POLICY FOR THE SAFE WORKING WITH ELECTRICITY

AGENDA ITEM 2.3 7 October 2010 POLICY FOR THE SAFE WORKING WITH ELECTRICITY Report of Executive Director of Planning Paper prepared by Purpose of Paper Action/Decision required Link to Health Care Standards: Link to Health Board s Strategic Direction and Corporate Objectives Acronyms and abbreviations Head of Capital and Asset Management To propose a Policy for the Safe Working with Electricity To seek formal approval of the Policy for the Safe Working with Electricity. The policy supports Standard 1 Governance and Accountability and Standard 22 Managing Risk and Health and Safety, of the Standards for Health Services in Wales. To support the UHB in ensuring that the values encompassed in the Statement of Intent are delivered and that it complies with the regulatory framework. UHB - University Health Board ACOP - Approved Code of Practice Policy for Safe Working with Electricity 1/3 Health and Safety Committee 7 October 2010

FOR DECISION POLICY FOR THE SAFE WORKING WITH ELECTRICITY Executive Summary The UHB has a statutory duty under the The Electricity at Work Regulations 1989 to have controls in place for the safe control of Electricity. The UHB Policy for Safe Working with Electricity is a review and update of the former Trust s Policy for Safe Working with Electricity. The policy establishes the conditions whereby the use of both electrical power generally, and in particular equipment connected to the electrical installation is adequately. It is recommended that the Health and Safety Committee approve the UHB Policy for Safe Working with Electricity and it s addition to the UHB Policy Database. MAIN BODY OF REPORT This Policy is the UHB s response to meet the requirements for providing a safe system of work for all electrical services within it s property. More specifically, this policy is to ensure that the UHB complies with The Electricity at Work Regulations 1989. The policy s main objective is to ensure that a safe electrical system is operated throughout UHB buildings, which is only worked upon by competent staff. The new Policy for the Safe Working with Electricity is a review and update of the former Trust s Policy for the Safe Working with Electricity. The policy document sets out the management arrangements for the safe operational running of electrical systems, and to provide guidance for implementing the strategy, and aims to ensure that staff and patients are protected from electrical risks to their health and safety. The policy delegates to the Chief Executive, responsibility for the safe management of electricity. Under this, Designated Officer(s) shall be appointed, and will have overall responsibility for high and low voltage electricity. Policy for Safe Working with Electricity 2/3 Health and Safety Committee 7 October 2010

CONCLUSIONS FOR DECISION The UHB has a statutory duty to comply with the provisions of health and safety The Electricity at Work Regulations 1989 which came into force on the 1st April 1990. The regulation of this within the UHB via policy is essential to ensuring that delegated responsibilities are in place to ensure continuing compliance. RECOMMENDATIONS The Health and Safety Committee is asked to APPROVE the proposed policy. IMPACT ASSESSMENT Health Improvement Workforce Financial Legal Equality Environmental Not applicable Not applicable Not applicable A statutory requirement Not applicable Not applicable RISK ASSESSMENT Clinical/Service Financial Reputational Risk of loss of supply of electricity and associated service disruption. Costs associated with loss of electricity. Impact of a service disruptions in event of loss of electricity. CONSULTATION AND ENGAGEMENT This policy has been considered by the Operational Health and Safety Group SOURCES OF INFORMATION & EVIDENCE Policy for Safe Working with Electricity 3/3 Health and Safety Committee 7 October 2010

Policy for the Safe Working with Electricity Reference No. Version No. 1 Previous Trust / LHB Ref No: Trust - 178 Documents to read alongside this Policy, Procedure etc Classification of document: Area for Circulation: Author(s): Corporate UHB Wide Estate Asset Manager Executive Lead Executive Director of Planning Group Consulted Via/Committee: Ratified by: Health and Safety Committee Date Published September 2010 Version Number Date of Review Reviewer Name Completed Action Approved By Date Approved New Review Date 1 September 2013 Disclaimer When using this document please ensure that the version you are using is the most up to date either by checking on the UHB database for any new versions or if the review date has passed please contact the author. OUT OF DATE POLICY DOCUMENTS MUST NOT BE RELIED ON Ref: 178 Page 1 of 13 Version No: Policy for Safe Working with Electricity

