support at EPACDX@CSC.COM with "Technical Support" in the Subject line.

•	By Fax:

Assistance requests are accepted 24 hours a day at 301-429-3905. Support personnel will respond to faxed requests Monday
through Friday from 8:00 am to 6:00 pm EST/EDT.

First Name:

Last Name:

Email:

Company: Tetra Tech
Address Ltnel: 10306 Eaton Pi Ste 340
City: Fairfax
State: \/A
7TP; 7"5fi^n

2

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2. Template Design

This template is designed in Microsoft Excel 2003. You need to have Microsoft Excel installed
on your computer before you can open and fill in the template.

2.1 Microsoft Excel Security Level

The template includes macros that generate the PIPE delimited CSV file for batch upload.

Based on the security level of your Microsoft Excel, you may see different warning messages
once you open the template. There are four security levels in Microsoft Excel: Very High, High,
Medium, and Low. If your Microsoft Excel security level is Very High, High, or Medium, you may
see a warning message as displayed below once you open the batch upload template:

Very High:

Microsoft Excel

¦\ Macros are disabled because the security level is set to Very High. To run the macros, change the security level to a lower setting and verify the
» \ macros are signed and trusted.

High:

Microsoft Excel

Macros are disabled because the security level is set to High and a digitally signed Trusted Certificate is not attached to the macros. To run the
macros, change the security level to a lower setting (not recommended), or request the macros be signed by the author using a certificate issued by
a Certificate Authority,

Hide Help <<

Open in Help Window

You may encounter this error for the following reasons:

1. Macro security is set to:

* Very High and the application encounters a signed macro, but the macro was automatically disabled. Use the following procedure to enable

the macro:

1. Select the Tools menu option and then select Macro and Security. In the resulting Security dialog, set the security level to High
by clicking the High radio button.

2. Close the file and any other instances of the application currently running on the computer (close all applications that also use the
application you are currently running).

3. Open the file again and examine the certificate of trust details and set the Always trust macros from this publisher box if you
trust the certificate issued by the publisher.

4. Click the Enable button to allow the macro to run. v

Medium:

Security Warning

"C:\Documents and

5ettings\david, du\Desktop\VesselsUploadTemplate_Final_05O109, xls" contains
macros,

Macros may contain viruses. It is usually safe to disable macros, but if the
macros are legitimate, you might lose some functionality,

-------
Set the security level at Medium or Low before you start filling the template. Select the "Enable
Macros" button as shown in screen shot above if the security level is Medium.

If you need to change the security setting of Microsoft Excel, follow these steps:
1. Open the batch upload template and select Tools => Macro => Security,

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2. Go the Data worksheet to enter the data in the template;



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3. Go back to the General worksheet arid click the "DISC" icon (as shown below);



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4. The template will prompt user to save a CSV file. Save the CSV file on your computer;



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5. Login to eNOI Vessels to upload the CSV file.



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2. Change the Security Level to either medium or low and select "OK".

Security f?l|X



! Security Level j Trusted Publishers



0 Very High. Only macros installed in trusted locations will be allowed



to run. All other signed and unsigned macros are disabled.



O High. Only signed macros from trusted sources will be allowed to



run. Unsigned macros are automatically disabled.



^J>ou can choose whether or not to run potentially unsafe



CO Low (nQtjbcommended). You are not protected from potentially



unsare macros. Use this setting only if you have virus scanning



software installed, or you have checked the safety of all documents



you open.

OK | [ Cancel

4

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2.2 Viewing the Batch Upload File

The batch upload file is in PIPE delimited CSV format. To properly view the batch upload file
generated by the template and the result report once the batch upload is complete, change the
Default List Separator on your computer, which is comma, to PIPE "I". To change the default list
separator, please follow these steps:

1. Select Start on the Computer Taskbar => Select Control Panel;

Internet

W Mozilla Firefox

|0ll E-mail

ll Microsoft Office Outlook
notepad++.exe

Notepad

|itf| Microsoft Office Excel 2003
WinRAR

Windows Live Messenger
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All Programs ^

/ My Documents

My Recent Documents
/ My Pictures
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Help and Support

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af7! Run..,

2. Select Date, Time, Language, and Regional Options;

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Address Q* Control Panel



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Pick a category

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Printers and Other Hardware

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„ jnne the date, time. and time for >

language to use, and the way numbers, cu
and times are displayed.

Performance and Maintenance

Security Center

3. Select Regional and Language Options;

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f- Date, Time, Language, and Regional Options

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Date, Time, Language, and Regional Options

Pick a task...

[->[ Change the date and time
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f^| Add other languages

or pick a Control Panel icon

Date and Time	Regional and Language Options

£ My Computer

4. Select Customize;

Regional and Language Options

HUB

Regional Options Languages Advanced
Standards and formats

This option affects how some programs format numbers, currencies,
dates, and time.

Select an item to match its preferences, or click Customize to choose
your own formats:

English (United States

^ Customize... ^

Samples
Number:
Currency:
Time:

Short date:

123,456,783.00

$123,456,733.00

2:28:43 PM

5/4/2003

Longdate: m onday, May 04,2003

Location

Jo help services provide you with local information, such as news and
weather, select your present location:

United States

OK

Cancel

Apply

5. Enter the PIPE sign "|" (Press and hold the Shift key on your keyboard, then press the
Backslash key "\") in the List Separator field. Then select OK.

