Guidance n the maintenance f Electrical Equipment Key wrd(s): Electricity at Wrk Regulatins; electrical equipment; Prtable Appliance Testing (PAT); fixed, transprtable and prtable equipment; maintenance; repair; replacement; visual inspectin Target audience: Heads f Schl, Heads f Schl Administratin; Directrate f Estates and Facilities; Faculties; staff, students and visitrs Cntents Intrductin... 2 Respnsibilities... 2 Maintaining (including testing f) Prtable and Transprtable Electrical Equipment... 3 Initial Frequency f Checks Suggested by the HSE... 6 A. Higher Risk Envirnments... 6 B. Offices and ther lw-risk envirnments... 7 Maintaining Fixed Electrical Equipment... 7 Advice fr staff and students in the use f electrical equipment... 8 References... 9 Management cycle Useful paragraphs Plan 3, 4, 7 D 5, 9, 12, 13, 14, 16, 27, 34 Mnitr 10, 15, 20, 21, 31 Review 33 Page 1 f 10
Intrductin 1. The Electricity at Wrk Regulatins 1989 places a legal duty n the University t prevent injury t staff, students, cntractrs and visitrs frm its electrical systems. It is essential that electrical equipment is prperly maintained s as t prevent danger. This dcument details the University s apprach t ensuring electrical equipment is safe and remains s. Respnsibilities 2. The University Bard f Gvernrs has delegated respnsibility fr electrical safety as fllws. 3. It is the respnsibility f the Directr f Estates and Facilities t ensure that (i) the fixed wiring f every University wned/managed building and (ii) centrally prvided equipment eg lifts, air cnditining units etc. are inspected, tested and maintained n a regular basis by cmpetent persns in accrdance with the Electricity at Wrk Regulatins and the Institute f Electrical Engineers (IEE) Cde f Practice fr In-Service Inspectin & Testing f Electrical Equipment. Apprpriate recrds are t be kept. 4. It is the respnsibility f each Head f Schl r Head f Administrative Directrate (r equivalent) t ensure all their electrical equipment fixed, transprtable and prtable is inspected, tested and maintained at regular intervals in accrdance with the Electricity at Wrk Regulatins and the IEE Cde f Practice fr In-Service Inspectin & Testing f Electrical Equipment. 5. New electrical equipment shuld be visually inspected fr cnditin befre use. Any new equipment that des nt have a mark f cnfrmity (CE mark) shuld be subject t a full cmbined inspectin and test prir t first putting it int service / use. 6. A CE mark is nt a quality mark, r a guarantee that the prduct meets all f the requirements f the relevant Eurpean Unin (EU) prduct safety law. Suppliers wh install wrk equipment and users shuld make reasnable checks f any new prducts. 7. Dmestic equipment frm utside the UK shuld be fitted with 13A BS1363 plug tp and suitably fused. 8. The frequency f inspectin and testing will depend n the equipment, use, lcatin etc. The Head f Schl / Faculty / Directrate may need t make use f Page 2 f 10
a cmpetent persn t advise him / her n the apprpriate frequency f testing and n the tests t be perfrmed. 9. Testing and inspectin must nly be carried ut by persnnel wh are cmpetent in testing and inspectin f the types f equipment submitted fr testing. Persnnel wh perfrm testing can be University emplyees r external cntractrs wh are members f a recgnized electrical cntracting assciatin. The Directrate f Estates and Facilities use apprved cntractrs frm the Nrth West Universities Purchasing Cnsrtium (NWUPC) framewrk fr prtable appliance testing (PAT). Further advice can be btained frm the Directrate f Estates and Facilities Principal Electrical Engineer. 10. It is the respnsibility f each Head f Schl / Head f Administrative Directrate / Divisin t ensure that members f staff are familiar with the hazards f the electrical equipment they are t use and understand basic safety precautins. 