Purpose

To ensure that all portable audiovisual (AV) equipment loaned to university staff is electrically safe, compliant with university policies, and fit for use.

Scope

This procedure applies to all portable AV equipment available for loan, including but not limited to:

• Data projectors
• Cameras and camcorders
• Audio recorders
• Microphones and speakers
• Radio Microphones
• Laptop power supplies and associated AV accessories

Procedure

1. PAT Testing Schedule
   • All applicable equipment undergoes Portable Appliance Testing (PAT) at intervals determined by the University's risk assessment and PAT schedule.
   • Newly purchased equipment should be visually inspected before first use and entered into the asset register.
   • Staff performing/responsible for PAT testing must ensure that they have received the relevant training.
2. Pre-Loan Inspection
   • Before issuing equipment, staff shall carry out a visual inspection for signs of damage, including:
     • Damaged plugs or cables
     • Cracked casings
     • Loose connections
     • Missing or illegible PAT labels
   • Equipment showing defects or with an expired PAT test must not be loaned.
3. PAT Identification
   • Each item shall display a valid PAT label showing the test date and next due date (or unique test reference where applicable).
   • Test records shall be maintained within the University's maintenance management system.
4. Equipment Returns
   • On return, equipment is visually checked for damage.
   • Any defects or concerns reported by users shall be recorded, and the equipment removed from service until repaired and retested or replaced if necessary.
5. Fault Reporting
   • Equipment suspected of being electrically unsafe shall be clearly labelled "Do Not Use", removed from loan stock, and replaced.

Responsibilities

• CELT AV Services Staff: Maintain PAT records, carry out pre-loan inspections, and ensure equipment is tested in accordance with the University's PAT programme.
• Staff: Inspect equipment before use, use it safely, and report any faults or damage immediately upon discovery or return.

Records

PAT test records, inspection findings, and maintenance actions shall be retained in accordance with university asset management and health and safety procedures.

Policy Review

This policy will be reviewed annually by the CELT Senior Management Team in collaboration with the University’s Risk Management & Health & Safety Office and updated as necessary to ensure its effectiveness and alignment with university strategic goals and regulatory requirements.

Approved by: CELT Senior Management Team

Date: 1/4/2026

Next Review Date: 1/4/2027