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UNIVERSITY OF PORTSMOUTH ESTATES & CAMPUS SERVICES

LOW VOLTAGE MANAGEMENT PLAN

APRIL 2016

Estates &

Campus Services

Document title

Estates Department – SOP 038 Low Voltage Management Plan

Document author and department: Responsible person and department:

Paul Harding

Compliance Engineer

Sean Edwards

Strategic Maintenance Manager

Approving body Date of approval

Fiona Bell

Estates & Campus Services Director April 2016

Review date Edition no ID code

April 2018 2

EITHER

For public access online (internet)? Tick as appropriate

OR

For staff access only (intranet)?

Tick as appropriate

Yes No Yes No

For public access on request copy to be mailed Tick as appropriate

Password protected Tick as appropriate

Yes No Yes No

External queries relating to the document to be referred in the first instance to the

Estates Help Desk:

telephone 023 9284 6677 or email [email protected].

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ContentsPage

PART 1 – MANAGEMENT PROCEDURES

1.0 Introduction 5

2.0 Responsibilities 5

2.1 General 5

2.2 Organogram 6

2.3 Duty Holder 7

2.4 Low Voltage Authorizing Engineer 7

2.5 Low Voltage Authorized Person 8

2.6 Low Voltage Competent Person 9

2.7 Project Managers / Designers 9

2.8 Authorized Electrical Contractor 9

2.9 Estates & Campus Services Managers / Supervisors 10

2.10 Health & Safety and Compliance Manager 10

3.0 Risk Assessment 10

4.0 Record Keeping 11

5.0 Competency 11

5.1 Low Voltage Authorizing Engineer 11

5.2 Low Voltage Authorized Person 11

5.3 Authorized Electrical Contractor 12

5.4 Low Voltage Competent Person 12

5.5 Other Trades 13

6.0 Communication 13

7.0 Audit & Review 14

Appendix 1 – Example Letter of Appointment for Low Voltage Authorized Person 15

Appendix 2 – Electrical Permit to Work 16

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PART 2 – LOW VOLTAGE SITE RULES & PROCEDURES

1.0 Portable Electrical Appliances 19

2.0 Fixed Wiring Systems – Installation, Alteration & Maintenance 19

3.0 Fixed Wiring Systems - Certification 19

4.0 Fixed Wiring Systems – Connection to Final Outlets 20

5.0 Fixed Wiring Systems – Periodic Inspection & Testing 20

6.0 Fixed Wiring Systems – Circuit Identification 21

7.0 Live Working 21

8.0 Test Equipment 21

9.0 Fixed Equipment – Periodic Maintenance 22

10.0 Fixed Equipment – Single Point Isolation 22

11.0 Electrical Permit to Work 22

SOP 01 Single Point Isolation for Fixed Equi[pment

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1.0 INTRODUCTION

1.1 The purpose of this document is to provide practical guidance for the Estates & Campus Services (E&CS) Department on how it will meet its responsibilities defined in the University of Portsmouth’s (UoP) corporate Electrical Safety Policy that ensures risks associated with low voltage electrical systems are managed safely.

1.2 The requirements of the Electricity at Work Regulations 1989 have been considered and as a means of achieving compliance for electrical safety on low voltage systems the E&CS Department has adopted the following guidance: • Health and Safety Executive publication HSG851 in achieving safe working

practices. • Electrical Safety First’s publication Best Practice Guide 22 in achieving safe

isolation of low voltage electrical systems. • BS 7671:20083 (incorporating all amendments) to ensure compliance with

standards regarding installation of low voltage electrical systems.

1.3 Low voltage is defined as exceeding extra-low voltage but not exceeding 1000V alternating current (a.c.) or 1500V direct current (d.c.) between conductors, or 600V a.c. or 900V d.c. between conductors and earth.

1.4 This is a live document and will be reviewed two yearly and/or when a change occurs in the UoP management and organisation, legislation and other such relevant guidance or good practice is changed.

2.0 RESPONSIBILITIES

2.1 General

2.1.1 The UoP shall appoint suitably qualified and competent staff to discharge itsresponsibilities with regards to electrical safety and sufficient resources shall be provided to relevant budget holders to enable the UoP to comply with its legal duties.