11. It is the respnsibility f every member f staff, student, cntractr and visitr t take care f their wn safety and that f thers. They must nt use r allw the use f equipment which is bviusly faulty. They must visually check each piece f electrical equipment befre it is used. Maintaining (including testing f) Prtable and Transprtable Electrical Equipment 12. Maintenance emplyers have a respnsibility under Regulatin 4(2) f the Electricity at Wrk Regulatins 1989 t maintain prtable and transprtable electrical equipment s as t prevent danger. The Health & Safety Executive (HSE) sees maintenance cmprising: A visual inspectin f appliances. This cmprises a daily check by the user fr hand held and hand perated items AND a frmal check at set intervals by a nminated persn fr all appliances which perate at mains vltage. Electrical testing f all appliances in accrdance with the recmmendatins f the Cde f Practice fr In-service Testing & Inspectin. Repair and replacement cnsequent t bth pints abve. 13. Visual inspectin by users frm time t time all users must lk critically at the electrical equipment they use. This needs t be daily and befre use in the case f hand held and hand perated appliances t check that the equipment is in sund cnditin. Page 3 f 10
What t check fr:- damage, eg cuts, abrasin (apart frm light scuffing) t the cable cvering; damage t plug, eg is the casing cracked r the pins bent; nn-standard jints including taped jints in the cable; the uter cvering (sheath) f the cable nt being gripped where it enters the plug r the equipment; equipment that has been used in cnditins where it is nt suitable, eg a wet r dusty wrkplace; damage t the uter cver f the equipment r bvius lse parts r screws; signs f verheating (burn marks r staining). 14. The checks als apply t extensin leads, assciated plugs and sckets. Any faults must be reprted t the line manager and the equipment taken ut f use immediately and labelled as faulty including a brief explanatin. It must nt be used again until repaired. Nte: Equipment which exhibits intermittent faults shuld be taken ut f service and nt used again until thrughly checked ut by a cmpetent persn and the surce f the fault identified and rectified. 15. Frmal Visual Inspectin by a Cmpetent Persn Only a cmpetent persn shuld carry ut a frmal visual inspectin. These must take place at set intervals, dependent n risk. Frmal inspectins shuld include: Installed and perated in accrdance with manufacturer s instructins; Suitability f the equipment in the envirnment; Switching ff f the equipment t check functinality, carry ut maintenance r islate in the case f an emergency; User feedback, check with user n peratin, issues fund etc; the apprpriate sized fuse is being used; the crd grip is hlding the uter part (sheath) f the cable tightly; the wires, including the earth where fitted, are attached t the crrect terminals; n bare wire is visible ther than at the terminals; the terminal screws are tight; and there is n sign f internal damage, verheating r entry f liquid, dust r dirt. Page 4 f 10
A suggested frequency fr frmal visual inspectins is given in table 1 belw. 16. The HSE states that the frmal visual inspectin can be carried ut by a sensible member f staff (called a 'nminated persn' in this dcument), prvided they have enugh knwledge, skills and training. They need t be able t avid danger t themselves and thers. They shuld have basic electrical knwledge tgether with cmmn sense eg switch ff and unplug equipment first. They must als knw when the limit f knwledge and experience has been reached. 17. Testing Of Prtable Electrical Equipment fr earth / insulatin integrity eg using a prtable appliance tester, will be required in additin t a visual inspectin (it is called 'cmbined inspectin and testing' by the HSE): whenever there is a reasn t suppse the equipment may be defective (but this cannt be cnfirmed by visual inspectin); after any repair, mdificatin r similar wrk; at regular intervals (these intervals will be determined by carrying ut a risk assessment which will cnsider the equipment, the manner f use, frequency f use and the envirnment). 18. A visual inspectin must als be carried ut in cnjunctin with the electrical testing. It shuld include the pints referred t in paragraph 12. 19. Cmbined inspectin and testing shuld be carried ut by smene with a wider degree f cmpetence than that required fr visual inspectin alne. This is because the results f the tests may require interpretatin and apprpriate electrical knwledge. This wrk can, hwever, ften be carried ut by an existing emplyee. Such persns may need training. The Staff Learning and Develpment Unit ffer curses t train staff t carry ut this basic testing. 