6

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Customize Regional Options

Numbers Currency J Time || Date
Sample

Positive:

123,456,789.00

Negative:

¦123,456,789.00

Decimal symbol:

No. of digits after decimal:
Digit grouping symbol:
Digit grouping:

Negative sign symbol:
Negative number format:
Display leading zeros:

/ List separator:
measurement system:

V

2

V



V

123,456789

V

V

-1.1

V

0.7

V

i

V

D

OK

Cancel

Apply

7

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2.3 Worksheets in the Template

There are two worksheets available in the template Excel file:

• The General worksheet provides instructions on how to fill the template.

• The Data worksheet is where the user enters vessel data for batch upload.

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eVessels Batch Upload Template

Instructions:

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1. Read the eNOI Vessels Batch Upload Template Specification document if you have never done so before;

2. Go the Data worksheet to enter the data in the template;

3. Go back to the General worksheet and click the "DISC

" icon (as shown below);

4. The template will prompt user to save a CSV file. Save the CSV file on your computer;

5. Loqin to eNOI Vessels to upload the CSV file.

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2.4 General Worksheet in the Template File

Instructions on how to use the vessel batch upload function are provided on this worksheet.
Below the instruction there is a DISC icon that serves as a button to generate the PIPE
delimited CSV file. Once the user finishes entering data on the Data worksheet, the user should
go back to the General worksheet and click the DISC icon. The user will be prompted to save
the CSV file on the computer.

Note: Do Not use the Excel "Save" button to save the CSV file.

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2.5 Data Worksheet in the Template File

The Data worksheet is where the user will enter actual vessel data for batch upload. Color
shading has been provided for the data labels to indicate each section of the paper NOI form
found in the permit.

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M *

1

Row Control

Character

(required)

Is your
vessel
greater
than or
equal to
300 gross
registered
tons?
(required)

Does your

vessel

have the

capacity

to hold or

discharge

more than

8 cubic

meters

(2113

gallons) of

ballast

water?

(required)

Are you a
commerci
al fishing
vessel or
a vessel <
79 feet in
length
that does
not

discharge
ballast
water?
(required)

EIN

number

Company
IMO

number

Please enter the
Vessel

Owner/Operator
name (required)

Address Line 1 (required)

Address Line 2

Country

City

State

Zip Cod*

2

P

Y

Y

N

123456789

IM098765

Pacific Freighter, LLC

12345 Main Street

Ste 201

United States

Fairfax

VA 1

22030

3

A

























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2.5.1 Required Fields in Data Worksheet

The Required fields in this template are labeled below. The background color of Required fields
has been set to pink in the spreadsheet to distinguish them from the mandatory fields.

¦	Required fields: these fields must be filled out in order for the batch upload to
successfully complete uploading your Vessel data. If this data is not filled in, the batch
submission will fail upload.

¦	mandatory fields: these fields must be filled in if the data is available. If the data is not
available these fields can be left blank.

NOTE: If the submission is missing significant amount of mandatory data, EPA may contact you to follow
up and collect the missing data in order for you to retain coverage.



A

B I C I D I E

F 1 G

H

i j

(

Row Control

Is your
vessel
greater
than or
equal to
300 gross
registered

(required)
(

Does your
vessel
have the
capacity
to hold or
discharge
more than
8 cubic
^neters
(2113
gallons) of
ballast

(required)

Are you a
commerci
al fishing
vessel or
a vessel <
79 feet in
length
that does
not

discharge
ballast

(required)

EIN

number
~

Company
IMO

number

Please enter the
Vessel

Address Line ^requirea^

Address Line 2

Country

(require



<

namcMrequired) J



P !

»I Y

Y

N

123456789

IM098765

Pacific Freighter, LLC

12345 Main Street

Ste 201

United States

1



Row Control Character

P - Primary
A - Additional

















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3

















10

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2.5.2 Row Control Character

The first column of the Data Worksheet is the Row Control Character. The value entered here
serves as a row indicator and will not be saved as vessel permit data once the batch upload is
complete. There are two row indicators available:

P - Primary

A - Additional

This first column must contain a "P" or an "A" for any row that contains vessel data. For each
vessel, the value on first row must be "P", and the value for rest rows below should be "A". The
first row labeled "P" should contain all of the primary information, (e.g. EIN Number,
Owner/Operator Name, and Vessel Identifier) - this information should be entered on the
primary row only. For fields that may contain additional entries for the vessel (e.g. vessel type,
applicable discharge vessel may generate), the first column will contain an "A" and immediately
follow the row containing the primary information for that vessel.



