Whitehaven Business Rules | Other Documentation

 Appointment and Nomination Forms

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


  • Name of Appointee: Contractor Owner as listed on WHC-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): 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 4.0. The next previous version can also be accepted.

  • 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


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):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 8.0. The next previous version can also be accepted.
  • 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

 Contractor Engagement
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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

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

 HSE Documentation

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


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 of document approval by WHC Contractor Owner
  • Expiry date to be recorded as 3 years from issue date