Making a statutory appointment in the Mine Record Book

This page shows how to record a statutory appointment, attach the signed letter that evidences it, and correct an entry. It is written for the app "Xplore Shield MRB". Entries are real records in a statutory record book: they cannot be edited or deleted, only corrected by a later entry.

Before you start

Have these to hand:

the project the appointment is for;
the position, one of the 17 statutory positions the app lists (r. 675ZI, 675ZM, Schedule 26);
the appointee's full name and job title; and
the signed letter of appointment and written acceptance, as a PDF or a picture, with a file name that says what it is.

Make the appointment

Open Xplore Shield MRB. It opens on your own safety profile. Wait for the Dashboard to finish loading.
Choose Mine Record Book in the menu.
In the Project list at the top, choose the project. The list shows your profile's projects in alphabetical order.
Select New entry. The entry panel opens.
Kind of entry: Statutory appointment and written acceptance (r. 675ZV, 675ZW).
Statutory position: choose the position.
Appointee: choose the person from the list. The list shows only current senior staff. If the person is not in it, switch on The appointee is not in this list, type their full name and job title, and switch on I attest the appointee is a senior employee. Only a senior employee may hold a statutory appointment.
Summary: a short line, for example "Appointed as exploration manager".
Entry date: today's date is filled in.
Personal details: choose With consent, because the letter carries the appointee's written acceptance.
Attachments: add the signed letter.
Select Save entry. A green message says "Entry added to the Mine Record Book with 1 file". If an amber message says a file did not upload, the entry is saved: add the file with a correction (below).

A statutory appointment entry on a test project, with a typed appointee and the attestation switched on

Make the appointment from the field

Where there is no signal, a senior person can record the appointment in FastField's Mine Record Book Entry form instead. It is sent when the device next syncs, and becomes one entry here, with the project's Statutory appointments updated exactly as an appointment made in the app updates them.

Choose the client, the project and Recorded by as for any entry.
Entry Kind: Statutory appointment and written acceptance (r. 675ZV, 675ZW). The appointment's fields appear.
Position: choose the position.
Appointee: choose the person. The list shows your profile's current staff, with the chosen person's job title beneath. Only a senior employee may hold a statutory position: someone whose job title is not one of those in Who can be an appointee is refused when the entry arrives.
If the person is not in the list, switch on The appointee is not in this list, type their full name and job title, and switch on I attest the appointee is a senior employee. Without the attestation the entry is refused.
Give the entry its title and Personal details (With consent, as the letter carries the appointee's written acceptance).
Photograph the signed letter of appointment and written acceptance into Photos. It reaches the entry inside the form's PDF, in its Files.
Submit.

Corrections, of a field appointment as of any other, are made here in the app, as below. If the appointment has not shown a few minutes after the device synced, check the points above, then tell Terra Search: an entry that could not be recorded is kept with its reason. Sending it again from FastField after a fix records it once.

Check the evidence

The new entry heads the list, with its number ("No. 31", for example), its date and your name.
Select Files 1 on the entry's row, then Preview to see the letter, or Download to save a copy. Select Close when done.
The project's record: choose Databases, then Projects, then the project. The Summary's Statutory appointments lists each position with its current appointee.

Correct an entry

You cannot change or delete an entry. To fix a mistake, or to add a letter that did not upload:

On the entry's row, select Correct. The panel opens with the entry's details filled in, headed "Correct No. ..." with the entry's number and date.
Change what was wrong, add any file, and attest again if you typed the appointee.
Write in Summary what the correction fixes, then select Save entry.

The correction becomes a new entry that names the one it corrects, and the project's statutory appointments update to match. The corrected entry stays in the book, marked "Superseded by No. ...".

When something goes wrong

What you see	What to do
"No projects under ..."	You are on a profile with no projects. Contact Terra Search.
A note that you cannot read the Staff Database, or that no senior staff are listed	Type the appointee's full name and job title in the boxes shown, and attest.
Save entry stays grey	Something required is missing: the kind, the project, the summary and, for an appointment, the position and the appointee (a typed appointee needs the name, the job title and the attestation).
"The entry was saved, but the project's statutory appointments were not updated"	Correct the entry and save again.
"The file could not be opened"	Use Download instead, or contact Terra Search.

Anything else, or a wrong entry you cannot fix with a correction, goes to Terra Search: use Feedback, or contact Terra Search directly if it stops you working.

Search words: statutory appointment, appointee, position, letter of appointment, written acceptance, correct an entry, FastField, appointment from the field.