A

E

F

G

1

AA

AK

AL

V

Row Control

Character

(required)

EIN

number

Primary

Company
IMO

number

Row

Please enter the
Vessel

Owner/Operator
name (required)

Type of Vessel (required)

C - Commercial Fishing Vessel
with Ballast Water;

M - Medium Cruise Ship (100
to 499 passengers);

L - Large Cruise Ship (500+
passengers);

F - Large Ferry (250+
passengers or more than 100
tons of cargoj e.g.., cars.,
trucks, trains, or other land-
based transportation.);
B - Barge;

G - Oil or Gas Tanker;
R - Research Vessel;
E - Emergency Vessel;

Other Vessel
Type

Does the vessel
have onboard
treatment
systems for any
other waste
stream covered
by this permit
(e.g. Advanced
Wastewater
Treatment System
for Graywater,

Oily Water
Separator)?

Waste stream















""V

A



123456789

IM098765

Pacific Freighter, LLC

M



Y

AWTS J

4

A ^







_C—|	

Recreation Vessel

i	c

^	

6

7



^ Additional Row

¦	[ Addition

a/ Information 	



Additional Infon

nation 	

The fields listed below allow users to enter multiple entries for a vessel and should be the only
fields populated on a row labeled with an "A":

•	Column Z - Type of Vessel

•	Column AL - Waste stream

•	Column AM - Treatment System Type/Design and Manufacturer

•	Column AN - Treatment System Capacity

•	Column BH - Available discharges vessel may generate

•	Column BJ - If yes, please enter appropriate industrial operation (NOTE: BK must be
populated if BJ = Other)

•	Column BN - List the biocide residuals or derivatives that may be discharged by the
ballast water treatment system (NOTE: BO must be populated if BN = Other)

11

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2.5.3 Additional Row from Drop-down List for Each Vessel

The fields listed below allow users to enter multiple entries for each vessel by selecting a value
from a drop-down list. Each value listed in the drop-down matches a lookup value in VeNOI
database.

•	Column Z - Type of Vessel

•	Column BH - Available discharges vessel may generate

•	Column BJ - If yes, please enter appropriate industrial operation

•	Column BN - List the biocide residuals or derivatives that may be discharged by the
ballast water treatment system

Note: The value selected in fields above for each vessel should be unique. If there are duplicate
entries in fields above for each vessel, the batch upload will fail. The screenshot below shows
an example of duplicate entries.

BF

BG





BH



Bl

Does vessel
travel
beyond the
US EEZ AND
more than
200nm from
any shore?

Is the vessel
engaged in
Pacific
Nearshore
Voyages?

Applicable discharges vessel may generate



Does Vessel
ever engage
in or have
capacity to
engage in
industrial
operations?









Duplicate Entries for
Same Vessel





N

N

Deck Washdown and Runoff







Y







EiaIIast Water











Ballast Water











Chain Locker Effluent





Y

N

Motor Gasoline and Comoensatino Discharae

N









2.5.4 "Other" Option

The table below lists fields that contain an "Other" option in the drop-down list and the
associated fields where user can specify the "Other" option by typing data.

Table 2-1. Fields that contain "Other" option in the drop-down list

Field Contains Other Option in the Drop Down List

Associated Other field

Column Z - Type of Vessel

Column AA - Other Vessel Type

Column BJ - If yes, please enter appropriate industrial operation

Column BK - Other industrial operation

Column BN - List the biocide residuals or derivatives that may be
discharged by the ballast water treatment system

Column BO - Other biocide residuals or derivatives

12

-------
Note: Do not enter data in associated "Other" fields unless the option selected from the drop-
down on the same row list is "Other." Doing so will cause the batch upload to fail.



BJ

BK



z

AA

If yes, please
enter appropriate
industrial
operation

Other industrial
operation

BN

BO

Type of Vessel (required)

C - Commercial Fishing Vessel
with Ballast Water;

M - Medium Cruise Ship (100
to 499 passengers);

L - Large Cruise Ship (500+
passengers);

F - Large Ferry (250+
passengers or more than 100
tons of cargo, e.g., cars,
trucks, trains, or other land-
based transportation.);
B - Barge;

G - Oil or Gas Tanker;
R - Research Vessel;
E - Emergency Vessel;
O - Other.

Other Vessel
Type

List the biocide residuals or
derivatives that may be
discharged by the ballast water
treatment system

Other biocide
residuals or
derivatives

M



Seafood Processing



glutaraldehyde (1,5-pentanedial)





Recreation Vesse?)

Mmmn



ion	

rOther







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2.5.5 Certifying Official Data

Certifying Official data consists of information in following fields:

•	Certifier First Name

•	Certifier Middle Name (Optional)

•	Certifier Last Name

•	Certifier Email

BP

EIQ

BR

BS

Certifier
First Name

Certifier
Middle

Name

Certifier
Last Name

Certifier Email

John



Doe

John. Doe@vahoo. corn

















The valid set of Certifying Official Data must contain Certifier First Name, Certifier Last Name,
and Certifier Email.

If you do not have this complete set of Certifying Official information, leave all these fields blank.
These fields must be all populated or all blank. Partially populating these fields will cause the
batch upload to fail.

If the batch upload is successful, the presence of Certifying Official Data for each vessel will
determine the status of VGP NOI. If valid Certifying Official Data is present the NOI Status will

13

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be set to Submitted. If Certifying Official Data is not present the NOI Status will be set to
Confirmed. The table below provides additional details about the NOI Status as a result of
Certifying Official Data being absent or present.

