Display Screen Equipment (Workstation) Self-Assessment Form

Name: Location: Directorate:Phone number: Date of assessment:

Risk Factors Tick Answer Things to consider Comments and/or action takenYes No

FurnitureIs the chair suitable and stable? e.g. is it broken or the incorrect frame size

for the user.Does the chair have: Seat back height and tilt adjustment? Seat height adjustment? A five point base with castors or glides?

The chair may need replacing it is not appropriate for their size and stature or there is insufficient adjustment.

Consider swapping chairs to ensure they are fit for purpose e.g. larger proportioned staff use the larger chairs and smaller proportioned staff use the smaller ones.

If you think your member of staff has specific chair requirements speak to healthandsafety@kent.gov.uk for further advice.

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Risk Factors Tick Answer Things to consider Comments and/or action takenYes No

Is the chair set up correctly? Look at the correct positioning of the user and make appropriate adjustments to the chair back to ensure support through the spine. As shown in the picture to the left.

The arms of the chair can stop the user getting close enough to use the equipment comfortably.

Move any obstructions from under the desk to ensure there is sufficient space to move feet and legs.

Is the user sitting comfortably? Ensure eyes rest within the top third of the screen without tilting the neck up or down.

Ensure the forearms are level with the top of the desk and at right angles to the floor, with elbows a fraction above the desktop without lifting the shoulders.

A footrest to be provided if the user is unable to rest their feet flat on the floor when sitting at the correct height.

A footrest may also be useful if the user tends to slouch forward. By putting your feet on the footrest, it will help the user sit back in the chair.

Is the work surface large enough for all the necessary equipment?

Create more room by moving non-essential items somewhere else on the desk or place them in a cupboard or drawers.

If cables are not long enough to make those adjustments, ICT may need to assist.

There should be some scope for flexible rearrangement. For curved desks, sit into the curve with equipment directly in front of you and squarely at straight desks.

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Risk Factors Tick Answer Things to consider Comments and/or action takenYes No

Can the user comfortably reach all the equipment and papers they need to use?

Bring frequently used items within easy reach without having to twist torso.

Are the surfaces free from glare and reflection? Find the source of glare and make use of blinds or reduce overhead lighting where appropriate.

ComputerIs a computer being used for work? If yes, is it A standard desktop computer A laptop on the desk

See laptop safety leaflet. A laptop in a docking stationIs a computer used at home? If yes, is it A standard desktop computer A laptop on a desk or table See laptop safety leaflet above. A laptop in a docking stationIs the screen height setting the correct height? Eye-line to rest within top third of the screen

or slightly lower for varifocal users.Can the screen be swivelled easily?Do you know how to adjust the screen angle and height? Push the bottom of the screen up or there

may be a release button at the back on the stem.

Can you adjust the distance between the screen and your eyes?

Screen should be approximately 60cm from user (arms-length) to tip of fingers when sitting right into the desk

Can you clearly see the characters displayed on the screen? Check to see if eyes have been tested. See page 6 for further guidance. Check font and icon size is sufficient.

Is the display screen easy to read with minimal reflection, glare from lights, windows, shining walls and surfaces?

Position the monitor away from the source of glare where possible.

Is the screen image stable and free from flicker? Contact ICT if characters are unstable.Does the user know how to adjust the contrast and brightness controls to reduce glare and help them to read the screen more easily?

See Eco Mode (bottom right of the monitor) to adjust brightness.

Do you clean your screen regularly? Dust free screens allow greater clarity.If a document holder is used, can it be positioned close to the screen to reduce the need to move the head frequently?

Speak to healthandsafety@kent.gov.uk for advice on the most appropriate document holder.

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Risk Factors Tick Answer Things to consider Comments and/or action takenYes No

KeyboardCan the keyboard be placed close to the edge of the desk? Keyboard should be placed directly in front

of the user approximately 10cm from the edge of the desk.

Can the angle/tilt be adjusted? Tilt may not be built into the keyboard.

Are all the characters clear and readable? Keyboards to be kept clear. If characters still cannot be read, the keyboard my need replacing. A matt finish keyboard may help to reduce glare.

Is it possible to find a comfortable keying position? If the user rests their wrists on the hard surface of the desk they may prefer to use a wrist rest for added comfort. Please remember these are for gentle resting only. Do not press too hard on the rest.

Can the user avoid bending their hands upwards or sideways when working?

Try to prevent hitting the keys too hard, to reduce impact through the hands. Speak to healthandsafety@kent.gov.uk for further advice.

Is there sufficient space for the mouse to be used and is it positioned close to the keyboard to avoid overreaching?

If space is limited, they may wish to consider a shorter keyboard. Speak to healthandsafety@kent.gov.uk for further advice.

TelephonesCan they use the telephone without twisting the neck for long periods of time?

For frequent telephone use, consider a headset to allow the hands to be free.

Do they ever hold the receiver under the chin and carry out another task while taking the call?

Or consider putting the receiver on the desk when using the keyboard.

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Risk Factors Tick Answer Things to consider Comments and/or action takenYes No

Workplace EnvironmentIs the workstation area free of tripping hazards? Ensure handbags, boxes etc. are stored out

of the way.Is the workstation area free of electrical hazards? Check for trailing wires and ensure these

are secured and out of the way.Is there enough room to change body position and vary your range of movements when carrying out your tasks?

Space is needed to move, stretch and fidget.

Consider reorganising the office layout and check for obstructions.

Is the lighting suitable e.g. not too bright or too dim to work comfortably?

Consider shading or repositioning light sources or provide local lighting e.g. desk lamps (but make sure lights do not cause glare by reflecting off walls or other surfaces). Consider removal of tubes from ceiling lights. Contact TFM.

Does the air feel comfortable? Circulate fresh air if possible by opening windows where appropriate, using fans, air conditioning etc. Consider a humidifier if discomfort is severe.

Are levels of heat comfortable? Can heating be better controlled? More ventilation or air conditioning may be required if there is a lot of electronic equipment in the room, or can users be moved away from the heat source?

Are the levels of noise comfortable? Consider moving sources of noise away from the user if possible. Speak to healthandsafety@kent.gov.uk for further advice.

Training and InformationHas the user received training in arranging the workstation to minimise health risks and the correct working posture?

See guidance throughout the document & complete the DSE e-learning package http://knet/WorkingatKCC/Pages/learning-self-service.aspx

Arranging your display screen equipment to minimise health risks?

See ‘Are you sitting comfortably’ on page 2.

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Risk Factors Tick Answer Things to consider Comments and/or action takenYes No

Correct posture when using DSE?Can you change activities so as to avoid prolonged or continuous use of DSE e.g. non-screen based work such as filing or photocopying?Tell us about your particular issues / medical issues

Risk Factors Tick Answer Things to consider Action taken by managerYes No

Have you had a recent eye test? If the user already wears glasses, they should have an eye test every 2 years or more frequent if advised by their optician.

If the user is experiencing headaches, recommend they consider an eye test or visit the GP. For guidance on claiming for eye test and contribution towards glasses for computer use, click on the link below.http://knet/WorkingatKCC/Pages/eye-tests.aspx

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