display screen equipment policy and ... policy...dse regulations defines a workstation as an...

DISPLAY SCREEN EQUIPMENT POLICY AND PROCEDURE DECEMBER 2020

This policy supersedes all previous policies for Display Screen Assessment

i VERSION A – DECEMBER 2020 REF: EF5

Policy title Display Screen Equipment (DSE) Policy and Procedure

Policy reference

EF05

Policy category Health and Safety

Relevant to Health and Safety

Date published January 2021

Implementation date

January 2021

Date last reviewed

December 2020

Next review date

December 2023

Policy lead Zara Laing, Health and Safety Manager

Contact details Email: [email protected]

Accountable director

David, Wragg, Director of Finance

Approved by (Group):

Health, Safety and Fire Committee December 2020

Ratified by Audit and Risk Committee TBC

Document history

Date Version Summary of amendments

April 2012 A Out for consultation

September 2012

B Approval by Audit and Risk Committee and Approved

Dec 2020 C Review following changes in staff and processes

Membership of the policy development/ review team

HR/OH

DO NOT AMEND THIS DOCUMENT

Further copies of this document can be found on the Foundation Trust intranet.

ii VERSION A – DECEMBER 2020 REF: EF5

Contents Page

1 Introduction

2 Aims and objectives

3 Scope of the policy

4 Responsibilities

4.1 Chief Executive 4.2 Director of Finance 4.4 Divisional Directors and Team/Service managers 4.5 Health and Safety Manager 4.6 Occupational Health/Human Resources

4.7 Health and Wellbeing/Human Resources

4.8 All Staff

5 Definitions

5.1 Display Screen Equipment (DSE) 5.2 DSE ‘User’ 5.3. An employee 5.4 Workstation 5.5 DSE Risk Assessment 5.6 Rest Breaks

5.7 Eye Testing

6 The DSE User Risk Assessment

7 The Work Station

7.1 The Chair 7.2 The Desk 7.3 The Computer 7.4 The Display Screen Equipment 7.5 Personal Storage 7.6 The Environment

7.6.1 Room Dimensions and Space 7.6.2 Lighting 7.6.3 Ventilation 7.6.4 Temperature

8 Operational Requirements

9 Health Monitoring

10 Dissemination and implementation arrangements

11 Training requirements

12 Monitoring and audit arrangements

13 Review of the policy

14 References

15 Associated documents

iii VERSION A – DECEMBER 2020 REF: EF5

Appendix 1: Equality Impact Analysis

Appendix 2: DSE Users Risk Assessment

Appendix 3: Eyesight Test Procedure (tests/glasses/lenses)

Appendix 4: DSE Process flow chart

Appendix 5: DSE General Information

1 VERSION A – DECEMBER 2020 REF: EF5

1. Introduction

Work with Display Screen Equipment (DSE) is generally regarded as being safe. However,

incorrect use of DSE or poorly designed workstations or work environments can lead to pain

on upper limbs, neck, back as well as , visual fatigue and mental stress.. The Health &

Safety (Display Screen Equipment) Regulations 1992(as amended 2002) were passed to

prevent such problems.

This policy is based on the Approved Code of Practice (L26) produced by the Health &

Safety Executive about the DSE regulations. The requirements of the Regulations apply to

employees who use DSE daily for an hour or more at a time. The regulations identify these

employees as ‘DSE Users’.

2. Aims and objectives

The aim of the policy to ensure that the Trust will comply with the Display Screen Equipment

Regulations 1992 requirements. The objectives of the policy are to:

• Define roles and responsibilities placed on Trust Management roles and all staff;

• Clarify definition of key legal terms from the regulations in relation to the Trust

responsibilities;

• Establish minimum health and safety requirements and standards for work with DSE;

• Develop and implement an effective DSE risk assessment process, including where

required making reasonable adjustments to DSE work and environment for a DSE

user;

• Outline details of the free eye test procedure for employees;

• Provide information and instructions to employees on safe use of DSE and safe

working practices.