Note: If the delimited CSV file was uploaded without Certifying Official Data, each VGP NOI will
need to have Certifying Official data manually added via the eNOI Vessels user interface.

Adding Certifying Official data to the delimited CSV file once it has already been successfully
updated will not result in Certifying Official data being added to the existing VGP NOIs. Instead
it will result in the VGP NOI data being duplicated in the system.

Table 2-2. VGP NOI status based on presence of Certifying Official Data

Certifying Official Data

VGP NOI Status

Status Description

Valid certifying official data
present for the vessel

Submitted

A Notice of Intent (NOI) has been submitted to the specified certifying
official, but has not yet been certified and submitted to EPA.

No certifying official data
present for the vessel

Confirmed

Confirmed is a step between Draft and Submitted. After a permit is
saved as a Draft in the database, the submitter needs to confirm the
form before submitting it to EPA.

14

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3. Batch Uploadlnstructions

The batch upload template and the instructions can be found on EPA's National Pollutant
Discharge Elimination System (NPDES) website (http://www.epa.gov/npdes/vessels). Please
follow these steps to use the batch upload function to upload your batch file:

•	Download the batch upload template from EPA's NPDES website;

•	Download the instructions from EPA's NPDES website. Follow the instructions to enter
data in the template;

•	Click the DISC icon and save the CSV file on your computer;

•	Log on CDX (www.epa.gov/cdx) CDX account is required. You can register one if you
don't have it;

•	Follow the CDX instructions to select Electronic Notice of Intent program;

•	Select Vessels eNOI and click "Next" button.

U.S. Environmental Protection Agency

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, Electronic Notice of Intent

| Online Stormwater Application

'







| Welcome to EPA's Electronic Notice of Intent (eNOI) System!

Electronic Notice of Intent

Welcome to EPA's Electronic Notice of Intent (eNOI) system. eNOI is an online electronic permit application system that enables entities
to submit NOI forms to EPA. Facilities can apply for coverage under EPA's NPDES Construction General Permit (CGP), Multi-Sector
General Permit (MSGP), or the Vessels General Permit (VGP) via the eNOI system.

Select a radio button below to access eNOI:

Q Stormwater eNOI

Facilities can submit, certify, view or terminate their Stormwater General Permit NOIs and waivers, which include the MSGP, the
CGP, the NOE, and the LEW.

Users can also submit, certify, and view their MSGP monitoring and other reports

^^^Vessel^eNOI^^I

Vessel Owner/Operators can submit, certify, view, or terminate their Vessel General Permit NOI.

Select the "Batch Upload" button on Vessel eNOI Homepage;

15

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Electronic Notice of Intent

.—jiuiuf'i"_40?* Online Stormwater Application

Welcome to EPA's Electronic Notice of Intent (eNOI) System!

U.S. Environmental Protection Agency
K

e HOME
r HELP
» PROFILE
e LOGOUT



Apply for coverage under an EPA Vessel General Permit

Use this section to fill out new forms to submit to EPA.

More information is provided by clicking on the d beside the questions. You may also click on "Help" in the header located at the top right of each page to
view frequently asked questions and glossary terms

Please do not include ampersands, semicolons, single apostrophes or quotation marks when you are filling out the forms; these values will automatically be removed.
Please provide data for the following field(s):

Is your vessel greater than or equal to 300 gross registered tons? O Yes O No O

Does your vessel have the capacity to hold or discharge more than 8 cubic meters(2113 gallons) of ballast water? d Yes O Nc O
Are you a commercial fishing vessel or a vessel < 79 feet in length that does not discharge ballast water? d Yes O No O

Please select the primary type of your vessel: v)

Commercial Fishing Vessel with Ballast Water	vj

Do you have an EIN number? Yes O No O
Do you have a Company I MO number? d Yes O No O
Please enter the Vessel Owner/Operator Name:

~

For batch upload, please click "Batch Upload"

" button.	y

U.S. Environmental Protection Agency

Electronic Notice of Intent

.^r.TTTTT^ * Online Vessel General Permit Application

Vessel General Permit Notice of Intent to Discharge

Batch Upload

Vessel General Permit Batch Upload

The batch upload function will allow you to apply VGP NOI for multiple vessels in a batch. This function is ortly available to user with "Staff" role.
To use this function, please follow these steps:

1.	Download the batch upload template and instructions from EPA's NPDES Website.(placeholder for the URL)

2.	Read the instruction before filling the template.

3.	Follow the instruction to fill the template and then to save a CSV file on your computer.

4.	Upload the saved CSV file on this screen.

Select the CSV file:

^1 Biu-seT"^

The "Choose file" window will pop up. Select the CSV file saved on your computer and then
select the "Open" button;

16

-------
Choose file

Look in: test

E)

My Recent
Documents

[S

Desktop

J

Mj) Documents

3i

My Computer

My Network
Places

1.csv

2.	csv

3.	csv

4.	csv

5.	csv

6.	csv

7.	csv
_8.csv

0S

~3

is a* m-

File name:	| eVessels_04202009. csv

Files of type: j All Files

Open

"3

¦*¦]	Cancel

Select the "Upload" button on the Batch Upload screen and the system will start to parse the
CSV file. Wait until the process is complete. Clicking any button or closing the window at this
point may cause the batch upload to fail.

