The Paper Certificate of Electrical Safety (COES) system ...Collins Street West VIC 8007...

The Paper Certificate ofElectrical Safety(COES) systemexplained

Creating a safer state with electricity and gas

Energy Safe Victoria (ESV) is the independent technical regulator responsible for electricity, gas and pipeline safety in Victoria.

ESV’s role is broad and ranges from overseeing the design, construction and maintenance of electricity, gas and pipeline networks across the state to ensuring every gas and electrical appliance meets safety and energy efficiency standards before it is sold.

2. COES—Prescribed and non-prescribed 08

2.1 Paper COES 08

2.2 Paper COES purchase 08

2.3 Paper COES—lodge by a RP via IVR (prescribed) 09

2.4 Paper COES—inspection booking (prescribed) 10

2.5 Paper COES—lodge by LEI via IVR 11

2.6 Paper COES—distribution to all relevant parties 12

1. Paper COES system explained 07

1.1 The paper COES system 07

1.2 Your legal responsibilities under the Act and Regulations 07

1.3 Requirements 07

Purpose 04

Applications 05

Definitions 06

3. COES—Periodic 16

3.1 Periodic COES 16

3.2 Periodic COES purchase 16

3.3 Periodic COES lodgement 17

3.4 Periodic COES—distribution to all relevant parties 17

4. COES—General information 19

4.1 The Responsible Person 19

4.2 Employers of electrical workers 19

4.3 Inspection of prescribed electrical installation work 19

4.4 Non-compliant electrical installation work 19

Contents 03

4.5 Applicable penalties for non-compliant electrical installation work 20

4.6 Auditing of electrical installation work 20

4.7 What can I do if I do not receive my certificates from ESV? 20

Appendix A—Prescribed/non-prescribed electrical installation work 21

Appendix B—Electrical licences and associated work types 23

Appendix C—Flowcharts—Paper COES 26

FAQs 28

A practical guide to using COES 30

A guide for paper COES lodgement and distribution timeframes 32

Purpose

Purpose

The purpose of this document is to assist the electrical industry in understanding the requirements for purchasing, lodging and issuing Paper Certificates of Electrical Safety as specified by the Electricity Safety Act (ESA) and the Electricity Safety (Installations) Regulations (ES(I)R).

05

The purchase, completion and lodgement requirements for Paper Certificates of Electrical Safety apply to Registered Electrical Contractors and Licensed Electrical workers performing electrical installation work in Victoria.

Application

06 Definitions

Definitions

COES Cerificate of Electrical Safety

Customer (sometimes known as a client, buyer, or purchaser) is the recipient of a good or service, product or an idea

Distributor the major electricity company (MEC) within whose distribution area an electrical installation is situated or where the installation work is carried out

Electrical installation has the same meaning as it has in the Electricity Safety Act

Electrical installation work has the same meaning as it has in the Electricity Safety Act

ESA Electricity Safety Act

ES(I)R Electricity Safety (Installations) Regulations.

ESV Energy Safe Victoria

IC Inspection Company

LEI Licensed Electrical Inspector

LEW Licensed Electrical Worker

Non-prescribed electrical installation work has the same meaning as it has in the Electricity Safety Act

Prescribed electrical installation work has the same meaning as it has in the Electricity Safety Act

REC Registered Electrical Contractor

REL Restricted Electrical Licence

RP Responsible Person — has the same meaning as it has in the Electricity Safety Act

SW Switchgear Licence

07

1. Paper COES system explained

1.1 The paper COES system

The COES system aims to:

» improve electrical safety for the general public, electricity customers and electrical workers

» ensure that all electrical installation work is undertaken only by qualified persons

» ensure completed electrical work is available to be audited for compliance

» educate the industry.

It is the RP’s duty to confirm that all details are correct at the time of purchase, so that lodgement can be performed successfully at the completion and testing of the electrical installation work.

1.2 Your legalresponsibilities underthe Act and Regulations

It is the duty of the Responsible Person (REC Technical Nominee, Electrician, REL, SW) and LEIs to understand the legislation.

All provisions of the Electrical Safety Act 1998 (ESA) and Electricity Safety (Installations) Regulations (ES(I)R) pertaining to COES and electrical inspections are mandatory requirements.

1.3 Requirements

The ESA and ES(I)R require:

» a COES to be completed and certified for all electrical installation work performed

Note: Failure to comply with this requirement is an offence under the Act and Regulations, and licensed workers may be subject to disciplinary action or prosecution for non-compliance.

