Whitehaven Business Rules | Other Documentation

Whitehaven Coal Contract 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 - 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

• 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

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
• 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
• 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

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

• 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

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

Subcontractor 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

Whitehaven Coal Contractor Engagement Form 1

This business rule was last updated by WHC on 16.05.2018

• 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.
• 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
• The latest version of the Form 1 document is issue 5.0
• 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.

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.

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

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

• 1 form per sub-contractor
• Expiration date as per Whitehaven Coal Contractor Engagement Form 1 – valid for 3 years

Whitehaven Coal HSE Document Form 2

This business rule was last updated by WHC on 24.04.2018

• 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

Business Rule for Version 6.0 of the Whitehaven Coal HSE Document Form 2:

NOTE: This version of the document is only going to be acceptable until 31/12/2018 - From this date, only Version 7.0 will be acceptable

• 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

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:

• 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