g13 - display screen equipment (dse) · g13 - display screen equipment (dse) ... .. p9 appendix 1...

Created: June 2005 Reviewed: October 2011 Version: 1.1

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G13 - DISPLAY SCREEN EQUIPMENT (DSE)

CONTENT 1. INTRODUCTION................................................................................................. p1 2. OBJECTIVE........................................................................................................ p2 3. APPLICATION.................................................................................................... p2 4. ROLES & RESPONSIBILITIES.......................................................................... p2 5. WORKSTATION ASSESSMENT PROGRAMME………………………………… p4 6. CONTROL MEASURES…………………………...………………………………… p5 7. MAINTENANCE OF RECORDS……………………………………………………. p7 8. TRAINING……………………………………………………………………………… p8 9. POLICY REVIEW………………………………...…………………………………… p9 10. FURTHER INFORMATION & ADVICE.........…..………………………………….. p9 APPENDIX 1 – Praxis 42 example User ID and Password Letter APPENDIX 2 – Praxis 42 example workstation assessment sign off letter APPENDIX 3 – Example opticians referral letter & optician report form APPENDIX 4 – POEL 9: Working with VDU‟s APPENDIX 5 – POEL 9a: Working with laptop computers APPENDIX 6 – Online DSE Training & Assessment Tool: Employee User Guide APPENDIX 7 – Online DSE Assessment Tool: User Guide- Administrator Guide APPENDIX 8 – Online DSE Assessment Tool: Line & Building Managers Guide APPENDIX 9 – Administration Officer List

1. INTRODUCTION

The Health and Safety (Display Screen Equipment) Regulations aim to protect the

health of people who work with Display Screen Equipment (DSE). That does not

mean that DSE work is risky – it isn‟t, if the user follows good practice like setting up

their workstation well and taking breaks during intensive work.

The Regulations were introduced because DSE has become one of the commonest

kinds of work equipment. So there is potential to make work more comfortable and

productive for very large numbers of people by taking a few simple precautions.

These Regulations apply to all employees who habitually use DSE for a significant part of their normal work. These employees are defined as users. As a rule of thumb employees that use DSE continuously for a hour a day or more must be defined as a user and the regulations will apply to them. This includes employees who work at home through either formal or informal arrangements. The Regulation Definition of a DSE user A employee would be defined as a “DSE users” if they;

normally use DSE for continuous or near-continuous spells of an hour or more at a time

use DSE in this way more or less daily

have to transfer information quickly to or from the DSE

PLEASE NOTE – DSE is also referred to as Visual Display Unit‟s (VDU‟s)

http://www.hse.gov.uk/pubns/priced/l26.pdf


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2. OBJECTIVE The objective of this policy is to ensure that Lincolnshire County Council (LCC) will identify the measures necessary to control the risks to health and safety from working with Display Screen equipment (DSE) through assessment and training.

3. APPLICATION

All County Council employee‟s within scope of the Health and Safety (Display Screen Equipment Regulations) 1992, i.e. those employees (including temporary and casual employees) who habitually use DSE as a significant part of their normal work. In addition, workstations used by employees of other organisations and by self-employed persons are required to comply with the Regulations. Responsibilities for employees not defined as „users‟ still arise through the general duties of the Health and Safety at Work etc. Act 1974 which require reasonably practicable precautions to be taken to ensure health and safety.

4. ROLES & RESPONSIBILITIES

Directors and Assistant Directors

Establishing their own arrangements to ensure effective implementation of the policy and consulting with their employee representatives, as appropriate, on these arrangements. Ensuring that their managers receive appropriate training and guidance on how to minimise and control DSE risks to health and safety. Through their Directorate Risk & Safety Co-ordination group, monitor the effectiveness of their local arrangements and, where necessary, take remedial actions to improve standards. Heads of Services & Managers Designating employees who use DSE as „users‟ where applicable, Where a new appointment or change of duties involves the use of DSE, managers should tell candidates/employees about the potential risk of Work Related Upper Limb Disorder (WRULD) or Repetitive Strain Injury (RSI) associated with the work, this can be done by ensuring employee complete the DSE e-learning training, see section 8 Training Possible health and eyesight problems for new employees should be identified by the Pre Employment Health clearance procedure. It is recommended that existing employees transferring to DSE work are medically cleared if they have not already been cleared for this type of work (see document G10.4) Providing users with information and training (e.g. about the risks to their health and how to minimise them, software packages.) Ensure all employees defined as “users” must undertake to Praxis42 e-learning training course, see section 8 Training for further information.