» the licensed electrical worker to accurately describe the electrical installation work performed on a Certificate of Compliance. This provides the customer with an accurate record of the electrical installation work performed within their installation

» a LEI must ensure that the details on the Certificate of Compliance are complete, accurate and legible on each copy of the Certificate of Compliance.

08 COES—prescribed and non-presecribed

2. COES—Prescribed and non-prescribed

2.1 Paper COES

The paper COES system has the following types of certificates available.

» prescribed COES

» non-prescribed COES

» periodic COES.

Purchasing paper COES

Paper certificates may be purchased from the following organisations.

» Authorised agent: ESV authorised COES agents i.e. authorised electrical wholesalers.

» Mail/Email: send a completed COES order form with credit card details/cheque to Energy Safe Victoria PO Box 262 Collins Street West VIC 8007

Alternatively, you can email it to [email protected]

» In person: bring COES order form to Level 5, 4 Riverside Quay Southbank VIC 3006.

Lodging paper COES

» IVR: Interactive Voice Response phone system on 1300 360 366 (Lodge only).

Note:

1. Paper COES order form is available on ESV’s website.

2. A REC who employs LEWs is required to maintain a LEWs list at their office when using paper COES system.

3. The IVR system is used for lodging paper certificates only.

4. For general advice, User ID and information about COES, contact our COES team on (03) 9203 9700 and select option 3, or at [email protected]

2.2 Paper COES purchasePaper COES purchase from an authorised agent

The RP may be:

» RECs who are also the LEW

» RECs employing LEWsNote: REC must maintain a LEWs list at their registered office.

» a LEW who completes electrical installation work for no profit or gain

» a LEW employed by a company to perform work at the company’s premises

» a REL holder (non-prescribed only).

Purchase process

1. Provide your User ID to the authorised agent with the quantity and type of certificates you require.

2. Pay the agent for the certificate order.

3. The authorised agent transfers the certificates from their stock to your profile.

4. Your purchase of paper COES is now complete and your paper COES will be handed to you by the authorised agent.

https://www.esv.vic.gov.au/pdfs/coes-order-form/


mailto:accountsreceivable%40energysafe.vic.gov.au?subject=COES%20Order%20Form

mailto:coes%40energysafe.vic.gov.au?subject=COES%20Enquiry

09

2.3 Paper COES—lodge by RP via IVR(prescribed)

» The RP may be:


» RECs employing LEWsNote: REC must maintain a LEW list at their registered office.



» a REL holder (non-prescribed only).

Pre-lodgement process

1. REC provides the COES to the LEW.

2. LEW completes electrical installation work.

3. LEW tests the electrical installation work. LEW completes section 2 onward of the Certificate of Compliance, signs that the electrical installation work is tested, and complies with the ESA and ES(I)R.

4. LEW returns the completed and signed COES to the REC.

Lodgement process

Have your User ID and PIN at hand. Remember to use the telephone keypad. Do not attempt to speak the numbers into the telephone.

1. Call 1300 360 366. Service available 24 hours, 7 days.

2. Enter your 6-digit User ID and your 4-digit PIN.

3. Select option 1—Lodge Certificate.

4. Enter the ‘Certificate number’, followed by the # key.

5. Enter the electrician’s User ID who performed the work.

6. IVR requests you enter the postcode of the installation address.

7. Is the certificate subsequent to a failed inspection?

› 1—Yes › 2—No.

8. Enter the type of work being certified on the certificate. Once all codes have been entered press #.

Note: IVR will repeat all codes that have been entered.

9. Confirm all types of work.

› #—Confirm

› *—Re-enter

10 COES—prescribed and non-prescribed

10. Does the job involve non-prescribed work?

› 1—Yes › 0—No

11. IVR will request a response to a specific question e.g. have you installed air conditioning, electricity metering or battery storage system?

› 1—Yes › 0—No

12. Enter the 6 digit date the work was completed.

13. Enter the 6 digit date of certification of work.

14. IVR prompts you to proceed to book your inspection.

Note: Prescribed certficated only.

15. IVR will declare your Certificate of Compliance has been successfully lodged.

16. *—Return to the main menu.

17. #—End call, then hang up.

Note:

1. Prescribed COES—go to 2.4 Paper COES— inspection booking.

2. Non-prescribed COES —go to 2.6 Paper COES—distribution to all relevant parties.

2.4 Paper COES—inspection booking (prescribed)

It is the duty of the RP to arrange for the inspection of prescribed work.

A register of LEIs and ICs is available on ESV’s website.

