The legal requirements relating specifically to the use and maintenance of electrical equipment are contained in the Electricity at Work Regulations 1989. These Regulations apply to all work activities involving electrical equipment. They place duties on employers and employees (subsequently referred to as ‘dutyholders’). These duties are intended to control risks arising from the use of electricity.
The Regulations require that electrical systems and equipment must be maintained, so far as reasonably practicable, to prevent danger. This requirement covers all items of electrical equipment including fixed or portable equipment. Reasonably practicable means balancing the level of risk against the measures needed to control the real risk in terms of money, time or trouble. However, you do not need to take action if it would be grossly disproportionate to the level of risk.
The Regulations do not specify what needs to be done, by whom or how frequently (for example, they do not make it a legal requirement to test all portable electrical appliances every year). This allows the dutyholder to select precautions appropriate to the risk rather than having precautions imposed that may not be relevant to a particular work activity. Note that even if a contractor is used to carry out maintenance procedures, the dutyholder still has overall responsibility for complying with the law. For more information see HSE publication HSR25 Memorandum of guidance on the Electricity at Work Regulations 1989.
There are also legal duties on manufacturers and suppliers covering the initial integrity (safety) of new work equipment. There are general duties covering the use and maintenance of work equipment, designed to ensure that it remains in a safe condition.
Source : https://www.hse.gov.uk/pubns/priced/hsg107.pdf
Dutyholder
The Director of Education is responsible for ensuring the implementation of electrical safety arrangements in all educational establishments but the day-to-day management is usually devolved to the Headteacher or Business Manager.
Working with Portable Appliances
In HSE guidance defines portable appliances as equipment that is intended to be connected to a generator or a fixed installation by means of a flexible cable and either a plug and socket or a spur box, or similar means. This includes equipment that is either hand-held or hand-operated while connected to the supply, or intended to be moved while connected to the supply, or likely to be moved while connected to the supply. Extension leads, plugs and sockets, and cord sets that supply portable equipment are classified as portable equipment because they operate in the same environment and are subject to the same use as the equipment they serve.
Portable equipment also includes appliances which are fixed for security purposes such as those in public areas and changing rooms, e.g. kettles, hairdryers, hand dryers, lamps etc. The electrical supply to the equipment is assumed to be at a voltage that can give a fatal electrical shock, i.e. more than 50 V a.c. or 120 V d.c..
Source : https://www.hse.gov.uk/pubns/priced/hsg107.pdf
Carrying out Preventive Maintenance
All electrical equipment, including portable equipment and installations, should be maintained (so far as reasonably practicable) to prevent danger; this is a requirement of the Electricity at Work Regulations 1989.
These Regulations state principles of electrical safety and apply to all electrical systems and equipment. However, they do not specify what needs to be done, by whom or how frequently.
Decisions on maintenance levels and the frequency of checks should be made in consultation with equipment users, based on the risk of electrical items becoming faulty. There is an increased risk of this happening if the equipment isn’t used correctly, isn’t suitable for the job, or is used in a harsh environment.
An appropriate system of maintenance is strongly recommended. This can include:
- user checks by employees, eg a pre-use check for loose cables or signs of fire damage
- a visual inspection by someone with more knowledge, eg checking inside the plug for internal damage, bare wires and the correct fuse
- and where necessary, a portable appliance test (PAT) by someone with the necessary knowledge and experience to carry out a test and interpret the results.
Damaged or defective equipment should be removed from use and either repaired by someone competent or disposed of to prevent its further use.
Source: https://www.hse.gov.uk/pubns/indg231.pdf
User checks
These should be carried out before most electrical equipment is used, with the equipment disconnected. Employees should look for:
- damage to the lead including fraying, cuts or heavy scuffing, e.g. from floor box covers (flex pulling away from a plug)
- damage to the plug, e.g. to the cover or bent pins
- tape applied to the lead to join leads together
- coloured wires visible where the lead joins the plug (the cable is not being gripped where it enters the plug)
- damage to the outer cover of the equipment itself, including loose parts or screws
- signs of overheating, such as burn marks or staining on the plug, lead or piece of equipment
- equipment that has been used or stored in unsuitable conditions, such as wet or dusty environments or where water spills are possible
- cables trapped under furniture or in floor boxes.
Source : https://www.hse.gov.uk/pubns/indg236.pdf
If you are unsure about the safety of a piece of electrical apparatus - DO NOT USE IT.
