Can anyone decrypt the USCG registration info?

[patrickkidd]

Does anyone here have experience exchanging ownership of a registered vessel with the US Coast Guard and can help me figure out if my application submitted on Oct 6th will be processed by my deadline with my Harbormaster in the next three weeks?

I have been trying to transfer ownership of a J/30 I bought this summer with the US Coast Guard. They call this an “exchange.” I started the process early October and my deadline to provide my harbormaster with a COD is fast approaching in mid December. The problem is that their website and email communication is so cryptic that you can’t determine your registration status, or even whether or not they even have everything they need and won’t reject you after months of waiting and before it’s too late (it’s now too late to handle a rejection).

I have tried emailing their web master and the people on the other end clearly are not reading my emails only typing out canned responses. They will apologize for it and then do it again in the same email, or tell me to call their phone number which provided no option to get the information I need. When asked about timing of case processing, they repeatedly refer you back to a page (it took TEN emails from them to send me the right URL!) with processing dates that use very cryptic language but I think says that they only process exchanges once a year in September. It is amazing how difficult it is to communicate with these people and systems.

Is there anyone here that has experience with this that can help me figure out if they will process and send me a new COD in time? I am starting to get seriously stressed out about this process that I started more than two months in advance.

Cheers,

 

[Kings Gambit]

My experience is that they do it when they do it. So, I don’t know. They used to renew by the anniversary of one’s initial; now I think, as you say, it’s on the calendar year. Everything is by US mail. It’s very frustrating trying to ask questions of anybody, just as it is nearly everywhere now, for anything. I processed my first certificate exchange myself, and encountered problems. So for the boat I have now I had it done through a documentation service in Newport Beach. $$, yet a small amount compared to the cost of the boat and relative to my years of ownership (i.e., amortize) now. Probably not an option for you at this point. Sorry I can’t be of more help. But, I suspect you could get it by the time you need it. I doubt there is a way to speed it up UNLESS using the service (i.e., insiders know how to get through the red tape, etc.).

 

[jssailem]

It is a frustrating slow process and that was before Covid 19 provided further reasons for slow process.

If you have an urgent need for status, and it appears you do, you can try calling their office and speaking with a person in charge.

In Feb 2015 I was facing a similar situation It was the 1st of March and I had not heard a thing. April 10th was my action date when I needed to move the boat. You cannot move a boat with our the papers. So I called and spoke with an on duty officer. I learned that the issue was not me but a previous "temporary" owner who started the paper work then quit on it (did not file the papers properly) then turned the boat back to the seller/broker. So the boat and papers were in limbo. The call was the only way I could get it resolved. I learned about the temp owner and contacted the person. He signed a note clearing the paperwork snafu. This released the papers and I got my CG Documentation.

Call and speak to someone. Explain the issue. And ask what is causing the delay.

If no one wants to talk to you, then there is the nuclear option. Call your congress person and seek their help.

 

[ontherocks83]

I just went through hell with them over this past year trying to get my boat documentation transferred.

The short answer is on average every time I mailed them something it took 2-3 months to get a reply via mail. All in all it took me almost 10 months to do everything because the previous owner never told the CG that he paid off his loan on the boat and I had to jump through hoops to provide them with the info they wanted.

I talked to them on the phone once (pre-covid) and they will not tell you anything to help you out. In my case I was asking what documentation they needed to prove there was no lien, as the bank that had it was no longer in business. They literally told me "you need to provide proof of a lien release, BUT we cannot tell you if it is sufficient until you send it to us" Oh and don't forget you have to pay them for every page you send them.

Once covid kicked off they stopped taking phone calls all together and their email replies were even less helpful.

 

[Kings Gambit]

If no one wants to talk to you, then there is the nuclear option. Call your congress person and seek their help.

This might work. I used this route once to resolve a passport issue after a country abruptly moved its embassy out of Los Angeles to D.C. Very untimely for me and my timeline issues. My Congressman’s office resolved it and I got my passport stamped w/visa in less than a week.

 

[patrickkidd]

It is a frustrating slow process and that was before Covid 19 provided further reasons for slow process.

If you have an urgent need for status, and it appears you do, you can try calling their office and speaking with a person in charge.

In Feb 2015 I was facing a similar situation It was the 1st of March and I had not heard a thing. April 10th was my action date when I needed to move the boat. You cannot move a boat with our the papers. So I called and spoke with an on duty officer. I learned that the issue was not me but a previous "temporary" owner who started the paper work then quit on it (did not file the papers properly) then turned the boat back to the seller/broker. So the boat and papers were in limbo. The call was the only way I could get it resolved. I learned about the temp owner and contacted the person. He signed a note clearing the paperwork snafu. This released the papers and I got my CG Documentation.