The RP should review the list of electrical inspectors and inspection companies, contact an inspector or inspection company to complete the electrical inspection on the work performed. Should you experience difficulty in booking an inspection, please contact ESV on 1800 800 158.

Inspection booking process

1. RP books the electrical inspection.

2. RP provides the prescribed paper COES to the electrical inspector.

3. Electrical inspector carries out the electrical inspection of the work described on the prescribed Certificate of Compliance.

Note: An electrical inspector must ensure an accurate description of the electrical installation work is available onsite before inspecting the electrical installation work performed.

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2.5 Paper COES—lodge by LEI via IVRCertificate of Inspection

The RP is:

» a LEINote: The ES(I)R requires a LEI to ensure the details are complete, accurate and legible on each copy of the certificate.

Lodgement process

Have your User ID and PIN at hand. Remember use the telephone keypad. Do not attempt to speak the numbers into the telephone.



3. Select option 1—Lodge Certificate.


5. Does the prescribed electrical installation work comply?

› 1—Yes

› 0—No.

6. Enter the electricity ‘Supplier code’.

7. Enter the 6 digit date of inspection.

8. IVR will declare that the certificate number provided has been lodged.

› *—Return to the main menu › #—End call, then hang up.

Note: Prescribed paper COES—go to 2.6 Distribution to all relevant parties.


2.6 Paper COES—distribution to all relevant parties

This process applies to the RP which may be:


» REC as employer of LEW



» REL holder (non-prescribed only).

Once a paper COES has been lodged, the RP must send all copies of the paper COES to the relevant parties noted on each copy of the COES.

Refer to the tables on the right that denote the relevant parties each copy must be sent to.

Refer to ‘A guide for COES lodgement and distribution timeframes’ (p. 32) for more information.

Prescribed COES

Prescribed COES page

Recipient

Front page(Customer copy)

Customer

2nd copy (White) Energy Safe Victoria

3rd copy (Blue)Licensed Electrical Inspector

4th copy (Yellow)Electricity Supplier (where applicable)

5th copy (Green) Responsible Person

Non-prescribed COES

Non-prescribed COES page

Recipient


Customer

2nd copy (White) Energy Safe Victoria

3rd copy (Green) Responsible Person

Note: A paper COES can have an attachment, if the description of work field is not large enough for your information.

13

Prescribed paper COES—sample

SAMPLE


Non-prescribed paper COES—sample

SAMPLE

15

Review view of paper COES—sample

16 COES—periodic

3.2 Periodic COES purchase2.1.1 Periodic COES purchase via mail

The RP may be:

» an REC

» a LEW employed by a company to perform work at the company’s premises.

Purchase process

1. Go to ESV’s website.

2. Download the COES order form.

3. Complete the COES order form including the following information:

› REC or LEW User ID administering the periodic COES

› select periodic certificates and provide the issue date(s) required

› all relevant company details including site and delivery address

› payment details (credit card or cheque).

4. Send completed form including payment to: Energy Safe Victoria PO Box 262 Collins Street West VIC 8007 Alternatively, you can email it to [email protected]

5. Your periodic certificates will be posted out to you.

3.1 Periodic COES

The COES system also uses the following type of certificate:

» Periodic COES.

The periodic certificate allows non-prescribed electrical installation work to be performed at a site for a period of three months.

Note: 'Site' means an electrical installation or group of electrical installations contained within a defined area of land controlled by the one organisation.

Purchasing and lodging paper periodic COES

Paper periodic certificates may only be purchased from ESV by:

» mail: send a completed COES order form with credit card details or a cheque.

Note:

1. Paper COES order form is available on ESV’s website.

2. The RP must maintain a licensed electrical workers list at the employers office when using the paper COES system.

3. The IVR system will remain unchanged for paper certificates after the implementation of ESVConnect.

4. For general advice, User ID and information about COES, contact our COES team on (03) 9203 9700 and select option 3, or at [email protected]

3. COES—Periodic


mailto:accountsreceivable%40energysafe.vic.gov.au?subject=COES%20Order%20Form

mailto:coes%40energysafe.vic.gov.au?subject=COES%20Enquiry

17

3.4 Periodic COES — distribution to all relevant partiesThis process applies to:

» an REC


Once a periodic paper COES has been lodged, the RP must send all copies of the periodic paper COES and any attachments to the relevant parties noted on each copy of the COES.

Periodic COES page

Recipient


Customer

2nd copy (Blue) Energy Safe Victoria

3rd copy (Green) Responsible Person

3.3 Periodic COES lodgement

RP may be:

» an REC


Lodgement process

Have your User ID and PIN at hand. Remember to push the buttons on the telephone keypad. Do not attempt to speak the numbers into the telephone.