Policy for Safe Working with Electricity Section Title Page 1.0 INTRODUCTION 4 2.0 POLICY STATEMENT & AIM 4 2.1 Main Safety Objectives 4 2.2 Monitoring of Performance 4 3.0 LEGAL REQUIREMENTS 5 4.0 ROLES AND RESPONSIBILITIES 5 4.1 UHB Responsibilities 5 4.2 Delegated Responsibilities 6 5.0 RESOURCE IMPLICATIONS 7 6.0 TRAINING REQUIREMENTS 7 7.0 FURTHER INFORMATION 7 8.0 EQUALITY 11 9.0 AUDIT 11 10.0 DISTRIBUTION 11 11.0 REVIEW 12 Diagram 1: ELECTRICITY - Organisational Relationships 13 Ref No: 178 Page 2 of 13 Version No:

1.0 INTRODUCTION The use of electricity in health care premises is a common and potentially hazardous process, which makes it essential that all electrical systems are managed without giving rise to danger. Inadequate control and or improper use of electricity are a danger to life and property. The Cardiff and Vale University Local Health Board (hereinafter referred to as the UHB), and its officers are responsible for electrical services as duty holders, and accountable for ensuring control. They are also responsible for ensuring the safe management, design, installation, operation and maintenance of the UHB s electrical systems. This policy seeks to establish the conditions whereby the use of both electrical power generally, and in particular equipment connected to the electrical installation will be adequately controlled in all work related activities, to ensure so far as is reasonably practicable the health and safety of those affected. This Policy is the UHB s response to meet the requirements of providing a safe system of work for all electrical services within it s property. The UHB has a total asset register of all equipment in use in their properties. 2.0 POLICY STATEMENTS 2.1 MAIN SAFETY OBJECTIVES For the benefit of the patient, the main objective is to ensure that a safe electrical system is operated throughout UHB buildings. This must be only worked upon by competent staff. The necessary safeguards must be in force at all times, to ensure that only competent persons have access to the UHB s electrical systems, all rooms must remain secured. The UHB buildings shall have lightning protection facilities maintained, together with an adequate earthing system in force. The electrical system will be operated within its capacity so that overloading does not occur and overheating of cables is avoided. A systematic regular maintenance programme will be conducted on both the fixed and portable electrical services and equipment to ensure that the system and equipment connected to the system by lay persons is safe and fit for use. Ref No: 178 Page 3 of 13 Version No:

2.2 MONITORING OF PERFORMANCE The Head of Estate Services / Maintenance Managers will have the responsibility to check that no electrical service or equipment is in use within the UHB s area of operations, which is deemed by a competent or authorised person to be unsafe. Any equipment found on inspection to be unfit shall be removed from operational service, until it has been repaired, by a competent person. Any system found to be unsafe shall be switched off and isolated from service until the fault is found and rectified. A register will be kept of the tests carried out on a regular basis upon electrical switch gear, fusing and earthing facilities. These will be maintained and action will be taken where defects on protection facilities or where overloading is observed. A register of the UHB s portable electrical appliances, their leads and connecting plug tops shall be maintained together with their test results. The standby electricity generators shall be operated in accordance with the time limits stated in HTM 06-01 3.0 LEGAL REQUIREMENTS Employers General Duties It shall be the duty of every employer to comply with the provisions of health and safety The Electricity at Work Regulations 1989 which came into force on the 1st April 1990, insofar as they relate to matters which are within their control. Employees General Duties It shall be the duty of every employee while at work - (a) (b) To co-operate with his employer so far as it is necessary to enable any duty placed on that employer by the provisions of the Electricity at Work Regulations 1989 to be complied with; and To comply with the provisions of the Electricity at Work Regulations 1989 insofar as they relate to matters which are within their control. Employers Specific Duties It is the responsibility of the owners and occupiers of premises; Chief Executives and General Managers to ensure that their premises comply with all statutes. Ref No: 178 Page 4 of 13 Version No:

Employers have a general duty, under the Health and Safety at Work etc. Act 1974 (HSW Act 1974), as far as is reasonably practicable, to ensure the health, safety and welfare of their employees, residents and visitors to their premises. These duties are legally enforceable, and the Health and Safety Executive have successfully prosecuted occupiers of premises under this statute. It is incumbent upon both owners and occupiers of premises to ensure that there is a management regimen for the proper purchase, design, installation and operational management of plant, equipment and systems. Employees Specific Duties Every employee who has to work with electricity must: (a) (b) (c) (d) Make full and proper use of all protective equipment and satisfy themselves that services are isolated before they work on the system. Report any defect in the electrical system or plant owned or used by the Trust. When a permit to work system is required or in force, the employee must ensure that he / she adheres to the UHB s safety procedure. When required by his / her employer, be present during working hours for a medical examination. 4.0 ROLES AND RESPONSIBILITIES 4.1 UHB RESPONSIBILITY The UHB recognises its responsibility to implement in full the safe management of electricity in UHB premises. The UHB has a responsibility to ensure that only competent persons are allowed to work on or near any electrical systems or apparatus and that regular network tests are performed, results recorded with risk assessments being performed on the findings and then action taken to remedy any defects in a priority and safe order. The UHB has a duty to ensure that the competent persons allowed to work on their systems / networks are properly trained and that this is an ongoing training regime in force to ensure staff are fully conversant with electrical regulations in force at all times. Ref No: 178 Page 5 of 13 Version No:

4.2 DELEGATED RESPONSIBILITY The UHB delegates to the Chief Executive, responsibility for the safe management of electricity. A Designated Officer shall be appointed, and will have overall responsibility for high and low voltage electricity systems, as defined in HTM 06-02 and HTM 06-03, and in accordance with this policy, as approved by the UHB Health and Safety Committee. The Designated Officer shall appoint an Authorising Engineer, who will advise the UHB on all safety aspects associated with high and low voltage installations, and also the appointment of suitable Authorised Persons and Competent Persons. The Head of Estate Services / Maintenance Managers have operational responsibility to ensure observance of the statutory requirements imposed upon the UHB by The Electricity at Work Regulations 1989, and shall ensure that there are sufficient competent in-house or contract staff available at all times to work safely on the electrical system should a failure or hazard occur. He shall ensure that sufficient safety testing equipment and protective clothing are kept and maintained in a safe place. The Head of Estate Services / Maintenance Managers shall ensure that their technical staff are fully conversant with any variations or updates on the Safety Regulations, and act upon any Health and Safety directives, Hazard Notifications issued appertaining to the UHB s electrical services. The Head of Estate Services / Maintenance Managers shall operate a Permit-to-Work procedure for both high voltage and low voltage and work on live systems which need to be undertaken due to continuing patient care. The Head of Estate Services / Maintenance Managers, shall ensure that adequate training is regularly provided to competent staff to ensure that they are at all times trained to work in a safe manner on any part of the system. [An organisational flow chart for electricity is illustrated in Diagram 1 on page 13] 5.0 RESOURCES The resources for the management, maintenance, testing, training, operation, monitoring and auditing of performance for electrical systems are already in place, as an integral part of the Estate Maintenance revenue allocation, however further investment will be required on a phased basis to fully conform to the more onerous legislative requirements for electrical installations, and the implementation of this policy. Ref No: 178 Page 6 of 13 Version No:

6.0 TRAINING REQUIREMENTS The UHB will ensure through the managerial arrangements, that all employees who work with or on electrical services, receive adequate training and are competent to discharge their duties. Training needs shall include the understanding and knowledge of the tests undertaken as defined in The Electricity at Work Regulations 1989 and HTMs 06-01/02/03, to standards imposed by the Institute of Electrical Engineers current Edition and by using the appropriate safety testing apparatus. Competent staff will be trained to use and operate a Permitto-Work system when working on high voltage switch gear and transformers or when working on live installations or plant. Training will be provided as part of any specific skill requirements, and shall be designed to enable employees to deal competently with all aspects of electrical maintenance and installation. They must be able to carry out checks when plant or equipment is deemed to be fit for use by others when new or repaired units are intended to be used on the UHB s network. They must be trained to carry out a planned preventive maintenance system and record their finding on the UHB s electrical services, plant and equipment when conducting service inspections. 7.0 FURTHER INFORMATION Legislation Health and Safety at Work etc. Act 1974 The Electricity Supply Regulations 1988 Electricity Act 1989 The Electricity at Work Regulations 1989 Welsh Health Estates Guidance HTM 06-01: Electrical services supply and distribution Part A: Design consideration HTM 06-01: Electrical services supply and distribution Part B: Operational management HTM 06-02: Electrical safety guidance for low voltage systems HTM 06-02: Electrical safety handbook HTM 06-03: Authorised Person s Logbook HTM 06-03: Electrical safety guidance for high voltage systems Ref No: 178 Page 7 of 13 Version No:

Electrical standards and approved codes of practice Listed below are some commonly used electrical standards and approved codes of practice. Additional standards and codes of practice would generally be needed to satisfy a specific application - it is the responsibility of the specifier to select and apply these (These are taken from http://www.hse.gov.uk/electricity/standards). Electrical and Power BS 5266 Parts 1-7 1981-1999 BS 5424 Parts 2 and 3, also IEC 60158 part 3 1985-1988 Code of practice for emergency lighting Specification for low voltage control gear BS 5730 2001 Monitoring and maintenance guide for mineral insulating oils in electrical equipment BS 5839 Parts 1,3,5,6,8,9, Also PD6531:1997 1988-2003 Fire detection & alarm systems for buildings BS 6351 parts 1-3 1983 Electric surface heating BS 6423 1983 Code of practice for maintenance of electrical switchgear and control gear for voltages up to and including 1 kv BS 6626 1985 Code of practice for maintenance of electrical switchgear and control gear for voltages above l kv and up to and including 36 kv BS EN 62305, 4 parts 2006 Code of practice for protection of structures against lightning BS 7375 1996 Code of practice for distribution of electricity on construction and building sites BS 7430 1998 Code of practice for earthing BS 7671 2008 Requirements for electrical installations. IEE Wiring Regulations. Seventeenth edition BS 7909 1998 Code of practice for design and installation of temporary distribution systems delivering a.c. electrical supplies for lighting, technical services and other entertainment related purposes BS EN 50110 Parts 1 and 2 IEC 60479 Parts 1-3, Also PD6519 1997 Operation of electrical installations 1987-1998 Guide to effects of current on human beings and livestock. BS EN 60529 1992 Specification for degrees of protection provided by enclosures (IP code) BS EN 60947 Parts 1 to 7 1992-2003 Specification for low voltage switch gear and control gear Ref No: 178 Page 8 of 13 Version No:

Electrical Appliances BS 1362 1973 Specification for general purpose fuse links for domestic and similar purposes (primarily for use in plugs) BS 1363 Parts 1-4 1995 13 A plugs, socket-outlets and adaptors. BS EN (IEC) 60309, Parts 1,2 BS EN 60320, Parts 1, 2 BS EN 60335, Many parts Electromagnetic Compatibility 1999 Plugs, socket-outlets and couplers for industrial purposes. 1999 Appliance couplers for household and similar general purposes. Specification for safety of household and similar electrical appliances BS EN 61000-6-3,4 2001 Electromagnetic compatibility. Generic emission standard. BS EN 61000-6-1,2 2001 Electromagnetic compatibility. Generic immunity standard. BS EN (IEC) 60801, Part 2 Flammable Atmospheres 1991 Electromagnetic compatibility for industrial-process measurement and control equipment. Electrostatic discharge requirements EEMUA 181 1995 Guide to risk based assessments of in-situ large Ex e & Ex n machines EEMUA 186 1997 A Practitioners handbook electrical installation & maintenance in potentially explosive atmospheres BS EN 1127, Parts 1,2 1998-2002 Explosive atmospheres. Explosion prevention and protection. BS 5958, Parts 1,2 1991 Code of practice for control of undesirable static electricity. BS EN 61241 2004, 2005 Electrical apparatus with protection by enclosure for use in the presence of combustible dusts. PD CLC/TR 50427 2004 Assessment of inadvertent ignition of flammable atmospheres by radio-frequency radiation. Guide BS EN ISO 10497 2004 Testing of valves. Specification for fire type-testing requirements BS 7535 1992 Guide to the use of electrical apparatus complying with BS 5501 or BS 6941 in the presence of combustible dusts BS EN 60079-0 2004 Electrical apparatus for potentially explosive atmospheres. Replaced by BS EN 60079, but remains current. BS EN 50015 1998 Electrical apparatus for potentially explosive atmospheres. Oil immersion "o" Ref No: 178 Page 9 of 13 Version No:

BS EN 60079-2 2004 Electrical apparatus for potentially explosive atmospheres. Pressurized apparatus "p" BS EN 50017 1998 Electrical apparatus for potentially explosive atmospheres. Powder filling "q" BS EN 60079-1 2004 Electrical apparatus for potentially explosive atmospheres. Flameproof enclosure 'd' BS EN 60079-7 2003 Electrical apparatus for potentially explosive atmospheres. Increased safety 'e' BS EN 50020 2002 Electrical apparatus for potentially explosive atmospheres. Intrinsic safety 'i' BS EN 50073 1999 Guide for selection, installation, use and maintenance of apparatus for the detection and measurement of combustible gases or oxygen BS EN 50281, 4 parts BS EN 61241-14,17 1999-2002, 2004 BS EN 60079, 9 parts 1993-2004 Energy Institute Model Code Of Safe Practice, Part 1 (IP1) Energy Institute Model Code Of Safe Practice, Part 15 (IP15) Energy Institute Model Code Of Safe Practice, Part 21 (IP21) Machinery Electrical apparatus for use in the presence of combustible dust. Electrical apparatus for explosive gas atmospheres. 2003 Electrical Safety Code 2005 Area classification code for installations handling flammable fluids 2002 Guidelines for the control of hazards arising from static electricity BS EN 418 1992 Safety of machinery. Emergency stop equipment, functional aspects. BS EN 953 1998 Safety of machinery. Guards. General requirements for the design and construction of fixed and movable guards BS EN 954 1997 Safety of machinery. Safety related parts of control systems. General principles for design BS EN 982 1996 Safety of machinery. Safety requirements for fluid power systems and their components. Hydraulics BS EN 983 1996 Safety of machinery. Safety requirements for fluid power systems and their components. Pneumatics BS EN 1037 1996 Safety of machinery. Prevention of unexpected startup BS EN 1050 1997 Safety of machinery. Principles for risk assessment BS EN 1088 1996 Safety of machinery. Interlocking devices associated with guards. Principles for design and selection. PD 5304 2005 Safe use of machinery BS EN ISO 12100 2003 Safety of machinery. Basic concepts, general Ref No: 178 Page 10 of 13 Version No:

BS EN 60204 1993-2000 principles for design. Safety of machinery. Electrical equipment of machines. BS EN 61069, Parts 1-8 1991-1999 BS EN 61310, Parts 1,2,3 1995-1999 Industrial-process measurement and control. Evaluation of system properties for the purpose of system assessment. Safety of machinery. Indication, marking and actuation. BS EN 61496, 3 parts 1998 Safety of machinery. Electro-sensitive protective equipment. PIAC 1988 Printing industry advisory committee - safety at power operated paper cutting guillotines Note: The above list is not exhaustive and at all times, care should be taken that the most up to date guidance is being referred to. 8.0 EQUALITY We have undertaken an Equality Impact Assessment and received feedback on this policy and the way it operates. We wanted to know of any possible or actual impact that this policy may have on any groups in respect of gender, race, disability, sexual orientation, Welsh language, religion or belief, transgender, age or other protected characteristics. The assessment found that there was no impact to the equality groups mentioned. Where appropriate will make plans for the necessary actions required to minimise any stated impact to ensure that we meet our responsibilities under the equalities legislation. 9.0 AUDIT The Policy is largely technical in nature with particular relevance for Estate Maintenance and Capital and Asset Management Departments. Adherence to the requirements of this procedure will be monitored via a number of different methods e.g. a register of the tests carried out on a regular basis upon electrical switch gear, protection and earthing facilities, testing schedule and records, review of incident statistics, audits of databases etc. Records will be maintained by Estate Maintenance Section and audits conducted via Capital and Asset Management. Audits may also be undertaken by the Authorised Persons and Competent Persons as part of their duties. 10.0 DISTRIBUTION This Policy will be posted on the UHB Intranet. Capital and Asset Management Managers are responsible for ensuring that all relevant staff Ref No: 178 Page 11 of 13 Version No:

have access to this document, particularly Authorised Persons and Competent Persons. 11.0 REVIEW This procedure will be reviewed every 3 years, or more frequently if required, to ensure continued compliance with electrical regulations, health technical memoranda - HTMs, and relevant codes of practice, and best practice as appropriate. Ref No: 178 Page 12 of 13 Version No:

Diagram 1 ELECTRICITY - Organisational Relationships UHB BOARD HEALTH & SAFETY COMMITTEE OPERATIONAL HEALTH & SAFETY GROUP DESIGNATED PERSON AUTHORISING ENGINEER(S) AUTHORISED PERSON(S) [High voltage systems] AUTHORISED PERSON(S) [Low voltage systems] COMPETENT PERSON(S) [High voltage systems] COMPETENT PERSON(S) [Low voltage systems] HV ELECTRICAL SYSTEM [ > 1,000 volts A.C. ] LV ELECTRICAL SYSTEM [ < 1,000 volts A.C. ] Ref No: 178 Page 13 of 13 Version No: