Training of VTS Communication Competence Using the IMO SMCP

(Peter Trenkner, 2015)

This contribution is meant, inter alia, to lift inhibitions from, say, less experienced teachers of
Maritime English or newcomers to our community who might consider it too demanding to
create their own trade related exercises or to do exercises like the one described below.
A) Introduction
1 General remarks
The following is an example of
how to produce a close to real life exercise on a selected item of VTS Communication
requiring a minimum of technical equipment, and
how to apply this exercise in classes to acquire the communication skills Listening and
Speaking.
In order to clearly and exemplarily illustrate the methodical intentions involved which are
based on the conception of so-called Content-based Instruction (CBI)/Communicative
Language Teaching (CLT), a very restricted area of external communication has been chosen,
i.e. VTS Communication (Reporting on when entering a VTS area) which may be expanded
following the same methodical approach.
The exercise hereafter is thought to be done with nautical students at (pre-) intermediate,
intermediate or advanced level.
2 Technical equipment required and other sources

One PC for text processing

Two recorders (one for producing/recording the exercise; two are needed in class for
the final stage of the exercise).
One commercial radio receiver
A sufficient number of CDs, MP3 capacity to record/copy the exercise and to record
the performance of the students in the final stage of the exercise.
One microphone.
Copies of the IMO SMCP, London 2002, Section A1/6.1.1, for each student.
IMO Model Course 1.26, Restricted Operators Certificate for GMDSS, London 1998
IMO Model Course 1.25, General Operators Certificate for GMDSS, London 1997
(or any other manual on VHF radio procedures)
EU Thematic Network on Maritime Education, Training and Mobility of Seafarers
(METNET), WP 7 (Task 7.1) Framework for the production of Maritime English
syllabuses and materials (prepared by C. Cole and P. Trenkner), 2001

3 Technical knowledge required from the instructor

To perform the following exercise efficiently and successfully the Maritime English teacher
should have a basic technical knowledge of VHF calling procedures (for details see IMO
Model Course 1.26). To properly apply these procedures and this must not be
underestimated is one of the preconditions for an efficient verbal communication on radio. It
is in my personal view not too much asking from a lecturer in Maritime English to qualify in

this respect. Anyway, it is one of the tasks of the Maritime English teacher to check whether
the VHF calling procedures are applied as prescribed.
An excellent way to ensure that the maritime-technical background of an exercise like the one
below is free of errors or mistakes and that it reflects up-to-date standards is "twinnig" with a
corresponding "technical" lecturer. This twinning or close co-operation has at least two
advantages for both the lecturers: The "technical" colleague may acquire additional Maritime
English competence and the Maritime English lecturer may do so in the field of maritime
technology all this to the advantage of the students (if your are interested in a more detailed
insight into this problem, see EU METNET).
B) Producing the exercise
1 Setting the scene
The situation providing the background of the exercise is like this: A vessel named MV Monro
Bonavista/L4JZ (all names in the exercise are fictitious) wants to enter Shangrila Port. The
name of the ship is relatively long and consists of two words; this has been done on purpose
to teach the students how to spell names like this or to check whether they are able to do so. In
order to have a clear-cut end of the exercise the vessel will not enter Shangrila Port as she got
different orders. The vessel is obliged to report on at the corresponding VTS-Centre called
Shangrila Traffic.
2 Drafting the script
Now the teacher has to mobilise his/her imaginative faculty to draft a scenario which the
officer might face in reality, or, a good idea, s/he "twins" with a "technical" instructor to
jointly create a proper maritime context. (remark for specialists: Shangrila Traffic enters into
a dialogue with the vessel and does not apply the IMO Reporting Procedures, e.g. MAREP).
Due attention should be paid that the IMO SMCP are used wherever practicable since it is one
of the prominent tasks of the exercise to teach/learn the phrases. The script below is also the
key to the exercise for the teacher, it will not be handed out to the students.
The script I have drafted and recorded looks like this (the part of the students in italics does
not appear on the tape):
3 The script
VTS Communication Reporting on
Name/Call Sign of your vessel: MV Monro Bonavista/L4JZ (MV). You want to report on at
Shangrila VTS-Centre called Shangrila Traffic (ST). You have to respond to Shangrila Traffic
using the information in your handouts. Make use of the IMO SMCP wherever practicable.
The correct VHF calling procedures have to be applied.
Shangrila Traffic is talking to you from the loudspeaker. Shangrila Traffic will address you
with your call sign because the VTS operator did not get the full name of your vessel in your
initial call.