3. Selection option 1—Lodge certificate.


5. Enter the postcode of the installation address.

6. Enter the 6 digit date of completion of the last job.

7. Enter the number of jobs being certified on the certificate, followed by the # key.

8. IVR will declare that the certificate number provided has been lodged.

› *—Return to the main menu › #—End call, then hang up.

18 COES—periodic

Periodic paper COES—sample

SAMPLE

19

4. COES—General information

4.1 The ResponsiblePerson (RP)

The responsible person (RP) must ensure:

1. The electrical installation work performed complies with all relevant sections of the:

› Electricity Safety Act (ESA)

› The Electricity Safety (Installations) Regulations (ES(I)R); and Australian Standards applicable to the installation.

2. The electrical installation work is tested to confirm the work complies and is safe to connect to supply.

4.2 Employers of electrical workers

A Registered Electrical Contractor (REC) must maintain a register of Licensed Electrical Workers (LEW) who are employed by the REC. The register must be available for inspection at all reasonable times by ESV.

4.3 Inspection ofprescribed electrical installation work

Under the COES system, all prescribed electrical installation work must be inspected by a LEI.

The RP must arrange for the inspection of all prescribed electrical installation work before the work is connected to electricity supply.

4.4 Non-compliant electrical installation work

Where prescribed electrical installation work has been inspected and determined to be non-compliant, a copy of the completed certificate must be forwarded to ESV, in the same manner as for compliant work. You are required to rectify the defects, provide a new prescribed certificate and arrange for a new inspection at no cost to the customer.

Where non-prescribed work has been audited and defects have been identified during that audit, you are required to rectify the defects and provide a new certificate of electrical safety at no cost to the customer.

20 COES—general information

4.5 Applicable penaltiesfor non-compliant electrical installation work

Further information regarding penalty units for COES non-compliances are located in section 44 and 45 of the ESA.

Penalties

» In the case of a natural person — up to 40 penalty units.

» In the case of a body coporate — up to 200 penalty units.

4.6 Auditing of electrical installation work

Under the COES system, electrical installation work may be subject to a random audit by ESV.

4.7 What can I do if I do not receive my certificatesfrom ESV?

On receipt of a completed statutory declaration and request letter, ESV will process the replacement request.

The replacement certificates will be forwarded to you after confirmation.

No refunds will be given.

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Appendix A—Prescribed/non-prescribed electrical installation workPrescribed electrical installation work

For the purposes of section 45 of the Act, prescribed electrical installation work means work on all or part of any of the following electrical installations if they are ordinarily operated at low voltage or a voltage exceeding low voltage.

Type Description

1. Consumer mains, main earthing systems, consumer terminals connection devices, any supports for overhead service lines (including any poles) and those parts of main switchboards that are related to the control of installations and the protection against the spread of fire ordinarily operated at low voltage or a voltage exceeding low voltage.If a main switchboard or a replacement main switchboard ordinarily operated at low voltage or a voltage exceeding low voltage is connected for the first time, any circuitprotective devices, switchgear, controlgear, circuit breakers and wiring systems of that main switchboard in place at the time that the items set out in paragraph (a) are inspected.

2. Sub-mains, earthing systems and any distribution boards ordinarily operated at low voltage or a voltage exceeding low voltage related to the control of individual occupiers’ portions of multiple installations.If a distribution board ordinarily operated at low voltage or a voltage exceeding low voltage related to the control of individual occupiers’ portion of a multiple installation, or a replacement distribution board related to the control of individual occupiers’ portion of amultiple installation, is connected for the first time, any circuit protective devices, switchgear, controlgear, circuit breakers and wiring systems of that distribution board in place at the time the items set out in paragraph (a) are inspected.

3. Electrical equipment ordinarily operated at low voltage or a voltage exceeding low voltage installed in a hazardous area and electrical equipment associated with the protection of a hazardous area but not installed within the hazardous area.

4. High voltage installations except high voltage wiring and equipment that is—i) associated with an electric discharge lighting system; orii) associated with X-ray equipment; oriii) associated with high frequency equipment; oriv) within self-contained equipment supplied at low voltage.

5. Electrical control and protection equipment ordinarily operated at low voltage or a voltage exceeding low voltage associated with standby generation or co-generation electricity supply systems.

22 Appendix A—Prescribed/non-prescribed electrical

installation work

22

Type Description

6. Electric fences used for security purposes but not including electric fences intended primarily for the control or containment of animals.