http://www.lincolnshire.gov.uk/section.asp?catid=10376&docid=47806


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To overview completed on-line assessment undertaken by „users‟ and implement/undertaken any necessary actions to ensure satisfy minimum requirements are achieved for that employees workstation. See Appendix 8 for Managers Guidance. Ensuring that DSE work is planned so there are breaks or changes of activity. Telling „users‟ are about their right to free eye and eyesight tests, how to get these, and providing any special spectacles required for DSE work. See Appendix 3 for Opticians referral letter. System Administrators (Business Support) Several Officers from Business Support through-out LCC have received Administration training on the Praxis 42 DSE system, these Officers will have responsibility for: Registering the details of new employees/users onto the system. Updating existing user details Issuing/re-issuing users with their login detail Sending reminders to users to complete their on-line workstation assessment Step by step guidance for Administration Officers is available detailing how to undertake their main duties. See appendix 7 A list of Officers who have Administration access to the system can be found in Appendix 9. Corporate Health & Safety and Mouchel Health & Safety Advices Provide guidance and advice as required in relation to DSE use, workstation assessment, and suitable control measures etc. Undertake audits and inspections for compliance with the DSE regulations and the DSE policy and procedures. To make recommendations on control measures, actions, requirements, etc that are needed to ensure compliance with regulation, policy, procedures and/or reduce hazards/risks to prevent injury and/or enforcement action. Employees – Defined as “DSE users” under the regulation. Undertake the DSE e-learning training; see section 8 Training for further details. Undertake the DSE on-line workstation assessment for your main place(s) of work; see section 5. Workstation Assessment Programme for further details To follow and implement any controls or guidance issued to them in relation to reducing the risks to health & safety when using DSE.


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To use the skills gained by completing the e-learning training to undertake a dynamic workstation assessment every time you use a different workstation i.e. touchdown points/hot decking. To report any problems or health issues to your line manager that you fell are related to the DSE operations/task you undertaken as part of your job role. Any significant health problems such as aches and pains should be recorded on form PO3 (see document G4) and should be investigated so that appropriate action can be taken 5. WORKSTATION ASSESSMENT PROGRAMME

The Regulation places duties on the employer to assess and analyse the workstations of employees covered by the Regulations and to assess and reduce risks.

This involves looking at the whole workstation including the equipment, furniture and the working environment. It also involves looking at factors specific to the individuals using the equipment, including their views.

The Praxis 42 LCC on-line DSE assessment system is now available,

LCC DSE Assessment

It should be completed by all employees defined as “DSE users”. DSE users will receive an e-mail with their “User I.D” and “password”, see appendix 2 for example e-mail, which will allow them access onto the system; they will then be asked a series of YES/NO questions that relate to the following key areas:

Section 1: The desk

Section 2: The chair Section 3: The screen Section 4: Laptops and local independent working Section 5: Work comfort Section 6: Environment Each question will have a problem answer, for example -Is the lighting satisfactory? YES/NO, no being the problem answer for this question, if the employee answers the question no, the system will mark this up as a risk and give it a relevant risk rating. Employees can make comments on each question if they need to give further details regarding issues/problems etc. It should be encouraged that employees highlight any issue or problems they have within the comment box to assist managers with identifying possible solutions/required actions.

http://george/section.asp?docid=66293&ovt=1

http://elms.praxis42.com/Login.asp?GenCode=AULFCBGM


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At the end of the DSE assessment the system will give an overall risk rating for the assessment based on answers that have been given. The assessment will then be categorised into one of the following risk ratings.

1. Users with Completed – OK, no further action needed assessment to be reviewed in-line with policy.

2. Users with Problems – Some problem answers given action to be taken to

resolve issues and actions recorded on the system. 3. Users at High Risk – Serious areas of concern, action to be taken as soon as

possible to resolve the issue(s) and actions recorded on the system. Once the assessment‟s been categorised the system will e-mail the user a link to their DSE assessment breakdown page. Where issues can be resolved by the users they must record their actions in the system by clicking the “review” tab and marking the action as “completed”. The system will then re-calculate the overall risk rating for the workstation assessment and re-categorises as necessary. Some actions will need to be resolved by either the line manager or building managers, on questions where this is the case and a problem answer‟s been given the system will e-mail the relevant line manger and/or building manger a link to the users Assessment break down page. The line manager and building managers must then record what action they have undertaken to resolve the issues by clicking the relevant “review” tab, record the action taken and mark “completed”. The system will then re-calculate the overall risk rating for the workstation assessment and re-categorises as necessary. See Appendix 8 for full manager guidance. Once the necessary action(s) have been taken and recorded to enable the system to re-calculate the workstation assessment to a risk rating 1 - Users with Completed – OK, no further action needed the system will e-mail the user asking him if they are happy with the action taken to resolve the issues and they are happy to sign the workstation assessment off as completed satisfactory. If the user is happy with the assessment they click a link contained within the e-mail and final sign off will be completed. If they are not happy that all the issues have been resolved satisfactory there a summary of the issues and who to contact for further assistance, see appendix 2 for copy of e-mail. Step by step user guidance is available detailing how users can access, use and undertake the e-learning course and the workstation assessment, see appendix 6. 6. CONTROL MEASURES LCC have a number of procedures, guidance information and supports systems available to managers and employees to ensure the health & safety risks allocated with DSE use are suitable and sufficiently controlled. The regulations place a duty on LCC to provide information, instruction and supervision to relevant employees to regards to safe use of DSE. To ensure LCC complies with this duty the following control measures are in place:


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1. DSE e-learning training - All LCC employees who have been defined as a “DSE User” MUST complete the on-line DSE e-learning training. New starters WILL undertake the training as part of their induction. see section 8

2. DSE on-line assessment – All LCC employees who have been defined as a “DSE users” MUST complete the on-line DSE assessment, see section 5.

