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Whitehaven Coal Contract Coordinator Appointment Form

This business rule was last updated by WHC on 28.03.2018

Document must be fully completed and signed by all required WHC personnel in all signature blocks

Contracting company details must be displayed on form

Contracting company details must match registered company details in Onsite

Name of appointee – Contract Coordinator as listed FORM 2 and FORM 1

Sites must be listed

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title	Appointment and Nomination Forms

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	whcappointmentforms

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Whitehaven Coal

Contract

Contractor Owner Appointment Form

This business rule was last updated by WHC on 15.01.2018

Document must be fully completed and signed by all required WHC personnel in all signature blocks
Contracting company details must be displayed on form
Contracting company details must match registered company details in Onsite
Name of appointee – Contract Owner as listed on FORM 1

Sites must be listed

WHC Contract Coordinator -

(WHC-FRM-Contractor Owner)

Name of Appointee: Contractor Owner as listed on WHC-FRM-Contractor Engagement
Name of Contracting Company: Must be listed and match company registered in the system
This appointment applies at the following WHC Site(s) / Department(s): Site(s) must be ticked
WHC Contractor Owner:must complete name, signature and date

. Name must match FORM 1

.
Appointed

by – signed as per FORM 1

Black and white or colour copy is accepted

The mine operator or relevant manager must sign the form

Whitehaven Coal Contract Owner Appointment Form to be completed and uploaded in Portal and Onsite.

Contract Owner is not needed for class A

Black and white or colour copy is accepted

WHC Contract Coordinator -

By: Sign off must be completed by a Mine Operator or Delegate (Mine Site) or Relevant Manager (Off Site) associated with the relevant site/s ticked as per the Approved Authorisers list

The latest version of this form is issue 4.0. The next previous version can also be accepted.

Issue date to be recorded as Date of document approval by WHC

Expiration date as per Whitehaven Coal Contractor Engagement Form 1 - valid for 3 years

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Expiry date must align with the Primary Contracting Company’s WHC-FRM-Contractor Engagement – [SITE] form expiry

Pegasus staff click here for additional business rule information prior to completing file verification

Whitehaven Coal Contractor Coordinator Appointment Form (WHC-FRM-Contractor Coordinator)

Name of Appointee:Must be a WHC employee
Name of Contracting Company:must be listed and match registered company in the system
This appointment applies at the following WHC Site(s)/Department(s):Site(s) must be ticked
WHC Contract Coordinator: must complete name, signature and date.

Name must match FORM 1.

Appointed

by – must match FORM 1

The mine operator or relevant manager must sign the form

Whitehaven Coal Contract Coordinator Appointment Form to be completed and uploaded in Portal and Onsite.

Black and white or colour copy is accepted

If form 1 is stating several contract coordinators, all forms for contract coordinators should be uploaded in the portal

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title	Contractor Engagement

CertificationCertification RequirementsUpload RequirementsExamples Anchorcontractorengagementform1contractorengagementform1Whitehaven Coal Contractor Engagement Form 1

This business rule was last updated by WHC on 15.01.2018

Contracting company details must be displayed on form
Contracting company details must match registered company details in Onsite
Contractor company supervisor box must be completed
Site/Area – must be listed as per site required; WHC Contractor Owner (class B & C) – must be listed; WHC Contract Coordinator(s) – must be listed – One contract coordinator per site, the contract owner might or might not be the same for all sites listed
Scope of Work section must be listed
Contractor Classification must be ticked and must match class in Onsite.
Duration of work, cost, & people must be completed
Contractor management section all questions completed
Notifications to relevant WHC department - optional
Approval – must have name printed, must be signed and dated. Must be completed in accordance to the site listed in the field – Site/Area on this form.
List of authorised approvers can be found HERE
Whitehaven Coal Contractor Engagement Form 1 to be completed and uploaded
Black and white or colour copy is accepted

Issue date to be recorded as Date of document approval by WHC
Expiration to be recorded 3 years from starting date except if stated otherwise in the document.

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WHC-FRM-SUB-CONTRACTOR ENGAGEMENT –Form 5

This business rule was last updated by WHC on 15.01.2018

Primary Contracting company details must be displayed on form
Sub- Contracting company details must be displayed on form.
Primary Contracting company details must match registered company details in Onsite
Primary contactor company - must be listed with contact details and company to match FORM 1.
Sub- contractor company - must be listed with contact details
Site/Area; WHC Contract Owner (Class B & C); WHC Coordinator(s)
Scope of work completed

Approval – Must have name printed, signature and dated. Contract owner must match form 2.
Duration of work, cost, & people must be completed

Sub-contractor management – all fields completed
Approval (site or area) – WHC contract owner must match FROM 2. Must have name, signature and date.
Acknowledgement – Primary contractor company supervisor name must match FORM 1.
Form 5 must be fully completed before upload
Black and white or colour copy is accepted

NOTE: Sub-contractors of sub-contractors will be related to the primary contractor.