U.S. Environmental Protection agency

Electronic Notice of Intent

Online Stormwater Application

Vessel General Permit Notice of Intent to Discharge

Batch Upload

Vessel General Permit Batch Upload

l* The file you uploaded is being processed right now. Please wait until the process is complete.

If there is a data error in the uploaded CSV file, the system will display the batch upload error
screen. A link will be provided on the screen where the user can download the error log. The
error log explains which cell contains the error and what kind of error it is. The user should go
back to the template file in Excel, fix the data, re-save your data in a new CSV file by clicking
the DISC icon on General worksheet, and upload the new CSV file.

17

-------
Batch Upload



Vessel General Permit Batch Upload

Error occured during the uploading process. Please make sure that
you followed the instruction in filling the template. For more information,

File Download | X



Do you want to open or save this file?

Name: vessel_error_log_84.txt
b—J' Type: Text Document

From: caspian.tetratech-ffx.com

~pen ] [ Save ] [ Cancel J

^Download Error Lcg^^

Vessel eNOI Home | Batch Upload Home

.5. Environmental Protection Agency

•it. While files from the Internet can be useful, some files can potentially
harm your computer. If you do not trust the source, do not open or
save this file. What's the risk?



P1 vessel_error_log_84[1].txt - Notepad











1 File Edit Format View Help

Row 2, column bk: error - This field is not allowed when content
Row 2, column bo: error - This field is not allowed when content
fatal - Errors encountered while parsing the uploaded file.

of
of

column bj is
column BN is

different
different

than
than

"other",
"other".

If the batch upload process is successful, the system will display the batch upload success
confirmation screen. A link will be provided on the screen where user can download the result
report.

The result report is in PIPE delimited CSV format. In the result report, there are two new
columns added in addition to the original data in the uploaded CSV file (Permit Tracking
Number & Status). The Permit Tracking Number is a system-generated unique number for your
vessel. The current status of your VGP NOI is shown in the Status column.

E3 Microsoft Excel - vessel_upload_result_85[1].csv

File Edit View Insert Format lools Data Window Help

J l3 d & a I£U .* ** %' /1 - • I & e ' £1 ljs.4

Arial

- 10

B /	% »

«-.0 .00
.00 ->.0

A1

% Permit Tracking Number



		A	^



C

D

E

F



{

Permit Tracking Number V

Status \Row Contr

Is your ves

Does your

Are you a EIN

k

VPA4A367R _J\

Confirmed J

P

Y

Y

N

3





A







4















5















6















7















8















9















10















11















18

-------
Note: Please save the result report for your records. To save the result report, select the
Download Result Report link on the batch upload success confirmation screen. The system will
prompt whether you want to Open the report, Save the report, or Cancel this request. Select
Save to save the result report on your computer.

Batch Upload

Vessel General Permit Batch Upload



The file you uploaded has been successfully processed. Please click
the link below to view/download the result report.

Download Result Report^^







File Download | X

I



Do you want to open or save this file?

[^j] ^ Name: vessel_upload_result_85.csv

Vessel eNOI Home | Batch Upload Home







Type: Microsoft Office Excel Comma Separated Values File

Agency



From: caspian.tetratech-ffx.com





Open ] [ Save ] [ Cancel





While files from the Internet can be useful, some files can potentially
harm your computer. If you do not trust the source, do not open or
save this file. What's the risk?



19

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4. Field Specification on Data Worksheet

The table below contains the specification of each field on Data Worksheet.

•	Field Background Color - The background color of field label shown on the Data worksheet

•	Data label - The cell requesting data

•	Paper NOI Section Title - The section that each field belongs to in the paper NOI

•	Corresponding Section in Paper NOI - The matching section number on the paper NOI

•	Required - This column indicates whether each field is required or not on the Data worksheet

o NOTE: All fields not identified as Required are mandatory and must be filled in if the data is available.

•	Cell data constraints - data that is allowed to be entered into this cell

•	Comment - Additional information

Table 4-1. Template Field Specification

Field Background
Color

Field Question

Paper NOI
section title

Corresponding
section in
paper NOI

Cell data constraints

Comment

Light Yellow

Row Control
Character

Row Indicator

N/A

P/A, single character

•	P - Primary

•	A - Additional

This field is required for any row in the
template. For each vessel, the value on
first row should always be "P", and the
value for rest rows below should always
be "A".

"P" indicates the primary row and "A"
indicates an additional row. Primary
information (e.g. EIN Number, Vessel
Identifier) must be entered on the primary
row. For fields that contain multiple records
(e.g. vessel type, applicable discharge
vessel may generate.), enter the first record
on the primary row and enter the rest on
row(s) below as additional rows (one record
per row).

