ESTATES OFFICE OPERATIONS WORKS INSTRUCTIONS WI 6 ISSUE RECORD Revision Description Updated Date Compiled by Review date 01 Modified Mar 2010 J Cummins Mar 2011 02 Reviewed Aug 2011 J Cummins Aug 2012
Introduction The Control of Substances Hazardous to Health (COSHH) Regulations 1989 requires the effectiveness of all equipment used in the control of toxic vapours to be checked on a regular basis. Equipment comprising fume cupboards, local exhaust ventilation and ventilated hoods and cabinets are listed on a database with relevant maintenance information. This instruction details the routine testing requirements for which Estates Operations are responsible and appoints specific responsibilities for ensuring that all equipment is examined in accordance with this instruction. 1. Responsibilities 1.1 The Maintenance Manager is responsible for ensuring that all inspection work is fully scheduled and any necessary repairs are completed in order to keep fume exhaust systems in working order. Should a fume exhaust system fail to meet the lowest acceptable standard the Maintenance Manager shall inform appropriate departmental staff, in writing, that the system is not be used and agree upon a method of disablement or remedial works with the said departmental staff. The Maintenance Manager will also ensure that no new fume cupboard is put into service without the necessary commissioning data and approvals from the installer/manufacturer. 1.2 Appointed Maintenance Managers are responsible for allocating competent persons to testing duties and ensuring that all test sheets are correctly filled out and signed. A list of personnel competent to carry out fume extract system testing must be maintained and training arranged as necessary. Any mechanical repairs found necessary during testing must be recorded and corrected as soon as possible after the test. Any fume system which overruns its required inspection data by more than one month must be reported to the Maintenance Manager and Senior Engineer. 1.3 The Compliance office is responsible for the upkeep of all records associated with the testing of fume extraction systems and shall produce schedules of systems due for test with sufficient warning period to allow effective resource allocation. Records shall be filed for easy reference and up to 3 years previous record sheets must be kept for audit purposes. The Compliance office shall allow free access to fume cupboard records/data bases to Safety Office staff for safety audit and other purposes. Departments can also be provided with copies of database print outs appropriate to their Department for their own record purposes on request. 1.4 Competent Persons Persons appointed as being competent to test and inspect fume cupboards shall ensure that all testing is carried out in accordance with the methods set out below. Upon completion of the test the competent person will certify on the test form the acceptable classification category for the future use of the system. Page 2
Where this differs from the prior classification remedial action shall be carried out to return the system to its prior classification first, such as fan maintenance, duct cleaning, filter changing, etc. Only if these measures fail then a copy of the test document shall be sent to the departmental representative and to the Safety Office indicating the change in classification. Where repairs can be seen as necessary which might affect the classification the competent person shall indicate on the test document whether a re test is proposed. Any long term remedial work found necessary shall also be recorded on the test document in order that repairs can be arranged. 2. Methods of Test 2.1 Ducted fume cupboards To eliminate variables as far as possible, all measurements of face velocity will be taken under the conditions listed below: a) Sash opening of cupboard being measured to be at 500 mm. b) Sash opening of all other fume cupboards on same fan system to be at 500 mm. c) Major obstructions (if any) to air flow in cabinet to be noted or preferably removed. d) All instruments to be 'in date' for calibration and all measurements taken in SI units. e) Windows and doors closed. f) Testing periodicity to be 12 months. g) If at 500 mm sash opening, air velocity is greater than 0.5 m/s, a repeat set of measurements should be taken with sash fully open (other cupboards on fan system to remain at 500 mm opening. 2.2 Horizontal Sash Fume Cupboards To eliminate variables as far as possible, all measurements of face velocity will be taken under the conditions listed below: a) Horizontal sashes shall be fully open. b) Major obstructions (if any) to air flow in cabinet to be noted or preferably removed. c) All instruments to be 'in date' for calibration and all measurements taken in SI units. d) Windows and doors closed. e) Testing periodicity to be 12 months. f) If with sashes fully open air velocity is greater than 0.5m/s, a repeat set of measurements should be taken with all fume cupboards on the same system fully open. 2.3 Low Velocity Fume Cupboards In principle the procedure is the same for ducted fume cupboards but the face velocity figures will be lower, in the region of 0.3m/s. These are specifically designed and operated as low velocity fume cupboards and shall be identified as such to the tester. Page 3
2.4 Ductless fume cupboards In principle the procedure is the same for ducted fume cupboards but several measurements for face velocities need to be taken and filter efficiency needs to be assessed. Maintenance of recirculatory fume cupboards is undertaken by Contractors through a University Procurement contract. 2.5 Local exhaust systems/ventilated cabinets/ventilated fume hoods Measurements of air velocity to be taken in SI units at the entrance to the ducting but where hoods are fitted then several readings around the rim of the hood should be taken and the mean recorded. The actual position of measurement is not important but it is essential that the same positions are always used in successive checks to enable valid comparisons to be made. Consequently, the position of measurement should be noted on the record sheet. Safety Office personnel can be contacted for advice as necessary. 2.6 Safety Precautions Testing and Maintenance Because of the potential toxic hazard presented by the contents of fume cupboards and ducts, the following precautions should be taken by anyone involved in repairs or testing of fume cupboards: a) Protective coats/overalls to be worn. b) Eye protection to be used. c) Before a repair is effected cupboards should be emptied of all material and/or cleaned as appropriate (carried out in conjunction with Department concerned) and/or gloves worn as additional protection to that at a and b. Departmental access must be granted prior to any intrusive repair works. Repairs to ducting and fan components Prior to breaking in to any fume cupboard system a COSHH assessment must be completed in order to determine safety precautions required to protect personnel. The COSHH assessment must be carried out in conjunction with Departmental representatives in order that all possible hazards are properly identified. In the event of a requirement to carry out work within a cupboard designated for radioactive use a specific clearance must be obtained from the Departmental Radiation Protection Supervisor. A Permit to Work to ensure all relevant precautions are be put in place to prevent the use of any fume cupboards on the same system during the time that any repairs are being carried out. When working near to other fume cupboard exhaust outlets there is also a potential hazard of toxic fume. A permit to work must be issued for any such work in consultation with the local departmental safety adviser and/or accommodation officer. This permit to work should be reviewed daily with the local department, if at any time safe conditions adjacent to other fume cupboard exhausts cannot be maintained then the permit to work must be cancelled and work stopped immediately until safe conditions can be restored. Page 4
3. Classification The fume cupboards will as a result of these tests be categorised into one of four categories, based on the face velocities measured: Category A >0.5 m/s with sash fully open; Category B >0.5 m/s at 500 mm sash opening; Category C >0.2 m/s <0.5 m/s at 500 mm sash opening; Category D <0.2 m/s at 500 mm sash opening. * It must be noted that a Class D cupboard should only be used as a "ventilated cupboard" and may not be used for chemical procedures. 4. The Compliance office will arrange for labels to be designed and attached to the cupboards which will record the category, date of last test, date of next test, the fan system number and the fume cupboard identification number. This data will be of use to departmental staff in determining the activities they are able to carry out using particular equipment whilst still meeting the requirements of the COSHH Regulations. Page 5