Policies and practices

Statement of Expectations

Ministerial Statement of Expectations provide greater clarity about government policies and objectives relevant to a regulator in carrying out its statutory functions. This statement sets out those expectations in relation to Coal LSL.

Coal LSL Statement of Intent

Coal LSL is required to provide a Statement of Intent in response to the Government's Ministerial Statement of Expectations, which provides strategic direction in line with the Government's Deregulation Agenda. The Statement of Intent provided below was approved by the Board in March 2025.

Privacy

The Privacy (Australian Government Agencies – Governance) APP Code 2017 (Privacy Code), requires us to maintain and publish a register of the privacy impact assessments (PIA) we conduct for all high-risk privacy projects.

We undertake PIAs where the project or initiative involves a new or changed way of handling personal information, that is likely to have a significant impact on the privacy of individuals.

The Privacy Code also requires us to maintain and publish a register of completed PIAs from 1 July 2018 on our website (last updated 7 July 2025).

Conflicts of interest

Our Conflicts of Interest Policy is reviewed every 2 years and addresses the organisation’s obligations and the Board’s duties under the Public Governance, Performance and Accountability Act 2013 (PGPA Act) and Public Governance, Performance and Accountability Rule 2014 (PGPA Rule).

While avoiding conflicts is generally preferable, in practice there may be some situations in which conflicts of interest cannot be wholly avoided and need to be managed in a way which will withstand external scrutiny and upholds the principles of this policy.

Under the PGPA Act we must:

• act with care and diligence

• act in good faith and for a proper purpose, including to manage or use public resources in an efficient, effective, economical, and ethical manner

• not make improper use of inside information or their position to gain an advantage for themselves or another person, or cause detriment to the Commonwealth, Coal LSL or another person

• disclose any material personal interests.

A Conflicts of Interest framework is in place to ensure that all Coal LSL Officers, staff members, contractors and service providers are aware of the expectations to perform duties in a manner that places public interest above their personal interests; to build public confidence by upholding the integrity and reputation of Coal LSL as an accountable and transparent organisation; and to ensure compliance is achieved with applicable legislation relating to conflicts of interests.

We facilitate regular disclosure of conflicts of interest using various approaches, including access to an online form for all those covered by this policy for when a situation arises, and as a standing agenda item in formal meetings.

Fraud and corruption prevention

Coal LSL has a zero tolerance towards fraudulent or corrupt behaviour. As part of our overall integrity framework, we have strategies in place to prevent and detect fraudulent and corrupt behaviours. Coal LSL will assess all instances of suspected or detected fraud or corruption. Where appropriate, we may take action including pursuing disciplinary action, civil legal action and/or referrals to the Australian Federal Police (AFP), state police and/or the National Anti-Corruption Commission (NACC).

For more information, including how to report suspected fraudulent or corrupt behaviour, download the Reporting Fraud and Corruption resource.

Public interest disclosure scheme

The Public Interest Disclosure Act 2013(PID Act) promotes integrity and accountability in the Australian public sector by:

• encouraging public officials to report information about suspected wrongdoing.

• protecting and supporting public officials who make disclosures and witnesses.

• requiring agencies to investigate suspected wrongdoing and take appropriate action.

Coal LSL is committed to maintaining a culture that facilitates reporting of wrongdoing, ensures appropriate action on disclosures, and protects disclosers and witnesses from reprisal.

To gain the protections available under the PID Act the disclosure must be made to an authorised officer. Coal LSL has appointed the following authorised officers to handle public interest disclosures:

• Chief Executive Officer (Principal Officer)

• Chief Operating Officer (Authorised Officer)

• General Manager, Governance, Risk & Compliance (Authorised Officer)

• General Manager, Legal (Authorised Officer)

Disclosures can be made by:

• Completing the Public Interest Disclosure Reporting form

• Speaking to an Authorised Officer

• Writing to Locked Bag 2021, Newcastle NSW 2300

Coal LSL has, under s59 of the PID Act, established a separate internal guideline which provides the framework for dealing with public interest disclosures, including how we assess a disclosure that may fall within the public interest disclosure scheme and the investigation process.

Modern slavery prevention

Coal LSL understands the importance of working collaboratively with its stakeholders to raise awareness and take appropriate measures to help reduce the risks of modern slavery in its operations and supply chains.

Environmental, social and governance statement

Coal LSL is committed to considering the environmental, social and governance (ESG) risks and opportunities in its selection and performance monitoring of investment managers and advisers. Learn more.

Employer statement - gender equality

At Coal LSL, we recognise that gender equality is key to our success and an important part of building a diverse and inclusive workplace. Learn more about our gender pay gap results and our ongoing commitment to progress in our Employer Statement.

Complaints

Coal LSL has a Complaints Policy and framework in place to ensure all complaints are handled in a consistent, fair, and accessible manner. We are committed to providing a quality service in carrying out our regulatory and administrative functions.

How do I lodge a complaint?

We welcome the opportunity to assist you and resolve your complaint quickly and effectively in the first instance by phone on 1300 852 625 (international +61 (2) 4040 0040).

If Coal LSL cannot resolve the matter to your satisfaction, you may lodge a complaint by completing the online complaints form, emailing us at complaints@coallsl.com.au or mailing your written complaint to: The Complaints Officer, Coal LSL, Locked Bag 2021, Newcastle NSW 2300.

You can access more information about our complaints process n our Complaints Factsheet below.

Freedom of information

Under the Freedom of Information Act 1982 (FOI Act) members of the public can gain access to documents or records held by Commonwealth agencies, such as Coal LSL, unless the document is within an exception or exemption specified in the FOI Act.

Applications for access to documents must:

• be provided in writing;

• state that it is an application for the purposes of the FOI Act;

• provide information about the document(s) you want; and

• give details about how notices can be sent to you (this can include an email address)

Applications can be submitted by one of these options:

• Complete the online Freedom of Information request form

• Email the Freedom of Information Officer

• Mail to The Freedom of Information Officer, Coal LSL, Locked Bag 2021, Newcastle NSW 2300.

You can also view our Freedom of Information Disclosure Log.

Information Publication Scheme

Learn more about our Information Publication Scheme Agency Plan.

Regulatory compliance and priorities

As the custodian and regulator of the long service leave scheme (the Scheme) within the black coal mining industry, it is our responsibility to ensure employees can access their benefits and oversee that employers fulfil their legislative obligations. This is achieved through effective regulation.

The following documents (linked below) are provided to help guidance in this area:

• Regulatory Compliance and Enforcement Policy

• Regulatory Priorities FY25-26 - outlines our regulatory priorities and what we will deliver in 2025-2026 to meet our objectives and outcomes.