NOTE: *When form 5 is uploaded for a sub-contractor and the primary contractor has registered as an uncategorized contractor - send form 5 to site for approval*

Form(s) can be uploaded separately or as a bundle.

1 form per sub-contractor

Expiration date as per Whitehaven Coal ContractorEngagement Form 1 – valid for 3 years

By: WHC Contractor Owner must match the contracting company’s WHC-FRM-Contractor Engagement

The latest version of this form is issue 8.0. The next previous version can also be accepted.

Issue date to be recorded as Date of document approval by WHC

Expiration date as per Whitehaven Coal Contractor Engagement Form 1 - valid for 3 years

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Contractor Company Supervisor Nomination Form

This business rule was last updated by WHC on 15.01.2018

Document must be fully completed and signed in all signature blocks
Contracting company details must be displayed on form
Contracting company details must match registered company details in Onsite
Contract company supervisor – must match FORM 1
Site/Area; WHC Contract Owner (Class B & C); WHC Coordinator – must be completed as per site required
Approval (Site or Area) must complete name, signature and date. Name must match FORM 1.
The mine operator or relevant manager must sign the form
Whitehaven Coal Company Supervisor form to be completed and uploaded in Portal and Onsite.
Black and white or colour copy is accepted

Issue date to be recorded as Date of document signature by contracting company
Expiration date as per Whitehaven Coal Contractor Engagement Form 1 - valid for 3 years

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Whitehaven Coal Authority to Undertake Induction

Contracting company details must be displayed on form
Contracting company details must match registered company details in Onsite
Authority to Undertake Induction form to be completed and uploaded
Black and white or colour copy is accepted

NOTE: All people intending to work underground need Gerald Linde or Brian Williams to sign off on the ATUI (form 3) and Form 2

MEM - all mechanical trades (Surface and UG) (Richard Hokin)
EEM - all electrical trades (Surface and UG) (Chris Bentham)
CHPP, Surface Civil and Engineering - (Aron Cane)
Surface Drilling, Enviro, cultural Heritage and Tech Services - (Owen Salisbury or Dave Ellwood )
Safety and Training - (Scott Ginnivan)

Example:

If U/G mechanical trade then Gerald or Brian AND Richard Hokin to sign.

If enviro work then only Owen or Dave to sign

Issue date to be recorded as the date of document approval by WHC

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title	Contractor Details

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Head Contractor Details

Contracting company details must be displayed on form
Contracting company details must match registered company details in Onsite
Head contractor Company details to be displayed
Black and white or colour copy is accepted

Issue date to be recorded as the date of submission
Expiry date to be calculated as 6 months from Issue date

AnchorsubcontractorformsubcontractorformSubcontractor Details

Contracting company details must be displayed on form
Contracting company details must match registered company details in Onsite
Subcontractor Company details to be displayed
Black and white or colour copy is accepted

Issue date to be recorded as the date of submission
Expiry date to be calculated as 6 months from Issue date

Expiry date must align with the Primary Contracting Company’s WHC-FRM-Contractor Engagement – [SITE] form expiry

Pegasus staff click here for additional business rule information prior to completing file verification

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WHC-FRM-Contractor Engagement – [SITE]

Contracting Company: must be listed and match registered company in the system
Contractor Representative Name: must be listed (not applicable for Class A)
WHC Contractor Owner Name: must be listed
Site(s): must be ticked. Click HERE for a list of sites;

Scope of work: must be completed
Classification Result: must be indicated and responses to questions circled
Sub-contractors: must be completed
WHC HSE Document Review Acknowledgement: if classification is B or C the appropriate box must be indicated (not required for Class A)
Contractor Representative (System Acknowledgement): must be completed
WHC Contractor Owner (System Approval): must be completed

Approvals to Engage Company for NEW FORM (Version 7.0 OR 8.0): A Mine Operator or Delegate (Mine Site) or Relevant Manager (Off Site) associated with each site indicated on page 1 must sign off. These approvers must be on the Approved Authorisers list.
List of authorised approvers per site can be found HERE

The latest version of this form is issue 8.0. The next previous version can also be accepted.

