Portable Appliance Testing

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1 OHSS: Guidance Portable Appliance Testing Portable Appliance Testing Contents Scope... 3 Legislation and Best Practice Guidance... 3 Fixed Electrical Installation... 4 Types and Classifications of Electrical Equipment... 5 Electrical Equipment Classifications... 5 Earthed Equipment (Class I)... 5 Double Insulated Equipment (Class II)... 5 Types of Business... 5 Frequency of Inspection and Testing of Equipment... 7 Portable Appliance Testing in Practice... 8 Use of External Contractors for PAT... 9 Documentation... 9 Damaged or Faulty Equipment User Checks Formal Visual Inspections Combined Inspection and Test Training Electrical Adaptors for International Electrical Equipment Page 1 of 17

2 PAT Arrangements for University Staff Working in Buildings Owned by NHS Trust PAT Arrangements for Spin Out Companies PAT Testing Equipment for Loan from OHSS Hired Equipment New and Second Hand Equipment Incident Reporting Central Monitoring and Review of PAT Frequencies Medical Devices Appendix 1 Equipment Register Appendix 2 Record of Formal Visual or Combined Inspection and Test Appendix 3 Repair Register Appendix 4 Faulty Equipment Register Page 2 of 17

3 Scope This guidance is for: Users of electrical equipment; Persons with management or supervisory responsibilities for the maintenance of electrical equipment; Staff with operational or administrative responsibility for maintenance of electrical equipment; External contractors who are contracted to carry out testing of electrical equipment on behalf of Units. Portable electrical appliances or equipment could cause an electric shock or burn, or fire due to damage wear or misuse. Portable appliance testing (PAT) is the term used to describe the examination of electrical appliances and equipment to ensure they are safe to use. The term portable is defined in the management standard. This guidance applies to all electrical appliances and equipment provided by the University and used by staff, students or visitors as part of University business. Health and Safety Executive leaflet INDG236 (rev3) entitled Maintaining portable electrical equipment in low risk environments states that PAT includes any electrical equipment your employees use at work, whether it is their own or supplied (by the University). Any portable electrical appliances used by staff for work including personal items should be included in the list of items requiring testing. Students electrical items fall outside the scope of PAT but some Units for example Accommodation and Hospitality Services have a policy on PAT in accommodation and other local arrangements may be applied. Fixed electrical installations i.e. electrical consumer units, mains power cables and wall/ desk sockets are maintained by Estates Support Service and are outside the scope of this guidance. Legislation and Best Practice Guidance The Health and Safety at Work etc Act 1974 puts a duty of care upon the University (Sections 2, 3 and 4) and its staff (section 7) to ensure the safety of all persons using work premises. The Management of Health and Safety at Work Regulations 1999 states that employers must carry out a risk assessment. A risk assessment should identify what in your business may cause harm to people i.e. electrical equipment and decide whether you are doing enough to prevent that harm. The Provision and Use of Work Equipment Regulations 1998 (PUWER) requires that equipment provided for work is: Page 3 of 17

4 Suitable for the intended use. Suitable in this context means the equipment is free from health and safety risks; Maintained in a safe condition. The Electricity at Work Regulations (EAWR) require that the University ensures that As may be necessary to prevent danger, all systems shall be maintained so as to prevent, so far as is reasonably practicable, such danger. The Regulations do not specify what needs to be done, by whom or how frequently i.e. they don t make inspection and testing of electrical appliances a legal requirement, nor do they make it a legal requirement to undertake this annually. With respect to risks from electricity compliance with the EAWR is likely to also achieve compliance with PUWER. The frequency of inspection and testing depends upon the type of equipment and the environment it is used in. There are two organisation who have published inspection and testing frequencies which are generally regarded as best practice for PAT: Health and Safety Executive (HSE) Maintaining Portable Electrical Equipment HSG107 (3 rd Edition); The Institution of Engineering and Technology (IET) Code of Practice for In-service Inspection and Testing of Electrical Equipment (4 th Edition). The above two guidance documents propose different inspection and testing frequencies. The University has chosen to use a system largely based on the HSE recommendations. Electrical equipment should also be tested by manufacturers as part of their compliance with British or European standards. Any new equipment purchased or supplied in the UK should be electrically safe and places a duty on the manufacturer or supplier. Fixed Electrical Installation The safety and proper functioning of many portable appliances and items of equipment depend on the integrity of the fixed installation. Estates Support Service have a system for inspection and testing of the fixed installation. It is assumed for the purpose of this guidance that the fixed installation is in a satisfactory state of repair. If staff or students notice cracked, broken, overheated or loose sockets such as shown below these should be reported to the ESS helpdesk. Page 4 of 17

