LEV GUIDANCE FOR SAFE USAGE, TESTING AND MAINTENANCE OF LOCAL EXHAUST VENTILATION SYSTEMS WITHIN ANGLIA RUSKIN UNIVERSITY RISK MANAGEMENT

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1 2016 LEV GUIDANCE FOR SAFE USAGE, TESTING AND MAINTENANCE OF LOCAL EXHAUST VENTILATION SYSTEMS WITHIN ANGLIA RUSKIN UNIVERSITY RISK MANAGEMENT This guidance is in addition to AR-RMD-HSMS38 ANGLIA RUSKIN UNIVERSITY Cambridge, Chelmsford & Peterborough

2 DOCUMENT HISTORY Issue Date Notes 1.0 Nov -16 Author Name: V Walker Reviewer Name: HSPG Authorised by Name: Issued by Name: 2

3 It is the policy of Anglia Ruskin that its health and safety activities will be based on the requirements identified by risk assessments, as per the HSMS guidance on risk assessments (AR-RMD-HSMS22) 1. This includes carrying out risk assessments for the procurement, safe use and maintenance of work equipment as recommended by the HSE. The assessment process will evaluate the effectiveness of existing risk control measures and, where necessary, require the identification and implementation of additional or alternative controls. Local Exhaust Ventilation systems are engineering controls put in place to limit staff/student exposure to harmful airborne contaminants; usually a dust or a vapour. The university has number of different types for different tasks; ranging from dust collectors in woodworking, fume cupboards, microbiological safety cabinets (class I and class II) in the labs and above sink or downdraught extraction for vapour and dust removal. Having a good understanding of what hazards need to be controlled is crucial, the type of LEV that will be required must always be decided by a suitable and sufficient risk assessment. The following guidelines serve to ensure all staff/operators are aware of the hazards associated with their use and the control measures they must have in place to avoid injury. Figure 2 Extraction System in ALSS This guidance is to be used in conjunction with: Figure 1 Moveable Capture Hood Marconi Workshop Risk Assessment Control of Substances Harmful to Health First Aid Fire Safety PUWER 3

4 Applicable Legislation and Guidance: 1. The Health and Safety at Work etc. Act 1974; The Act sets out the general duties which employers have towards employees and members of the public, and employees have to themselves and to each other. 2. The Management of Health and Safety at Work Regulations 1999; require employers to carry out risk assessments, make arrangements to implement necessary measures, appoint competent people and arrange for appropriate information and training. 3. The Control of Substances Hazardous to Health Regulations (COSHH) 2002; require employers to assess the risks from hazardous processes and substances and use appropriate controls to limit exposure to staff whilst working. 4. The Provision and Use of Work Equipment Regulations (PUWER) 1998; aims to ensure that work equipment is suitable for its intended use and is maintained in accordance with the manufacturer s instructions. Training should be provided to all users and any safety equipment (PPE) needed is made available. Figure 3. Class II Microbiological Safety Cabinet Figure 4 Fume Cupboard in Sawyers Super Lab 4

5 Hazards: (including but not limited to ) Irritant, carcinogenic fibre or dust particles from woodwork or plastic cutting processes, Vapours from solvents, Fumes from welding or melting substances, Mists from spray painting, Risk of fire. When identifying and outlining the hazards, think about: Has the risk assessment highlighted any particular issues that require further investigation? Who will use the equipment; staff and students who are new to the equipment may lack appropriate knowledge or awareness of the potential risk. The contaminants produced and assess the required reduction of potential exposure (ideally 1/3 of WEL ) Different forms of a substance may present different hazards, gas/dust/solution/vapour The foreseeable abnormal situations such as an electrical fault or a breakdown and the action to be taken if such a critical situation was to occur. Which LEV system would work best to control the contaminants; either at source or by reducing contact once in the air. The discharge ducting must be designed to give sufficient exhaust plume velocity for clearance. Figure 5 Ducting leading from a laser cutting machine 5