ST:

Vessel call sign L4JZ vessel call sign L4JZ vessel call sign L4JZ

this is Shangrila Traffic Shangrila Traffic Shangrila Traffic

Advice: Change to VHF Channel 69, please.
over
MV:

Shangrila Traffic this is MV Monro Bonavista/L4JZ

Understood. Changing to VHF Channel 69.
over

MV:

Shangrila Traffic this is MV Monro Bonavista/L4JZ

on VHF Channel 69.
over

ST:

Vessel call sign L4JZ this is Shangrila Traffic

Your flag sate is Simland, correct?
Advice: Spell the name of your vessel, Captain.

over

MV:

Shangrila Traffic this is MV Monro Bonavista/L4JZ

Yes, you are correct, Sir. My flag state is Simland.
I spell the name of my vessel: Mike-Oscar-November-Romeo-Oscar
next word: Bravo-Oscar-November-Alpha-Victor-India-Sierra-Tango-Alpha
call sign: Lima-four-Juliett-Zulu
over

ST:

MV Monro Bonavista/L4JZ this is Shangrila Traffic

Question: What is your position, please?
over

MV:

Shangrila Traffic this is MV Monro Bonavista/L4JZ

Answer: My position is about 2 nm south of buoy Delta 9.

over

ST:

MV Monro Bonavista/L4JZ this is Shangrila Traffic

There are three vessels in a line from the North to the South, Captain.
Question: Which of the three are you?
over

MV:

Shangrila Traffic this is MV Monro Bonavista/L4JZ

Answer: I am the southernmost of the three vessels.

ST:

MV:

over

MV Monro Bonavista/L4JZ this is Shangrila Traffic

Well, Captain, I still have a problem to locate you.
Advice: Alter your course for 25 to the NE for identification.

over

Shangrila Traffic this is MV Monro Bonavista/L4JZ

Understood. Altering my course for 25 to the NE for identification.

ST:

MV Monro Bonavista/L4JZ this is Shangrila Traffic

OK, fine, I have located you on my radar screen now.
What can I do for you, Captain?
over

MV:

Shangrila Traffic this is MV Monro Bonavista/L4JZ

My destination is Shangrila Central Port.
Question: Is a berth clear for me?
over

ST:

MV Monro Bonavista/L4JZ this is Shangrila Traffic

over

I see, Captain, in this case I need to know some more information, Captain.
Question 1: What is your draft forward and aft?
Question 2: What is your cargo?
over
MV:

Shangrila Traffic this is MV Monro Bonavista/L4JZ

Answer 1: My draft forward is 9.25 m, my draft aft is 10.20 m.
Answer 2: My cargo is 2 821 20' containers, no dangerous goods .

over

ST:

MV Monro Bonavista/L4JZ this is Shangrila Traffic

Understood. Draft forward 9.25 m, aft 10.20 m. Cargo 2 821 20' Containers,
no dangerous goods.
Last questions, Captain:
Question 1: What was your last port of call?
Question 2: Who is your agent in Shangrila, Captain?
over

MV:

Shangrila Traffic this is MV Monro Bonavista/L4JZ

Answer 1: My last port of call was Lusan in Korea.
Answer 2: My agent in Shangrila is SinoTrans Limited.

over

ST:

MV Monro Bonavista/L4JZ this is Shangrila Traffic

OK, Captain, wait a moment, please.
Information: Your orders have changed.
Advice: You have to proceed to Rudong Container Terminal, berth no. 16.
Contact Rudong Traffic on VHF Cannel 73 for further information.
Did you get it, Captain?
over

MV:

Shangrila Traffic this is MV Monro Bonavista/L4JZ

Understood. My orders have changed.
Proceeding to Rudong Container Terminal, berth no. 16.
Changing to VHF Channel 73 for Rudong Traffic.
Thank you for your assistance, Sir. Good watch. out.