7. Electrical installations comprising remote area power supplies with a power rating exceeding 500 volt amperes not connected to a supply authority distribution system.

8. Electrical wiring and associated fixed electrical equipment installed in body-protected or cardiac-protected electrical areas of hospitals and medical and dental practices.

9. Circuit protective devices, switchgear, controlgear, wiring systems and accessories (other than fire detection and alarm systems) ordinarily operated at low voltage or a voltage exceeding low voltage installed to provide control and protection of passenger lifts, fire pumps (excluding pumps for fire hose reels where those hose reels are not the sole means of fire protection) and air handling systems intended to exhaust and control the spread of fire and smoke.

10. A part 1 solution ordinarily operated at low voltage or a voltage exceeding low voltage installed in an electrical installation.

Reference: Electricity Safety (Installations) Regulations 2009—Regulation 238

Non-prescribed electrical installation work

Non-prescribed electrical installation work other than work listed as prescribed electrical installation work.

23

Appendix B—Electrical licences and associated work typesLEW—licence classes and associated work types

Type of prescribed Electrical Installation Work

Licence type 1 2 3 4 5 6 7 8 9 10

Electrician (A Grade)

Disconnect/Reconnect worker (of the appropriate class) (D)

LV Only

Electrician (Supervised)

Supervised Worker

Switchgear Worker

We present for you here our proof for your card design artwork for your approval.

Please check the artwork presented carefully and read the approval agreement before signing in the area below.

Thank you.

APPROVAL AGREEMENT - PLEASE READ• Whilst every precaution is taken to ensure accuracy of artwork, we will not be held responsible

for errors or omissions at the time this approval is signed, nor any changes made after this approval is signed. Please ensure all details (name, phone numbers, etc.), text, design, colours and layouts are correct. The responsibility for ensuring this is correct rests with you, our valued client.

• Due to the nature of the proofing and printing processes, the colour of the proof will vary from the finished printed product.

• We reserve the right to make an extra charge for alterations to the artwork of this proof which are a departure from the original copy.

• Production WILL NOT proceed until this approval sheet is returned signed and dated and a purchase order has been supplied.

is registered as an electrical contractor tocontract or undertake to carry out electricalinstallation work in Victoria.

Registered No:

Registration/Renewal Date:

Expiry Date:

ELECTRICITY SAFETY ACT 1998(VICTORIA)

REGISTEREDELECTRICAL CONTRACTOR

A registered electrical contractor must not publish or causeto be published any advertisement, notice or statement that

the contractor carries on or is willing to carry on electricalcontracting work unless the advertisement, notice or

statement includes the registered number of the contractor

Energy Safe Victoria, PO Box 262,Collins Street West, Victoria, 8007

Signature of licence holder

This registration must be signed on receipt

Change of name and address must be notified in writing to:

FOLD

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CHECK ONE BOX ONLY▢ ACCEPT I have read and understand the approval agreement, inspected the artwork proof and now give

my approval to you to proceed with production as soon as productions schedules allow.

▢ NEW PROOF Please resubmit a proof with changes made as per detailed.

SIGN: ..........................................................................................................................................................................

NAME: .......................................................................................................................................................................

DATE: .........................................................................................................................................................................

FrontColours: Gold, Black

Additional Features: none

RearColours: Gold, Black

Additional Features: Signature Panel

Stock Item: J10605-01 Revision: 1



Thank you.







Licence No: I

Issue/Renewal Date:

Expiry Date:

ELECTRICAL INSPECTOR’SLICENCE

is licensed to carry out electrical inspectionwork throughout Victoria of the class/eslisted above.

Class/es:

This licence must be produced at therequest of an enforcement officer of

Energy Safe Victoria.

Change of name and address must be notified to:Energy Safe Victoria, PO Box 262,Collins Street West, Victoria, 8007


This licence must be signed on receipt

FOLD

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SIGN: ..........................................................................................................................................................................

NAME: .......................................................................................................................................................................

DATE: .........................................................................................................................................................................

FrontColours: Pantone 200, Black


RearColours: Pantone 200, Black



SW

Licence No:Issue/Renewal Date:

Expiry Date:


ELECTRICAL SWITCHGEAR WORKERS LICENCE

May carry out electrical installation work for the class, that is limited to the assembly, alteration, repair and maintenance of switchgear and control gear assemblies.NOT AUTHORISED TO CONTRACT FORPROFIT OR REWARD



Thank you.