6 General Safe Usage Guidelines: A suitable and sufficient risk assessment must be completed before using an LEV system. (Appendix 2) The type of hood or enclosure must be influenced by the work being done. The hood or enclosure should not obstruct or cause ergonomic difficulties (e.g. manual-handling limitations or over-reaching). Fume cupboards and MSC s should not be used as storage for substances when not in use. The performance of the LEV will be affected by external influences so the siting of the equipment should be taken into consideration as part of planning of new installations. User checks should be completed every time the equipment is used. Concerns must be reported to the senior technician. (Appendix 1) Training all users must undergo documented training for the safe use of the equipment; staff should become familiar with the manufacturer s instructions for their particular model. (A suggested form is available in Appendix 3) Training must, at a minimum, include proper use of PPE, operating procedures, limitations of the equipment and emergency procedures in case of an accident or system failure. Changes to work process and/or equipment will require a training update. All staff training should be reviewed every year. Any regular maintenance or one off work should be risk assessed before it commences. A Standard Operating Procedure (SOP) must be taught to all staff using each machine; it must follow the guidelines given by the manufacturer or installer. It must also contain information for use in the event of an emergency. It is recommended that the SOP is on display close to the equipment for reference, if needed. Phone numbers for the responsible person should be made available in relation to a system failure or emergency. Any issues with any LEV should be communicated to the technician responsible as soon as possible. In addition the HSE suggest individual good practice guidelines for each type of LEV: Microbiological Safety Cabinets 3 : There are two types of safety cabinet in use at the University; o Class I provide protection for the user, the inward flow of air from the front opening is exhausted back into the laboratory through a filter. o Class II cabinets control airborne contamination of the media through the combination of recirculated filtered air and the inflow of air from the front of the cabinet. Users should be aware that external influences can affect the efficiency of the cabinet; potentially affecting the removal of contaminants. The cabinet should be sited away from windows and doors and away from frequent traffic routes through the lab. A cabinet must be sited 1.5m from the bench opposite, 2m from a wall opposite and 3m away from another cabinet opposite. Whilst in use the cabinet should not contain surplus equipment/substances. Figure 6 Class I MSC Figure 7 Class II MSC 6

7 Laminar Flow Cabinets: These cabinets serve only to keep the air surrounding the media sterile; they do not provide adequate protection for the user and should not be used for processes that require protective controls. 4 Moveable Capture Hoods: The hood must be big enough to contain the entire contaminant cloud. A thorough risk assessment should take this into consideration. The hood must empty as fast as it fills; it is important to ensure the volume flow rate is sufficient to fully remove the contaminant from the process. The hood must be able to be placed as close to the process as possible, the ability to capture contaminants reduces significantly the further from the source the hood is 5. Fume Cupboards: Fume cupboards should not be used as storage. All equipment in the fume hood should be positioned in the centre or towards the back of the chamber to minimise disruption to airflow. Where possible equipment should be raised up. Equipment should not block the sash being brought down, in the event of an emergency. If the cupboard stops functioning for any reason it should immediately be labelled as OUT OF USE UNTIL FURTHER NOTICE. Any processes that will be left unsupervised overnight need to display hazards present and emergency contact details. Bunsen burners or other heat producing equipment should not be used as they will distort the flow of air. Figure 6 Portable Dust Extraction 7

8 Testing and Maintenance: It is a legal requirement that LEV equipment must be inspected and tested at least once every 14 months by a suitably competent person and the records kept for 5 years. LEV that is not tested within this timescale must be labelled as OUT OF USE UNTIL FURTHER NOTICE. As a university, we recommended 12 monthly examinations. The level of expertise needed by the competent person depends on the size and complexity of the system in question. Whether the competent person is drawn from within the university or from outside, they should have sufficient understanding of the systems to enable them to assess the equipment and certify it as suitable. It is recommended as good practice under COSHH that Class II microbiological safety cabinets and fume cupboards have monthly face velocity tests to ensure defects can be identified and rectified as soon as possible. Therefore it is a requirement at ARU that monthly velocity testing of all Class II microbiological safety cabinets and fume cupboards is carried out and records kept. (Table 1) See Appendix 4 for example record sheet. The flow rates within the ducting should be sufficient to transport the contaminant to the outlet or filtering system. Build-up of contaminants in the ducting should be impossible, this could lead to a blockage or potentially create an explosive atmosphere. Visual checks once a week should be done for all control measures that are in place. Table 1. Recommended frequency and results of tests for a Class II MSC 3 Readings Test Frequency Class I Class II Alarms / Indicators Every Use Functioning as specified Face Velocity Monthly Between 0.7 m/s and 1.0 m/s. Not less than 0.4m/s A user check should be equipment specific but should include, at a minimum: Are any alarms activated? Are control switches working correctly? Air flow indicator is working correctly and showing an acceptable reading. Condition of the extraction unit body (e.g. latches, seals, connections and any staining around the exhaust port) Signage and identification gauge(s) and indicator(s) Are the fans louder than usual? Excessive noise can indicate there is something wrong with the equipment. References: 1. Anglia Ruskin Risk Assessment and Guidance COSHH Regulations, section Appendix Horizontal and vertical laminar flow cabinets are primarily used to prepare material aseptically, by forcing sterile air towards the operator. They should not be confused with Class II cabinets, as they provide no protection whatsoever for the operator, and are therefore not suitable for handling specimens or other infectious materials Controlling airborne contaminants at work, chapter 6. 8