20. As the table belw shws, it is NOT a legal requirement t test prtable equipment annually. The inspectin and test intervals shuld be determined n the basis f risk. Hwever, it is smetimes cnvenient t arrange fr annual testing f all appliances, if the testers are n site t lk at sme f them. 21. Maintaining recrds strictly speaking, this is nt required by law but the HSE state "yu may find it helpful if yu have a lt f electrical equipment t keep track f and als t help yu review yur maintenance prcedures. Experience f faults fund will determine whether inspectin intervals can be lengthened and whether and hw ften there shuld be a cmbined inspectin and test". 22. Schls / Faculties / Directrates are recmmended t recrd bth frmal visual and electrical checks except where the number f items t be maintained is lw. Page 5 f 10
The evidence f recrds wuld help in any legal case fllwing an accident invlving electrical appliances. 23. Where recrds are kept, items f equipment need t be easily identifiable eg bear unique numbers, s the test results can be linked directly t the items. Keeping separate recrds f faults fund will als assist in directing the test prgram t vulnerable areas. 24. Frequency Of Inspectin the initial frequency fr inspectin / testing suggested by the HSE fllws. This frequency can be shrtened r lengthened in the light f practical experience i.e. number f faults which appear. 25. If Heads f Schls have difficulty in deciding hw ften t inspect / test they shuld seek advice frm cmpetent persns frm inside r utside the University. The Principal Electrical Engineer may be able t ffer guidance in this area. Initial Frequency f Checks Suggested by the HSE A. Higher Risk Envirnments 26. The HSE suggest that in cmmercial settings frmal visual inspectins shuld be carried ut every 3 mnths and cmbined inspectin and electrical tests every 6-12 mnths 27. Heads f Schls in 'practical areas' will need t bear this figure in mind when drawing up a schedule fr testing in their Schl. It is quite likely that different inspectin intervals will be required fr labratries, ffices, and ther areas. Experience will decide (hence keeping f recrds is helpful). Page 6 f 10
B. Offices and ther lw-risk envirnments Table 1 Equipment/envirnment User checks Frmal visual Cmbined inspectin inspectin & testing Battery-perated: N N N (less than 20 vlts) Extra lw vltage: N N N (less than 50 vlts AC) eg telephne equipment, lw vltage desk lights Infrmatin technlgy: N Yes, 2-4 N if duble eg desktp cmputers, years insulated, therwise VDU screens up t 5 years Duble insulated equipment: N Yes, 2-4 N NOT hand-held. Mved years ccasinally, eg fans, table lamps, slide prjectrs Duble insulated equipment: Yes Yes, 6 mnths N HAND-HELD eg sme flr - 1 year cleaners Earthed equipment (Class 1) Yes Yes, 6 mnths Yes, 1-2 years eg electric kettles, sme - 1 year flr cleaners (a) Cables (leads) and plugs Yes Yes, 6 mnths Yes, 1-5 Years cnnected t the abve - 4 years equipment and (b) Extensin leads Yes, 3 mnths Annually Maintaining Fixed Electrical Equipment 28. The requirement under Regulatin 4(2) Electricity at Wrk Regulatins t maintain (and test) prtable and transprtable electrical equipment als applies t fixed items f electrical equipment wned by a Schl / Faculty / Directrate. Fixed items cvers thse electrical items wired directly int the mains withut use f a plug. The range f this type f equipment in the University is vast, ranging frm a wall munted electric water heater, large labratry centrifuges, lathes in wrkshps t liquid nitrgen plants. 29. The maintenance requirement n fixed appliances mirrrs that f prtable nes visual check, earth cntinuity and insulatin integrity tests. Page 7 f 10