3. Occupational Health - All new LCC employees will under go a pre-placement

health questionnaire. Possible health and eyesight problems for new employees should be identified at this stage. It is recommended that existing employees transferring to DSE work are medically cleared if they have not already been cleared for this type of work (see document G10.4). When LCC employees report health problems and its certain that these are not caused by general working conditions, employees should be advised to consult their doctor or an optician. In addition, the Management Referral Procedure can be used to request a workplace assessment by the County Council‟s Occupational Health Adviser (document G10.5 refers). Advice on DSE Workstation assessment is also available from Health and Safety Advisers.

4. DSE eye test and spectacles - Employees who are covered by the Regulations

can ask their employer to provide and pay for an eye and eyesight test. This is a test by an optometrist or doctor. Individuals are also entitled to further tests at regular intervals. The optometrist doing the first test will recommend when the next test is due, and employers should be guided by this. If in the meantime an individual has visual problems, which may be related to work with DSE, the employer has to provide another test on request. Employees are entitled to time off work if these tests are not provided at their place of work. The provision of eye tests and eyesight tests and of special corrective appliances under the Regulations is at the expense of the employer. In practice this means that:

the employer is expected to pay only for a basic corrective appliance. If the employee wishes to choose a more costly appliance (e.g. designer frames, lenses with optional treatments) the employer is not obliged to pay for these and the difference in cost between the basic corrective appliance and the additional cost of appliance chosen by the employee must be paid for by the employee. See appendix 3 for a model letter for arranging eye and eyesight tests and optician‟s report form. NB- Communities (formerly Development) Staff please use this link for eye test information.

if an employer allows the user to choose spectacles to correct defect that includes DSE work, but which go wider than that they need only contribute the costs related to the DSE element. See for Optician Referral Letter,

5. Planned breaks or change of activity - The need for breaks depends on how

intensely and for how long the individual has been using the DSE. The guidance on the Regulations explains general principles, for example short, frequent breaks are better than longer, less frequent ones. Ideally the individual should have some discretion over when they are taken.

6. Agile Working guidance and information – LCC have now introduced a more flexible approach to how employee can undertaken their job roles, the New Ways of Working (NWoW) programme allows some employees to adopt different and more flexible work styles i.e. fixable in office, mobile worker, home based. This



http://george/section.asp?docid=51429&catid=12345


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means some employees will have more then one workstation that they use or won‟t have a designated workstation but either use hot-desking or various touchdown points through-out the county. To ensure raised health & safety risks allocated with this approach to work are controlled additional guidance and document is available which includes information, guidance and controls in relation to DSE within the new work styles. Use the links below;

Agile Working Health & Safety Policy

Touchdown point and hot desk - Code of Conduct

Touchdown Point Protocol documents web page

POEL 9 – Working with VDU leaflet.

7. Laptop Computers - linked with the agile working and NWoW more and more LCC staff are now being issued with laptops because they allow a more flexible

approach to work. However the compact design features of laptop computers, (like small keyboards and pointing devices and a lack of keyboard/screen

separation) can make prolonged use uncomfortable unless steps are taken to avoid problems. It is best to avoid using a laptop computer on its own if full-sized equipment is available. Like other computer users, those who habitually use a laptop computer should be trained how to minimise risks. This includes sitting comfortably, angling the screen so it can be seen clearly with minimal reflections, and taking frequent breaks if work is prolonged. Wherever possible, laptops computers should be placed on a firm surface at the right height for keying. Where laptops are used for significant periods and an analysis of the workstation must be carried out to assess and reduce risks in the same way as for desktop computers. The furniture for a laptop will be the same but to meet the minimum requirements a full size keyboard and mouse should be made available. Depending on the individual and the workstation analysis other items

may be necessary to reduce the risks e.g. docking stations or adjustable monitor stands to raise the screen to a comfortable level. In some cases depending on the type of work carried out, larger screens may be necessary to accommodate the data fields required at a reasonable viewing size. Detailed advice on the use of laptop computers is given in Appendix 5 - Employee Leaflet POEL9a Working with Laptop Computers