3. Scope of the policy

This policy will apply to all parts of the Trust sites where the Trust work activities are undertaken by staff.

This policy only covers employees who are DSE users and their workstations as defined in

the regulations (see section 5 Definitions). The Policy doesn’t apply to current temporary

homeworking due to the covid related restrictions; a separate guidance document covers the

current temporary homeworking arrangement-please see ‘the Health and Safety Guidance

on Temporary Remote Working Guidance (November 2020)’. Employees who use DSE

infrequently or only use it for a short time are not covered under this policy (please see

section 5.2).

4. Responsibilities

4.1 The Trust Board

The Trust Board, as an employer are ultimately responsibility for fulfilling all duties assigned to them in current UK Health and Safety legislation and will be responsible for the successful implementation of this policy. All staff however have a responsibility in line with their job role and their Health and Safety responsibilities. to take suitable steps to protect themselves from harm.


4.2 Chief Executive

The Chief Executive will have overall legal responsibility for ensuring that the Trust complies with the Health and Safety (Display Screen Equipment) Regulations. In turn this responsibility is delegated to the Director of Finance at Board Level.

4.3. Director of Finance (the Director Responsible for Health & Safety in the Trust)

The Director of Finance is responsible to ensure that there are appropriate management systems and resources are in place for implementation of the Policy across the Trust.

4.4 Associated Directors and Service/Team Managers/Line Managers

Associate Directors and Service/Team Managers are responsible for:

• Ensuring that the hazards of DSE use are explained to the new starters during the local induction programme.

• Ensuring that all DSE Users complete a DSE User Risk Assessment (in Appendix 2) at commencement and if any substantial changes occur in the environment (move) or type of work being undertaken,

• To provide/action the control measures as identified as necessary as a result of the DSE Users Risk Assessment (refer Appendix 2),

• To authorise the costs of DSE User equipment such as desk, chair and DSE accessories if requested.

4.5 The Health and Safety Manager

The Health and Safety Manger will provide professional guidance and assistance to the Foundation Trust Management and employees in relation to DSE standards and practice. Health and Safety Manager will advise on DSE assessments of complex cases following Occupational Health referral.

4.6 The Occupational Health Staff/HR

The Occupational Health Service will assess employees who have been referred to

them by their line manager or via self-referral and will provide advice if reasonable

adjustments to their work and DSE required following an assessment.

4.7 Health and Wellbeing

Health and Wellbeing within the Learning and Organisational Development will oversee and administer the Trust eye test e-voucher system. Appendix 3 outlines the details of the process.

4.8 All Staff

All staff will adhere to their responsibilities in line with this Policy and will undertake self-

assessment of their DSE (Appendix 2) and work in accordance with any DSE

information and instruction provided in this policy. They will directly inform their team

manager of their DSE assessment and any concerns they have regarding the use of

DSE. All staff have a duty to use the DSE equipment provided in a correct and proper

manor, this includes sitting in the chair in the correct seating position.


5. Definitions

5.1 Display Screen Equipment (DSE)

The regulations define display screen equipment as: ‘Any alphanumeric or graphic display screen, regardless of the display screen process involved’.

This definition includes the conventional cathode ray screens, flat screens and microfiche readers. It also includes the immediate work environment round the DSE Workstation: This includes the conventional computer (processor unit, screen, keyboard and mouse), printer, telephone, document holder and any other attachments to the computer, desk or work surface, chair and any other peripheral equipment or furniture. The Regulations do not cover the following items:

• Display screen equipment on board a means of transport.

• Display screen mainly intended for public use.

• Portable systems not in prolonged use, (portable computers such as laptops would be covered if used as a normal work computer but hand held organisers and personal digital assistance are unlikely to be covered).