Light Turquoise

Is your vessel greater
than or equal to 300
gross registered
tons? (required)

VGP

Eligibility

Questions

N/A

Y/N single character

Multiple rows per vessel NOT allowed



Light Turquoise

Does your vessel
have the capacity to
hold or discharge
more than 8 cubic
meters (2113 gallons)
of ballast water?
(required)

VGP

Eligibility

Questions

N/A

Y/N single character

Multiple rows per vessel NOT allowed



20

-------
Field Background
Color

Field Question

Paper NOI
section title

Corresponding
section in
paper NOI

Cell data constraints

Comment

Light Turquoise

Are you a commercial
fishing vessel or a
vessel < 79 feet in
length that does not
discharge ballast
water? (required)

VGP

Eligibility

Questions

N/A

Y/N single character

Multiple rows per vessel NOT allowed



Light Green

EIN Number

Owner/Opera
tor

Information

A. 2

Nine digits numeric

Multiple rows per vessel NOT allowed



Light Green

Company I MO
Number

Owner/Opera
tor

Information

A. 2

Max length 50

Multiple rows per vessel NOT allowed



Light Green

Vessel

Owner/Operator
name (required)

Owner/Opera
tor

Information

A.1

Max length 500

Multiple rows per vessel NOT allowed



Light Green

Address Line 1
(required)

Owner/Opera
tor

Information

A. 4a

Max length 250

Multiple rows per vessel NOT allowed



Light Green

Address Line 2

Owner/Opera
tor

Information

A. 4a

Max length 250

Multiple rows per vessel NOT allowed



Light Green

Country

Owner/Opera
tor

Information

A.4d

Single selection from the list
Multiple rows per vessel NOT allowed



Light Green

City

Owner/Opera
tor

Information

A. 4b

Max length 100

Multiple rows per vessel NOT allowed



Light Green

State

Owner/Opera
tor

Information

A. 4c

Single selection from the list
Multiple rows per vessel NOT allowed

Please leave State field as blank if the value
in Country field is NOT "United States"

Light Green

Zip Code

Owner/Opera
tor

Information

A.4d

Max length 10

Multiple rows per vessel NOT allowed



Light Green

Phone

Owner/Opera
tor

Information

A.4e

Max length 50

Multiple rows per vessel NOT allowed



Light Green

Fax

Owner/Opera
tor

Information

A.4f

Max length 50

Multiple rows per vessel NOT allowed



21

-------
Field Background

Field Question Paper NOI Corresponding

Cell data constraints

Comment

Color

section title section in







paper NOI





Light Green

Vessel Company
Email (required)

Owner/Opera
tor

Information

A.4g

Max length 50, should be in a valid email
format

Multiple rows per vessel NOT allowed



Light Green

Point of Contact -
First Name

Owner/Opera
tor

Information

N/A

Max length 50

Multiple rows per vessel NOT allowed

A valid Point of Contact should contain:

•	First Name

•	Last Name

•	Email

If you do not have this complete set of Point
of Contact information, leave all these fields
as blank. Partially populating these fields
will cause the batch upload to fail. These
fields must be all populated or all blank.

For example, just providing First Name and
Email data will cause the upload to fail.

Light Green

Point of Contact -
Middle Name

Owner/Opera
tor

Information

N/A

Max length 50

Multiple rows per vessel NOT allowed

Light Green

Point of Contact -
Last Name

Owner/Opera
tor

Information

N/A

Max length 50

Multiple rows per vessel NOT allowed

Light Green

Point of Contact
Email

Owner/Opera
tor

Information

N/A

Max length 340, should be in a valid
email format

Multiple rows per vessel NOT allowed

Tan

Vessel Name

Vessel
Information

B.1

Max Length 500

Multiple rows per vessel NOT allowed



Tan

Vessel Identifier

Vessel
Information

B.2

Max Length 50

Multiple rows per vessel NOT allowed



Tan

Vessel Identifier Type

Vessel
Information

N/A

Single selection, one of the following:

•	Vessel ID

•	Registered Number

•	Vessel I MO Number

•	Other

Multiple rows per vessel NOT allowed



Tan

Vessel Call Sign

Vessel
Information

B.3

Max Length 500

Multiple rows per vessel NOT allowed



Tan

Flag State/Port of
Registry

Vessel
Information

B.4

Max Length 500

Multiple rows per vessel NOT allowed



22

-------
Field Background

Field Question Paper NOI Corresponding

Cell data constraints

Comment

Color

section title section in







paper NOI





Tan

Type of Vessel
(required)
C - Commercial
Fishing Vessel with
Ballast Water;
M - Medium Cruise
Ship (100 to 499
passengers);

L - Large Cruise Ship
(500+ passengers);
F - Large Ferry (250+
passengers or more
than 100 tons of
cargo, e.g., cars,
trucks, trains, or other
land-based
transportation.);
B - Barge;

G - Oil or Gas
Tanker;

R - Research Vessel;
E - Emergency
Vessel;

O - Other.

Vessel
Information

B.5

Single Character, User should select one
of the following:

C
M
L
F
B
G
R
E
O

Multiple rows per vessel ALLOWED.
Value selected for each vessel cannot be
duplicated.

The type of vessel entered on primary row
will be saved as the primary vessel type,
and the corresponding letter selected here
will be the last character of the VGP NOI
tracking number if the upload is successful.

