Laptop Racking /Trolleys in schools

Definitions: Please note that for the sake of clarity the word ‘cable’ in this document refers to the insulated wires that carry the 19V supply from the transformer to the laptops. ‘Flex’ refers to the insulated wires that carry the 240V supply form the wall socket to the unit and then from the adaptors to the transformers.

Although it is recognised that the risks from 19V are much lower than from 240V, it is unacceptable to allow pupils to receive shocks at all. Also, the poor maintenance/management of the trolleys has two further consequences. Firstly, there is a fire risk from damaged cables and secondly, when the cables become damaged and worn the power supply unit concerned needs to be replaced, which is an additional cost to the school.

  1. We recommend that all laptop charging racks and trolleys should be isolated from the mains power supply when laptops are being removed or replaced.
  2. However, feedback from some schools indicates that they find this impractical, on occasion, due to the nature of the way that they are used throughout the school day. Generally laptops do not hold sufficient charge for the entire day therefore they are often returned to the charging unit and removed again a number of times. As this is undertaken by individual students throughout the day on an ‘ad hoc’ basis and not necessarily by a whole class of students at one time, it makes it difficult to ensure that the power is isolated on each occasion.
  3. If all the other recommendations and procedures in this guidance are followed carefully, it is recognised that when the trolleys are being accessed on an ‘ad hoc’ basis it is acceptable for the power to be left on. This should still be subject to risk assessment – taking into account the maturity and behaviour of the pupils who will access the trolleys.
  4. Furthermore, if the trolley is to be accessed by a whole group of pupils at one time (i.e. at the start of a lesson) it remains a sensible precaution to turn the electrical supply off before this happens.
  5. Equipment must bemaintained in a safe condition and appropriate systems put in place to ensure this. The following is appropriate:
  6. A daily visual check of the condition of the racking/trolley and cables by a member of staff.
  7. Formal visual inspection, carried out routinely, by an appointed person, knowledgeable and competent to carry out the task i.e. someone who can visually check the units, particularly the flexes, cables, connectors,sockets and plugs for wear tear, damage, exposed conductors etc. This inspection should be recorded (date; by who; list of problems found; action taken). The nominated person should have an understanding of how the units are used, how they operate, knowledge of the type of problems likely to arise and the procedure for reporting faults.Where pupils are involved in removing and replacing laptops the frequency of this formal inspection should be once every four weeks (of term time use).
  8. Once a year all the laptop charging racking/trolleys should undergo a combined inspection and tests by anelectrical competent person/suitably qualified electrician (PAT tests). Again these tests should be recorded. The frequency of these tests may need to be increased depending on the review of the formal visual inspection records.
  9. The school must ensure good management of the cables within the charging racks and trolleys. This can be done through the use of cable ties to secure lengths of cable to avoid the ‘cable spaghetti’ scenario preventing cables becoming tangled and chafing in the sliding mechanisms in the unit.
  10. It must be made clear that pupils and unauthorised staff must not use or interfere with the controls at the rear of the charging units.
  11. Pupils must be given periodic reminders to take care when removing and plugging laptops into the charging units.

A nominated, competent person must be appointed to monitor the effectiveness of the systems put in place, to oversee the maintenance records and to monitor if the frequency of inspections is adequate to maintain the units in a safe condition and good working order. This person must also be informed of any accident/incidents relating to the units.

The fire risks associated with the units must be considered as part of the building fire risk assessment, particularly where the units are left charging overnight. The controls recommended in this document will reduce the fire risk.

When such time arises that schools need to purchase new laptop charging units, either racks or trolleys, a model with an interlock on the unit doors is recommended (if and when this becomes available). This mechanism will automatically isolate the power each time that the doors are opened and charging will recommence only when the unit doors are closed.

Occupational Safety Team

October 2013

AMV / AMU