4 Recording the script

When recording the script onto a CD, in MP3, etc., only the part of the VTS-Centre Shangrila
Traffic has to be spoken and time gaps left which the students, acting as the vessel, have to fill
in with their responses.
The speaker should be a qualified Maritime English teacher/speaker. S/he needs not
necessarily be a native English speaker; to cut a problem short worth discussing in length:
Less than one out of ten deck officers in the world merchant fleet is an English L-1 speaker,
so our will-be deck officers will happen to meet him/her or them only once in a while.
Technical advice:
-You have to prepare one recorder to record the read-out script via microphone (do not forget
to switch on the microphone!) and a second one to provide background noise, the latter you
may obtain from a normal, commercial radio receiver as well. Among the equipment I use
there is a sound track full with background noise from the navigation bridge of a ship
available to you on request - which I run simultaneously to my recording. This background

noise plays an important part as it adds a touch of reality to the exercise - students accept and
feel that by the way, SOLAS recommends this kind of approach, too.
- It may be somewhat tricky to find the appropriate lengths of time gaps for the responses of
the vessel, i.e. the students. Sometimes the gaps are too long, often they are too narrow. The
length you choose should also take into account the students level you will meet. I frequently
have to record my exercises at least twice to find a middle course neither being overdemanding nor under-demanding.
5 Handout to (pre-) intermediate students
The handout given to (pre-) intermediate students is based on the above script, but the
students only have the calls of Shangrila Traffic in their handouts, not the complete
message, and the part of MV Monro Bonavista/L4JZ is replaced by clues which the
students have to use giving the correct response. Here you have to find a wording which
differs from the one required preventing the students from just copying the clues. This
problem can be avoided if the clues are given in the students non-English mother tongue.
The handout for (pre-) intermediate students may look like this:
VTS Communication Reporting on
Name/Call Sign of your vessel: MV Monro Bonavista/L4JZ (MV). You want to report on at
Shangrila VTS-Centre called Shangrila Traffic (ST). You have to respond to Shangrila Traffic
using the information in your handouts. Make use of the IMO SMCP wherever practicable.
The correct VHF calling procedures have to be applied.
Shangrila Traffic is talking to you from the loudspeaker. Shangrila Traffic will address you
with your call sign because the VTS operator did not get the full name of your vessel in your
initial call.
ST:

Vessel call sign L4JZ vessel call sign L4JZ vessel call sign L4JZ

MV:

-confirm what the VTS operator requested

and then call again on the VHF Channel advised

ST:

Vessel call sign L4JZ this is Shangrila Traffic

MV:

- confirm your flag state and spell the name of your ship

ST:

MV Monro Bonavista/L4JZ this is Shangrila Traffic

MV:

- tell the VTS-Centre that you are near buoy D9, more precise: 2nm to the south of it

ST:

MV Monro Bonavista/L4JZ this is Shangrila Traffic

MV:

- inform the VTS operator that you are the southernmost

ST:

MV Monro Bonavista/L4JZ this is Shangrila Traffic

MV:

- confirm the advice given by the VTS-Centre

ST:

MV Monro Bonavista/L4JZ this is Shangrila Traffic

MV:

- tell the VTS operator that you are bound for Shangrila Central Port
- ask the VTS operator whether they have a berth for your vessel

ST:

MV Monro Bonavista/L4JZ this is Shangrila Traffic

MV:

- your draft forward: 9.25 m, your draft aft: 10.20 m.

- you carry two thousand eight hundred and twenty-one 20' containers
- you have no dangerous cargo on board

ST:

MV Monro Bonavista/L4JZ this is Shangrila Traffic

MV:

- you came from Lusan, Korea

- your agency in Shangrila is SinoTrans Limited

ST:

MV Monro Bonavista/L4JZ this is Shangrila Traffic

MV:

- confirm the information and the advice given by the VTS operator
- close the conversation appropriately

6 Handout for advanced students

There is one problem with the exercise based on the handout above as far as the learning
effect is concerned: Certain students may well do most parts of the exercise merely rendering
the clues in English without bothering too much what the VTS-Centre said.
Students at a higher level can be expected to complete a more demanding exercise. The
handout given to advanced students avoid the problem mentioned before. They have to follow
the VTS turns, have to consider, select and answer appropriately.
And here is the handout given to those students. The clues given in handwriting may also be
in the non-English mother tongue of the students. The students have got five minutes to get
prepared before the exercise from the tape starts:
VTS Communication Reporting on
You have put down in handwriting details (see below) which the VTS-Centre might ask you
when you report on, it may well be that not all of these details will be requested.