5.2 DSE ‘User’

DSE Regulations defines a user as an employee who routinely uses DSE as a significant part of their normal work. An employee will generally be classified as a ‘user’ if accumulated usage is in excess of two hours per day with one hour being continuous use. In addition, most or all of the following would apply:

• They depend on the use of DSE to do their job as alternative means are not readily available for achieving the same results

• They have no discretion as to whether they use DSE equipment

• They need significant training and/or particular skills in the use of DSE to do their job

• The fast transfer of information between the User and the screen is an important requirement of the job

• The performance requirement of the system demands high levels of attention and concentration by the User, e.g. where the consequence of error may be critical

• Service users engaged in Foundation Trust work, who regularly use DSE equipment supplied by the Trust will be considered as “users”.


• Staff who only use DSE for very short periods i.e. to use electronic mail ARE USUALLY NOT USERS and should not require an assessment.

5.3 An Employee (Permanent/Temporary/Agency)

• Regulation 1(2)(d) defines the employees who are covered as users, whether they are employed to work at their own employer’s workstation or at a workstation at another employer’s workstation.

• All Trust’s permanent employees who are DSE users are fully covered under this policy.

• This cover applies to temporary employees (NHS Professionals who have a direct fixed employment contract with the Trust i.e. three months) people who work at Trust workstation and use Trust DSE as such that they would be users if employed. They would be entitled to DSE risk assessment and an eye test voucher like permanent employees.

• It is the employment business (agencies) to provide training, and eye tests to agency workers. The Trust is only responsible to carry out risk assessments of the workstations to be used and ensure these workstations comply with the minimum requirements, plan for breaks or change of activity.

5.4 Workstation

DSE Regulations defines a Workstation as an assembly comprising:

• DSE equipment with or without a keyboard, software or input device

• Any optional accessories

• Disk drive (if applicable), work telephone, printer, document holder, work chair, work desk, work surface

• The immediate working environment


5.4 DSE Risk Assessment

The risk assessment form (Appendix 2) should be completed by the DSE user and results be discussed with the line manager. The form has been designed as a series of Yes/No responses with guidance as to resolution of issues. Line managers can obtain further assistance from Human Resources/ Occupational Health, and/or Health and Safety Manager. The risks associated with DSE use are included in the ‘DSE Risk Assessment checklist’ (see appendix 2) and follows the Health and Safety Executive (HSE) five steps to risk assessment process.

• Identify who is at risk. Anyone identified as a DSE ‘User’ should have a risk assessment (self-assessment process) of their DSE and workstation carried out.

• Assess control measures. Include procedural control measures i.e. planning of work activities, as well as introducing physical measures i.e. wrist rests.

• Implement additional control measures if required

• Document the risk assessment. Record assessment on DSE User Risk Assessment (appendix 2).

• Review the risk assessment. Agree with the user at the time of the initial assessment a date to review the assessment. The assessment must be reviewed if additional control measures are to be implemented.

5.5 Rest Breaks

The purpose of a break from DSE work is to prevent the onset of fatigue. To achieve this objective, the Trust (i.e. line managers) will seek to incorporate changes of activity into the working day, for example printing, filing, taking items to the post points. Under the regulations there is no prescribed duration for a break from DSE work but guidance that more frequent short breaks away from DSE work (say 5 to 10 minutes every hour) are better than longer breaks (say 15 minutes every two hours). Where possible users will be given the discretion to decide the timing and extent of non DSE work breaks.

Any employee who believes that their DSE workload does not permit adequate

breaks should bring this to the attention of their Manager.

5.6 Eye Tests procedure (tests/glasses/contract lenses)

By law, a user is entitled to request an eyesight test at the expense of their employer. The test is not the normal optical test that is undertaken in the opticians. The “DSE” test considers existing visual issues that may be made worse by the use of DSE. For example focusing on the screen for a long period, may cause existing eyestrain to become exasperated. In these circumstances the user may also be entitled to assistance towards the cost of spectacles/lenses for work with DSE. Please refer to Eye Testing procedure in Appendix 3 for details. The test should be repeated every two years if the symptoms continue or at the frequency that recommended by the Optician.