Licence No: D

Issue/Renewal Date:

Expiry Date:

Prescribed class/Type


RESTRICTED ELECTRICALWORKER’S LICENCE

is licensed to disconnect/reconnect low voltage electrical equipment throughout Victoria related to the prescribed class indicated above.

Change of name and address must be notified to:



Energy Safe Victoria, PO Box 262,Collins Street West, Victoria, 8007



FOLD

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SIGN: ..........................................................................................................................................................................

NAME: .......................................................................................................................................................................

DATE: .........................................................................................................................................................................








Thank you.






Licence No: L

Issue Date:

Expiry Date:


SUPERVISEDWORKER’S LICENCE

is licensed to carry out electrical installationwork under effective supervision of a licensed electrician throughout Victoria

Change of name and address must be notified to:Energy Safe Victoria, PO Box 262,Collins Street West, Victoria, 8007





FOLD

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SIGN: ..........................................................................................................................................................................

NAME: .......................................................................................................................................................................

DATE: .........................................................................................................................................................................






24 Appendix B—Electrical licences and associated

work types

Restrictions that apply to the work that can be carried out by supervised workers, apprentices and trades assistantsNote: The following table is a simple summary guide only; it does not include all details of electrical work and restrictions on work by these parties. Refer to ESV's website for supervision requirements.

Description Restrictions on work

Electrician (Supervised) (ES)B grade licence under old system.Supervised Worker (L)

Must be supervised** when carrying out electrical work other than disconnect/re-connect work.Can perform electrical installation work under supervision.Cannot connect the work to supply.Cannot sign off on certificates of electrical safety (except for disconnect/reconnect for primary task).

The supervising licensed electrician must test, connect and sign off on Certificates for work conducted by these workers.These workers need to complete and sign certificates of electrical safety for disconnect/re-connect electrical work.

Apprentice Must be supervised** when carrying out electrical work.Can perform electrical installation work under supervision**.Cannot connect the work to supply.Cannot sign off on certificates of electrical safety of any kind.

The supervising licensed electrician must test, connect and sign off on certificates for work conducted by apprentices.Upon completion of an apprenticeship, the person has three months to obtain a licence, during which time they can continue to work under supervision. After the three months, no electrical work can be carried out unless licensed.

Trades assistant Can work on wiring supports and enclosures under supervision of a licensed electrician.Can dig holes or cart goods/tools.Cannot install or connect cables.Cannot carry out electrical work (even if supervised).

Need to use other licensed workers or an apprentice to carry out electrical work.

https://www.esv.vic.gov.au/technical-information/electrical-installations-and-infrastructure/electrical-technical-guidelines-and-determinations/requirements-for-the-effective-supervision-of-apprentice-electricians/

25

Type of prescribed Electrical Installation Work

Licence type 1 2 3 4 5 6 7 8 9 10L

G

H

M

V

Legend Restricted to low voltage =

'G' Class licence. Restricted to High Voltage =

'V' Class licence. Not permitted to carry out inspection.L Electrical equipment installed in installations

comprising a low voltage single phase, 2 wire supply comprising consumers mains, main earthing systems, consumer terminals connection devices or those parts of main switchboards that are related to the control of installations and the protection against the spread of fire but does not include electrical equipment installed as part of a part 1 solution.

G Any low voltage installations except— › Class H, and › Class M, and › Electric fences intended primarily for

the control or containment of animals.

H Electrical equipment installed in a hazardous area and electrical equipment associated with the protection of the hazardous area but not installed within the hazardous area.

M Fixed electrical equipment installed in a patient area

V High voltage installations except high voltage electrical equipment that is;

› associated with an electric discharge lighting system, or

› associated with X-ray equipment, or › associated with high frequency equipment, or › within self-contained equipment supplied

at low voltage, or › associated with electric fences intended

primarily for the control or containment of animals.

Reference: Electricity Safety (Registration and Licensing) Regulations—Schedule 3

Electrical inspector licence classes and associated work types

26 Appendix C—Flowcharts—Paper COES 26

Appendix C—Flowcharts Paper COESPaper COES

Purchase from wholesaler

From an Authorised Agent.

Provide your User ID to the authorised agent with the quantity and type of

certificates.

Pay the agent for the certificate order.

The authorised agent transfers the certificates from their stock to your

profile.

Your Paper COES will be handed to you.

Purchase via mail order

Using the order form.

Download ‘Certificate of Electrical Safety Order and

payment form’ from www.esv.vic.gov.au

Ensure you enter the: — certificate type — quantity — your details — company details — User ID — site and delivery address — credit card details.