Respond after each turn ("over"), i.e. to each advice/question of the VTS-centre
whenever practicable using the IMO SMCP!
Apply the corresponding VHF calling procedures!

Only respond to what the VTS-Centre will ask or advise!

Your task will start with a call of the VTS-Centre using the call sign of your vessel because the
VTS operator did not get the full name of your ship in your initial call.
The name of the VTS-Centre is Shangrila Traffic.
Name/Call Sign:
Flag State/Port of Registry:
Gross Tonnage:
Length o.a..:
max. Draft
:
Radio Equipment:

MV Monro Bonavista/L4JZ
Simland/Nonport
26 584 gt
Deadweight: 34 654 t
210. 00 m Breadth o.a.: 30.20 m
10.50 m
max. Speed:
22.30 kn
GMDSS A3

Attention:

Be all ears which working channel will be advised

by Shangrila Traffic, we have to call anew on that
channel then.

Attention::

We have to inform Shangrila Traffic that Shangrila

Central Port is our destination and ask whether
they have a berth for us.

Present position:

Abt. 2 nm South of buoy D9.

(Pay attention, it might be that the VTS operator
wants to know this: we are the southernmost of
three vessels sailing in a North to the South line
there)

Last port of call:

Lusan, Korea

Present max. draft

Forward 9. 25 m; aft 10.20 m

Cargo:

2 821 20-foot Containers,

no dangerous goods

Agent in Shangrila:

SinoTrans Limited

Status of equipment:

everything OK

C) Performing the exercise

1 Preparation of students
Either: The students are given handouts with the IMO SMCP, Section A1/6.1.1, and they are
expected to know them before the exercise is on the agenda.

Or better: The students will be introduced to the relevant terminology and phrases by means
of methodically well thought out pre-communicative or even communicative exercises
offered in an appropriate context.
Anyhow, what matters is that the students hit the core of a corresponding phrase, and the
teacher should not press them to know, say, the site of each individual comma within a certain
phrase.
2 The exercise
Technical arrangement:
One CD player with the sound track containing the part of the VTS-Centre as described and
one recorder have to be prepared. A language lab can be used as well.
A microphone has to be connected to the recorder (and switched on!). The student should be
seated between the recorder and the cassette player, the microphone being in from of him/her.
The student will be given the corresponding handout and has to listen from the CD via
loudspeaker to what the VTS-Centre is going to ask or advise. S/he may use a sheet of paper
to put down notes.
The part of the VTS-Centre and the responses of the student are simultaneously recorded via
microphone so that, when the tape is replayed, one can hear the VTS-Centre and the
responses of the vessel, i.e. the student. this works out well. The disadvantage is that only
one student at a time can be involved, the others have to listen and to comment on his/her
performance afterwards in a follow-up. This disadvantage is overcome when a fully equipped
language lab is available where the students can listen to the VTS-Centre from the
loudspeaker and record their responses on their individual tapes via the microphones in their
headsets.
At any case, the performance of the student(s) should be replayed in the class and comments
of the classmates invited unless this exercise is used as a test or part of an examination.
Finally, the students performance can be assessed and scored by the teacher if required at
his/her desk, however, if you or your students want, you may refrain from recording the
students responses and have an immediate discussion on their performance in the classroom.
3 Assessing and/or scoring
The terms according to which I assess my students performance read like this:
Correctness of terminology and pronunciation
Fluency of conversation and discourse
Proper application of VHF calling procedures
Adequate use of the IMO SMCP
Please, try to create an exercise like this or/and do the one I have demonstrated in your classes
I will appreciate your feedback.
If you are interested, you may also get a full course (The IMO Standard Marine
Communication Phrases in Dialogues) on request free of charge (petrenk@t-online.de), a
Lecturers Manual included, based on the principles mentioned above titled.