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titleAppointment and Nomination Forms

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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 1Contractor 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 system.

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

  • 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
CertificationCertification RequirementsUpload RequirementsExamples

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 the 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 acceptedassociated with the relevant site/s ticked as per the Approved Authorisers list

The latest version of

the Whitehaven Coal Contract Owner Appointment Form

this form is issue

1

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

    • . 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): 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.
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    • Site/Area:  must be listed as per site required - 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
    Expand
    titleContractor Engagement


    Contractor Owner (class B & C listed; Contract Coordinator(s listed –  at least one contract coordinator per site, the contract owner might or might not be the same for all sites listedApproval (Site or Area): must have name printed, must be signed and dated. Name must match FORM 1 - : 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
    • CertificationCertification RequirementsUpload RequirementsExamples

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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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    Expand
    titleContractor Details
    CertificationCertification RequirementsUpload RequirementsExamples

    Head Contractor Details

    • Contracting company details must be displayed on form
    • Contracting company details must match registered company details in system
    • 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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    subcontractorformsubcontractorform
    • Contracting company details must be displayed on form
    • Contracting company details must match registered company details in system
    • 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
    Expand
    titleContractor 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 system.

    Contractor company supervisor: must be listed

    • Site/Area:  must be listed as per site required - Click HERE for a list of sites;

    WHC Contractor Owner (class B & C): must be listed;

                   WHC Contract Coordinator(s): names 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 system.
    • 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 acceptedWHC-FRM-SUB-CONTRACTOR ENGAGEMENT –Form 5

    This business rule was last updated by WHC on 02.04.2020

    • 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
    CertificationCertification RequirementsUpload RequirementsExamples
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    • 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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    Primary Contractor company: Must have a primary contracting company listed who is already registered with Whitehaven Coal. Sub-contractor Company: Must be listed.

    Site/Area:  must be listed as per site required - Click HERE for a list of sites.

    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.

    Approval (site or area): A minimum of one WHC contract owner must be listed and must match primary contracting company Form 1.

    Acknowledgement:Primary contractor company supervisor name must match Form 1.

    Version 4.0 released 06/04/2018, previous versions accepted for 3 months past this release date.

    • 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



    Whitehaven Coal HSE Document Form 2

    Expand
    titleHSE Documentation

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    hsedocumentation
    hsedocumentation

    CertificationCertification RequirementsUpload RequirementsExamples

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

    • Site/Area:  must be listed as per site required - Click HERE for a list of sites;

    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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    • to be recorded as 3 years from issue date