6. DSE User Risk Assessment and Frequency

The assessment of risks associated with workplace hazards is now an accepted concept and managers must ensure that a risk assessment is carried out for all DSE users (refer to the definition of a DSE user above). The analysis should be done before problems arise and should examine the working environment, the job and each individual user. This is a simple process which initially involves the completion of a DSE User Risk Assessment (appendix 2) by the employee, which is used to identify if changes are required to the workstation, the activity or if further training is necessary. Assessments should be reviewed by managers with the required training. The manger will then take forward the actions from the DSE user assessment with the staff member concerned. Where risks associated with DSE use are identified, appropriate controls should be adopted to ensure optimum health, safety and comfort for affected staff. The assessment should be reviewed every two years or earlier when there are significant changes to the work equipment, work environment and work practices. For more complex DSE assessments, the line manager may access the Trust’s Health and Safety Manager and/or the Occupational Health referral/HR or Trust’s Disability and Equality Lead.

7. The workstation

The workstation is defined as an area, such as that in an office, outfitted with equipment and furnishings for one worker to undertake work related activities and usually includes a computer. The workstation normally consists of the following components: chair, desk, computer (hard drive), screen and personal storage unit such as a pedestal. Other consumables may include keyboard, mouse, wrist rest, mouse rests, foot stall, document holder, printer and personal light.

7.1 The Chair The main emphasis in seating design should be on spinal support and seating comfort. Every chair should have the following functions:

• the seat pan must have height adjustment

• the backrest should adjust up and down independent of the seat pan

• the chair should have an option of a forward pelvic tilt

• the seat depth should support hip to knee with approximately a fist depth between the edge of the chair and the back of the chair

• If required, the armrests (optional) must not interfere with the work surface or the seating position at the desk.

When selecting a suitable chair for a DSE user, the person’s physical characteristics must be taken into account. Any person who is greater than 6’2 tall will probably require a chair with a larger back and seat pan, please seek advice from the Health and Safety Manager on the selection of a suitable chair Any person who is smaller than 5’2 may require a footstool to be able to sit comfortably at the desk as their feet will need additional support. A chair suitable for some one with a smaller frame may also be required. In order to support the user, the staff member must sit in the chair back and seat pan correctly.


Poor seating practises include:

• Sitting on one leg crossed under the seat pan

• Leaning out of the chair back pan

• Sloped/slumped down in to the chair back and seat pan

• Sitting with the chair lower than the desk surface so that the user is reaching upwards.

7.2 The Desk The work desk should have a suitable and sufficiently working surface for the work being conducted. It should allow a flexible arrangement of the screen, keyboard, documents and related equipment. If any person who is greater than 6’2 tall will probably require a desk that offers a higher level work surface than a normal desk, please seek advice from the Health and Safety Manager on the selection of a suitable desk in such circumstances. 7.3 The Computer The unit provided should be suitable for the work being undertaken. If a laptop is provided, the DSE users should be given the option of additional consumables to enhance ease of use such as a docking station, screen, mouse and keyboard. Currently the DSE legislation does not cover the use of tablets, notebooks or any mobile equipment such as Blackberry’s and iPhones 7.4 The Display Screen (Visual Display Unit) Each screen should be:

• adequately tested and guaranteed by the manufacturer to ensure it complies with the relevant regulations in force;

• provided with contrast and brightness controls to avoid the problems of tired eyes and eyestrain;

• have an adjustable screen with the capacity to swivel and tilt;

• have non reflective surfaces;

• have easily read characters on the screen with no flicker of screen characters;

• is regularly cleaned in the manner and frequency recommended by the supplier/manufacturer.

7.5 Personal Storage The unit provided should be suitable and sufficient for the work being undertaken and preferably secure. It is reasonable for persons to share larger units such as filing cabinets.

7.6.1 Room Dimensions and Space Each person must be provided with 11 cubic metres of space in a workroom. Examples would be a room;


Metric: 2.4 metres high of dimensions 2.0 x 2.3 metres (11 M3) or 3.0 metres high of dimensions 2.0 x 1.85 metres (11 M3).