7. MAINTENANCE OF RECORDS Training Records The e-learning training record will be recording within the Lins2Learn system. The Lins2Learns system hoists the Praxis 42 e-learning training course and DSE user will have to open up an account with Lins2Learn before they can undertaken the course. The Lins2Learn system will record and log all the training that individuals undertake along with their start date, scores, date of completion, etc. Managers, H&S advisor can request information from Lins2Learn on training records for the purpose of producing reports, statistics, etc. DSE Assessments All users who use the Praxis 42 system must be registered onto the system; the system requires every user to identify their employee number, the building(s) they work in and their line manager.

http://george/upload/private/attachments/841/TDP_Code_of_Conduct_Poster.pdf

http://george/section.asp?catId=27627


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Each user is given an individual “user ID” which is generated by the system and a password which is generated by the Admin Officer when entering their details into the system, the user can change their password once they have gone into the system. The system will record all assessments completed by the user and will allow the user to record any action they have taken to resolve an issue or problem. The system will also allow line managers and Facilities managers to record any action they have taken to resolve issues and problems related to an assessment. The user can access their assessment records via the “My Records” tab within the system. Administrator Officers can access all user records and pull off reports from the system on:

Users with Completed Assessments

Users with Assessment with Problems

Users with Assessments with High Risks

Users with Assessment waiting Sign Off

User with Closed (Signed Off) Assessment

User with No Assessment. The system will also allow Administrator Officer to archived Users who have left LCC, this allows only live uses names to be active within the system and not show the records of employees who have left LCC employment within current reports but allows all old records to be stored within the system and retrieved as needed in the future. 8. TRAINING An e-learning training is now available to all LCC employees and must be undertaken by all LCC employees who have been defined as “DSE Users”. The e-learning course is available on the Lin2Learn web site. The course covers the following areas:

Introduction – aim and objects, problems associated with DSE, Employers commitment to you, safety guidance lines, responsibilities, policies & procedures

About Your Body – Muscles, tendons, Upper limb problems, eyes and tests, useful exercises.

Work tasks and Software – the need for breaks, task and Software design.

Frequently Asked Questions (FAQ) - answers some of the FAQ related to DSE

Summary – general tips that will help to avoid health & safety problems that you may come across when working with DSE.

The module is interactive with each section having a number of pages that learners must navigate through, interactive with and answer DSE based questions to enable them to continue/progress through the training. The training doesn‟t need to be complete all in one session and the system will automatically save the progress to the last fully completed section, a completed section will be indicated by a green light at the side of the section. Once the above sections have been completed the final stage for the learner is to complete the Self Assessment quiz – 16 multi choice questions based on the DSE e-learning course and will test the knowledge and understanding of DSE, the learner

http://www.learningpool.com/lincolnshire/


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will need to achieve a score of 75%+ to pass the course and allow a certificate to be printed. Learners can re-take the quiz as many times as they want until they achieve a pass mark or they want to achieve 100%. When learners are happy with their score the system will then direct the learner through to the checklist that must be ticked to say they have read and understand each statements, the checklist is:

I MUST adjust my work chair to ensure I have a good posture

I MUST my workstation & equipment is organised to ensure to posture.

I MUST take adequate breaks from my DSE activity

I MUST adjust my screen to minimise reflections and glare

I MUST undertaken a “dynamic” workplace assessment each time I have a new workstation

Once learners have read and ticked each statement the system will allow them to progress and to print off a Certificate showing their completion of the training course and checklist. The system will then remind learners that now they have completed the e-learning course a Workstation (DSE) assessment must now be completed. See section 5. Workstation Assessment Programme. Step by step user guidance is available detailing how users can access, use and undertake the e-learning course and the workstation assessment see appendix 6. 9. POLICY REVIEW Regular Review The DSE policy will be reviewed on a regular basis by Corporate Health & Safety with the assistance of the Mouchel Health & Safety Advisors.

Any changes to the policy that result from the review will be authorised by the Corporate Risk & Safety Steering Group. 10. FURTHER INFORMATION & ADVICE Health & Safety Executive (HSE) Display Screen Equipment home page Working with VDU‟s – INDG36 HSE DSE FAQ‟s Further info on the DSE regulations and guidance National Health Service (NHS) Prevent Repetitive Strain Injuries

http://www.hse.gov.uk/msd/dse/index.htm

http://www.hse.gov.uk/pubns/indg36.pdf

http://www.hse.gov.uk/msd/dse/faqs.htm

http://www.hse.gov.uk/msd/dse/guidance.htm

http://www.nhs.uk/Livewell/workplacehealth/Pages/rsi.aspx


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How to sit correctly Lincolnshire County Council G11 New and Expectant Mothers at Work . Advice and Support

Please contact your Health and Safety Adviser

http://www.nhs.uk/Livewell/workplacehealth/Pages/howtositcorrectly.aspx

http://uk.sitestat.com/lincolnshire/lincolnshire/s?Home.Download.1230&ns_type=pdf&ns_url=http://www.lincolnshire.gov.uk/download/1230

http://uk.sitestat.com/lincolnshire/lincolnshire/s?Home.Download.1230&ns_type=pdf&ns_url=http://www.lincolnshire.gov.uk/download/1230