5 Types and Classifications of Electrical Equipment The testing frequencies for portable electrical appliances and equipment are different depending on the environment, type and classification of electrical equipment. Electrical Equipment Classifications There are four classifications of electrical equipment: Class 0 Class I Class II Class III For the purpose of this guidance only Class I and Class II equipment are considered. Earthed Equipment (Class I) This equipment relies on the metallic (exposed conducting) parts of the equipment being effectively earthed. If this earth connection is lost there is a possibility of the exterior of the equipment becoming live, with a potentially fatal result. Anyone touching live metal will be in contact with electricity. Double Insulated Equipment (Class II) This equipment (which includes double insulated equipment (marked ) is constructed with highintegrity insulation and does not have nor need an earth connection to maintain safety. If you cannot see this symbol, you should assume that the electrical equipment is a Class I appliance. Types of Business The HSE specify a number of categories of electrical equipment. Type of Business Battery operated equipment (less than 40v) Notes This includes battery powered hand tools including drills, jigsaws and a range of other tools and monitoring equipment. Industrial or workplaces with a high risk of equipment damage Examples include commercial kitchens, engineering or workshops. This is not an exhaustive list, please contact OHSS for guidance on whether your workplace fits this criteria. Page 5 of 17

6 Type of Business Information s technology rarely moved. This includes extension leads connected to IT equipment where access will be difficult or disruptive. Notes Items include desktop computers, printers, scanners and charging cradles for desktop telephones. Mobile phone chargers are classified separately below. Double insulated (class II) equipment moved occasionally (not hand held) Double insulated (class II) equipment hand held or items that are moved frequently. This includes mobile phone and laptop/ tablet chargers. Earthed (class I) equipment. Page 6 of 17

7 Type of Business Extension leads or power cables not connected to IT equipment or not dedicated to an item of equipment should be maintained as an individual item. Notes Frequency of Inspection and Testing of Equipment When a Unit carry s out PAT for the first time all portable electrical equipment should be tested regardless of its classification or the type of business. This initial test provides a baseline and gives a complete list of all the electrical equipment in a Unit. In reality most units will already have a regime for PAT and the frequencies listed in the table below should be applied. A small number of Units may be able to justify different testing frequencies if they have their own competent staff and evidence including past testing records. Type of business * Battery operated equipment (less than 40v) Industrial or workplaces with a high risk of equipment damage Information technology rarely moved. This includes extension leads connected to IT equipment where access will be difficult or disruptive. Double insulated (class II) equipment User checks* Not recorded Formal visual inspection* Should be recorded Combined inspection and test* Should be recorded No No No Yes, daily Annually Annually No 4 years 4 years No 4 years 4 years Page 7 of 17

8 moved occasionally (not hand held) Double insulated (class II) equipment hand held or items that are moved frequently. Earthed (class I) equipment. Extension leads or power cables not connected to IT equipment or not dedicated to an item of equipment should be maintained as an individual item** Yes Annually Annually Yes Annually Annually Yes Annually Annually * further information on the type of business and what constitutes users checks, formal visual inspection and combined inspection and testing is provided in the guidance document and should be read in conjunction with this management standard. **extension leads or power cables which are likely to be used should be tested annually. Any extension leads or power cables which are kept as spares and are for occasional use may be exempted from the PAT regime provided the Unit has a system for ensuring these items will receive a PAT before being used or issued to staff or students i.e. a PAT will be carried out by a competent member of staff prior to use. Portable Appliance Testing in Practice The responsibilities of Units to maintain a safe electrical system are detailed in the management standard for PAT testing. In practice there are two ways that Units can comply with PAT requirements. Page 8 of 17

9 Formal visual inspection and/ or combined inspection and testing by internal staff* Formal visual inspection and/ or combined inspection and testing by contractors** *staff who undertake formal visual inspection or combined inspection or testing must be competent. Further information on qualifications is provided later in this guidance. **a list of approved suppliers is provided by the Procurement Team. A list of active vendors for PAT is also available on the SAP ordering system. Use of External Contractors for PAT We recognise that many Units do not have the expertise or time for their own staff to carry out PAT. If you are setting up a new agreement with a PAT testing company they should be one from our existing list of approved suppliers published by the Procurement Team. OHSS have contacted the companies who are active vendors on the SAP system to ensure they are aware of the management standard and guidance for PAT. However it is recommended that when setting up a new agreement for PAT your make sure that the contactor tests your portable appliances in line with the frequencies listed in the table above. For Units who have an existing agreement with a contractor, the contractor will usually send an automatic reminding Units their PAT is due. Some companies have been testing portable appliances at intervals that differ from the table above. Whenever your PAT s are next due for a combined inspection and test you should advise your contactors of the new testing frequencies and ensure they work to this new testing regime. If you or the contractor require any clarification please contact us for advice. Documentation Although there is no requirement in the Electricity at Work Regulations 1989 to keep records of equipment and inspection and tests, the HSE s Memorandum of Guidance on these Regulations advises that records of maintenance including tests should be kept throughout the working life of equipment. These records are a useful tool for reviewing the frequency of inspection and testing, Page 9 of 17

