Whitehaven Business Rules | Other Documentation

Whitehaven Coal Contract Owner Appointment Form

This business rule was last updated by WHC on 26.02.2019

• Name of Appointee: Contract Owner as listed on FORM 1 and Form 2
• Contracting company: Must be listed and match company registered in onsite

• This appointment applies at the following WHC Site(s) / Department(s): Sites must be listed
• WHC Contract 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 - 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

• 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

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
• Name of Contracting Company: must be listed and match registered company in Onsite
• This appointment applies at the following WHC Site(s)/Department(s): Sites must be listed
• 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

• 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 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 - Mine Operator or Delegate(Mine Site) or Relevant Manager (Off Site): 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 latest version of the Contractor Company Supervisor Nomination Form is issue 3.0 – version 2 and 3 can be accepted.

Version 2 accepted until the 30.09.2019

• 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

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

• 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

• 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

• 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 - 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

• 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 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

• Form 2 only required for Class B and C
• 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