Testing of Portable Electrical Equipment (Non-specialised) Guidelines

Please note that compliance with University Guidelines is expected in normal circumstances, and any deviation from Guidelines – which should only be in exceptional circumstances – needs to be justifiable.

Purpose

These guidelines provide additional information to support the Testing of Portable Electrical Equipment Policy and compliance with AS/NZS 3760:2022.

Organisational scope

These guidelines apply to all University of Otago Workplaces.

Definitions

AS/NZS 3760:2022

Standard New Zealand’s standard for In-service safety inspection and testing of electrical equipment and RCDs.

DHSO

Departmental Health and Safety Officer.

EPOD

Electrical Portable Outlet Device.

HSWA

The Health and Safety at Work Act 2015 and regulations.

Non-Specialised Appliances

Electrical equipment that is portable or frequently moved, and that is connected by a flexible cord to a power supply. Examples of this are kitchen appliances, lights/lamps, heaters, computers etc. Cord extension sets, EPODs, multi-boxes, flexible cords, portable isolation transformers and RCDs (portable and socket outlet types) also require testing.

PCBU

Person conducting a business or undertaking.

Portable Electrical Equipment

Low voltage single phase and polyphaser equipment, which is to be entered into service for the first time, or which is already in service, has been serviced, or is available for hire or resale.

Specialist Electrical Equipment

Electrical devices designed for specific, high-risk, or technical applications that require higher safety standards, specialised maintenance, or expert handling compared to standard household or office appliances. This equipment is often defined by its operational environment – such as wet areas, hazardous environments, or biomedical contexts – or by its specialised function (e.g. medical equipment that attaches to patients).

The Standard

AS/NZS 3760.

Workplace

A place where work is being carried out, or is customarily carried out, for a business or undertaking. It includes any place where a worker goes, or is likely to be, while at work. This includes a boat or off-campus location where work is being undertaken.

Content

1. What to test

   1. Non-Specialised Appliances
   2. Specialised Electrical Equipment
      1. Each department has a responsibility to identify Specialised Electrical Equipment. Once identified, this needs to be referred to a specialist testing company or registered electrician to be tested.
      2. Where an appliance requires testing but may be susceptible to damage by the testing process, the manufacturer’s instructions need to be obtained and adhered with.

2. When to test

   1. The Standard requires testing of Portable Electrical Equipment at the following times:
      1. Prior to initial introduction to service. If the equipment is new, AS/NZS 3760 requires that this equipment be inspected, tested and tagged on entry to service;
      2. Before return to service, after a repair or servicing which could have affected the electrical safety;
      3. Prior to each hire of the equipment (for hire equipment, inspection only) and additionally tested at not greater than monthly intervals; and
      4. As per table 2 of the Standard (summarised from AS/NZS 3760).
   2. The required testing interval depends on the type of environment in which the equipment is used and the nature of the equipment (including extension cords and EPODs), as follows:
      1. Workshops – 6 months
      2. Laboratories (chemical laboratories), teaching spaces, tea rooms and office kitchens – 12 months
      3. Office environment where equipment is subject to flexing of cords in normal use– 12 months
      4. Office environment where equipment is not subject to flexing of cords in normal use – 5 years
      5. Residential type areas (e.g. accommodation) – 2 years;
      6. Construction and demolition sites – refer to the relevant AS/NZS for timeframes and testing regime requirements.
   3. The full version of the testing criteria can be found in AS/NZS 3760.

3. Who can test equipment?

   1. The Standard requires a competent person, who has acquired the knowledge and skill to perform the testing task correctly through training, qualification, experience or a combination of all three. The University defines a competent person as one or more of the following:
      1. A registered electrician or registered technician with electrical certification; or
      2. A worker who is designated by the Head of Department to be an electrical tester, and who has completed the necessary 'Competent Person' course within the last two years.
   2. Property and Campus Development can arrange to test Portable Electrical Equipment. The cost will be charged to the department.
   3. Departments may arrange for the testing of electrical equipment independently, providing the testing is undertaken by a competent person as defined in clause 3(a). In doing so, departments must identify equipment requiring testing and determine testing priorities in accordance with section 4 of these Guidelines.