Imperial: 7’11” high of dimensions 6’7” x 7’6” (49 square feet on the floor) 9’10” high of dimensions 6’7” x 6’1” (40 square feet on the floor).

7.6.2 Lighting A normal office-working environment should be lit to 300 to 500 lux (a lux is a unit of light). Lighting levels in any area where DSE work is being undertaken should not be less than 300 Lux. Overhead lighting units should be fitted with reflectors to distribute light evenly. A suitable personal lighting unit may be introduced should an individual feel that additional lighting is required. Work involving lots of detailed analysis may also require a higher working light limit.

7.6.3 Ventilation Effective and suitable provision shall be made for ventilation to all enclosed workrooms, please refer to the Health and Safety Manager for advice. It is acceptable for ventilation to be provided by an externally opening window into a room. 7.6.4 Temperature A minimum temperature of 16 C must be maintained at all times in a workroom, unless severe physical effort is undertaken. Temperatures must be reasonable but there is no statutory maximum temperature. Reasonable has not been defined by legislation but consideration is to be given to the room design and sources of heat and providing “thermal comfort”. The general working environment may be improved by:

• Keeping background noise levels to the minimum reasonably achievable

• Introducing living ‘house’ plants, electronic equipment can be a source of dry heat and plants can help to increase humidity they reduce the risk of dry eyes

• Direct sunlight can also make reading a display very uncomfortable and should be controlled by blinds or curtains. (NB there is no requirement to provide natural light for each workstation)

• Avoiding white and other very light shades on surrounding wall surfaces.

7.5 Consumables

The DSE user may also require other consumable items for their personal comfort

requirements. These should be purchased from the stationary catalogue from the

local team budget.

8. Operational Requirements

The job or task design and management of staff are just as important. DSE tasks should be motivating and satisfying for users. They should provide variety in the activities and skills used, and allow a degree of individual control over the work pace and ensure that the task forms an understandable part of the Trust’s work.


8.1 Rest breaks Long periods of intense and continuous work should be avoided, to allow regular breaks or changes of activity. Work must be planned so that users may ensure that they rest from DSE work for at least five minutes in every hour; by answering the phone, filing, or printing etc. On no occasion should users work continuously at a DSE for more than two hours at a time.

9. Health Monitoring

Since the use of computers has become commonplace in the workplace various queries and concerns relating to user health have been raised. The types of problems that are most commonly identified usually fall into four classes:

• Postural problems – these can be overcome by adjustment in DSE and chair. Instruction on the correct seating posture may also help.

• Visual problems – These often can be overcome by provision of blinds or repositioning of the screen. Occasionally these problems are a bit more complex requiring an eye test and possibly corrective glasses/lenses. The procedure for eye testing and the procurement of spectacles can be found at appendix 3.

• Fatigue and stress – these are often associated with time pressures and not taking necessary rest breaks.

• Upper Limb Disorders (ULD) including Repetitive Strain Injurys (RSI) These are associated with repetition of the task and not taking necessary rest breaks. Some users may get aches and pains in their hands, wrists, arms, neck, shoulders or back, especially after long periods of uninterrupted VDU work. ‘Repetitive strain injury’ (RSI) has become a popular term for these aches, pains and disorders, but can be misleading - it means different things to different people. A better medical name for this whole group of conditions is ‘upper limb disorders’(ULD). Usually these disorders do not last, but in a few cases they may become persistent or even disabling. If they continue, please refer to the Occupational Health team for assistance.

10. Dissemination and implementation arrangements This document will be circulated to all managers in the Trust and to all managers based in other Trusts who have responsibilities for aspects of this procedure under service level agreements. All managers will be required to cascade the information to members of their teams. The policy will be available on the intranet to all staff. Associate Directors and Service/Team Managers must ensure that all staff are briefed on its contents and on what it means for them. This document will also be made available to other stakeholders and to service users or members of the public on request.