2.1.2 All relevant persons, either UoP staff or external, involved in the design, installation, commissioning, alteration and maintenance and use of low voltage electrical systems within the University have a responsibility to ensure that, so far as is reasonably practical, they comply with the requirements of this Low Voltage Management Plan (LVMP) to minimise the risk to staff, students and the public.

2.1.3 All UoP staff whom are delegated with specific duties or responsibilities within the LVMP, these duties will be confirmed in writing by either the Duty Holder or the Low Voltage Authorised Person(s).

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2.2 Organogram

The following organogram indicates the main lines of communication relating to the management & control of electrical safety.

Director of Estates & Campus Services Delegated Authority as the Duty Holder

Low Voltage Authorizing Engineer

Appointed in writing by the Duty Holder Role can be undertaken by a suitably

qualified external consultant

Electrical Operations ManagerLow Voltage

Authorized Person Appointed in writing by the Duty Holder – on

advice from the Authorizing Engineer

Reactive Maintenance Team

Electrical Maintenance ManagerLow Voltage

Authorized Person Appointed in writing by the Duty Holder – on

advice from the Authorizing Engineer

Authorized Electrical Contractor(s)

Low Voltage Competent Persons Electrical Tradesmen

Low Voltage Competent Persons Electrical Maintenance Staff

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2.3 Duty Holder (Director of Estates and Campus Services)

• Assume overall responsibility for the strategy and resource allocation (within the limits of the approved budget) of financial and other resources for the management of the electrical low voltage systems within the UoP.

• Appoint in writing a suitably competent Low Voltage Authorizing Engineer (LVAE) to provide independent advice and to undertake specific duties in regards to the strategic management of the electrical low voltage systems within the UoP.

• Review the LVAE’s appointment annually to ensure duties have been carried out in accordance with this Management Plan.

• Appoint in writing (see Appendix 1 – Letter of Appointment for a LVAP) under recommendation from the LVAE sufficient Low Voltage Authorized Persons (LVAPs) to undertake the operational implementation of this Management Plan. The appointment shall not be for a period longer than three years.

• Provide the LVAPs with sufficient authority and support to ensure that all operational procedures are carried out in a timely and effective manner.

• Acknowledge receipt of audits undertaken by the LVAE, make any necessary comments and compile an action plan in consultation with the LVAE.

2.4 Low Voltage Authorizing Engineer (LVAE)

• Assess the suitability and competence of potential LVAPs and make a recommendation to the Duty Holder of their suitability for appointment as an LVAP. The recommendation shall include the extent of the electrical systems the LVAP is responsible for, and also any areas that are excluded from the LVAP’s responsibility e.g. electrical systems / equipment under the direct control of Faculty Departments.

• If necessary, recommend the suspension or cancellation of the appointment of an LVAP and withdraw the certificate.

• Undertake a periodic review (not to exceed a twelve month period) of each LVAPs operational experience and compliance with the LVMP. These reviews shall pay particular attention to operating records and the issue and cancellation of permits. Formally advise on any training or retraining considered necessary, including when it should be received. These reviews shall also include a meeting with the LVAP and a brief review of the systems or installations to which their appointment refers.

• At intervals not exceeding three years undertake a comprehensive audit of the safe systems of work and safety procedures required by this LVMP. A written report of the audit shall be compiled, listing satisfactory items seen and any deficiencies found, and recommendations made. This shall be issued to the appropriate LVAP for action as necessary. A copy of the report with a summary of the findings shall be issued to the Duty Holder.

• Review the progress on the action plan agreed with Duty Holder

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• Provide technical assistance to the LVAP(s) and/or Health Safety Compliance Manager on investigations of reported injuries and dangerous occurrences involving electrical systems and installations.

• To advise the Duty Holder of any deficiency in the number of suitably trained and experienced LVAPs where this significantly impairs management’s ability to provide a safe and efficient service.

• Provide expert witness and consultancy services as and when requested by the Duty Holder.

• Provide ad-hoc advice and technical support to the LVAP(s) as and when required.

2.5 Low Voltage Authorized Person (LVAP)

• Co-operate with the LVAE in matters of policy concerning low voltage systems. • Assist in assessing the professional competency of persons prior to their

appointment as a low voltage competent person with the in-house Reactive Maintenance Team (RMT).

• Assist in assessing the professional competency of electrical contractors prior to their appointment as an electrical contractor authorized to undertake works on the low voltage electrical distribution systems.