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APPENDIX 1

On-line D.S.E Assessment Lincolnshire County Council

Login

Dear User(s), The login details associated with this email address are listed below. [LoginList] You can access your On-line D.S.E Assessment now using these login details (your UserID and Password). Please make sure that you enter the details carefully as they are case sensitive. Please click here to login. If this link does not respond, please type (or copy and paste) the link below into the address bar of your web browser: http://elms.praxis42.com/Login.asp?GenCode=AULFCBGM If you receive this email in error, please contact your Manager for assistance. If you continue to receive this email in error, please forward this email to [email protected]. We hope you enjoy your On-line D.S.E Assessment. Best regards, XXXXXXXXX Lincolnshire County Council Tel: 07799 521405 Email: [email protected]



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APPENDIX 2

On-line D.S.E Assessment Lincolnshire County Council

UWA Signoff

You completed a User Workplace Assessment on [UWADateTime] for [WorkplaceName]. Any problems or issues that were raised in your assessment have now been reviewed and followed up by your organisations designated responsible person(s). If you are satisfied with the outcome of the user workplace assessment review, please have your login details ready and [ClickHereToSignoff] to confirm. If you are not satisfied with the outcome, use the summary below for a breakdown of the original issues raised and details of who to contact for further assistance. SUMMARY [UWASummary] Please remember that if you change your Workplace layout or move to a new location, you should complete a further workplace assessment. You will be notified when your next assessment is due. If you receive this email in error, please contact your Manager for assistance. If you continue to receive this email in error, please forward this email to [email protected]. Regards, [AdvisorFullName] Lincolnshire County Council Email: [AdvisorEmail]


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APPENDIX 3

OPTICIAN REFERRAL LETTERS

THE HEALTH AND SAFETY (DISPLAY SCREEN EQUIPMENT) REGULATIONS 1992

Referral letter for „Users‟ to take with them on their eye test

To: ………………………………………………. Date……………………. ………………………………………………. ………………………………………………. We require to undergo an eye examination related to their work as a display screen equipment (DSE) user. Please complete the attached report form and hand it back to the employee and submit your examination account fee to the above address. If special spectacles are prescribed, please attach a quotation to the report form for the provision of the basic item required. The following details of the workstation are provided for your information. Working distance from eyes to:

Screen: ………………………………..

Keyboard: ………………………………..

Documents: ………………………………..

Position of document relative to screen (e.g. right hand/left hand side): ………………………………………………………… Type of print on normal documents used (e.g. typed, handwritten): ………………………………………………………… Number of hours DSE use per day: ……………………………………………………... Length of single session if not continuous: ………………………………………………. Approximate date of commencing DSE work: …………………………………………… Thank you


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THE HEALTH AND SAFETY (DISPLAY SCREEN EQUIPMENT) REGULATIONS 1992

Optician‟s Report Form

From: ………………………………………………. ………………………………………………. ………………………………………………. Re: ………………………………………………. I am conversant with the standard recommended by the Association of Optometrists for DSE users and in my opinion, the above named person: Does/does not satisfy the standard without spectacles/contact lenses. Does/does not satisfy the standard with spectacles/contact lenses. Does/Does not require spectacles for general use, incorporating a special prescription for DSE use. Does/does not require spectacles or contact lenses to be provided with a prescription specifically for working with a DSE. My additional recommendations are as follows: ……………………………………………………………………………………………….. ……………………………………………………………………………………………….. Next examination recommended: …………………………………….

Quotation

If special spectacles are prescribed, please attach a quotation for the provision of the basic item required. ………………………………………………………………………………………………. Signed: ………………………………………………. Date: ……………….. GOC Number: ………………………..


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APPENDIX 4

POEL9 WORKING WITH VDUs

INTRODUCTION

This leaflet is a guide for people who work with visual display units (VDUs) and their employers. It: Answers questions that are most often asked about VDUs and health; Gives a summary of the law on VDU work (the Health and Safety [Display Screen Equipment] Regulations 1992), and outlines what employers and employees should do to comply; Suggests some simple adjustments that users can make to workstations and screens to make them more comfortable and easy to use; and Explains how employers and users can get further advice.

DEFINITION OF VDU

What‟s the Difference Between A VDU, A VDT, A Monitor And Display Screen Equipment (DSE)?

There isn‟t one. All these terms mean the same thing – a display screen usually forming part of a computer and showing text, numbers or graphics. This booklet gives advice on health and safety in working with such screens. It covers both conventional (cathode ray tube, TV-style) screens and the newer flat-panel displays such as those used in portable computers. The advice in this booklet applies to the whole workstation, job and work environment, as well as to the VDU, keyboard and other equipment.