Call and speak to someone. Explain the issue. And ask what is causing the delay.

If no one wants to talk to you, then there is the nuclear option. Call your congress person and seek their help.

What number did you call? The only number I can find is the one on their documentation site where I’ve had no success getting a person on the line and it just refers you back to the website.

 

[ontherocks83]

What number did you call? The only number I can find is the one on their documentation site where I’ve had no success getting a person on the line.

You literally cannot call them now and talk to a person.

 

[ontherocks83]

If no one wants to talk to you, then there is the nuclear option. Call your congress person and seek their help.

This might work but personally it would make me nervous. From the interactions I did have speaking with them on the phone and emails, it appears that it is a rather small office or that there are only 1 or 2 people that control the flow of the work.

Now that I think about it I actually spoke to them twice on the phone and it was the same person both times, also all emails were from that same person. I wanted to unleash hell on them but quickly realized that if all the paperwork files did go through the same person, I really didn't want to get on their bad side where my paperwork might get "misplaced"

Maybe I was being paranoid but its not like the DMV where you can just go to a different office.

 

[Kings Gambit]

The Congressman will know whether or not s/he can help.

 

[jssailem]

It was a while back, but believe it was their number on the website. I was persistent with multiple calls. I also searched the CG website. I have found a number of phone links when I wanted them. Sometimes you need to work your way up the Chain of command till you find some one with responsibility and time to support your challenge. Not always easy.

 

[patrickkidd]

It was a while back, but believe it was their number on the website. I was persistent with multiple calls. I also searched the CG website. I have found a number of phone links when I wanted them. Sometimes you need to work your way up the Chain of command till you find some one with responsibility and time to support your challenge. Not always easy.

Huh. Thanks for the info. I could only find a phone number that refers you back to the website when you select an option. I'll keep looking.

 

[CarlN]

At the bottom of the CG Documentation home page is a link for Case Processing Report. It was last updated November 6 and said they were processing exchanges submitted 9/15. CASE PROCESSING REPORT AS OF NOVEMBER 06 2020 (CLICK HERE)

You can also go here to get a report on your status by the documentation number or hull number

USCG CGMIX National Vessel Documentation Center Documentation Status Search Page

cgmix.uscg.mil

I would talk to your harbormaster. He certainly is familiar with documentation delays. It may be that a copy of your application attached to a print-out of the status report would satisfy him.

 

[patrickkidd]

At the bottom of the CG Documentation home page is a link for Case Processing Report. It was last updated November 6 and said they were processing exchanges submitted 9/15. CASE PROCESSING REPORT AS OF NOVEMBER 06 2020 (CLICK HERE)

You can also go here to get a report on your status by the documentation number or hull number

USCG CGMIX National Vessel Documentation Center Documentation Status Search Page

cgmix.uscg.mil

I would talk to your harbormaster. He certainly is familiar with documentation delays. It may be that a copy of your application attached to a print-out of the status report would satisfy him.

Right, this is the information I have been able to get, and that this thread is about "decrypting." What I can't tell from the case processing report is when the next processing date will be, and even if there will be another one this year. What I can tell from the case status page is that they received my submission, but what it doesn't tell me is whether they have everything they need.

Good tip about the harbormaster.

 

[capta]

I've never had a problem. I fill it out as instructed and send it in. They send it back and I redo the errors. I send it back and they return it with a whole new set of errors. This goes on for a few months, and then I get my document.
I don't see this method as working well with the postal service in such disarray.

 

[jssailem]

You probably found this number.

• Visit www.uscg.mil/nvdc for the latest updates, to download and complete application forms, and to view additional guidance. If you have questions, please contact the NVDC by e-mail, at nvdc.w.webmaster@uscg.mil or by calling 1-800-799-8362.

How about this info? Who uses Fax Numbers? Someone who wants answers from the government. Send a Fax with your issue and a call back number. Plead your case briefly. Ask for help.

• NVDC Email Addresses:
• Contact NVDC via E-Mail
  E-Mail address is nvdc.w.webmaster@uscg.mil
  
  Submit Applications via E-Mail
  E-Mail address is nvdc.pdf.filing@uscg.mil
  IMPORTANT: All attachments must be sent in .pdf format
• 
  
• 
  
• Phone Numbers:
• Toll Free: (800) 799-8362
  Main: (304) 271-2400
  Phone Hours: 9:00 a.m. to 3:00 p.m. (Monday, Tuesday, Wednesday and Friday)
  Phones are not manned on Thursdays
  
  All Times are Eastern Time (Standard or Daylight Savings, when applicable)
• 
  
• Fax Numbers:
• Primary: (304) 271-2405
  Secondary: (304) 271-2415

Perhaps remind them...