• Maintain an up to date register of authorized electrical contractors. • Undertake periodic, random sampling of the qualifications and experience of

the electrical employees of authorized electrical contractors to confirm they meet the requirements of a Low Voltage Competent Person as defined in Section 5.4 of this document.

• Undertake the practical implementation and operation of the Low Voltage Management Plan and the systems and installations for which management is in control of danger and for which the LVAP has been appointed.

• To prepare, issue and cancel permits to work when necessary. • Ensure that any alterations to the electrical distribution systems or installation

of equipment do not compromise the electrical system and ensure that all records concerning low voltage electrical distribution systems are kept up-to-date.

• Report in writing of any serious defects found in the electrical distribution systems, any dangerous and/or unusual occurrences and any unsafe working practices to the Duty Holder and the LVAE.

• Undertake periodic (not exceeding a twelve month period) monitoring of the authorized electrical contractors and is to include: a) Visiting work sites and communicating on safety issues b) Visiting electrical switch rooms and electrical enclosures to ensure high

standards of tidiness and availability of appropriate safety equipment c) Confirming that test equipment is in good condition and where appropriate

the calibration is in date.

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2.6 Low Voltage Competent Person (LVCP)

• Co-operate with the LVAP in matters of policy concerning low voltage systems and shall comply with the site rules and procedures detailed in part 2 of this document when carrying out work, whether instructions are issued orally or in writing.

• Shall use safe methods of work, safe means of access and the personal protective equipment and clothing provided for their safety.

• Refuse to undertake work on the electrical systems where the instructed method may give rise to danger to the LVCP and/or other persons.

2.7 Project Managers / Designers

• Ensure adequate communication between the design team and the LVAP(s) so that new installations can be assessed and approved for connection into the electrical system for which the LVAP is responsible.

• Ensure that all electrical contractors appointed for Long Term Maintenance or Capital project works meet the competency requirements defined in this document and that they can demonstrate evidence of this to the LVAP on request.

• Ensure that all new electrical installations and alterations or additions to existing installations shall be designed, constructed, inspected and tested in accordance with the requirements of the latest edition of BS76713.

• On completion of the installation and/or alterations, ensure the provision of up to date Operating & Maintenance (O&M) manuals that shall include commissioning certificates and fitted drawings.

• Ensure that an electronic copy of the Electrical Installation and/or Minor Works Certificate(s) is inserted into the Electrical Certificates folder located on the K-Drive.

2.8 Authorized Electrical Contractor

• Ensure that all employees that undertake work on the UoP’s low voltage electrical systems satisfy the requirements of a LVCP as defined in part 5.4 of this document and provide documented evidence of these competencies to the LVAP prior to commencing work on the UoP site.

• Be familiar with and comply with the requirements in this document and comply with any instruction issued by the LVAPs in accordance with this policy.

• Comply with all site rules and procedures outlined in part 2 of this document unless it can be shown and approved by the LVAPs that their own procedures equal or exceed the standards set in this document.

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2.9 Estates & Campus Services Managers / Supervisors

• Shall ensure that all external contractors / persons they have engaged to undertake work on low voltage fixed equipment (e.g. ventilation plant and industrial washers/dryers) are competent to undertake the necessary servicing, inspection and testing without putting themselves or others at risk from injury or ill-health.

• Ensure that all external contractors / persons are made aware of the site rules and procedures detailed in part 2 of this document, particularly in regard to the UoP’s requirement for undertaking safe electrical isolation of the fixed equipment.

• Ensure that all external contractors / persons provide documented evidence that they have received training in safe electrical isolation procedure and if requested forward the evidence to the LVAP for approval.

• Ensure that all external contractors / persons prior to commencing work on the UoP site receive an health and safety induction from the Health & Safety and Compliance team

2.10 Health & Safety Compliance Manager

• To advise the Duty Holder of any changes in statutory legislation, guidance and best practice that requires a change to the management procedures to ensure the UoP maintains compliance with its statutory duties.

• Undertake periodic auditing of the LVMP and the documented evidence to ensure that agreed procedures are followed.

3.0 RISK ASSESSMENT

3.1 It is essential that the risks associated with working on the low voltage electrical systems are considered and suitably addressed in order that effective controls can be developed and implemented. The risk assessment process will identify risks for all areas where UoP maintenance staff and external contractors have direct or indirect contact with low voltage electricity.

