9 Communication of Information

  9.1 Each Party to the Convention that has indicated it will grant exemptions should establish a point or points of contact for receipt of applications. Relevant contact details should be submitted to the Organization. In the absence of such information from a Party, the IMO MEPC contact point should be regarded as the contact point for the purpose of these Guidelines.

  9.2 The Organization should circulate the list of contacts, and keep this list updated on a regular basis.

  9.3 The decision of the recipient port State(s) shall be communicated to the shipowners or operators, the affected State(s), and the Organization as soon as possible before the effective date of the exemption. The decision should explain the basis for granting the exemption and how any comments from affected States were addressed and specify the voyage or voyages in which the exemption is granted, including the specified ports or location(s), the duration of the exemption and details of any conditions or limitations on the exemption.

  9.4 Exemptions granted in accordance with regulation A-4 of the Convention, shall be effective after communication to the Organization and circulation of relevant information to Parties.

  9.5 Any exemption granted shall also be recorded in the ballast water record book in accordance with regulation A-4.4.

  9.6 Where exemptions have been granted for a specific voyage, any changes in voyage plans must be communicated to the Party that has granted the exemption prior to undertaking the voyage or prior to discharge of ballast water.