Post: PO Box 262 Collins Street

West Melbourne 8007

Email: accountsreceivable @energysafe.vic.gov.au

Fax: (03) 9686 2197

Your Paper COES will be posted to you.

Contact us

For general advice, User ID and information about COES, contact our COES team on 03 9203 9700 – select option 3 or email us directly at [email protected].

Prescribed

Responsible Person (REC/LEW) proceeds to

book an inspection of the prescribed work.

Non-Prescribed

Responsible Person distributes copies of COES within required time frame.

Responsible Person Paper COES

IVR lodgement

Call 1300 360 366.

Enter 6 digit User ID number and 4 digit

Pin number

Select option 1: Lodge Certificate.

Enter COES number followed by # key.

Enter Electrician’s User ID who performed the work.

Enter Postcode of Installation address.

Answer questions requested by IVR.

Enter 6 digit date the work was completed.

Enter 6 digit date of certification of work.

The COES has been successfully lodged via the IVR system.

mailto:coes%40energysafe.vic.gov.au?subject=

27

LEI Lodge Paper Periodic COES

Note:

Remember to use the keypad. Do not attempt to speak the numbers into the telephone.

Have your user identification number (USERID) and personal identification number (PIN) at hand.

Purchase via Mail order

Using the order form.

Download ‘Certificate of Electrical Safety Order and

payment form’ from www.esv.vic.gov.au

Your Paper COES will be posted to you.

Ensure you enter the: — certificate type — quantity — your details — company details — User ID — site and delivery address — credit card details.

Post: PO Box 262 Collins Street

West Melbourne 8007

Email: accountsreceivable @energysafe.vic.gov.au

Fax: (03) 9686 2197

Responsible Person Paper Periodic COES

lodgement

Call 1300 360 366.

Enter 6 digit User ID number and 4 digit PIN

number.

Enter the Postcode of the Installation address.

Enter the 6 digit date of completion of the last job.

Enter number of jobs certified on the certificate.

The COES has been successfully lodged via

IVR system.

Responsible Person distributes copies of Paper COES within required time

frame.



LEI Paper COES lodgement

Call 1300 360 366.

Enter 6 digit User ID number and 4 digit

Pin number.



Does the prescribed electrical installation work

comply? YES—press 1 NO—press 0

Enter the electricity supplier code.

Enter 6 digit date of inspection.

The COES has been successfully lodged via the IVR system.

28 FAQs

FAQs

Do certificates have to be issued even if the customer doesn't want one?

Yes. RECs and RPs are required by law to issue certificates for prescribed and non-prescribed electrical installation work to help ensure the safety of the public and workers. The certificate also indicates to the customer that the work has been carried out by a REC or a licensed person rather than an unlicensed person. Electrical installation work is installation, repair, alteration and maintenance.

When is a job considered complete?

A job is considered complete when any circuit is reactivated (put into service) or made available to the customer for use.

In practice, this means that you should provide a certificate at the completion:

» of each day’s work (at the same installation) or part thereof, if the circuit has been put into service or made available to the customer to use

» if you are not returning to complete the work.

This is not necessarily the same time that you invoice the customer.

I carry out non-prescribed maintenance work; can I issue one certificate for all the work in one month with my monthly invoice?

Not unless you have completed only one electrical job for that customer during that month.

Where you complete maintenance work on a single visit to the customer, and re-activate the circuit, a non-prescribed certificate will be required each time work is completed on that day and the circuit is made available to the customer to use. As a result, you may need to issue more than one certificate during the month. Although you have up to a month from completing the work to provide the customer with copies of the certificates.

The opportunity is available for the REC and/or RP to plan their work effectively.

Do paper non-prescribed electrical certificates have to be registered on the ESV IVR system?

Yes. The same as for certificates for prescribed electrical work.

29

Can non-prescribed electrical work be included on a certficate for prescribed electrical work?

Only when the non-prescribed electrical work is completed at the same time as the prescribed electrical work.

Is changing a switchboard as planned work prescribed or non-prescribed work?

The changing of a switchboard assembly is prescribed electrical work. It requires a prescribed certificate of electrical safety and an electrical inspection.

Note: Electricity Safety (Installations) Regulations 2009—Regulation 238

What is the difference between ‘Date of completion of work’ and ‘Date certified’ on a certificate?

Date of completion of work is the actual date the electrical work was completed as described on the COES.

Date certified is the date the LEW tested and confirmed the electrical installation work complies with the ESA and ES(I)R.

How do I obtain more information from ESV?