11. Training requirements

Staff must be informed of the potential risk associated with the ‘continuous use’ of DSE.

Local training by managers must cover the following:

• Completing the DSE assessment form

• Use of equipment e.g. document holders, brightness controls

• How to adapt the workstation to suit individual characteristics e.g. chairs, keyboards

• Safe working practices e.g. breaks from display screen work, reporting of faults in workstations /environments etc.

12. Monitoring and audit arrangements

Team Managers will be required to ensure that all DSE hazards are clearly identified and actioned and brought to the attention of all users. Health and Safety Manager will monitor and report on DSE related incidents. This information will be a consideration of the Annual Report. Occupational Health/HR will report DSE related referrals at the quarterly Health and Safety Group meetings

Elements to be monitored

Lead How trust will monitor

compliance

Frequency Reporting arrangements

Acting on recommendations and Lead(s)

Change in practice and lessons to be shared

The numbers of staff referred for professional DSE assessment

HS manager/ HR

DSE Control spread sheet

Quarterly

Health and Safety &Fire Committee

Required actions will be identified and completed in a specified timeframe

Required changes to practice will be identified and actioned within a specific time frame. A lead member of the team will be identified to take each change forward where appropriate. Lessons will be shared with all the relevant stakeholders

Costs relating to staff referring for eye tests and corrective glasses/lenses

Health and Wellbeing

Costs incurred

Quarterly

Health and Safety &Fire Committee


12. Review of the policy

This policy will be reviewed in April 2024

13. References

• Camden and Islington Mental Health NHS Trust Health and Safety Policy. 2019

• HSE Working Safely with DSE: https://www.hse.gov.uk/msd/dse/

https://www.hse.gov.uk/msd/dse/


Appendix 1

Summary of the Equality Impact Analysis

Expected impact of proposal on people with protected characteristics Characteristics Significant +ve Some +ve Neutral Some -ve Significant -ve

Age ☐ ☐ ☒ ☐ ☐

Disability ☐ ☐ ☒ ☐ ☐

Ethnicity ☐ ☐ ☒ ☐ ☐

Gender re-assignment ☐ ☐ ☒ ☐ ☐

Religion/Belief ☐ ☐ ☒ ☐ ☐

Sex (male or female) ☐ ☐ ☒ ☐ ☐

Sexual Orientation ☐ ☐ ☒ ☐ ☐

Marriage and civil partnership ☐ ☐ ☒ ☐ ☐

Pregnancy and maternity ☐ ☐ ☒ ☐ ☐

The Trust is also concerned about key disadvantaged groups event though they are not protected by law

Carers ☐ ☐ ☒ ☐ ☐

Part-time staff ☐ ☐ ☒ ☐ ☐

Socio-economic ☐ ☐ ☒ ☐ ☐


Appendix 2

Foundation Trust: Display Screen Risk Assessment Form

User name

Team/Service Line

Site/Building

Location at which workstation is being assessed

Working Practices ✓ Q1 How often do you use DSE

More than 1 hour per day (time to be accumulated over the working day) – Continue with DSE risk assessment

Less than 1 hour per day- No further action is required

Q2 Do you spend 5 -10 minutes doing work other than DSE work in each hour

No - Get up and move away from the workstation frequently

Yes – Please continue

Health

Q3 I have sore hand joints or impaired grip

Yes – discuss with your line manager and possible Occupational Health referral

No

Q4 I have aches and pains, pins, and needles in the neck, back, shoulder or arms

Yes– discuss with your line manager and possible Occupational Health referral

No

Q5 I have visual problems such as headache, focusing difficulties or eye discomfort.

Yes– Book an eye test- please see Appendix 3

No

Q6 I have had an eye sight test in the last 2 years.

Yes

No– Book eye test-please see the Appendix 3

Q7 I have read health and safety guidance information covering the safe use of DSE equipment.