Tan

Other Vessel Type

Vessel
Information

B.5

Max Length 250

Multiple rows per vessel NOT allowed
Only enter value in this field when the
Type of Vessel on the same row is "O".



Tan

Vessel Weight

Vessel
Information

B.6a

Max Length 10, Numeric format, positive
numbers only

Multiple rows per vessel NOT allowed



Tan

Vessel Weight Unit

Vessel
Information

B.6a

One of the following:
gross tons

gross registered tons

Multiple rows per vessel NOT allowed



Tan

Vessel Length

Vessel
Information

B.6b

Max Length 10, Numeric format, positive
numbers only

Multiple rows per vessel NOT allowed



23

-------
Field Background

Field Question Paper NOI Corresponding

Cell data constraints

Comment

Color

section title section in







paper NOI





Tan

Vessel Length Unit

Vessel
Information

B.6b

One of the following:

•	feet

•	meters

Multiple rows per vessel NOT allowed



Tan

Ballast Water
Capacity

Vessel
Information

B.7

Max Length 10, Numeric format, positive
numbers only

Multiple rows per vessel NOT allowed



Tan

Ballast Water
Capacity Unit

Vessel
Information

B.7

One of the following:

•	gallons

•	meters

Multiple rows per vessel NOT allowed



Tan

Year Vessel Built

Vessel
Information

B.8

Max length 4

Multiple rows per vessel NOT allowed



Tan

Date of last dry-dock

Vessel
Information

B.9a

Date format mm/dd/yyyy

Multiple rows per vessel NOT allowed



Tan

Date of next

sched uled/antici pated

dry-dock

Vessel
Information

B.9b

Date format mm/dd/yyyy

Multiple rows per vessel NOT allowed



Tan

Does the vessel have
onboard treatment
systems for any other
waste stream
covered by this
permit (e.g.

Advanced
Wastewater
Treatment System for
Graywater, Oily
Water Separator)?

Vessel
Information

B.10

Y/N, single character

Multiple rows per vessel NOT allowed



Tan

Waste stream

Vessel
Information

B.10

Max length 500

Multiple rows per vessel ALLOWED
Only enter value in this field when the
answer for the question "Does the vessel
have onboard treatment systems for any
other waste stream covered by this
permit (e.g. Advanced Wastewater
Treatment System for Graywater, Oily
Water Separator)?" on primary row is "Y"

If Vessel has more than one onboard
treatment systems, each system should be
entered on a separate row (see example)
with following three fields:

•	Waste stream

•	Treatment System Type/Design and
Manufacturer

•	Treatment System Capacity

24

-------
Field Background

Field Question Paper NOI Corresponding

Cell data constraints

Comment

Color

section title section in







paper NOI





Tan

Treatment System
Type/Design and
Manufacturer

Vessel
Information

B.10

Max length 500

Multiple rows per vessel ALLOWED
Only enter value in this field when the
answer for the question "Does the vessel
have onboard treatment systems for any
other waste stream covered by this
permit (e.g. Advanced Wastewater
Treatment System for Graywater, Oily
Water Separator)?" on primary row is "Y"



Tan

Treatment System
Capacity

Vessel
Information

B.10

Max length 500

Multiple rows per vessel ALLOWED
Only enter value in this field when the
answer for the question "Does the vessel
have onboard treatment systems for any
other waste stream covered by this
permit (e.g. Advanced Wastewater
Treatment System for Graywater, Oily
Water Separator)?" on primary row is "Y"



Tan

How often is the
ballast tank cleaned
and sediment
disposed of?

Vessel
Information

B.11a

Max length 500

Multiple rows per vessel NOT allowed



Tan

How and where do
you typically dispose
of ballast tank
sediment?

Vessel
Information

B.11b

Max length 500

Multiple rows per vessel NOT allowed



Tan

Does vessel have an
existing ballast water
management plan?

Vessel
Information

B.11c

Y/N, single character

Multiple rows per vessel NOT allowed



Tan

Type of anti-fouling
hull coating on the
vessel

Vessel
Information

B.12a

Max length 500

Multiple rows per vessel NOT allowed



Tan

When anti-fouling hull
coating was last
applied?

Vessel
Information

B.12b

Date format mm/dd/yyyy

Multiple rows per vessel NOT allowed



Tan

Describe hull
husbandry practices,
such as frequency of
cleaning, method
used, etc

Vessel
Information

B.12c

Max length 875

Multiple rows per vessel NOT allowed



25

-------
Field Background

Field Question Paper NOI Corresponding

Cell data constraints

Comment

Color

section title section in







paper NOI





Tan

Does vessel currently
have, or has vessel
ever held, an NPDES
permit, for any part,
discharge, or
operation of the
vessel?