Most information is available on ESV’s website: www.esv.vic.gov.au

Requests for more information can be made by:

» email: [email protected]

» fax: (03) 9686 2197

» letter to:

Energy Safe Victoria PO Box 262 Collins Street West VIC 8007

http://www.esv.vic.gov.au

mailto:coes%40energysafe.vic.gov.au?subject=

30 A practical guide to using COES

A practical guide to using COES

Description Prescribed Non-prescribed

When to use See Regulation 238 of the ES(I)R for a definition of prescribed work.

All other work on fixed wiring above ELV (50V AC or 120V ripple-free DC) except for patient treatment areas.

Refer to Regulation 238 of the Electricity Safety (Installations) Regulations 2009 — the replacement of one component part of prescribed electrical installation work that can be entered on a non-prescribed certificate.

What a REC must do (or other RP)

Purchase COES.

Ensure COES is issued to LEWs for all work.

Obtain copy of completed COES from LEWs.

Lodge required information on COES via the IVR.

Arrange for inspection by a LEI.

After inspection, provide copies of COES to customer, inspector, ESV and retailer/distribution business, where required.

If COES is a paper copy keep the RP copy for three years.

Purchase COES.

Ensure COES is issued to LEWs for all work.

Obtain copy of completed COES from LEWs.

Lodge required information on COES via the IVR .

Provide copies of COES to customer and ESV (electricity supplier may request a copy at times).

If COES is a paper copy, keep the RP copy for three years.

What a LEW must do

Ensure work complies with the Regulations and applicable standards and is tested.

Complete and sign a COES for all work to certify compliance.

Provide completed COES to REC (or other RP).

When to complete and sign

Within four business days of completing the work.

31

Description Prescribed Non-prescribed

When to register via IVR

Within two business days of completing the Certificate of Compliance.

When to arrange inspection

Inspection must occur withineight business days of completion of the work.

Not applicable.

When to issue a certificate to all relevant parties

Within four business days of receiving certificate of inspection.

Within one month of completing the COES.

Special comments and tips

A prescribed certificate and inspection is required when replacing a main switchboard and the electricity distribution business (DB) is not advised/involved i.e. no truck appointment.

You must issue a certificate even if the work is inspected and found to have defects. Defects must be recorded on the certificate.

If you require a licence to perform the work, you must issue a COES.

Issue a new certificate each time a circuit or equipment is put into service and/or made available to the customer for use.

Where defects are found during an ESV audit, you must issue a new COES and refer to the original COES number at Item 5.

More information and assistance

Refer to relevant sections in this document for further information or contact ESV at 1800 800 158.

32 A guide for paper COES lodgement and distribution timeframes

Non-prescribed certificate timeframe for lodgement and distribution

Com

pletion

of work

LEW to complete and sign the Certificate of Compliance in respect of that work. If the worker is not the RP, hand the certificate to the RP within four business days from completion the work.

Electrical Safety Act 44(2)

RP to give electronic notification (IVR) of completion of the certificate within two business days from completion of certificate.

Electricity Safety (Installations) Regulations 253

Precribed certificate timeframe for lodgement and distribution

Com

pletion

of work



RP to give electronic notification (IVR) of completion of the certificate within two business days from completion of the certificate and arrange inspection.


Inspection must occur after the completion of the certificate and electronic notification within COES within 8 business day from the completion of the work.


Periodic certificate timeframe for lodgement and distribution

Com

petion

of work



A guide for paper COES lodgement and distribution timeframes

33

RP to distribute all copies within one month

from when the work is completed. Send copies to customer and ESV.

REC must retain their paper copy for three

years.

Electrical Safety Act 45A (6)(c)

Com

pletion

of work

Com

pletion

of work

Electrical inspector give electronic notification (IVR) of inspection and within four business days return the completed COES to the RP.


RP to distribute all copies within four business days.

Copies to all relevant parties, where required.

REC must retain their paper copy for three years.

Electrical Safety Act 45A (6)(a)

RP to give electronic notification (IVR or internet) of completition of the certificate within two business days from completion of certificate.


RP to distribute all copies within one month from when the work is completed.

Copies to customer and ESV, including all attachments.

RP must retain their paper copy for three years.

Electrical Safety Act 45A (6)(c)

Com

pletion

of work

www.esv.vic.gov.au03 9203 [email protected]

Energy Safe Victoria Level 5, 4 Riverside Quay, Southbank VIC 3006 ISBN: 978-1-925838-14-5 (Online)

The Paper Certificate of Electrical Safety (COES) system ...Collins Street West VIC 8007...

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