Yes –

No -Consult DSE policy for further information, particularly appendix 6 (the policy is on intranet)

WORKSTATION

Q8 The design of my workstation allows me to work comfortably and efficiently

No – Relocate work and equipment so that your body movements are not impinged in any way, turn screens and desks around if needed

Yes


Q9 I have sufficient room around the workstation to arrange the desk and chair comfortably.

No– Relocate work and equipment so that your body movements are not impinged in any way, turn screens and desks around if needed

Yes

Q10 Cords and wires are positioned safely so that trips and falls cannot occur.

No – Relocate or cover cables over so that your feet are not resting on the cables and that the cables do not form a trip hazard

Yes

Q11 The room has adequate lighting

No – Contract ISS helpdesk to fit bulbs with 300 to 500 Lux, alternatively purchase a desk lamp (via procurement using the local/team budged)

Yes

Q12 The room is a comfortable temperature for working

No - Contract ISS helpdesk adjust heating (min room temp 16 C)

Yes

WORK EQUIPMENT

Q13 My chair is stable with adjustable height and adjustable back support

No – Purchase new adjustable chair via procurement (local team budget)

Yes

Q14 My chair is properly adjusted and is comfortable for my work

No – Adjust chair to fit your body shape and size

Yes

Q15 I can rest my arms on the desk between tasks

No – Re arrange desk to allow for your arms to rest on the surface

Yes

Q16 The writing on the display screen is easy to read.

No – Contrast can be changed on screen control panel, text size can be increased if required

Yes

Q17 The screen is free of reflection or glare from windows or lights

No – Relocate screen so that it is facing the window. DO NOT USE ANTI GLARE SCREEN

Yes

Q18 I can easily read the keyboard

No – Surface should be mat with contrasting letter colour

Yes

Q19 I can adjust the keyboard and screen to a comfortable position directly in front of my seating position

No – Align the chair, seat, keyboard and screen in one direction

Yes

Q20 I need a document holder

No–

Yes Purchase document holder (via procurement using the local/team budget)


Q21 I have a screen cleaning kit and wipes for cleaning of my desk and accessories

No -– Purchase screen cleaning kit and suitable wet wipes (local budget)

Yes

Q22 When I work:

My feet do not touch the floor AND I do not have a foot rest

No– Purchase a foot rest (local budget)

Yes

Q23 My mouse is used within forearm radius from the edge of the desk

No – Bring mouse closer to your body so that you do not have to reach

Yes

Q24 My mouse is used with my hand flat on the desk and directly in front of the mouse.

No – Bring mouse closer to your body

Yes

Laptop

Q25 I have a docking station for my laptop computer that I use to connect to a full size keyboard and mouse.

No - Purchase docking station (via ICT Helpdesk)

Yes

Q26 My screen is the correct height on my desk. The top of the screen is level with my eyes or slightly lower, but not higher.

No – Adjust screen to correct height so that your neck is not looking upwards

Yes

ELECTRICAL SAFETY

Q27 Has your electrical equipment been tested

No - Contract ISS helpdesk to arrange testing

Yes


STAFF MEMBERS COMMENTS

STAFF MEMBER’S NAME NAME: SIGNATURE:

MANAGERS COMMENTS Please list if any new equipment ordered: Occupational Health (OH) Referral Required? Yes/No Date of Referral H&S Manager Assessment Required: Yes/No Please enclose copy of the OH assessment. MANAGER’S NAME NAME: SIGNATURE:

POSITION: DATE: POSITION: DATE


Appendix 3

How to obtain an e-voucher for a free eye test?

As eye tests have to be conducted by a qualified ophthalmic optometrist, the Foundation Trust does Specify, that all “staff must use Specsavers eye test services’ via the Trust e-voucher system. outlined below, unless there are exceptional circumstances. What does the e-voucher cover and value of it? An e-voucher for Specsavers provides up to the value of £25.00 for an eye test and £49.00 for a standard single-vision glasses or £49.00 contribution towards a higher value. If you already have spectacles specifically for DSE work and your prescription changes then you can use the e-voucher for replacement of the lenses. Any costs for spectacles over the stated amount above will be incurred by you and will not be reimbursed by the Foundation Trust. Please note if you have an eye test elsewhere and purchase glasses purchased from any other source, these costs will not be refunded. The e-voucher only covers when the prescription in the glasses is required specifically and solely for DSE use. It does not give a contribution to glasses needed for additional tasks, such as reading or driving. The Specsavers E-voucher Process. .