Vessel
Information

B.13

Y/N, single character

Multiple rows per vessel NOT allowed



Tan

If yes, please provide
Permit Number

Vessel
Information

B.13a

Max Length 100

Multiple rows per vessel NOT allowed
Only enter value in this field when the
answer for the question "Does vessel
currently have, or has vessel ever held,
an NPDES permit, for any part,
discharge, or operation of the vessel?"
on primary row is "Y"



Tan

If yes, provide Dates
of Coverage

Vessel
Information

B.13a

Date format mm/dd/yyyy
Multiple rows per vessel NOT allowed
Only enter value in this field when the
answer for the question "Does vessel
currently have, or has vessel ever held,
an NPDES permit, for any part,
discharge, or operation of the vessel?"
on primary row is "Y"



Tan

Is this a transfer of
ownership?

Vessel
Information

B.13b

Y/N, single character

Multiple rows per vessel NOT allowed



Tan

If yes, provide the
date of transfer

Vessel
Information

B.13b

Date format mm/dd/yyyy
Multiple rows per vessel NOT allowed
Only enter value in this field when the
answer for the question "Is this a transfer
of ownership? on primary row is "Y"



Lavender

Home Port / Most
Frequented US Port

Vessel

Voyage

Information

C.1

Max Length 500

Multiple rows per vessel NOT allowed



Lavender

US Ports Vessel
Anticipates
Visiting During Permit
Term

Vessel

Voyage

Information

C.2

Max Length 500

Multiple rows per vessel NOT allowed



Lavender

Number of overnight
berths - Passenger

Vessel

Voyage

Information

C.3a

Numeric format, non-negative integer
only

Multiple rows per vessel NOT allowed



26

-------
Field Background

Field Question Paper NOI Corresponding

Cell data constraints

Comment

Color

section title section in







paper NOI





Lavender

Number of overnight
berths - Crew

Vessel

Voyage

Information

C.3b

Numeric format, non-negative integer
only

Multiple rows per vessel NOT allowed



Lavender

Maximum capacity -
Passenger

Vessel

Voyage

Information

C.3a

Numeric format, non-negative integer
only

Multiple rows per vessel NOT allowed



Lavender

Maximum capacity -
Crew

Vessel

Voyage

Information

C.3b

Numeric format, non-negative integer
only

Multiple rows per vessel NOT allowed



Lavender

Does vessel travel
beyond the US EEZ
and more than
200nm from any
shore?

Vessel

Voyage

Information

C.4

Y/N, single character

Multiple rows per vessel NOT allowed



Lavender

Is the vessel engaged
in Pacific Nearshore
Voyages?

Vessel

Voyage

Information

C.5

Y/N, single character

Multiple rows per vessel NOT allowed



Pale Blue

Applicable discharges
vessel may generate

Vessel

Discharge

Information

D.1

Multiple rows per vessel Allowed. Value
selected for each vessel cannot be
duplicated.



Pale Blue

Does Vessel ever
engage in or have
capacity to engage in
industrial operations?

Vessel

Discharge

Information

D.2

Y/N, single character

Multiple rows per vessel NOT allowed



Pale Blue

If yes, please enter
appropriate industrial
operation

Vessel

Discharge

Information

D.2

One of the following:

•	Seafood Processing

•	Energy Exploration

•	Mining

•	Other

Multiple rows per vessel Allowed. Value
selected for each vessel cannot be
duplicated.



Pale Blue

Other industrial
operation

Vessel

Discharge

Information

D.2

Max length 250

Multiple rows per vessel NOT allowed
Only enter value in this field when the
industrial operation on the same row is
"Other".



27

-------
Field Background

Field Question Paper NOI Corresponding

Cell data constraints

Comment

Color

section title section in







paper NOI





Pale Blue

Will the vessel be
using an

experimental ballast
water treatment
system which
discharges residual
biocides?

Vessel

Discharge

Information

D.3

Y/N, single character

Multiple rows per vessel NOT allowed



Pale Blue

If yes, are biocide
concentrations below
those listed in Part
5.8 of the Permit?

Vessel

Discharge

Information

D.3b

Y/N, single character

Multiple rows per vessel NOT allowed



Pale Blue

List biocide residuals
or derivatives that
may be discharged
by the ballast water
treatment system

Vessel

Discharge

Information

D.3c

Multiple rows per vessel Allowed. Value
selected for each vessel cannot be
duplicated.



Pale Blue

Other biocide
residuals or
derivatives

Vessel

Discharge

Information

D.3c

Max length 250

Multiple rows per vessel NOT allowed
Only enter value in this field when the
industrial operation on the same row is
"Other".



Yellow

Certifier First Name

Certifying
Official Data

E

Max length 50

Multiple rows per vessel NOT allowed

A valid Certifier Contact should contain:

•	First Name

•	Last Name

•	Email

If you do not have this complete set of
Certifier Contact information, leave all these
fields as blank. Partially populating these
fields will cause the batch upload to fail.
These fields must be all populated or all
blank.

For example, just providing First Name and
Email data will cause the upload to fail.

Yellow

Certifier Middle Name

Certifying
Official Data

E

Max length 50

Multiple rows per vessel NOT allowed

Yellow

Certifier Last Name

Certifying
Official Data

E

Max length 50

Multiple rows per vessel NOT allowed

Yellow

Certifier Email

Certifying
Official Data

E

Max length 340, should be in a valid
email format

Multiple rows per vessel NOT allowed

28

-------