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About Contractor Safety Management

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Whitehaven Coal has introduced an online system to manage the safety and compliance of contractors and their employees working on our sites.

At Whitehaven Coal, the health and safety of people on our sites is our priority. We’ve implemented an online contractor safety management system to categorise and manage contractors based on their work on our sites. The system will reduce risk and improve safety as part of our shared Work Health and Safety duty of care with contractors.

How does the system work?

All contracting companies working on our sites must first register in the Whitehaven Coal Contractor Management System. Companies must then register their employees who’ll work on our sites, and ensure they have the correct inductions.

To register, you’ll provide company details and important supporting documents like insurances and licences. You may also need to submit information on your Safety Management System (SMS) for review.

After your company is registered in the system, you will also register your workers, book their inductions, and order their site access cards.

Avetta

Avetta manage the Contractor Management System on behalf of Whitehaven Coal.

Learn more about Avetta.

Documents & FAQs

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System User Guides

Contractor Documents

Helpful Resources

  • How is this new prequalification system different to the Pegasus Pre-qualification?

The process is much the same but there are a few subtle differences. For more information, click here.

  • Supplier Townhall

To view the supplier townhall, click here and register your details. Once registered, the townhall will start automatically.

Our Knowledge Base now provides comprehensive guidance on various aspects of our system. This includes instructions on accessing your account and registering, navigating our supplier portals, managing roles and worker subscriptions, setting up and using the Workforce by Avetta Mobile App and other support materials.

The Business Rules specify the requirements of the documents you upload in the system. Ensuring your documents meet these requirements will save time and have you approved faster.

Complete and return this form if you have a new worker who is already registered to a different company in the system, and you need them added to your company. Workers can be removed from your company by an administrator directly in the system. Instructions on how to complete this process are available under the End Employment sub-heading of this page: https://kb.pegasus.net.au/display/WFMS/Supplier+Portals

Safety Management System Review Knowledge Base

The SMS Knowledge Base is a resource, divided into categories, that explains and gives context to the types of documents you’re being asked to supply in your SMS review.

Frequently Asked Questions

Please click to expand the Frequently Asked Questions below.

Companies

How do I register to work for Whitehaven Coal?

Visit the Registration Process page for details about how to register.

What benefit does the online contractor management system have for my company and workers?

The system is your key for working with Whitehaven. It ensures your company is registered and your workers are safe and qualified to be on our sites, reducing risk.

How much does company registration cost?

The cost to join the program is based on the level of compliance required for your business and the type of services your company offers.

Please note that adding additional clients in the Avetta system may increase your annual membership cost. Any increase will be generated and charged via future invoices.

How do I renew?

The annual subscription fee will be automatically deducted from your account at the time of renewal. If you are required to do an annual assessment, you will be notified to log back into Connect to resubmit.

How can I get a refund? 

If you believe you need a refund, follow the instructions here.

Membership and billing 

If you have questions about your invoice or membership, click here.

How do I add and manage users? 

If you need to add additional users, click here for instruction.

How do I remove a client connection? 

If you choose the wrong Whitehaven site or accidently add another client, click here for instructions on how to remove the connection.

Can I fast track an application?

Yes, we offer an escalation procedure.

We understands that there are times when you’ll need your data application or access ID cards to be processed faster than our standard delivery time of two working days.

Click to review the Data Escalation Policy.

What’s a Safety Management System review / Manual Audit?

A Safety Management System (SMS)/Manual Audit review is an independent desktop audit of your Work Health and Safety documents completed by a qualified WHS professional. The review will compare your information against legal and industry requirements to ensure your systems are meeting these obligations. You’ll be contacted when the SMS review is complete and you are compliant in the system. If you do not pass the SMS review, we’ll send you a corrective action report detailing the action we can help you take to become compliant. You will not be compliant unless your SMS/Manual Audit has been approved.

The documents you’ll be asked to upload in the system depend on your category and may include, but are not limited to:

  • WHS / OHS Policy
  • Environmental Policy
  • Risk Management Procedures
  • Systems of Work process including incident management
  • Drug and Alcohol management
  • Emergency management
  • Training procedures including induction management
  • Sub-Contractor Management (if applicable)
  • Continual improvement processes

Resources to help you

To help you complete this important process, please review the SMS Knowledge Base.

Useful links to help you with your SMS review:

How long is company registration valid for?

Registration is currently valid for one year.

How often do I need to provide my company insurances and licenses?

You only need to provide licenses and insurances relevant to the work you do on our sites. These are collected when you register through Connect. When they are due to expire, you’ll be emailed a reminder that renewal is due and asked to provide updated policies or licences.

If your company changes the type of work you do for Whitehaven Coal, you may need to provide additional documentation. You must ensure your insurances and licenses are kept current in the system so your company remains compliant. There is no charge for keeping insurance and licenses up to date.

Workers

How do I complete a Whitehaven site induction?

All site inductions are booked online in the Contractor Management System, Once a company is registered, a company administrator will enter the worker’s details and upload a passport sized photo so they can enrol the worker in the induction. The administrator will then give the worker details of the place and time of each induction. At the successful completion of the induction, workers are given contractor cards at site.

How much does worker registration and inductions cost?

The costs below include induction bookings unless otherwise stated.

First year contractor registration: $90 + GST (including card)

Annual subscription renewal: $45 + GST annual

Replacement access ID card: $30 + GST

Training costs (valid for three years)

+ Whitehaven Coal Generic Induction – included in registration and renewal cost

+ Whitehaven Coal Open Cut Induction – included in registration and renewal cost

+ Narrabri Underground: $25 + GST

NB if a worker has been given a training plan for Open Cut sites, you must select a training plan role and their primary role.

How do I get a replacement contractor card?

Replacement cards are ordered through the system and cost $30 + GST per card.

How long is my induction valid for?

Inductions are currently valid for three years.

Can I get a refund?

Payments made for the verification of uploaded worker related documents are final. Under no circumstances will a refund of fees be granted after the document verification process has begun. Please refer to the terms and conditions for more details.