3.2 The E&CS Department shall manage the risk assessment process in the following way: • Risk assessments shall be produced for all reactive and planned maintenance

tasks undertaken by the Reactive Maintenance Team (RMT). Each risk assessment shall be shared with all electrical staff and signed off.

• Prior to commencing work, contractors shall supply their UoP host manager with a task specific risk assessment and method statement

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4.0 RECORD KEEPING

4.1 In regards to the management of the low voltage systems throughout the UoP the E&CS Department shall adopt a robust system for the recording of information that shall satisfy the scrutiny of a third party person e.g. external auditors.

4.2 Copies of letters of appointments for the LVAE and the LVAPs shall be retained by the Duty Holder.

4.3 Electronic copies of all risk assessments for the RMT shall be held on the K Drive (central/estates/health and safety/risk assessments/reactive maintenance team – new). Hard copies shall be available through the Electrical Supervisor and/or other RMT Supervisors.

4.4 All planned maintenance work on the UoP’s low voltage electrical systems, whether undertaken by the RMT or the Authorised Electrical Contractor shall be undertaken against a work order generated by the E&CS Department’s computer aided facilities management (CAFM) system – Planon. This will provide a comprehensive history of all work undertaken and assist in demonstrating compliance with statutory legislation.

4.5 Hard copies of Electrical Inspection & Test, Electrical Installation and Minor Works Certificates shall be retained by the UoP Project / Host Manager in the appropriate operation & maintenance (O&M) manual, project file or equivalent. An electronic copy of the certificate(s) shall be inserted into the Electrical Certificates Folder located on the K Drive.

4.6 Where remedial works are identified during the planned inspection visits reactive work orders, linked to the parent work order shall be raised on Planon to cover these activities. This will ensure a clear audit trail of all work undertaken is maintained.

5.0 COMPETENCY

5.1 Low Voltage Authorizing Engineer

5.1.1 Will ideally be a chartered electrical engineer who possesses the necessary degree of independence from local management and will have sufficient technical knowledge and experience to ensure that safe working practices are in place for all works on the UoP’s low voltage electrical distribution systems.

5.2 Low Voltage Authorized Person

5.2.1 Shall be an Estates Manager and/or Supervisor, principally of an electrical discipline who is considered to have the necessary experience, personal qualities and training in order to render low voltage electrical equipment safe and also

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accepts responsibility for the safety of others working under his direction. To be appointed as an LVAP this person(s) shall have completed and passed a City and Guilds Accredited Course for Authorised Person Electrical Low Voltage.

5.3 Authorized Electrical Contractor

5.3.1 This shall be any individual or company not directly employed by the UoP who is authorized to work on the low voltage electrical distribution systems that are under the control of The UoP. To ensure professional competency, it is a pre-requisite that all authorized electrical contractors working on the UoP’s electrical systems shall be a member of a professional body such as the: • National Inspection Council for Electrical Installations Contracting (NICEIC) • Electrical Contractors Association (ECA) • Or a recognised equivalent professional body

5.3.2 In addition to membership of a professional body, authorized electrical contractors must satisfy health and safety competencies that are required by the E&CS Department. This is initially met by certification and membership of one or more accredited health and safety assessment schemes that are certified with the Safety Schemes in Procurement (SSIP) Forum. Further evaluation by the E&CS Department of health and safety standards is during the tender process and at interview.

5.4 Low Voltage Competent Person

5.4.1 A person who has adequate technical ability, training and experience and who is able to recognise the extent and limitation of their own ability and act appropriately.

5.4.2 Persons undertaking or supervising work on the electrical low voltage fixed wiring systems (e.g. installation, alterations, maintenance or testing) are expected to have completed a minimum level of formal training, examples being one or more of the following:- • Fully qualified from having completed an indentured electrical apprenticeship • City & Guilds 2365 Level 2 & 3 Diploma in Electrical Installations (Buildings and

Structures) • BTEC Level 3 Diploma in Electrical Engineering • NVQ Electrical Installation Engineering Level 3 • City & Guilds Level 3 2394-01- Testing & Certification of Electrical Installations

5.4.3 To demonstrate knowledge of the current Institution of Engineering & Technology (IET) wiring regulations, all persons, as well as one or more of the above shall have successfully completed the City & Guilds 2832-15 17th Edition Course.