„DOES MY VDU AFFECT MY HEALTH?‟

Answers to Some Common Questions from VDU Users

Am I at Risk?

VDUs have been blamed – often wrongly – for a wide range of health problems. In fact, only a small proportion of VDU users actually suffer ill health as a result of their work. Where problems do occur, they are generally caused by the way in which VDUs are being used, rather than the VDUs themselves. So problems can be avoided by good workplace and job design, and by the way you use your VDU and workstation.


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Are Aches and Pains Caused by Using a VDU? What about „RSI‟?

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‟. Usually these disorders do not last, but in a few cases they may become persistent or even disabling.

How Can I Avoid these Aches, Pains and Disorders?

Problems of this kind may have a physical cause, but may also be more likely if a VDU user feels stressed by the work (see next question). If you get aches or pains you should alert your Supervisor or Line Manager. Problems can often be avoided by good workplace design, so that you can work comfortably, and by good working practices (like taking frequent short breaks from the VDU). Prevention is easiest if action is taken early, before the problem has become serious. For more about how to avoid trouble, see „Making Adjustments to Suit Your Needs‟. You may also find the exercises in Appendix 1 useful.

What Can be Done to Reduce Stress in my VDU Work?

People who use a VDU sometimes complain of stress, but this usually arises from increased pace of work or pressure to meet deadlines, not the VDU itself. Some VDU workers find stress reduced because the VDU makes their job easier or more interesting, but for others stress becomes worse. This can happen when a system does not work well or when the user does not feel in control or competent to operate it.

Can Work with VDUs Affect Eyesight?

Extensive research has found no evidence that VDUs can cause disease or permanent damage to eyes. But long spells of VDU work can lead to tired eyes and discomfort. Also, by giving your eyes more demanding tasks, it might make you aware of an eyesight problem you had not noticed before. You and your employer can help your eyes by ensuring your VDU is well positioned and properly adjusted, and that the workplace lighting is suitable. Ask for an eye test if you still think there is a problem.

What about Problems with my Contact Lenses or Bifocals?

The heat generated by VDUs can make the air seem drier, and some contact lens wearers find this uncomfortable. If you have this problem but don‟t want to change to spectacles, you can try blinking more often or using tear-substitute drops. Where the air is dry, employers can help by taking steps to increase the humidity. People with bifocal spectacles may find them less than ideal for VDU work. It is important to be able to see the screen easily without having to raise or lower your head. If you can‟t work comfortably with bifocals, you may need a different type of spectacles. Consult your optician or doctor if in doubt.

Can VDU Work Cause Headaches?

Headaches may result from several things that occur with VDU work, such as:


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screen glare;

poor image quality;

a need for different spectacles;

stress from the pace of work;

anxiety about new technology;

reading the screen for long periods without a break;

poor posture; or

a combination of these. Many of these things can easily be put right once the cause of the problem has been found.

How Long Should I Work with a VDU?

There is no legal limit, but you need to break up long spells of VDU work. How long you should work without a break depends on the type of work you are doing.

Do VDUs Give Out Harmful Radiation?

No. VDUs give out both visible light, which enables us to see the screen, and other forms of electromagnetic radiation that can be harmful above certain levels. However, the levels of radiation emitted from VDUs are well below the safe levels set out in international recommendations. So your employer doesn‟t have to check radiation levels from your VDU, and you do not need any special devices such as spectacles, screens or aprons when using it.

What Should I do if I‟m Pregnant?

You don‟t need to stop working with VDUs. Past concern, about reports of miscarriages and birth defects among some groups of VDU workers, has not been borne out by more recent research. Many scientific studies have now been carried out and, taken as a whole, these do not show any link between miscarriages or birth defects and working with VDUs. However if you do have any concerns about your work or work station, please speak to your manager or supervisor.

Can Working with VDUs Cause Skin Disorders?

This is rare. A few people have experienced irritation, rashes or other skin problems when working with a VDU. The exact cause is now known, but it seems possible that a combination of dry air, static electricity and individual susceptibility may be involved. If this is the case, increasing the humidity or allowing more fresh air into the room may help.

Can VDUs Trigger Epileptic Seizures

Most people with epilepsy are completely unaffected by VDUs. A few who suffer from photo-sensitive epilepsy and are susceptible to flickering lights and striped patterns may be affected in some circumstances. But even they can often work successfully with VDUs without provoking an attack.

I Use a Portable Computer – Are There Any Precautions I Should Take?

Laptops and other portable computers have to be compact enough to be easy to carry. This results in design compromises, like smaller keyboards and screens that make portables less comfortable in prolonged use than a normal VDU.


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It is best to avoid using a portable for long periods when full-sized equipment is available. And like other VDU users, people who habitually use a portable should be trained how to minimise risks. This includes sitting comfortably, angling the screen so it can be seen clearly with minimal reflections, and taking frequent breaks if work is prolonged. Wherever possible, portables should be placed on a firm surface at the right height for keying.