Report the fault to your line manager. DO NOT CARRY OUT UNAUTHORISED REPAIRS.
Visual inspections
To carry out a visual inspection you don’t need to be an electrician, but you do need to know what to look for. You must also have sufficient knowledge to avoid danger to yourself and others.
Simple training can equip you (or a member of staff) with some basic electrical knowledge to enable you to carry out a visual inspection competently.
As part of the visual inspection, it should be considered whether:
- the electrical equipment is being used in accordance with the manufacturer’s instructions
- the equipment is suitable for the job
- there has been any change of circumstances
- the user has reported any issues.
The visual inspection should include the checks carried out by the user and, where possible, will include removing the plug cover and checking internally that:
- there are no signs of internal damage, overheating or water damage to the plug
- the correct fuse is in use and it’s a proper fuse
- the wires including the earth, where fitted, are attached to the correct terminals
- the terminal screws are tight, touching bare wire
- the cord grip is holding the outer part (sheath) of the cable tightly
- no bare wire is visible other than at the terminals.
For equipment/cables fitted with moulded plugs only the fuse can be checked.
Source: https://www.hse.gov.uk/pubns/indg236.pdf
Portable appliance test (PAT)
A portable appliance test does not need to be carried out by an electrician, but greater knowledge and experience is needed than for inspection alone, and the person performing the test must have the right equipment for the task. They should know how to use the test equipment and how to interpret the results.
It is important to still continue to carry out user checks on electrical equipment that has been tested. This is because portable appliance testing can only give an indication of the safety of an appliance at the time of the test and does not imply that the item will be safe for a further period of time.
The person carrying out the test should not assess when the next test will be due as this decision should be made by you on a risk assessment basis.
Source: https://www.hse.gov.uk/pubns/indg236.pdf
Combined inspection and test (PAT)
The checks and inspections outlined in the previous paragraphs should reveal most potentially dangerous faults. However, some faults, such as loss of earth integrity (e.g. broken earth wire within a flexible cable), deterioration of insulation integrity, or contamination of internal and external surfaces, cannot be detected by visual examination alone. Such faults can only be reliably detected by a combined visual inspection and test. This should be carried out periodically to back up the checks and inspections and is likely to be justified:
- whenever there is reason to suppose the equipment may be defective and this cannot be confirmed by visual examination
- after any repair, modification or similar work
- at periods appropriate to the equipment, the manner and frequency of use and the environment.
The inspection carried out in conjunction with testing should usually include checking
- the correct polarity of supply cables
- the correct fusing
- effective termination of cables and cores
- that the equipment is suitable for its environment.
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 often be carried out by a competent employee.
Source : https://www.hse.gov.uk/pubns/priced/hsg107.pdf
Appropriate Training
People testing portable electrical equipment should be appropriately trained. It is the employer’s duty to make sure that they are competent for the work they are to carry out.
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.
Source : https://www.hse.gov.uk/pubns/priced/hsg107.pdf
Maintenance, test records and labelling
There is no legal requirement to keep maintenance logs for portable electrical equipment. However, a suitable log is useful as a management tool for monitoring and reviewing the effectiveness of the maintenance plan.
Source : https://www.hse.gov.uk/pubns/priced/hsg107.pdf
Frequency of examinations
Determining the frequency of inspection and testing is a matter of judgement by the dutyholder and should be based on an assessment of risk. It is recommended that this is carried out as part of the general risk assessment.
Below are the HSE suggested initial frequencies for the various types of checks on portable electrical equipment. It gives suggested starting intervals when implementing a maintenance plan. Where one figure is given, this is a guide for anticipated average use conditions. Where a range is shown, the shorter interval is for more demanding conditions of use and the longer interval is for less demanding conditions.
Note that the suggested initial frequencies for inspection and testing given are not legal requirements. It is up to the dutyholder, with appropriate advice where necessary, to assess the conditions affecting equipment, which may lead to potential damage and/or deterioration.
Source : https://www.hse.gov.uk/pubns/priced/hsg107.pdf
| Type of Equipment | User checks | Formal visual inspection | Combined inspection and test |
| Battery operated equipment (less than 40 V) | No | No | No |
| Extra low voltage (less than 50 V ac), telephone equipment, low-voltage desk lights | No | No | No |
| Light industrial | Yes | Yes, before initial use then 6-monthly | Yes, 6–12 months |
| Office information technology rarely moved, eg desktop computers, photocopiers, fax Machines | No | Yes, 2–4 years | No if double insulated, otherwise up to 5 years |
| Double insulated (Class II) equipment moved occasionally (not hand-held), eg fans, table lamps | No | Yes, 2–4 years | No |
| Hand-held, double insulated (Class II) equipment, eg some floor cleaners, some kitchen Equipment | Yes | Yes, 6 months – 1 year | No |
| Earthed (Class I) equipment, eg electric kettles, some floor cleaners | Yes | Yes, 6 months – 1 year | Yes, 1–2 years |
| Cables, leads and plugs connected to Class I equipment, extension leads and battery charging equipment | Yes | Yes, 6 months – 4 years depending on type of equipment it is connected to | Yes, 1–5 years depending on the equipment it is connected to |
Alternatively, the dutyholder may wish to seek advice from a competent person who has the knowledge and experience to make the necessary judgement, eg original appliance manufacturers or suppliers, or relevant trade associations.
Source : https://www.hse.gov.uk/pubns/priced/hsg107.pdf
Classes of Equipment
- 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 high-integrity 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.
Source : https://www.hse.gov.uk/pubns/priced/hsg107.pdf
Double insulated equipment (Class II)
In general risks are low for equipment which is ‘double insulated’. This means equipment that is constructed with high integrity insulation. It is usually marked with a “square in a square” symbol.
Some office computer equipment may come into this category, as do some fans, hair dryers and electric drills. Any such item does not need an earth connection to maintain its electrical safety, since all the external parts are non-conducting (plastic). Thus, even if a serious fault were to occur, the casing of the item would not become live. There is, therefore, a lesser need for electrical tests to be carried out and a visual inspection should be enough. However, for completeness, these items are often included for testing if they are on the department inventory or asset register.
Earthed equipment (Class I)
Equipment which is not double insulated needs to be effectively ‘earthed’ to protect against a fault which causes the exterior casing to become live. For this type of equipment, usually with a metal case, testing is required. Cables and plugs used to connect this class of equipment to the mains also need to be tested, as do extension cables.
Cable Management
General safety inspections should also help to identify areas of unsafe practice, e.g. trailing cables in a walkway, equipment with covered vents which could lead to overheating, fan heaters on timers which could switch on when the office is unoccupied.
Where cable management systems are used in desks, e.g. multiple cables for IT equipment, these should be arranged in a safe manner.
To reduce risk:
- Make sure the equipment is not overdue for PAT testing (check sticker)
- Make a visual check of the case, plug and flex
- Do not bring in electrical equipment from home unless it has been included in the testing regime
- Do not carry out unauthorised repairs.
If in doubt, seek advice.
Electricity and the law
HSE have produced guidance on electrical safety that is suitable for a wide range of industries and technical competencies. The information produced by HSE is either free for immediate download or available to order at low cost.
- The Electricity at Work Regulations 1989
- Supply of Machinery (Safety) Regulations 1992
- Provision and Use of Work Equipment Regulations 1998
- Electrical Equipment (Safety) Regulations 1994
- The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995
- Management of Health and Safety at Work Regulations 1999
- Memorandum of guidance on the Electricity at Work Regulations
Scottish law and justice system
Health and safety law is the same across Great Britain but there is a major difference in how offences are prosecuted in Scotland. HSE inspectors report matters they have investigated and make recommendations on offences to the specialist Health and Safety Investigation Unit within the Crown Office and Procurator Fiscal Service (COPFS), who decide whether or not to institute criminal proceedings in the public interest.
Source : https://www.hse.gov.uk/scotland/aboutscotland.htm
SSERC
SSERC also offers advice, training and support on Electrical Safety.
Battery Safety
https://www.sserc.org.uk/health-safety/physics-health-safety/electrical-safety/battery-safety/
Buying Electrical Electrical Equipment.
https://www.sserc.org.uk/health-safety/physics-health-safety/electrical-safety/equipment/
Electrical Hazards
https://www.sserc.org.uk/health-safety/physics-health-safety/electrical-safety/hazards/
Low Tension Power Supplies (i.e. Power Packs)
https://www.sserc.org.uk/health-safety/physics-health-safety/electrical-safety/lt-psu/
FURTHER INFORMATION
The Electricity at Work Regulations 1989 - https://www.legislation.gov.uk/uksi/1989/635/contents/made
The Electricity at Work Regulations 1989 (Guidance) - https://www.hse.gov.uk/pubns/books/hsr25.htm
Low Risk Envirnoments
https://www.hse.gov.uk/pubns/indg236.htm