5.4.4 Electricians employed by the Reactive Maintenance Team are deemed as LVCPs and are permitted to work on the electrical low voltage distribution systems by

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nature of the professional competency assessment undertaken as a condition of their employment with the UoP.

5.4.5 Persons employed by Authorized Electrical Contractors and who satisfy the requirements of 5.4.2 and 5.4.3 are deemed as LVCPs and are permitted to work on the electrical low voltage distribution systems.

5.5 Other Trades

5.5.1 Service engineers of non-electrical contractors (e.g. lift or refrigeration engineer) shall be competent in their relevant trade and also to have received suitable and sufficient training in the hazards associated with electricity and safe isolation procedures that enables them to effect simple circuit isolation for the purpose of undertaking routine maintenance and repair works.

5.5.2 Where appropriate, it shall be a pre-requisite that other trades can demonstrate their professional competency by membership of an accredited professional body – e.g. the lift contractor has membership with the Lift and Escalator Industry Association.

5.5.3 Evidence of professional/trade competency and that of electrical safe isolation procedures shall be forwarded to the UoP host manager (i.e. the person who has engaged their services) prior to commencing work on the UoP site.

5.5.3 In addition to membership of a professional body, other trades must satisfy health and safety competencies that are required by the E&CS Department. Where appropriate, this is initially met by certification and membership of one or more accredited health and safety assessment schemes that are certified with the Safety Schemes in Procurement (SSIP) Forum. Further evaluation by the E&CS Department of health and safety standards is during the tender process and at interview.

6.0 COMMUNICATION

6.1 The LVMP will be made available to UoP staff on the University’s H&S Policy intranet pages and a copy shall be made available on: • The K drive – central/estates/everyone/estates procedures • Electronic Document Management (EDM) system.

6.2 A copy of the LVMP shall be issued to all relevant stakeholders - e.g. RMT Manager, Project Managers and the Authorized Electrical Contractor(s).

6.3 All RMT electricians shall receive a copy of the Electrical Safety First’s2 publication on safe isolation procedures and made aware of its contents through tool box talk training.

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6.4 The Estates Health & Safety and Compliance Team shall provide all contractors with a site induction that shall outline the UoP’s general site rules regarding working on low voltage electrical systems, particularly in regards to connection to final circuit outlets, safe isolation and the Electrical Permit to Work.

7.0 AUDIT & REVIEW

7.1 The LVAE shall at a period not exceeding twelve months undertake an independent review of all documentation relating to the working practices on the UoP’s low voltage electrical systems. A written report shall be submitted to the Duty Holder.

7.2 The Estates Health & Safety Compliance team shall undertake periodic monitoring of the implementation of the control systems associated with working safely on low voltage electrical systems. Any concerns shall be brought to the attention of the LVAP(s).

REFERENCES

1. HSE. Electricity at work. Safe working practices; HSG85 (3rd Edition). HSE Books. Sudbury, Suffolk. 2013

2. Electrical Safety First. Guidance on the management of electrical safety and safe isolation procedures for low voltage installations. Best Practice Guide 2(Issue 3). Electrical Safety First. London. 2015

3. British Standards Institute. Requirements for Electrical Installations. IET Wiring Regulations Seventeenth Edition. BS 7671:2008 Incorporating Amendment No1: 2011. Institution of Engineering & Technology. London. 2011

4. HSE. Electrical test equipment for use on low voltage electrical systems. GS38(3rd Edition). HSE Books. Sudbury, Suffolk. 2015

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http://www.hse.gov.uk/pubns/priced/gs38.pdf

http://www.electricalsafetyfirst.org.uk/mediafile/100370766/Best-Practice-Guide-2-Issue-3-.pdf

http://www.hse.gov.uk/pUbns/priced/hsg85.pdf

Our Ref: Date:

Dear

Re: Appointment of Authorized Person (LV Electrical Systems)

Mr XXXXXXXXX is hereby appointed ‘Authorised Person’ for the low voltage electrical systems under the control of the University of Portsmouth Estates & Campus Services Department as agreed in the Low Voltage Management Plan.