9 Appendix 1: Example template for a LEV user check form. Reference and location: Fume Cupboard Ruskin 133 Date Have you been trained to use this machine safely? SOP s posted & / or operation manual readily available? Are there any warning lights showing? PPE available and fit for purpose? (Gloves, apron, goggles etc.) Can the equipment be placed towards the back of the cupboard to prevent disruption to the airflow? Are the filters clean or do they need to be replaced? Are the maintenance records readily available? Do you know the emergency procedure for this machine? Please alter as necessary. 9

10 Appendix 2: RM22 Risk Assessment Template Subject of assessment (May be an activity, hazard or relate to an individual) RA conducted by. Date. RA ref. no. Use of a Fume Cupboard A.N.Other 13/07/ List the risk/s involved or describe the hazard 1. Musculoskeletal injury caused while loading/unloading the cupboard. 2. Exposure to hazardous vapours/liquids during the task, especially as a result of a system failure 3. Spillage of hazardous substances List the current control measures in place. Please check the RM website for help and advice available at; 1. Manual handling training available to all users. Heavy and bulky equipment should not be used as it may disrupt the airflow and affect the efficiency of the fume cupboard. 2. SOP s including what to do in the event of airflow failure, as per manufacturer s instructions. Equipment must be inspected and tested every 14 months, maximum period allowed by the HSE, ARU suggests 12 monthly inspections PPE available for use, replaced when needed. SOP and training for all staff. All alarms and warning lights checked at regular intervals to ensure they are working correctly Notes on fume cupboard if there are hazardous substances being used; especially if leaving the process overnight. 3. Spillage procedure clearly displayed. PPE available. Current risk level. (See risk matrix) Medium (Delete as appropriate) List the actions required to reduce the risk, include reference to any written safety procedures. Please check the RM website for help and advice available at; Ongoing training and refreshers for all staff/students using the equipment. SOP kept up to date with emergency procedures and contacts Date actioned Actioned by Revised risk level. (See risk matrix) Low (Delete as appropriate) 10

11 RA verified by (usually dean/director of support service/line manager) Line Manager Risk assessment issued to the following; Senior Technician Technicians (permanent and temporary) Date. July 2016 Date. July 2016 Risk assessment review date.(usually annually) June 2017 June 2018 Risk assessment reviewed by. 11

12 Appendix 3: Example training record for staff using an LEV system. Name And Location Of The System Is This The Correct LEV For The Process Warning Lights And Audible Alarms Read And Understood The Standard Operating Procedures Correct Set Up And Running Of The Machine Fume Cupboard MSC Class II Portable Dust Extractor in workshop Any other type of LEV that may be used Any other type of LEV that may be used Safety Checks Before Use Spillage Procedure For The Area/Substance. Emergency Procedures In Case Of A Power/Airflow Failure Storage Of Maintenance Records Trainee. Trained by. 12

13 Appendix 4: Monthly Face Velocity Testing Record MSCs and Fume Hoods Cabinet Location: Cabinet Type: Date of last service: Face velocity reading at last service: Date Reading position 1 Reading position 2 Reading position 3 Reading position 4 Reading position 5 Tester name Reading positions