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titleAppointment and Nomination Forms

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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 system.

P/L / Pty LTD / Pty Limited can be accepted in any of these forms if also listed as the name in the system

Aust / Australia can be accepted in any of these forms if also listed as the name in the system

Ttee (means trust) this is acceptable as long as the rest of the name matches

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

Site/Area:  must be listed as per site required -

CertificationCertification RequirementsUpload RequirementsExamples

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

This business rule was last updated by WHC

01/03/2021


  • Name of Appointee: Contractor Owner as listed on WHC-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): Site(s) must be ticked
  • WHC Contractor Owner:must complete name, signature and date.
  • Appointed 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 24.0 – version 1.0 may . The next previous version can also be accepted until 31.03.2021

  • Issue date to be recorded as Date of document approval by WHC
  • 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 Contractor Coordinator Appointment Form (WHC-FRM-Contractor Coordinator)This business rule was last updated by WHC on 01/03/2021



  • 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):Site(s) must be ticked
  • WHC Contract Coordinator: must complete name, signature and date.
  • Appointed By: WHC Contractor Owner must match the contracting company’s WHC-FRM-Contractor Engagement


The latest version of this form is issue 58.0 – . The next previous version may can also be accepted until 31.03.2021
  • Issue date to be recorded as Date of document approval by WHC
  • Expiry date must align with the Primary Contracting Company’s 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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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 companyExpiration date as per Whitehaven Coal Contractor Engagement Form 1 - valid for 3 yearsImage Removed
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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
  • 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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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.

P/L / Pty LTD / Pty Limited can be accepted in any of these forms if also listed as the name in the system

Aust / Australia can be accepted in any of these forms if also listed as the name in the system

Ttee (means trust) this is acceptable as long as the rest of the name matches

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

Primary Contractor company: Must have a primary contracting company listed who is already registered with Whitehaven Coal.

P/L / Pty LTD / Pty Limited can be accepted in any of these forms if also listed as the name in the system

Aust / Australia can be accepted in any of these forms if also listed as the name in the system

Ttee (means trust) this is acceptable as long as the rest of the name matches

Sub-contractor Company: Must be listed.

Site/Area:  must be listed as per site required

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contractorengagementform1contractorengagementform1
  • 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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Contractor DetailsCertificationCertification RequirementsUpload RequirementsExamples

Head Contractor Details

  • Contracting company details must be displayed on form
  • Contracting company details must match registered company details in system

P/L / Pty LTD / Pty Limited can be accepted in any of these forms if also listed as the name in the system

Aust / Australia can be accepted in any of these forms if also listed as the name in the system

Ttee (means trust) this is acceptable as long as the rest of the name matches

  • 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 system

P/L / Pty LTD / Pty Limited can be accepted in any of these forms if also listed as the name in the system

Aust / Australia can be accepted in any of these forms if also listed as the name in the system

Ttee (means trust) this is acceptable as long as the rest of the name matches

  • 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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titleContractor Engagement

subcontractorengagementform5
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.

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.

  • 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 yearsScope 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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titleHSE Documentation

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hsedocumentation
hsedocumentation

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 system.

P/L / Pty LTD / Pty Limited can be accepted in any of these forms if also listed as the name in the system

Aust / Australia can be accepted in any of these forms if also listed as the name in the system

Ttee (means trust) this is acceptable as long as the rest of the name matches

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 accepted
  • Form 2 only required for Class B and C
    • Date Expiration as per Whitehaven Coal Contractor Engagement Form 1 – valid for 3 years

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

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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

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

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

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    • to be recorded as 3 years from issue date