10 and without such records Units cannot be certain that the inspection and testing has actually been carried out. Examples of the following records are provided for use: A register of all equipment (Appendix 1); A record of formal and combined inspection and tests (Appendix 2); A repair register (Appendix 3); A register of faulty equipment (Appendix 4); All equipment formally inspected and tested does not have to be labelled but labels can provide a useful quick visual record for users. Records may be retained on paper or in electronic memory of PAT testing equipment or on computers. All external testing companies will provide a full schedule of all items tested as standard and may provide stickers on each item of equipment. Damaged or Faulty Equipment If equipment is found to be damaged or faulty on inspection or test it must be removed from service and then an assessment made by a competent person as to the suitability of the equipment. For small items it may prove cheaper to replace rather than repair the damaged item. In some cases the equipment may be unsuitable for the use in its present location and a more suitable replacement may need to be purchased. Contractors should communicate any faulty items to their nominated Unit contact before they leave site so that action can be taken to remove faulty items from use. User Checks Users have a duty to do what is reasonably practicable to ensure that equipment is safe. Guidance for users on what to check is contained in HSE publication Maintaining Portable Electrical Equipment HSG107 (3 rd Edition) which is available freely online. For ease of reference a summary of user checks are listed below: damage (apart from light scuffing) to the supply cable, including fraying or cuts; damage to the plug or connector, e.g. the casing is cracking or the pins are bent; inadequate joints, including taped joints in the cable; the outer sheath of the cable is not effectively secured where it enters the plug or the equipment. Evidence would be if the coloured insulation of the internal cable cores were showing; the equipment has been subjected to conditions for which it is not suitable, e.g. it is wet or excessively contaminated; damage to the external casing of the equipment; loose parts or screws; evidence of overheating (burn marks or discolouration). Formal Visual Inspections These inspections are an important part of the maintenance regime but are often overlooked. Such inspections are necessary because they can reveal most potentially dangerous faults. They can normally be carried out by a member of staff who has sufficient information and knowledge of what to look for, what is acceptable, and who has been given the task of carrying out the inspection (that Page 10 of 17

11 is, they are competent to do the task). To avoid danger, trained people should know when the limit of their knowledge and experience has been reached. Guidance for users on what to check is contained in HSE publication Maintaining Portable Electrical Equipment HSG107 (3 rd Edition) which is available freely online. The University has chosen to set the frequency of formal visual inspections exactly the same as the frequency for combined inspection and test. It is assumed that the vast majority of Units do not have staff with the competency or time to carry out formal inspections internally and will pay for an external contractor to carry out this task. Combined Inspection and Test User checks and formal visual inspections should reveal most potentially dangerous faults. However some faults such as loss of earth connection cannot be detected by visual examination alone. Such faults can only be detected by a combined inspection and test. Combined inspection and testing requires a greater degree of competence (in terms of knowledge, training and experience) than for inspection alone because appropriate electrical knowledge is needed to undertake the tests and interpret the test results. However it can sometimes be carried out by competent University staff. There are two levels of competency: Level 1 - A person not skilled in electrical work routinely uses a simple pass/fail type of portable appliance tester where no interpretation of readings is necessary. The person would need to know how to use the test equipment correctly. Providing the appropriate test procedures are rigorously followed and acceptance criteria are clearly defined, this routine can be straightforward. Level 2 -A person with appropriate electrical skills uses a more sophisticated instrument that gives readings requiring interpretation. Such a person would need to be competent through technical knowledge or experience related to this type of work. Training Anyone carrying out formal visual inspections or combined inspection and testing should be competent to inspect and test an item of equipment and based on the results and upon the conditions in which it is being used, state that the equipment is safe or otherwise for continued use. OHSS offer a PAT testing course which is free for staff to attend. This course is suitable for any staff who are intending to carry out combined inspection and testing of portable appliances. Information for staff required to carry out user checks or formal visual inspections is contained in HSE publication Maintaining Portable Electrical Equipment HSG107 (3 rd Edition) which is available freely online. Staff may possess other qualifications which would make them competent to carry out PAT. If you need assistance to judge if an individual is competent to carry out PAT please contact your School Safety Officer or contact us. Electrical Adaptors for International Electrical Equipment Electrical adaptors should be marked as complying with British Standard Adaptors which comply with this British Standard are available from Students Union shop and other local retailers. Page 11 of 17