Is It True That Using a Mouse Can Cause Problems?

Intensive use of a mouse, trackball, or similar pointing device may give rise to aches and pains in the fingers, hands, wrists, arms or shoulders. This can also happen with a keyboard, but mouse work concentrates activity on one hand and arm (and one or two fingers), and this may make problems more likely. Risks can be reduced by adopting a good posture and technique. Make the most of opportunities to take breaks from intensive mouse work – even short pauses can help, as can spells doing keyboard or non-computer work. If you use a mouse a lot, you can try changing from right to left-handed use (and vice-versa) from time to time. It can also help to take your hand off the mouse during short pauses and let your mouse arm hang straight down from your shoulder. If you find gripping your mouse awkward, you could try a different shaped or sized one.

THE REGULATIONS AND HOW THEY AFFECT YOU

The Health and Safety (Display Screen Equipment) Regulations 1992 require employers to minimise the risks in VDU work by ensuring that workplaces and jobs are well designed.

Who is Affected?

The Regulations apply where employees habitually use VDUs as a significant part of their normal work; these employees are defined as „users‟. Other people, who use VDUs only occasionally, are not covered by these Regulations, but their employers still have general duties to protect them under other health and safety at work legislation. In addition to this, all workstations must meet the minimum requirements of the Regulations, not just those of „users‟.

I Work at Home – Am I Covered

Yes, the Regulations apply if you are an employee working at home, and habitually using a VDU for a significant part of your normal work.

WHAT DO EMPLOYERS HAVE TO DO TO COMPLY?

The Regulations do not contain detailed technical specifications or lists of approved equipment. Instead, they set more general objectives. Employers have to :

Analyse Workstations, and Assess and Reduce Risks

All workstations are covered by the regulations, whether or not the employee is defined as a user. Employers need to look at:

the whole workstation including equipment, furniture, and the work environment;

the job being done

any special needs of individual staff (whose views may be sought as part of the assessment).


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Where risks are identified, the employer must take steps to reduce them.

Ensure Workstations Meet Minimum Requirements

These requirements are good features that should normally be found in a workstation, such as adjustable chairs and suitable lighting.

Plan Work So That There are Breaks or Changes of Activity

As the need for breaks depends on the nature and intensity of the work, the Regulations require breaks or changes of activity but do not specify their timing or length. Short, frequent breaks are better than longer, less frequent ones. Ideally the individual should have some discretion over when to take breaks.

On Request Arrange Eye Tests, and Provide Spectacles if Special Ones are Needed

Employees defined as „users‟ can ask their employer to provide and pay for an eye and eyesight test. This is a test by an optometrist or doctor. There is also an entitlement to further tests at regular intervals; the optometrist doing the first test can recommend when the next should be. Employers only have to pay for spectacles if special ones (for example, prescribed for the distance at which the screen is viewed) are needed and normal ones cannot be used.

Provide Health and Safety Training and Information

Employers have to provide training to employees covered by the Regulations, to make sure that they can use their VDU and workstation safety, and know how to make best use of it to avoid health problems, for example by adjusting the chair. Information should also be provided about VDU Health and Safety. This should include general background information. It should also cover more specific details of the steps taken by the employer to comply with the Regulations, such as the action taken to reduce risks and the arrangements for breaks.

MAKING ADJUSTMENTS TO SUIT YOUR NEEDS

What Can I do to Help Myself?

Make full use of the equipment provided, and adjust it to get the best from it and to avoid potential health problems. If the Regulations apply to you, your employer should cover these things in training. If the Regulations don‟t apply, it is still worth setting up your workstation properly, to be as comfortable as possible. Here are some practical tips:

Getting Comfortable

Adjust your chair and VDU to find the most comfortable position for your work. As a broad guide, your forearms should be approximately horizontal and your eyes the same height as the top of the VDU. Make sure you have enough work space to take whatever documents or other equipment you need. Try different arrangements of keyboard, screen, mouse and documents to find the best arrangement for you. A document holder may help you avoid awkward neck and eye movements.


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Arrange your desk and VDU to avoid glare, or bright reflections on the screen. This will be easiest if neither you nor the screen is directly facing windows or bright lights. Adjust curtains or blinds to prevent unwanted light. Make sure there is space under your desk to move your legs freely. Move any obstacles such as boxes or equipment. Avoid excess pressure from the edge of your seat on the backs of your legs and knees. A footrest may be helpful, particularly for smaller users.


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SEATING AND POSTURE FOR TYPICAL OFFICE TASKS

1 Seat back adjustability.

2 Good lumbar support.

3 Seat height adjustability.

4 No excess pressure on underside of thighs and backs of knees.

5 Foot support if needed.

6 Space for postural change, no obstacles under desk.

7 Forearms approximately horizontal.

8 Minimal extension, flexion or deviation of wrists.

9 Screen height and angle should allow comfortable head position.

10 Space in front of keyboard to support hands/wrists during pauses in keying.

ALL MEASUREMENTS GIVEN ARE THOSE RECOMMENDED IN BS7179

Keying In

Adjust your keyboard to get a good keying position. A space in front of the keyboard is sometimes helpful for resting the hands and wrists when not keying. Try to keep your wrists straight when keying. Keep a soft touch on the keys and don‟t overstretch your fingers. Good keyboard technique is important.