30. HSE dcument HSR25 entitled 'The Electricity at Wrk Regulatins 1989' states that advice n inspectin and testing f fixed installatins can be fund in British Standards, and IEE Wiring Regulatins. 31. Schls / Facilities wh have fixed appliances will need t cntact the Directrate f Estates and Facilities Principal Electrical Engineer fr permissin prir t carrying ut this wrk (whether they intend t d this wrk themselves r engage thers t d it fr them). 32. The frequency f the electrical tests is likely t be f the rder f 5 years. Hwever, this will need t be decided n a case by case basis by carrying ut a risk assessment. Estates and Facilities cmplete Fixed Appliance Testing n general use items as part f the 5 yearly Electrical Installatin Test and Inspectin. General use items may include Hand-dryers, Ckers, Zip Bilers, Water Clers etc, but will nt include Schl / Faculty equipment / test rigs etc. Advice fr staff and students in the use f electrical equipment 33. The Electricity at Wrk Regulatins 1989 place a duty n the University t train users t appreciate the dangers which culd arise frm incrrect / imprper use f electrical equipment. The fllwing helpful hints' belw shuld help staff and students t avid the main dangers presented by the use f electricity in the University namely shck, fire and burns. This Guidance culd be incrprated int a Safety Plicy. 34. The Health and Safety at Wrk Act requires peple at wrk t be respnsible fr their wn safety and the safety f thers, and this includes nt using equipment which is bviusly defective. Every member f staff and every student r visitr must regularly check the electrical equipment they intend t use (r intend t give t thers t use) t ensure n defects are apparent. 35. Emplyees (and thers) must: Nt use any equipment which is defective r damaged. Label the item 'ut f rder' (sign and date the nte) t prevent thers using it, and lck the item away if safe and practical t d s. Reprt the defect immediately t the Supervisr / Manager. Make n attempt t repair r make alteratins t equipment r remve permanently fixed cvers frm equipment (unless cmpetent t d s). Always switch ff and unplug equipment befre cleaning and fitting new parts (where cmpetent t d s). Page 8 f 10
Always remve plugs frm sckets by hlding the plug and nt by pulling n the crd, r mve equipment by pulling n the crd. Avid fd and drink cming int cntact with electrical equipment, such as VDU keybards. Seek permissin frm the Head f Schl befre bringing persnal items f electrical equipment int the University fr use. Any such persnal items f equipment must be safe and be included in the regular departmental testing scheme where such a regime is in place. Rute trailing cables away frm walkways where passers-by may trip r drag the equipment ff the desk / wrktp. Rubber cving fr flr munted cables is a sensible curse f actin. Avid scket adapters which enable mre than ne plug t be plugged in t a single scket. Trailing scket bards are a better but nt fl prf alternative. The use f cntinental cnverter plugs is discuraged due t the quality f the items. Only cntinental cnverter plugs that are CE marked may be cnsidered fr use. Stp and ask yur supervisr if yu dn't knw if smething is 'right' r suspect smething is 'wrng'. References The Electricity at Wrk Regulatins 1989 Regulatins are supprted by numerus Health and Safety Executive publicatins. Sme f these publicatins are free and can be seen n the Health & Safety Executive's web sites eg HSE PUBLICATIONS: Free Leaflets HSR 25 The Electricity at Wrk Regulatins 1989. ISBN 978 0 7176 6228 9 INDG 231 Electrical Safety and Yu Safety in electrical testing: Servicing and repair f audi, TV and cmputer equipment (Engineering Infrmatin Sheet 36) Mre detailed HSE publicatins, fr which there is a charge, may be fund by accessing: HSE Bks Hme and running a search fr 'electrical safety' These priced dcuments can be bught n-line r are available frm the Statinery Office, Princess St, Manchester. It is als pssible t view them via the Jhn Rylands University Library electrnic database Inf4Educatin (OHSIS) Athens passwrd required. Guidance n varius electrical tpics is als available frm the Institutin f Engineering and Technlgy, P.O. Bx 96, Stevenage, Herts., SG1 2SD at their Web site. Page 9 f 10
(1) Cde f Practice fr In-Service Inspectin and Testing f Electrical Equipment 4th Editin. ISBN 978-1-84919-626-0. (2) 17th Editin I.E.E. Wiring Regulatins (BS 7671:2015) Dcument cntrl bx Title Guidance n the Maintenance f Electrical Equipment Date first issued: June 2008 Issued by: Safety Services Implementatin June 2017 date: Versin: V 2.2 (June 2017) reviewed V 2.1 (July 2016) reviewed V 2.0 (March 2016) reviewed Next review date: Upn significant change Owner f this Head f Safety Services dcument: Lead cntact: Safety Services Page 10 f 10