12 OHSS are currently reviewing the safety of electrical adaptors and updating our guidance for international students. PAT Arrangements for University Staff Working in Buildings Owned by NHS Trust It has been agreed with Newcastle Hospitals NHS Foundation Trust that each organisation will test all the portable appliances in their respective buildings regardless of whether the equipment belongs to NHS or University staff. The testing frequencies in the table above will be applied to all University buildings including buildings occupied by NHS staff. PAT Arrangements for Spin Out Companies Spin out companies who occupy buildings owned by the University are expected to have their own health and safety arrangements which include PAT. PAT Testing Equipment for Loan from OHSS OHSS have four PAT testing machines which can be loaned to staff who are competent to use them. If you would like to borrow a PAT tester please contact us. Hired Equipment The duty for ensuring the electrical safety of hired equipment lies with the hire company. Any equipment supplied should be electrically safe and have been inspected by the hire company prior loan for use by University staff. New and Second Hand Equipment New equipment purchased from within the EU can be assumed to meet the relevant product safety directives and as such should be electrically safe and will not require PAT. If equipment is purchased from outside the EU caution is required to ensure the equipment is safe to use and meets relevant EU safety standards. Once purchased we may face expensive costs to bring equipment up to the required standards before you can use it. This is especially relevant for equipment purchased online for example Ebay or Amazon. Anyone supplying second hand equipment for use at work must ensure so far as is reasonably practicable, that it is safe and without risks to health. This includes electrical safety. There is information on buying second hand equipment on the HSE website and OHSS can offer advice on an individual basis. Incident Reporting If staff or students receive an electrical shock from portable appliances this should be reported using our incident database. In addition any fire or smoke incidents or other near misses involving portable electrical appliances should also be reported using the incident database. It is important to report all incidents so that you can establish what happened and why and decide if you need to take any further action to prevent a recurrence. Central Monitoring and Review of PAT Frequencies OHSS will review the results of combined inspection and testing carried out by external contactors and any incident reports an annual basis to establish any trends relating to faults or failures. This information will be used to review the current testing frequencies. Any changes to the testing frequencies for PAT will be communicated to University and Faculty Health and Safety s. Page 12 of 17

13 Medical Devices Medical devices are subject to the Provision and Use of Work Equipment Regulations (PUWER) and the Medical Devices Regulations to ensure they are safe. Equipment classed as medical devices, falls under the authority of Medical and Healthcare Products Regulatory Agency (MHRA). Medical devices include assistive equipment, for example hoists and bedrails. MHRA enforces the Medical Devices Regulations and the General Product Safety Regulations to ensure medical devices are acceptably safe. The MHRA Medical Device Bulletin Managing Medical Devices outlines a systematic approach to the purchasing, deployment, maintenance, repair and disposal of medical devices. Other MHRA guidance, safety alerts on specific equipment, and details of how to contact them can be found on the MHRA website. Medical devices connected to patients and volunteers require a higher level of PAT testing than the standard combined inspection and tests applied to our portable appliance. This higher level of testing can be carried out by the NHS Trust Electrical Engineering Department. There will be a charge per items for these additional tests. If you have any devices which fit this criteria please contact us. Page 13 of 17

14 Appendix 1 Equipment Register Unit Building Responsible person Date Register No Location Equipment Description Serial No Frequency of Formal visual inspection Combined inspection & test Page 14 of 17

15 Appendix 2 Record of Formal Visual or Combined Inspection and Test Formal Visual Inspection Item of Equipment Register No Description Construction class Equipment type (P, M etc) Location Frequency of formal visual inspection Frequency of combined inspection and testing Make Model Serial No Voltage Current Fuse Date of purchase Guarantee Date Environment Authority to disconnect Socket/ outlet condition Plug condition Flex condition Body condition Combined Inspection Tests Continuity Insulation Functional check Comments OK to use Initials Page 15 of 17

16 Appendix 3 Repair Register Unit Responsible person Register Unit/ no contact Building Description Serial no Repairer Suitable for return to use Signature Date Page 16 of 17

17 Appendix 4 Faulty Equipment Register Unit Date Responsible person Date Register No Equipment fault Location Action taken Page 17 of 17

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