To accept this appointment please sign, date and return the attached copy of this letter

Yours sincerely

XXXXXXXX Duty Holder – Low Voltage Electrical Systems Director of Estates & Campus Services University of Portsmouth

Cc XXXXXX – Strategic Maintenance Manager

XXXXXX – Low Voltage Authorising Engineer

XXXXXX – Health & Safety Compliance Manager

…………………………………………………………………………………………………………………………………………………………………….

Acceptance

I acknowledge the acceptance of the role of Authorised Person (LV0

Signature ………………………………….. Mr XXXXXXXXXXXXXXX (Job Title)

APPENDIX 1 – EXAMPLE LETTER FOR APPOINTMENT OF LOW VOLTAGE AUTHORISED PERSON

Estates DepartmentUniversity of Portsmouth St Andrew’s Court St Michael’s Road Portsmouth PO1 2PR United Kingdom

T: +44 (0)23 9284 8484

Permit No

.....................

PERMIT TO WORK LOW VOLTAGE ELECTRICAL SYSTEMS

SECTION 1 Work Details – To be completed by Authorized Person Client authority to proceed with work: Yes / No

Equipment to be worked on:

Location of Equipment:

Details of other Safety Procedures or Documents related to the Proposed Work:

DetailsofWork:

Specific Points of Isolation:

Specific Points of Earthing (if applicable/practicable):

Safety Check ListEquipment Isolated from Supply Yes / NoCaution Signs fixed at Points of Isolation Yes / NoSafety Locks fixed at Points of Isolation Yes / NoWarning Signs on Live Adjacent Equipment Yes / No / not applicableWhere working on a cable, Has it been identified with certainty? Yes / No / not applicableHas Equipment been proved Dead? Yes I NoSafety Lock Keys are held by:Special Instructions & Safety Measures :

Signed (Person inCharge):

Authorization

The equipment listed above has been made dead, isolated & earthed (where applicable) and is safe to work on. I have physically identified the equipment, explained the extent of the work and proven dead to the person in charge of the proposed work.

Signed Authorized Person:

Name (In Capitals):

Date & Time:

APPENDIX 2

Page 1 of 2

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Permit No

.....................

PERMIT TO WORK LOW VOLTAGE ELECTRICAL SYSTEMS

SECTION 2 ACCEPTANCE – To be completed by the Competent Person

1. I acknowledge receipt of this permit.

2. I understand and have signed any special instructions or safety measures.

3. I have been shown the equipment to be worked on and safety arrangements at the points of isolation and places of work.

4. The authorised person has demonstrated to my satisfaction that the equipment is dead and safe to work on.

5. I accept responsibility for carrying out the work listed on this permit.

Signed (Competent Person) :

Name (in Capitals):

Company :

Date & Time:

SECTION 3 CLEARANCE – To be completed by the Competent Person & the AuthorizedPerson

I confirm that the work described in this permit is satisfactorily completed / stopped and made safe. All persons, tools and instruments under my control have been withdrawn.

Signed (Competent Person):

Name (In Capitals):

Date & Time:

I confirm that the work described in this permit has been satisfactorily completed I stopped and made safe

This permit is cancelled and the electrical equipment is I is not safe to make live

Signed (Authorized Person):

Name (In Capitals):

Date & Time:

Page 2 of 2

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PART 2

UNIVERSITY OF PORTSMOUTH LOW VOLTAGE SITE RULES

& PROCEDURES

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1.0 Portable Electrical Appliances

1.1 For information regarding the asset management and recording of portable appliance testing results please refer to the University of Portsmouth’s (UoP) corporate policy, located at: http://www.port.ac.uk/departments/services/humanresources/healthandsafety/portableappliancetesting/filetodownload,149477,en.pdf

2.0 Fixed Wiring Systems – Installation & Maintenance

2.1 Fixed wiring systems are defined as the electrical installation from the main incoming supply to the building up to and including the accessories e.g. wired sockets or light switches. New installations, alterations to existing systems and routine maintenance shall only be undertaken by the following Low Voltage Competent Persons: • The Reactive Maintenance Team’s electrical staff • Authorized Electrical Contractors who have been assessed for competency by

a Low Voltage Authorised Person and employed by the Estates & Campus Services (E&CS) Department.