That could mean ready to help.

 

[ontherocks83]

Right, this is the information I have been able to get, and that this thread is about "decrypting." What I can't tell from the case processing report is when the next processing date will be, and even if there will be another one this year. What I can tell from the case status page is that they received my submission, but what it doesn't tell me is whether they have everything they need.

Good tip about the harbormaster.

What the top link means is that they are currently processing paperwork that they received on September 15th. If you sent yours in October they have not even gotten to it yet. I have noticed that after they get to your date you usually get the paperwork back via mail within two weeks.

I've never had a problem. I fill it out as instructed and send it in. They send it back and I redo the errors. I send it back and they return it with a whole new set of errors. This goes on for a few months, and then I get my document.
I don't see this method as working well with the postal service in such disarray.

You are spot on with this! and after each resubmission you get put to the back of the line and start the process over again. This is why it took me 10 months to get my documentation squared away. Wash, rinse, repeat.

 

[CarlN]

Right, this is the information I have been able to get, and that this thread is about "decrypting." What I can't tell from the case processing report is when the next processing date will be, and even if there will be another one this year. What I can tell from the case status page is that they received my submission, but what it doesn't tell me is whether they have everything they need.

Good tip about the harbormaster.

They continuously process them - or as continuously as any government agency

Keep checking the link and when it says they are processing applications received on 10/6 then you should get your documentation in about a week.

But I expect the harbormaster will give you a break. It's a common problem. I once cleared customs into the Bahamas with just an application and the case status print-out.

 

[patrickkidd]

What the top link means is that they are currently processing paperwork that they received on September 15th. If you sent yours in October they have not even gotten to it yet. I have noticed that after they get to your date you usually get the paperwork back via mail within two weeks.


You are spot on with this! and after each resubmission you get put to the back of the line and start the process over again. This is why it took me 10 months to get my documentation squared away. Wash, rinse, repeat.

Ok, this is helpful and basically tells me that this isn't going to work out. I'm going to go to my local DMV office and pursue a title and registration with them. I certainly never though I would be going to the DMV for speedy service, but this is waaaay beyond the word experience I've had with any other government institution. Is it just me, or is this getting into Soviet Russia territory for inefficiency? (I am a patriot and am only talking about the objective level of inefficiency which of course would be appropriate to address through congressional action, NOT making sweeping allegations about our country or government!)

 

[ontherocks83]

Ok, this is helpful and basically tells me that this isn't going to work out. I'm going to go to my local DMV office and pursue a title and registration with them. I certainly never though I would be going to the DMV for speedy service, but this is waaaay beyond the word experience I've had with any other government institution. Is it just me, or is this getting into Soviet Russia territory for inefficiency? (I am a patriot and am only talking about the objective level of inefficiency which of course would be appropriate to address through congressional action, NOT making sweeping allegations about our country or government!)

As far as I am aware, if your boat was previously documented you cannot get a title from the DMV/State/anywhere, the CG owns the title and you cannot get a physical title unless you submit all the paperwork to UN-document your boat, which is a whole other long process. At this point you'd be best to stick with your initial plan and just provide the Harbor master any supporting evidence you can.

What is it with the harbormaster and needing your documentation by a specific date????? Is it an insurance thing or something else? Technically I spent half this summer sailing while "undocumented" and just kept proof of application and prior documentation on the boat. I never got pulled over but even the CG website at the time stated that due to delays a copy of application may suffice.

 

[patrickkidd]

As far as I am aware, if your boat was previously documented you cannot get a title from the DMV/State/anywhere, the CG owns the title and you cannot get a physical title unless you submit all the paperwork to UN-document your boat, which is a whole other long process. At this point you'd be best to stick with your initial plan and just provide the Harbor master any supporting evidence you can.

What is it with the harbormaster and needing your documentation by a specific date????? Is it an insurance thing or something else? Technically I spent half this summer sailing while "undocumented" and just kept proof of application and prior documentation on the boat. I never got pulled over but even the CG website at the time stated that due to delays a copy of application may suffice.

I called the DMV and they will allow me to register the vessel while also registering with the Coast Guard. Maybe that decision is left up to the States to decide.

The harbormaster leases to the owner, so they require proof of ownership. They have made an exception so far given my proof of USCG application and application fee payment, but require the COD by the deadline. It could be an option to sue for another exception, but if that doesn't work out I am screwed.