Electrical Safety Policy - 548KB

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The Newcastle upon Tyne Hospitals NHS Foundation Trust

Electrical Safety Policy

Version No.: 1.0

Effective From: 18 January 2016

Expiry Date: 18 January 2019

Date Ratified: 22 December 2015

Ratified By: Estates Management Team

1 Introduction The Trust, accepts its responsibility under the Health and Safety at Work Act 1974 (HSAWA), the Management of Health and Safety at Work Regulations 1999 (MHSW), Provision and Use of Work Equipment Regulations 1998 (PUWER), the Electricity at Work Regulations 1989 (EAWR), IEE 17th Edition Regulations, HTM 06-02 and HTM 06-03 place a duty on Newcastle upon Tyne NHS Foundation Trust (NUTH) to publish, issue and implement an electrical safety policy, which outlines the organisation and procedures required to achieve the objectives set out in those legislative documents. The Trust recognises that the lowest acceptable standards of electrical safety are contained in legislation and it is the aim of the Trust, as an organisation committed to quality performance, to improve upon these standards. The aim of this policy is to ensure the provision of safe electrical equipment, which is insulated, earthed or otherwise suitably protected, thereby ensuring the safety of the user. 2 Scope This Policy applies to all Trust premises whether owned or occupied by the Trust under lease or other Service Level Agreements (SLAs) and Private Finance Initiatives (PFI). Where the management of buildings/areas occupied by Trust staff and/or patients is carried-out by others, the requirements of this Policy remain applicable although implementation of the site specific Risk Management requirements is managed by local Policies. It remains; therefore, the Trusts responsibility by the Estates Governance Manager and Facilities and Capital Development Manager, to ensure that the requirements of this Policy are notified to and complied with by all other parties described above.

3 Aims The Trust is committed to the safe operation of all the electrical systems for which it has a responsibility. The Trust will adhere to the testing of portable and fixed electrical equipment to help promote a safe working environment for all persons who come into contact with the Trust and its facilities.

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The Trust regards electrical safety at work as also being a responsibility of every employee in order to safeguard themselves, their colleagues and other persons within the sphere of the Trust’s interests. The Trust proposes to continue to promote and develop a pro-active electrical safety regime by providing information, training and instruction for all employees, together with safe workplace procedures and rigorous maintenance routines for all electrical equipment. The Trust reviews procedures for health and safety matters. Identification of hazards and elimination of risks shall also take account of the electrical systems, with the safety codes guidance and HTM 06-02 and HTM 06-03 to ensure compliance with statutory legislation. The effectiveness of the electrical safety policy and procedures depends, to a large extent, on the full co-operation and active participation of all employees to implement safe working practices and to report on any perceived risk of danger arising from the use of the electrical system and equipment. This electrical safety policy will apply wherever any Trust employees are working, and to all electrical equipment of the Trust, wherever it is located. Suitable and sufficient risk assessments and safe systems of work will be undertaken by management. Management will ensure that employees are competent to undertake tasks involving electrical safety. Management will ensure correct safety signs are provided to ensure compliance with legislation. 4 Duties (Roles and responsibilities) 4.1 Chief Executive The Chief Executive has overall responsibility for ensuring that the Trust’s premises comply with all statutory requirements and also has an overriding duty of care as the duty holder under the HASWA.

This responsibility is delegated to the Director of Estates & Facilities within the Trust. To help with such responsibility, the Authorised Person will help with the day-to-day management and control of the electrical safety policy.

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4.2 Designated Person – Director of Estates & Facilities The Director of Estates & Facilities is classed as the nominated Designated Person and will provide a link with the Trust Board and the Quality and Governance Committee to ensure that appropriate management systems are put into place to address electrical safety issues and ensure compliance with legislation within the Trust.

He/she will oversee the management arrangements and advise the Trust Board accordingly and ensure that the Trust’s risk register is maintained with regard to electrical safety management. He/she will appoint, in writing, an Authorising Engineer to implement, administer and monitor the safety arrangements for the high voltage and low voltage electrical systems. He/she will review the appointment of the Authorising Engineer on an annual basis. Where appropriate, he/she will seek advice from the Authorised Person and the Non Clinical Risk Advisor to ensure the Trust meets its statutory obligations for the control and management arrangements for electrical safety. He/she will agree any deviation from HTM 06 He/she will ensure that sufficient resources are made available to the Estates and Facilities Department to comply with their duties outlined in this policy. 4.3 Senior Operational Manager – Estates Manager Operations The Senior Operational Manager is responsible for ensuring that the Authorised person has the ability to fulfil their duties as Authorised Persons under HTM 06.

4.4 Authorising Engineer The Authorising Engineer will be an independent appointee to the Trust, reporting directly to the Designated Person. They will hold Authorising Engineer qualifications in line with HTM 06. He/she will be responsible for implementing, administering and monitoring the implementation of HTM 06. He/she will assess and recommend, in writing, an appropriate number of Authorised Persons. He/she will define the exact area of responsibility for each Authorised person, and may remove an Authorised Person from their post if appropriate.

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He/she will audit compliance of the Trust against HTM 06 and produce an Action Plan for completion by the Trust, and review progress of the Action Plan. Notify the Department of Health of any known operational restriction issued by a distribution network operator or equipment manufacturer.

Co-ordinates the investigation of serious incidents relating to the electrical system. Authorise the Authorised Person to allow live working where appropriate.

4.5 Health and Safety Advisor The Non Clinical Risk Advisor will advise the Trust in order to meet the statutory electrical safety obligations imposed upon it. He/she will ensure that the Health and Safety Group approves the policy and makes recommendations to the Quality and Governance Committee regarding acceptance of the policy. 4.6 Authorised Persons Will have a letter of Authorisation explain responsibilities from the Authorising Engineer which is time bound. There can be more than one Authorised Person for an area, but only one can be on duty at any time. Transfer of responsibility must be recorded; He/she will follow the duties and responsibilities laid down in HTM 06. He/she must appoint Competent Persons, who possess the necessary technical knowledge, skill and experience relevant to the nature of the work to be undertaken, who is able to prevent danger or where appropriate, injury and who is able to accept a safety document from the Authorised Person. He/she must maintain a register of all Competent Persons for electrical safety. He/she must define the extent of the systems for which competent persons are responsible. He/she must ensure that there are suitable and sufficient risk assessments and safe systems of work in place for all electrical procedures and tasks. He/she must ensure that portable and fixed electrical appliances undergo the necessary testing and maintenance as laid down by statutory legislation, to ensure that equipment is fully serviceable at all times.

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He/she must ensure that remedial action is taken, as required, when items of equipment are found and/or reported to be defective. He/she must ensure that where immediate action is not taken, on defective equipment, then the item of equipment is isolated so as to render it harmless until such repairs are carried out. He/she must ensure all staff, under his/her control, receive appropriate training in relation to the duties they are required to undertake. He/she must ensure that prior to carrying out programmed equipment tests and maintenance, the ward/department manager is informed to ensure the availability of equipment.

4.7 Competent Person A Competent Person is approved and appointed in writing by an Authorised Person for defined work, possessing the necessary technical knowledge, skill and experience relevant to the nature of the work to be undertaken, who is able to prevent danger or, where appropriate, injury, and who is able to accept a permit-to-work from an Authorised Person. The Competent Person must be reassessed every 3 years. 4.8 Accompanying Safety Person He/she is a person not involved in the work or test; He/she is to conduct first aid if required and to summon help in an emergency situation. 4.9 Directors Directors are responsible for: - Ensuring that all staff are made aware of the contents of this policy and adhere to it and other health and safety related policies and procedures; Ensuring an effective line of communication is maintained within their areas of responsibility for all matters relating to this policy; Responding to reports and requests made by their line managers to take appropriate remedial action to minimise risks; Identifying and allocating resources, both human and financial, in order to comply with this policy.

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4.10 Department and Ward Managers Department and ward managers are responsible for ensuring that: -

Electrical items are checked in accordance with the visual users check list before use by all employees (see appendix 1); When items are found to be defective or are suspected of being unserviceable, to attach adequate warning signs, report the defects to the Estates Department, or appropriate Service Contractor, immediately and not use or allow the item of equipment to be used, until the Estates Department, or appropriate service contractor, have carried out the necessary repairs by a competent person; An inventory of all portable and fixed electrical equipment is maintained in their areas of responsibility and inform the Estates Department of any additions or deletions; All electrical equipment is made available for inspection and testing as laid down in this policy; All staff are made aware of this policy and record that they have read and understood it; Suitable training and information is provided to staff to ensure that they fully understand the policy and in particular, the required user’s checklist (see appendix 1);

Estates Department are made aware of any new equipment, whether purchased or leased, and made available for inspection prior to use (excluding IT equipment procured via the IT Procurement Department). Electrical equipment also includes general items such as photocopiers and vending machines, etc. If there is any question regarding the type of suitability of equipment, advice can be obtained from the Estates Department; Medical Engineering Department are made aware of any new medical equipment, whether purchased or leased, and made available for inspection prior to use. Electrical equipment includes clinical items, such as ECG machines, suction machines, etc. All electrical medical equipment supplied by third parties, such as Medical Loans, etc. should have current test labels affixed by the supplier. If there are any questions regarding the type or suitability of equipment, advice can be obtained from the Medical Engineering Department; Staff must be instructed not to bring private electrical items (telephone chargers, hair dryers, radios, etc.) onto Trust premises.

Extension leads are not used as permanent fixtures. Sockets are requested to replace extension leads as soon as practicable. Extension leads must be obtained from Estates with consultation with the Health and Safety Department.

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Patients may use phone chargers etc. after a satisfactory visual inspection by staff (See appendix 1). Items which are not deemed suitable for use on the hospital premise must be removed, either by the patient’s family or friends or by staff. All new purchases of electrical equipment must be acquired using the correct procurement procedure and prior to the purchase, a pre-purchase questionnaire is completed (excluding IT equipment procured via the IT Procurement Department).

4.11 Departments which manage their own equipment

The Head of the department must ensure the electrical integrity of the equipment they manage. They must ensure that competent contractors maintain the equipment; advice may be provided by the Authorised Person in Estates. Where faults occur, investigations must be undertaken by the appropriate person within the department and documented on Datix. 4.12 Employees It is the employees’ responsibility to: -

Ensure that they understand and comply with this and other relevant policies in the area in which they work and bring any problems to the attention of their line manager;

Ensure they attend the Fire Health and Safety which will include Electrical Awareness training.

Ensure that any unsafe and defective equipment/items are taken out of service immediately, correctly labelled and reported to their line manager; Make full and proper use of risk assessments and safe systems of work provided when using electrical equipment; Ensure that a visual user’s check is undertaken prior to using any electrical equipment/items (see appendix 1); They must never attempt to undertake any repairs on electrical equipment/items; Complete a Trust Datix; incident/accident report form, if there is a dangerous occurrence or incident, and report it to their line manager.

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4.13 Contractors It is the responsibility of all contractors, employed on Trust premises, to ensure that: - They liaise directly with the Authorised Person to ensure that the work is being undertaken is in accordance with HTM 06 - 02 guidance.

They only use suitable battery operated and/or 110 volt portable electrical equipment;

All 110 volt portable electrical equipment is tested in line with best working practices and at least annually; Certificates are available for all tested electrical equipment. This must be in the form of labels attached to tools and equipment etc. They must not attach any electrical equipment to the mains supply unless authority has been given by the Estates Department. Contractors must ensure that they provide the relevant information to the Authorised Person to allow electrical drawings to be kept up to date.

All new electrical accessories must be labelled appropriately to satisfy the Trusts asset marking system. 5 Definitions HSAWA – Health and Safety at Work etc. Act 1974 MHSWR – Management of Health and Safety at Work Regulations 1999 ECG – Electro Cardiograph IT – Information Technology V – Voltage W – Wattage EAWR – Electricity at Work Regulations 1989 PAT – Portable Appliance Testing Amp – Ampere RCD – Residual Current Device AC – Alternating Current ESR – Electronic Staff Record

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6 Operational Procedures 6.1 Operating Systems All work on electrical systems and equipment must be carried out using the safety procedures, which are formalised as written instructions and safety rules, as appropriate. The safety procedures are to be subject to annual review with regard to safe systems of work and the competence of staff for their assigned duties. Programmed work and testing on the electrical systems is only to be carried out under formal safety documentation procedures using written instructions and safe systems of work. Where the programmed work is on a complex electrical system, the prepared safety programme shall be countersigned by another Authorised Person for the system, prior to the work being carried out. Safety programmes and safety documentation are to be retained on file for a period of three years after completion of the work referred to in the documents. Persons undertaking work on the systems must be capable of carrying out the duties assigned to them in a safe manner, without risk to others. With respect to these duties, they must have: -

Adequate knowledge of the technicalities of electricity;

Sufficient experience of similar work on electrical systems;

Detailed knowledge of the equipment to be worked on;

An understanding of the hazards which can arise during the work and the precautions which need to be taken;

The ability to recognise at all times whether it is safe for work to continue. Each of these requirements are equally important and should be carefully analysed when persons are to be appointed to carry out duties under the safety procedures.

6.2 Installation All new fixed electrical systems and equipment must be checked and tested for electrical safety by a competent person before being put into use. This may be carried out by an approved electrical contractor (those who are registered with the National

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Inspection Council for electrical installation contracting or a member of the Electrical Contractors Association) or an electrician from the Estates Department, who has gained the City and Guilds 2391 qualification. Any arrangements necessary for installation checks will be made by the Estates Department.

6.3 Demarcation Whenever there is a division of responsibilities between management and others, the Authorised Person (LV) appointed by management should issue instructions to other parties, as necessary, to prevent danger.

Where a specialist contractor has been appointed under contract or other arrangement by management, they should be required to comply with:

Management’s electrical safety guidance for low voltage systems;

The requirements of the Health Technical Memorandum 06;

Any instructions issued by management’s Authorised Person (LV) in accordance with their electrical safety guidance for low voltage systems.

Where there is a demarcation of responsibilities between the management and others, the Authorised Person (LV) is, on matters relevant to Authorised Person (LV) duties, to liaise with the other party (or parties) as necessary to avoid danger.

Each demarcation of responsibilities is to be recorded in writing and precisely described on a diagram. The point of demarcation must be at a cable termination and is to be at the outgoing terminals of a switch or circuit breaker.

Each proposed demarcation of responsibilities is to be approved by the Authorising Engineer (LV) before it is finally agreed with the other party (or parties) involved. 6.4 Live Working

Work on, or near live conductors, shall only be permitted in exceptional circumstances and only when a live working permit has been issued by an Authorised Person (compliant with the Electricity at Work Regulations 1989 regulation 14). In all other circumstances, live working shall be strictly forbidden. Where appropriate, the advice of the Authorising Engineer must be sought.

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Routine testing and adjustment of control circuits is permitted if a risk assessment proves that minimal hazards exist and are acceptable. The following requirements still apply: -

No working alone;

Only trained, qualified and skilled persons are tasked to carry this out;

Evaluation of potential hazards must take place to ensure safe working conditions;

A suitable communication device is available to summon help in an emergency. 6.5 Portable Electrical Equipment

Portable electrical equipment means any equipment which is not part of a fixed installation but is, or is intended to be, connected to a fixed installation or a generator, by means of a flexible cable and either a plug and socket, a spur box, or similar means. It includes equipment that is either hand held or hand operated, which when connected to the supply, is intended to be moved, or is likely to be moved. 6.6 Fixed Electrical Systems Fixed electrical systems mean any machine, equipment or system, which is fixed in position, or placed with the intention of it remaining in a permanent place. This could include lighting, sockets, electrical cookers, etc. 6.7 Isolation Isolation means to disconnect from the source of power by means of a circuit breaker or similar device, or in the case of portable equipment being unplugged. To disconnect and separate electrical equipment from every source of electrical energy in such a way that this disconnection and separation is secure 6.8 Formal Visual Inspections This is different to the visual inspection which is carried out by the operator before each use. The most important component of a maintenance regime is the formal visual inspection carried out routinely by a Competent Person. The majority of potentially dangerous faults can be picked up by such inspections, and the maintenance regime will always include this component. To control the risks and to monitor the user checks, a Competent Person will carry out regular inspections. Which include visual checks similar to those in appendix 1, but undertaken in a more formal and systematic manner.

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The Competent Person will normally be a member of staff appointed by the Authorised Person (LV), who has sufficient information and knowledge, following appropriate training in what to look for and what is acceptable. To avoid danger, competent persons should know where the limit of their knowledge and experience has been reached. Where any defects are noted or repairs required this will only be carried out by a suitably qualified person.

The inspections should be carried out as in appendix 2. The period between inspections will vary considerably depending on the type of equipment, the conditions of use and on the environment. Faulty equipment will be taken out of service and not used again until properly repaired and tested.

The pattern of faults found can be used by the Estates Department to indicate whether:-

The right equipment is being selected for the job;

Further protection may be necessary in a harsh environment;

The equipment is being misused;

Remedial action needs to be taken. 6.9 Combined Inspection and Test (PAT) and Fixed Systems The checks and inspections outlined above will, if carried out properly, reveal most (but not all) potentially dangerous faults. However, some deterioration of the cable, its terminals and the equipment itself can be expected after significant use. Additionally, equipment may be misused or abused to the extent that it may give rise to danger. Testing, together with a thorough visual inspection can detect faults such as loss of earth integrity, e.g. broken earth wire within a flexible cable, or deterioration of insulation integrity or contamination of internal and external surfaces.

Failure of insulation could result in the user receiving an electric shock with potentially fatal results. Periodic inspection and testing are the only reliable way of detecting such faults, and should be carried out to back up the inspection regime. Occasions when testing is likely to be justified are: -

Whenever there is reason to suppose the equipment may be defective, (but this cannot be confirmed by visual inspection);

After any repair, modification or similar work;

At periods appropriate to the equipment, the manner and frequency of use and the environment. Fixed electrical equipment, including wiring, etc. will be tested at least once every 5 years.

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Portable equipment, will be tested annually in accordance to HTM 06. Such combined inspection and testing should be carried out by someone with a wider degree of competence than that required for inspection alone, because the results of the tests may require interpretation and appropriate electrical knowledge will be needed. However, this can often be carried out by a competent employee, but is more likely to be a qualified electrician. 6.10 Maintenance and Test Records Although there is no requirement in the EAWR to keep maintenance logs for portable and transportable electrical equipment, the EAWR does refer to the benefits of recording maintenance, including test results. A suitable log is useful as a management tool for monitoring and reviewing the effectiveness of the maintenance scheme and indeed to demonstrate that a scheme exists. It can also be used as an inventory of portable/transportable electrical equipment and a check on the use of unauthorised equipment (e.g. domestic kettles or electric heaters brought to work by employees), so a log will be maintained by the Estates Department.

The log will include faults found during inspection, which may be a useful indicator of places of use or types of equipment that are subject to a higher than average level of wear or damage. This will help monitor whether suitable equipment has been selected. Entries in a test log will also highlight any adverse trends in test readings which may affect the safety of the equipment, thus enabling remedial action to be taken.

Care will be taken in interpreting trends where a subsequent test may be done with a different instrument to that used for an earlier test, since differences in the results may be due to difference in the instruments rather than indicating deterioration in the equipment being tested.

The records do not necessarily have to be on a paper system since test instruments are available which store the data electronically and which can be downloaded directly onto a computer database. The Estates Department, where practical, will label equipment to indicate that the equipment has been tested satisfactorily, i.e. has been passed as safe, and when the date for the next test is due. Otherwise, individual items may be missed on consecutive occasions. 6.11 Competence Any individual working on electrical equipment should have documented competence in electrical works.

6.12 Batteries

Batteries present special risks including difficulty in controlling the output from the battery and the potential short circuit across the exposed terminals.

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Precautions should include: -

The fitting of protection devices as near to the battery as possible. (E.g. fuses, current limiting resistors, circuit breakers, etc.);

Covering terminals so that a short circuit will not occur if objects fall across terminals;

Not wearing watches or jewellery when working on or near batteries;

Wearing of personal protective equipment in case of acid spill;

The ventilation of the area in which the batteries are located. 6.13 Drawings It is the responsibility of the Authorised Person to ensure the electrical drawings up to date and ensure that all drawings and supplier information is handed over with every electrical alterations project. 6.14 Training Training is an essential element of safe work practices and all staff must be appropriately trained, prior to being appointed or instructed to undertake duties under the safety procedures.

The training of an individual, which can be by formal education and by on-the-job tuition as appropriate, is to be assessed for suitability by the person responsible for the appointment of the individual to a particular duty. Examination of each person’s training record is to be included in the procedures review process and where necessary, periodic retraining is to be arranged to cover the technical aspects, electrical safety and first aid matters, as appropriate for each individual’s duties. Records of all training activities are to be held in the operational procedures manual for each particular system. This will include the records of each individual who has received the necessary training, appropriate to the duties to be undertaken. All Authorised, Competent and Accompanying Safety Persons must have been trained in cardiac pulmonary resuscitation. The Fire, Health and Safety Course is part of the Trust Training Plan, this includes elements of electrical safety which all staff members must undertake on an annual basis. Completion of this course is recorded.

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6.15 Incident Reporting Any incident which involves the electrical system and which compromises safety, must be reported on DATIX and to the Estates Department, who will inform the Authorised Person for the system, and who, in turn will determine what action is to be taken to prevent any risk or danger arising from the reported equipment. All reported incidents are to be investigated by the Authorised Person and recorded on a Trust incident/accident system (DATIX). The reporting of injuries or dangerous occurrences, under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2012 (RIDDOR), will be acted upon, as required, by the Health and Safety Department. A dangerous occurrence is to be reported to the Authorised Person by Competent Persons as soon as reasonably practicable.

A flowchart detailing the relevant steps within the process should be included as an appendix. This will be of help when monitoring compliance with the strategy/ policy/procedure. See section 9 below.

6.16 General Electrical Safety The Electricity at Work Regulations imposes duties on employers and employees to take precautions against the risk of death or personal injury from electricity in work activities. Electricity at normal mains voltage up to 240v can cause fatal shock, burns and fire. All electrical equipment is to be properly installed, serviced and maintained by a qualified person. Each piece of equipment, supplied through a permanent cable must have its own isolator or plug and socket arrangement so that it can be disconnected from the electrical supply for cleaning or repair. Each isolator and dedicated socket outlet should be clearly labelled to show which equipment it supplies. Isolating switches should preferably have a facility for locking them in the ‘off’ position. Efficient cord grips should be used both at the plug and where the cable enters the equipment. Use the correct fuse. The earth wire (where provided) must always be properly connected. Loose, cracked or broken plugs should be taken out of use immediately and reported to the Estates Department and your line manager. Flexible cables should be positioned and protected so that they cannot be easily damaged. They should not trail across sharp or heated surfaces. They should be checked regularly by the user for damage and loose connections. Some cables can be

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seriously affected by animal fats, oils and cleaning fluids. If a cable is damaged, or shows signs of swelling or cracking, the equipment should be taken out of use and the cable replaced. Do not carry out makeshift repairs to damaged cables, report it and have it replaced. There is an increased risk of electric shock, if water gets into electrical equipment. Do not trail extension cables through water and do not let water get into any electrical equipment during cleaning. Hoses and pressure washers create the greatest risk: do not use a hose to clean equipment that is not suitably constructed. Socket outlets should not be sited where they can get wet. ‘Start’ buttons should be recessed or shrouded to prevent unintended operation. ‘Stop’ buttons should be red, clearly marked, protruding for easy operation and within easy reach of the operator. No person is to carry out work on or near live conductors involving voltage greater than 110 volts, without there being a second competent person or accompanying Safety Person present to render assistance. Contractors are to employ identical arrangements. No person is to work on or near a live conductor unless: -

Suitable precautions (including, where necessary, the provision of suitable protective equipment) are taken to prevent injury, supported by an appropriate safe system of work which is to be entered into the department’s safety instruction;

A permit to work raised by an Authorised Person (HV or LV), is issued and used correctly.

The loading on a single socket must not exceed 13 amps. The use of trailing adaptors/extension leads is discouraged and additional fixed power sockets should be fitted if necessary. All defective electrical items and appliances are to be clearly marked, electronically isolated and returned to the Estates Department for repair or disposal. Departmental Managers must ensure that defective equipment is kept segregated from serviceable items until repaired. When working on electrical supply installations or switch rooms, a protective rubber mat to BS 921 1976, which protects up to 650v, should be used.

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7 Training This section relates to the organisation’s expectations in relation to staff training. State whether there are training requirements associated with, or from, the strategy/ policy/procedure. If the subject is included within Mandatory Training - refer to the Mandatory Training Policy as the training component should be detailed within the Mandatory Training Policy. The Mandatory Training Policy is updated annually and will therefore reflect the most up to date position without having to review the strategy/policy/procedure being updated. If the subject is not part of the Mandatory Training Policy - Authors are to identify the training requirements relating to the strategy/policy/procedure and detail them within this section. They should also assess the organisational impact of training requirements and discuss any changes to existing training programmes with Human Resources and Training. 8 Equality and Diversity On completion of the impact assessment form the strategy/policy/procedure can contain the following statement: “The Trust is committed to ensuring that, as far as is reasonably practicable, the way we provide services to the public and the way we treat our staff reflects their individual needs and does not discriminate against individuals or groups on any grounds. This document has been appropriately assessed.” 9 Monitoring Compliance

The Estates and Facilities Department will have the overall responsibility to ensure this policy for Estates related electrical installations and portable equipment is adhered to. Aspects of the policy where user involvement is identified should be adopted and promoted by the relevant mangers as identified above.

Standard / process / issue

Monitoring and audit

Method By Committee Frequency

Audit of the Electrical Safety procedures implemented across the three different sites to assess compliance The Electricity at Work Ac and relevant HTM documents i.e. 06-02 (LV) and 06-03 (HV).

Annual Audits

Externally appointed Authorising Engineer as detailed in the relevant HTM’s

Health & Safety Committee

Quarterly report to H&S Committee

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Annual Portable Appliance Testing (PAT) of all relevant electrical equipment

Annual Tests Internal Estates Staff or Contracted-in staff dependant on resources available


Quarterly report to H&S Committee

5-yearly Fixed wire inspection testing

Testing in line with current Regulations

Externally appointed staff


5-yearly

10 Consultation and review This electrical safety policy is to be reviewed every 2 years or subject to changes in legislation or practice. 11 Implementation (including raising awareness) Appended to the annual Fire Training for all Trust staff. 12 References Health and Safety at Work etc. Act 1974 The Electricity at Work Regulations 1989 Electrical Equipment (Safety Regulations) 1994 Electricity Safety, Quality and Continuity Regulations 2002 Electromagnetic Compatibility Regulations 1992 Low Voltage Electrical Regulations 1997 The Management of Health and Safety at work Regulations 1999 The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2012 Provision and Use of Work Equipment Regulations 1998 Plugs and Sockets Etc. (Safety) Regulations 1994 Memorandum of Guidance on the Electricity at Work Regulations 1989 Electricity at Work – HSG 85 Health and Safety (Safety Signs and Signals) Regulations 1996 Health and Safety (Information for Employees) Regulations 1989 Health and Safety (Training for Employment) Regulations 1990 BS 7671 IEE Regulations (17th Edition) Health Technical Memorandum 06 (Electrical Services) Safety in Electrical Testing: Engineering Information Sheet No. 36 (HSE) Electrical Safety and You (HSE) IND (G) 231.

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13 Associated documentation Appendix 1 – Visual User Check Appendix 2 – Model Forms

Isolation and earthing diagram

Safety Programme

Permit to work

Limitation of access

Certification of authorisation for live working

Permission for disconnection/ interruption of electrical services

Logbook

Live functional testing – self check safety precautions

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Appendix 1

Visual user checklist The person using the equipment is to look critically at the electrical equipment they use and, visually check for signs that the equipment is not in sound condition, for example: - • Is there damage (apart from light scuffing) to the cable sheath? • Is the plug damaged, for example, the casing is cracking or the pins are bent? • Are there inadequate joints, including taped joints in the cable? • Is the outer sheath of the cable effectively secured where it enters the plug or

equipment? Obvious evidence would be if the coloured insulation of the internal cable covers were showing.

• Has the equipment been subjected to conditions for which it is not suitable, e.g. it is

wet or excessively contaminated? • Is there damage to the external casing of the equipment or there are some loose

parts or screws? • Is there evidence of overheating (burn marks or discolouration)? • Is the test date valid (a test date label should be fitted where practicable These checks also apply to extension leads and associated plugs and sockets. Checks should be undertaken by the user when the equipment is taken into use and during use. Any faults should be reported to Estates and Facilities Help Desk and the equipment taken out of use immediately. Management should take effective steps to ensure that the equipment is not used again until repaired by a person competent to carry out the task, (e.g. the defective equipment could be labelled as ‘faulty’).

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Appendix 2

HTM 06-02 Model Forms.pdf

The Newcastle upon Tyne Hospitals NHS Foundation Trust

Equality Analysis Form A

This form must be completed and attached to any procedural document when submitted to the appropriate committee for consideration and approval.

PART 1 1. Assessment Date: 2. Name of policy / strategy / service:

Electrical Safety Policy

3. Name and designation of Author:

Doug Ward, Director of Estates

4. Names & designations of those involved in the impact analysis screening process:

Samantha Grainger, Estates Officer, Rob Sanderson, Chief Building Officer

5. Is this a: Policy X Strategy Service

Is this: New X Revised

Who is affected Employees X Service Users X Wider Community

6. What are the main aims, objectives of the policy, strategy, or service and the intended outcomes? (These can be cut and pasted from your policy)

The aim of this policy is to ensure the provision of safe electrical equipment, which is insulated, earthed or otherwise suitably protected, thereby ensuring the safety of the user.

7. Does this policy, strategy, or service have any equality implications? Yes No X

If No, state reasons and the information used to make this decision, please refer to paragraph 2.3 of the Equality Analysis Guidance before providing reasons:

The Trust, accepts its responsibility under the Health and Safety at Work Act 1974 (HSAWA), the Management of Health and Safety at Work Regulations 1999 (MHSW), Provision and Use of Work Equipment Regulations 1998 (PUWER), the Electricity at Work Regulations 1989 (EAWR), IEE 17th Edition Regulations, HTM 06-02 and HTM 06-03 place a duty on Newcastle upon Tyne NHS Foundation Trust (NUTH) to publish, issue and implement an electrical safety policy, which outlines the organisation and procedures required to achieve the objectives set out in those legislative documents.

22.12.2015

The Trust recognises that the lowest acceptable standards of electrical safety are contained in legislation and it is the aim of the Trust, as an organisation committed to quality performance, to improve upon these standards.

8. Summary of evidence related to protected characteristics Protected Characteristic Evidence, i.e. What evidence do

you have that the Trust is meeting the needs of people in various protected Groups

Does evidence/engagement highlight areas of direct or indirect discrimination? If yes describe steps to be taken to address (by whom, completion date and review date)

Does the evidence highlight any areas to advance opportunities or foster good relations. If yes what steps will be taken? (by whom, completion date and review date)

Race / Ethnic origin (including gypsies and travellers)

This policy does not differentiate race or ethnic origin

No NA

Sex (male/ female) This policy does not differentiate between male and female

No NA

Religion and Belief This policy does not differentiate between religions and beliefs

No NA

Sexual orientation including lesbian, gay and bisexual people

This policy does not differentiate between sexual orientation

No NA

Age This policy does not differentiate between age

No NA

Disability – learning difficulties, physical disability, sensory impairment and mental health. Consider the needs of carers in this section

This policy does not differentiate against any disability; all individuals involved in working on ventilation systems must be appropriately qualified or supervised.

No NA

Gender Re-assignment This policy does not differentiate against gender re-assignment

No NA

Marriage and Civil Partnership This policy does not differentiate on this

No NA

Maternity / Pregnancy This policy does not differentiate on this

No NA

9. Are there any gaps in the evidence outlined above? If ‘yes’ how will these be rectified?

No

10. Engagement has taken place with people who have protected characteristics and will continue through the Equality Delivery

System and the Equality Diversity and Human Rights Group. Please note you may require further engagement in respect of any significant changes to policies, new developments and or changes to service delivery. In such circumstances please contact the Equality and Diversity Lead or the Involvement and Equalities Officer.

Do you require further engagement? Yes No X

11. Could the policy, strategy or service have a negative impact on human rights? (E.g. the right to respect for private and family

life, the right to a fair hearing and the right to education?

No

PART 2 Name:

Samantha Grainger

Date of completion:

22.12.2015

(If any reader of this procedural document identifies a potential discriminatory impact that has not been identified, please refer to the Policy Author identified above, together with any suggestions for action required to avoid/reduce the impact.)

Electrical Safety Policy - 548KB

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