• Electrical contractors satisfying the competency requirements of Sections 5.4.2 and 5.4.3 of Part 1of this document and who have been engaged as the Principal Contractor or as a sub-contractor on Long Term Maintenance or Capital project works.

2.2 No additions or alterations, temporary or permanent, shall be made to an existingInstallation, unless it has been ascertained that the rating and condition of any existing equipment, including that of the supplier, which will have to carry any additional load is adequate for the altered circumstances, and the earthing arrangement is also adequate.

2.3 In regards to work on the fixed wiring systems undertaken as part of Long TermMaintenance or Capital project works and where the whole site has been formally handed over to the Contractor under terms laid out in the contract, the Contractor shall not be obliged to comply with all requirements of Part 2 of this document – they may implement their own procedures and safe systems of work. However, Part 1 of this document still applies and all statutory regulations shall be complied with and all work shall be carried out in accordance with the contract conditions, specifications and good working practices.

3.0 Fixed Wiring Systems - Certification

3.1 An ‘Electrical Installation Certificate’ is a legal requirement and is required for:• New installations • When a new circuit or circuits are installed to an existing installation. • The changing of a consumer unit (distribution board)

http://www.port.ac.uk/departments/services/humanresources/healthandsafety/portableappliancetesting/filetodownload,149477,en.pdf

http://www.port.ac.uk/departments/services/humanresources/healthandsafety/portableappliancetesting/filetodownload,149477,en.pdf

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• When a circuit is altered and the alteration requires changing of the protective device.

3.2 The Electrical Installation Certificate shall be provided to the UoP Project Manager and confirms that the electrical installation work to which it relates has been designed, constructed and tested in accordance with BS 76713. To be valid it must be accompanied by the Schedule of Inspections and the Schedule of Test Results.

3.3 A ‘Minor Works Certificate’ shall be completed for additions, alterations orreplacements to an installation that do not extend to the provision of a new circuit. Examples include the addition of a socket outlet or lighting point to an existing circuit.

4.0 Fixed Wiring Systems – Connection / Disconnection To Final Outlets

4.1 Connection and/or the disconnection of fixed equipment to its final outlet (e.g. a fused spur switch or isolator switches) shall only be undertaken by : • The RMT electrical staff. • Authorized electrical contractors assessed for competency by a Low Voltage

Authorized Person. • Electrical contractors satisfying the requirements of Section 5.4.2 and 5.4.3

who have been engaged as the Principal Contractor or as a sub-contractor on Long Term Maintenance or Capital project works.

4.2 Other trades (as defined in Part 1 Section 5.5.1 of this document) or contractors engaged by other UoP staff (e.g. lab technicians) undertaking the install and/or removal of fixed equipment are not permitted to connect / disconnect to or from the final outlet. However, this does not apply where the final connection to the final outlet is via a simple plug and socket connection.

5.0 Fixed Wiring Systems – Periodic Inspection And Testing

5.1 The Electrical Operations Manager shall make arrangements to ensure that all fixed low voltage wiring systems within UoP buildings are inspected and tested by a competent person. The precise frequency of inspection and testing is the outcome of a risk assessment and recommendation from the competent person. However, the E&CS Department has adopted the following: • For all halls of residence buildings (student accommodation) the frequency

shall not exceed three years. • For all other buildings the frequency shall not exceed five years.

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6.0 Fixed Wiring Systems - Circuit Identification

6.1 All low voltage switchgear and distribution boards shall be uniquely identified by securely attached and prominent labels. Each distribution board shall have an on-site circuit chart that allows accurate and easy identification of all circuits connected to the switchboard.

6.2 Final circuit outlets (sockets & switches) shall also be labelled that allows them to be referenced back to their originating distribution board.

6.3 Project Managers undertaking new installations, additions or alterations to the LV electrical systems shall ensure that identification of switchgear and distribution boards follows the UoP’s recognised standard of building / floor / originating distribution board / phase and circuit e.g. SM / L5 / DB4 / L2 - 12

7.0 Live Working

7.1 Under normal circumstances it is the policy of the E&CS Department not to permit any form of live working. However, it is recognised that in certain situations, testing and diagnostic work is required that may require conductors to be live – i.e. still connected to the electrical supply.