4. Prioritising Equipment

   1. It is recognised that some departments have a significant number of portable items for testing and that testing will take some time to complete. Priorities for testing should be identified by the Department, based on the degree of risk. Risk factors for consideration shall include:
      1. the environment the equipment is being used in (e.g. wet areas, or equipment on stainless steel benches);
      2. the age of the equipment (i.e. old = greater risk);
      3. equipment that is frequently moved, plugged and unplugged;
      4. equipment that is used by workers or students on a frequent and regular basis; and
      5. equipment that has high usage, including being hired out to other departments and being used for field work.
   2. The factors listed above are not exhaustive, and departments are responsible for identifying the electrical equipment, documenting the regime for testing, and providing sufficient resources to achieve the plan.

5. Tester Responsibilities

   1. To clearly mark tested equipment with a durable, non-reusable, non-metallic tag. The tag must identify the name of the person or company who tested the equipment, and the test or re-test date;
   2. To maintain documentation of the testing regime; and
   3. To clearly label any items that do not pass the test. This equipment must be clearly marked or removed from the work area, and arrangements must be made to have the equipment repaired or destroyed. The label shall state, “ONLY REGISTERED ELECTRICIANS OR CERTIFIED SPECIALISTS CAN REPAIR EQUIPMENT”.

6. Department and Staff Responsibilities

   1. In addition to the testing regime, all workers should visually inspect electrical equipment prior to use and report any deficiencies. The inspection should check that:
      1. there is no obvious damage or defects to connectors, plugs, extension outlet sockets such as cracks, splits, burns etc.;
      2. flexible cords are anchored to equipment, plugs and cord extension sockets;
      3. cord sheaths are not cut, twisted or damaged so that the inner core is visible;
      4. no insulation tape has been used to cover wires;
      5. controls are in good working order; and
      6. ventilation inlets and exhausts are unobstructed.
   2. Any faults or deficiencies to electrical equipment must be reported to the Department’s DHSO or Technical Manager.
   3. Any deficiencies identified by a visual inspection should be isolated for electrical testing and repaired if required. Items should be marked with a “DANGER – DO NOT USE” tag and removed from the environment.
   4. Under no circumstances is a person to repair damaged or faulty electrical equipment unless they are a registered electrician. All faulty or tested and failed electrical equipment shall be removed and a permanent label or “DANGER – DO NOT USE” tag must be attached to prevent use.
   5. Where a department has specialised or sensitive pieces of equipment, they should shut these down themselves prior to the items being tested.

7. Documentation

   1. Testing and inspection records should include the following information:
      1. a register of all equipment;
      2. a record of formal inspection and tests;
      3. a repair register; and
      4. a record of all faulty equipment.
   2. Regulatory requirements may require additional documentation to be kept in some cases. Refer to:
      1. AS/NZS 3000 (Electrical Installations);
      2. AS/NZS 3003 (Electrical installations - patient treatment areas of hospital and medical and dental practices);
      3. AS/NZS 3551 (Technical management programs for medical devices);
      4. AS/NZS 3012 (Electrical Installations - construction and demolition sites); and
      5. AS/NZS 4249 (Electrical Safety Practices - film, video and television sites).
   3. Records should also be kept when the item in question is likely to need retesting within its prescribed lifetime.

8. Medical Equipment

   1. Medical equipment (any equipment that attaches to patients, clients or animals) is specialised and has specific testing requirements. All medical equipment is to be tested by a certified specialist or registered electrician. Refer to the Standard (New Zealand Electrical Code of Practice) NZECP 12.

9. Equipment brought on site

   1. Privately owned and/or manufactured items of equipment that are brought on site for demonstration or private use must be tested for electrical safety prior to use. A tag needs to be applied, and a record maintained of the testing.

10. Portable Heaters

    1. Portable heaters, where permitted on University campuses, shall be electrically powered and of the following types: convection, oil column or fan forced with enclosed elements.
    2. Radiant or infrared portable heaters are not permitted for general use. These types of heating appliances require the approval of the Facility Manager.
    3. Portable heaters using LPG, diesel, or other liquid fuel are not permitted for general use. These types of heating appliances require the approval of the Facility Manager.
    4. Portable heaters are only to be used in exception circumstances as their use can negatively impact on the operation of building heating systems and energy consumption.
       Contact Property and Campus Development for more information and support
    5. All permitted portable electrical heaters should be tested and tagged as per these Guidelines.

Related policies, procedures and forms

• Health and Safety at Work Act 2015
• Testing of Portable Electrical Equipment Policy
• The Tertiary and International Learners Code of Practice

Contact for further information

If you have any queries regarding the content of these guidelines or need further clarification, contact:

Director, Health, Safety and Wellbeing
Email hsa@otago.ac.nz