1. Complete the DSE user Risk Assessment (appendix 2) and discuss the assessment outcome with line manager.

2. Send a copy of your DSE self-assessment to: [email protected], and request an e-voucher.

3. You will receive e-voucher for Specsavers

4. Arrange the appointment with a convenient Specsavers Optician

5. Present your e-voucher to your Specsavers Optician

6. The Specsavers Optician will then need to complete the form by making a declaration and recommendation as to whether you need corrective glasses or lenses for DSE work. You can use the e-voucher to pay for the eye test at the time of the test is undertaken. It is recommended that if corrective glasses or lenses for DSE use are also required that these be purchased at the same time.

7. Please note that you cannot claim for already purchased glasses, you must use the e-voucher.

mailto:[email protected]


Appendix 4 DSE process flow chart

The User is reporting discomfort?

Has the User adjusted the chair and workstation for their body requirements?

Does the User take their “breaks” (change of activity for 5 minutes every 60 minutes)?

Yes

Yes

No, adjust keyboard, mouse, screen and chair

No, educate as to importance of breaks

Refer to Occupational Health Occupational Health

Occupational Health to forward the report to Health and Safety Manager if further professional DSE assessment

required.

Yes

Complete DSE user risk assessment (App 2)

Manager to review and action findings:

• Equipment

• Eye tests (App 3)

• Instructions&information

Manager to retain completed DSE User risk

assessment forms for inspection/ updating

NB any physical change in location will require a new assessment to be

completed i.e. relocation

Is the person a DSE user ?

No

No further action is required


Appendix 5

General information Can work with DSE affect eyesight? There are no indications, from extensive research, that DSE will cause permanent damage to eyes. However, the fatigue of intensive DSE work can cause discomfort and adapting to changing light or glare can tire the eye muscles. Problems may be exacerbated if the DSE is badly positioned, or if the workplace is badly lit. Drifting or flickering images can be very tiring and must be corrected. Generally, wearing corrective lenses is no problem for display screen work but additional precautions may be necessary for users who wear bifocals or contact lenses. Bifocals Staff who wear bifocals often need to tilt their head more frequently and this may cause neck discomfort when using DSE. In these circumstances’ bifocals might not be ideal for DSE work and a different type of glasses may be needed to work comfortably. Contact Lenses Contact lens wearers may find that the heat generated by DSE tends to make the atmosphere drier than in rooms without them. Users may find it helpful to blink more often, or use tear substitute drops. An alternative might be to wear glasses instead of lenses for DSE work. A simple eyesight test is recommended if a user suffers from regular headaches, feels sick or tired, their eyes itch or burn or if their vision blurs during DSE work. If these symptoms occur further guidance should be sought from the Occupational Health Service, In addition each DSE user should be offered the opportunity to take an eye test on commencement of employment and at regular intervals throughout their employment. – See Appendix 1 for further details. Does the use of DSE cause aches and pains? Some DSE users may experience aches and pains in their hands, wrists arms, neck shoulders or back, especially after long periods of uninterrupted DSE work. Good workplace design and good working practices can prevent most problems of this nature. Staff should alert their manager immediately if they experience any of these symptoms and together work through the recommendations in this policy to ensure that they are doing everything possible to safeguard their health. See also Appendix 2 - What can you do to help yourself – a guide for all users for further guidance. Usually these aches and pains do not last, but in a few cases, they may become more persistent or even disabling. In these circumstances’ referral to the Occupational Health Service is recommended.

display screen equipment policy and ... policy...dse regulations defines a workstation as an...

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