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title	Appointment and Nomination Forms

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	whcappointmentforms
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Whitehaven Coal Contract Coordinator Appointment Form

This business rule was last updated by WHC on 26.02.2019

Name of Appointee: Contract Coordinator as listed FORM 2 and FORM 1

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Whitehaven Coal Contract Contractor Owner Appointment Form This business rule was last updated by WHC on 26.02.2019(WHC-FRM-Contractor Owner)

Name of Appointee: Contract Contractor Owner as listed on FORM 1 and Form 2Contracting companyWHC-FRM-Contractor Engagement
Name of Contracting Company: Must be listed and match company registered in onsitethe system
This appointment applies at the following WHC Site(s) / Department(s): Sites Site(s) must be listedticked
WHC Contract Contractor Owner:must complete name, signature and date. Name must match FORM 1.
Appointed By:must complete name, signature and date. Name must match FORM 1 - Sign off must be completed by a Mine Operator or Delegate (Mine Site) or Relevant Manager (Off Site) .
Black and white or colour copy is accepted
Contract Owner is not needed for class A
Black and white or colour copy is accepted

The latest version of the Whitehaven Coal Contract Owner Appointment Form is issue 1.0 – only latest version accepted

If form 1 is stating several contract coordinators, all forms for contract coordinators should be uploaded in the portalassociated 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 Onsitethe system
This appointment applies at the following WHC Site(s)/Department(s): Sites Site(s) must be listedticked
WHC Contract Coordinator: must complete name, signature and date. Name must match FORM 1.
Appointed By: must complete name, signature and date. Name must match FORM 1 - Mine Operator or Delegate (Mine Site) or Relevant Manager (Off Site).
Black and white or colour copy is accepted

The latest version of the Whitehaven Coal Contract Coordinator Appointment Form is issue 4.0 – only latest version accepted

If form 1 is stating several contract coordinators, all forms for contract coordinators should be uploaded in the portal 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 02.04.2019

Details:

Contractor company: must be displayed on form and must match registered company details in Onsite.

Contractor company supervisor: must be listed and match Form 1 and Form 2.

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 – at least one contract coordinator per site, the contract owner might or might not be the same for all sites listed
Approval (Site or Area): must have name printed, must be signed and dated. Name must match FORM 1 - 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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Subcontractor Details

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title	Contractor Engagement

: Note; Version 2 - If the contract owner has signed in place of the Mine Operator or Delegate or Relevant Manager, this can be accepted.Black and white or colour copy is accepted the Contractor Company Supervisor Nomination Form 3 – version 2 and 3 can

Version 2 accepted until the 30.09.2019

signature by contracting company

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

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	contractorengagementform1
	contractorengagementform1

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

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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

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subcontractorform

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

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title	Contractor Engagement

Whitehaven Coal Contractor Engagement Form 1

This business rule was last updated by WHC on 26.02.2019

Details:

Contractor company: must be displayed on form and must match registered company details in Onsite.

Contractor company supervisor: must be listed

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 – at least one contract coordinator per site, the contract owner might or might not be the same for all sites listed

Scope of Work: must be listed
Contractor Classification & Justification: must be ticked and must match class selected in Onsite.
Contractor management section all questions completed
Approval (Site or Area): 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
Black and white or colour copy is accepted

The latest version of the Form 1 document is issue 5.0 - only latest version accepted

WHC-FRM-SUB-CONTRACTOR ENGAGEMENT –Form 5

This business rule was last updated by WHC on 26.02.2019

Details:

Primary Contractor company: Must match contracting company on FORM 1 and must match registered company in onsite.

IMPORTANT; If the primary company listed on the WHC-FRM-SUB-CONTRACTOR ENGAGEMENT –Form 5, is the registering company which you are now processing, refer to their Form 1 and 2. If they do not have a Form 1, they have registered incorrectly. Do not proceed.

If the Sub-contractor company listed on the WHC-FRM-SUB-CONTRACTOR ENGAGEMENT –Form 5, is the registering company which you are now processing, Pegasus staff will need to look up the primary contractor’s profile in Onsite, click on their compliance tab and refer to their Form 1 and 2. If the primary contractor has not registered yet and there is no form 1 or 2 to refer to, please ensure that the owner recorded on this form for each site, is the same person signing off approval for each site - Pegasus to confirm with Whitehaven if the Primary contractor has no forms uploaded.

Sub-contractor Company: details must be displayed on form.

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 – at least one contract coordinator per site, the contract owner might or might not be the same for all sites listed

Scope of Work: must be listed

Sub-contractor Management: all questions 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, must be signed and dated.
Black and white or colour copy is accepted

The latest version of the Form 5 document is issue 4.0 – only latest version accepted

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

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contractorengagementform1

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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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

Certification Requirements

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title	HSE Documentation

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	hsedocumentation
	hsedocumentation

Certification

Whitehaven Coal HSE Document Form 2

This business rule was last updated by WHC on 26.02.2019

Details:

Contractor company: must be displayed on form and must match registered company details in Onsite.
Contractor company supervisor: must be listed and match Form 1

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 –at least one contract coordinator per site, the contract owner might or might not be the same for all sites listed

Contracting Company Acknowledgement: Contractor Company to complete either class B or C section.
Contractor Company Supervisor: must print name, sign and date. Details must match Form 1.
Black and white or colour copy is accepted

The latest version of the Form 2 document is issue 7.0 – only latest version acceptedForm 2 only required for Class B and C Date Expiration as per Whitehaven Coal Contractor Engagement Form 1 –

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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

Business Rule for Version 7.0 of the Whitehaven Coal HSE Document Form 2:

Contract owners and coordinators to be listed for each site,
Contract owner to approve form
And contracting company to acknowledge their classification and sign form.

Business Rule for Version 7.0 of the Whitehaven Coal HSE Document Form 2:

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 date of document approval by WHC Contractor Owner
Expiration Expiry date as per Whitehaven Coal Contractor Engagement Form 1 – valid for 3 years

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title	Whitehaven Coal Site/Area

AnchorSiteAreaNamesSiteAreaNames

All Biodiversity and other Whitehaven Managed Lands

Site	Abbreviation
Gunnedah CHPP	GUN CHPP, CHPP
Rocglen	ROC
Sunnyside	SUN
Narrabri	NCO, NAR
Maules Creek	Maules, MCC
Tarrawonga	TAR, Tarra
Vickery	VIC, VCP
Werris Creek	WCC
Winchester	WIN
to be recorded as 3 years from issue date

Versions Compared

Old Version 58

New Version Current

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