Issue date to be recorded as Date of document approval by WHC Mine Operator or Delegate or Relevant Manager
Expiry date is 3 years from the date of approval

Pegasus staff click here for additional business rule information prior to completing file verification

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WHC-FRM-Sub-contractor Engagement - [MAIN / FIRST / SECOND / THIRD / FOURTH / FIFTH / SIXTH / SEVENTH] - [DIRECT / SUB] - [SITE NAME]

IF submitted by a Primary Contracting Company:

Sub-contractor Company: must be listed and match a registered company in the system
Primary Contracting Company: must be listed and match registered company in the system
Primary Contractor Representative: must be listed
WHC Contractor Owner Name: must be listed
Site(s): must be ticked - Click HERE for a list of sites.
Scope of work: must be completed
Sub-contractor Management: must be completed
Primary Contractor Representative (Acknowledgement): must be completed
WHC Contractor Owner (Sub-contractor Approval): must be completed

The next previous version of the current form can be accepted.

IF submitted by a Subcontracting Company:

Sub-contractor Company: must be listed and match registered company in the system
Primary Contracting Company: must be listed and match a registered company in the system
Primary Contractor Representative: must be listed
WHC Contractor Owner Name: must be listed
Site(s): must be ticked - Click HERE for a list of sites.
Scope of work: must be completed
Sub-contractor Management: must be completed
Primary Contractor Representative (Acknowledgement): must be completed
WHC Contractor Owner (Sub-contractor Approval): must be completed

The latest version of this form is issue 6.0. The next previous version of the current form can be accepted.

Issue date to be recorded as Date of document approval by WHC Contractor Owner
Expiry date must align with the Primary Contracting Company’s WHC-FRM-Contractor Engagement – [SITE] form expiry

Pegasus staff click here for additional business rule information prior to completing file verification

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Whitehaven Coal HSE Document Form 2

This business rule was last updated by WHC on 24.04.2018

Issue date to be recorded as Date of document approval by WHC

Expiration date as per Whitehaven Coal Contractor Engagement Form 1 – valid for 3 years

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Business Rule for Form

Contracting company details must be displayed on form
Contracting company details must match registered company details in Onsite
Contractor Company Supervisor – listed
Site/Area; WHC Contract Owner (class B & C); WHC contract Coordinator – must match details listed on FORM 1
WHC Group Standards – OC and/or Narrabri mine section completed.
Other relevant WHC standards or procedures – optional
WHC (OC) and/or WHC (NCO) Approvals – must match FORM 1. Must have name printed, signed and dated. 1 Mine operator minimum or relevant manager must sign for his area for OC, U/G need 3 signatures for MME, electrical and mechanical Engineering
List of authorised approvers can be found HERE
Contractor Company Acknowledgement must be completed – the Class must match FORM 1, name needs to be inserted in statement.
The class must be selected, to confirm that they agree to classification given
Contractor company supervisor – Must have name printed, signature and dated.
Approval – Must have name printed, signature and dated.
Whitehaven Coal H&C Document Form 2 to be completed and uploaded
Black and white or colour copy is accepted

NOTE: All people intending to work underground need Gerald Linde or Brian Williams to sign off on the ATUI (form 3) and Form 2

MEM - all mechanical trades (Surface and UG) (Richard Hokin)
EEM - all electrical trades (Surface and UG) (Chris Bentham)
CHPP, Surface Civil and Engineering - (Aron Cane)
Surface Drilling, Enviro, cultural Heritage and Tech Services - (Owen Salisbury or Dave Ellwood )
Safety and Training - (Scott Ginnivan)

Example:

If U/G mechanical trade then Gerald or Brian AND Richard Hokin to sign.

If enviro work then only Owen or Dave to sign

WHC-FRM-Contractor HSEManagement Plan Review – (SITE NAME)

Only required for Class C
Form is valid for 3 years
Contracting Company name much match the name of the company in the system
Form to be signed by WHC Contractor Owner, Department Manager and Mining Engineering Manager

Issue date to be recorded as date of document approval by WHC Contractor Owner
Expiry date to be recorded as 3 years from issue date

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WHC-FRM-Contractor HSE Management Plan Review – Biodiversity Offsets

Only required for Class C
Form is valid for 3 years
Contracting Company name much match the name of the company in the system
Form to be signed by WHC Contractor Owner, Department Manager and Mining Engineering Manager

Issue date to be recorded as date of document approval by WHC Contractor Owner
Expiry date to be recorded as 3 years from issue date

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