7.2 Testing and diagnostic work shall only be undertaken by a competent person and the following criteria is satisfied: • It is unreasonable in all the circumstances for the system to be dead. • It is reasonable in all circumstances for work to be carried out whilst the system

is live. • Suitable precautions (including where necessary the provision of suitable

protective equipment) are taken to prevent injury.

7.3 Suitable precautions for live testing and diagnostic work may include:• Competent person stands on an electrical safety mat. • Suitable insulating screens and barriers placed where appropriate. • Suitable test equipment provided that has suitable probes for connection to live

equipment without danger to the user. • The working area is well lit and controlled to prevent access by unauthorised

persons. • Where appropriate the LVCP is accompanied by a safety person.

8.0 Test Equipment

8.1 The minimum standard for test equipment used by competent persons working on the low voltage electrical systems shall be as defined in the HSE’s guidance note GS384.

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9.0 Fixed Equipment – Periodic Maintenance

9.1 All low voltage equipment managed by the E&CS Department (e.g. ventilation refrigeration systems, lifts and boiler plant) shall be regularly inspected, serviced and tested to ensure they remain in a safe condition. A record of the maintenance activities shall be kept by the E&CS Department and shall contain brief details of all inspections, routine servicing, repairs and modifications.

9.2 Maintenance of other low voltage (230V or 400V) fixed equipment located within the UoP is the responsibility of the owner / user department. They will ensure that the fixed equipment is subject to periodic servicing, that includes testing the electrical integrity to ensure the equipment remains in an efficient state, efficient working order and in good repair.

10.0 Fixed Equipment – Single Point Isolation

10.1 Other trades as defined in 5.5.1 are permitted to undertake single point isolation at a switch / isolator that is located at the point of work to render fixed equipment safe for maintenance works. A permit to work is not required for this switching procedure. Refer to Standard Operating Procedure SOP01 – Single Point Isolation for Fixed Equipment.

10.2 Where electrical isolation cannot be undertaken at the point of work, and for example the only means of isolation is at the low voltage distribution board the person undertaking the work shall contact their UoP host manager who shall arrange through the E&CS Department for the equipment to be made safe.

11.0 Electrical Permit to Work

11.1 A permit to work is not required for the following work if it is undertaken by a Low Voltage Competent Person: • Isolations of electrical distribution systems and equipment to make them safe. • Replacement of electrical outlets • Installation of new electrical circuits, outlets & equipment.

11.2 The following works may be subject to a permit-to-work.• Work on complex electrical circuits where more than one point of isolation is

required to remove the point of work from all potential sources of energy i.e. the circuit has a secondary supply from a standby generator or an uninterrupted power supply (UPS) system.

• Work on electrical distribution system that exposes personnel to shock hazards.

• Work on remote & automatically controlled low voltage switchgear.

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• Work on any earthing whilst the supply is still live.• Whenever the Low Voltage Authorised Person deems it necessary to ensure a

safe system of work.

11.3 The Low Voltage Authorised Person shall issue and cancel all Electrical Permits to Work (Appendix 2) in accordance with their accredited Authorised Person training.

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ELECTRICAL LOW VOLTAGE STANDARD OPERATING PROCEDURE

Procedure No: SOP 01 Single Point Isolation for Fixed Equipment

This procedure applies to fixed equipment such as pumps and air-conditioning condenser units that are hard-wired (not a plug and socket connection) into the low distribution system. This isolation procedure can be undertaken by a UoP Low Voltage Competent Person and also by other trades e.g. service engineers. An electrical permit to work is not required.

1. Is there a local point of isolation adjacent for the fixed equipment e.g. 32A TP isolator switch?

• If no and you are not a UoP electrical low voltage competent person - contact your supervisor / University host manager who will arrange for the equipment to be rendered safe by switching off the circuit breaker at the distribution board.

• If yes – proceed to Step 2

2. Switch the isolator to off and apply a unique safety lock to the switch and retain the key to prevent unauthorised re-energisation of the electrical supply.

3. Attach a caution notice to the switch. The caution notice must state name of person isolating the fixed equipment, company name and date of isolation.

4. Use a voltage tester and proving unit to prove the fixed equipment is isolated from the electrical supply by:

• Confirm the voltage tester operates correctly against a proven source i.e. the proving unit.

• Use the voltage tester and confirm the incoming supply at the fixed equipment is isolated.

• Check the voltage tester against the proving unit to confirm it has not failed during testing.

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