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Using a Mouse

Position the mouse within easy reach, so it can be used with the wrist straight. Sit upright and close to the desk, so you don‟t have to work with your mouse arm stretched. Move the keyboard out of the way if it is not being used. Support your forearm on the desk, and don‟t grip the mouse too tightly. Rest your fingers lightly on the buttons and do not press them hard.

Reading the Screen

Adjust the brightness and contrast controls on the screen to suit lighting conditions in the room. Make sure the screen surface is clean. In setting up software, choose options giving text that is large enough to read easily on your screen, when you are sitting in a normal, comfortable working position. Select colours that are easy on the eye (avoid red text on a blue background, or vice-versa). Individual characters on the screen should be sharply focused and should not flicker or move. If they do, the VDU may need servicing or adjustment.

Posture and Breaks

Don‟t sit in the same position for long periods. Make sure you change your posture as often as practicable. Some movement is desirable, but avoid repeated stretching to reach things you need (if this happens a lot, rearrange your workstation). Most jobs provide opportunities to take a break from the screen, e.g. to do filing or photocopying. Make use of them. If there are no such natural breaks in your job, your employer should plan for you to have rest breaks. Frequent short breaks are better than fewer long ones.

What Should I Do if I Have Any Problems

If you are a VDU user and think you have health problems connected with your work, it‟s best to talk to your supervisor or manager first. Employers have a duty to consult their employees or employee representatives on health and safety issues.


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APPENDIX 1

KEYBOARD USER EXERCISES In addition to the prevention of backache it is important for keyboard workers to minimize the effects of repetitive keyboard work in terms of strains to the upper limbs. In addition to making sure the seating arrangements and desk top ergonomics are correct, the following exercises performed in the seated position are useful in maintaining suppleness and reducing aches and pains. Please also remember that it is important to take regular short breaks from your work, to avoid aches and pains developing.

Finger Fan

Hold the hands out in front and spread the fingers apart as far as possible. Maintain for the count of 5, relax and repeat.

Shoulder Blade Squeeze

Link hands behind the chair and pull the shoulders back. Squeeze shoulders together and straighten arms, hold, release and repeat.

Back and Arm Stretch

Clasp the hands together and extend the arms straight above the head. Lean to the left and to the right and stretch hard several times.

Shoulder Roll

Roll the shoulders backward and forwards several times.

Neck Stretch

Bend the head forward and slowly turn it like a pendulum to look up to the right and to the left alternately. Then with the head in a neutral position slowly turn the head to look down to the left and to the right. Repeat several times.

Wrist Stretches

Straighten both arms out in front and with one hand bend the wrist of the other hand upwards and then downwards. Change hands and repeat.

Trunk Twist

Fold the arms and twist the trunk to the left and then to the right.

Hand bend

Place your elbows on the table, with the other hand, gently bend hand back towards forearm. Repeat with the other hand.


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APPENDIX 5

POEL9A WORKING WITH LAPTOP COMPUTERS

INTRODUCTION

This leaflet is a guide for people who work with laptop computers. You are covered by the Display Screen Equipment (DSE) Regulations if you use your laptop computer for prolonged periods of time. This guide is supplementary to the employee leaflet POEL9 Display Screen Equipment.

WORKING WITH LAPTOP COMPUTERS

Increasing numbers of people are using laptop computers as part of their work. While research suggests that some aspects of using laptop computers are no worse than using full-sized equipment, that is not true of every aspect. The design of laptop computers includes features (such as smaller keyboards and pointing devices or a lack of keyboard/screen separation) which may make it more difficult to achieve a comfortable working posture.

WORKSTATION ASSESSMENT

Where your laptop is set up in adhoc locations it is not feasible to carry out a written assessment however you should select the most suitable place available and set up your equipment to ensure it is as comfortable for you as possible. Where your laptop is used at a repeated location for lengthy periods of time the workstation must be assessed and recorded using the attached checklist. Any problems should be raised with your manager. As well as risks common to both laptop and desktop DSE work, the following additional risks may be associated specifically with laptop computers work:

Manual handling risks when moving between locations if carrying extra papers printers, spare batteries etc…

Risk of theft possibly involving assault. You should be aware that some design compromises inherent in laptop computers can lead to postural or other problems. One way of reducing such risks is to avoid prolonged use and take frequent short breaks.

Making Adjustments to Suit your Needs

Maintaining a reasonable level of comfort when using a laptop computer in adhoc locations is more difficult than when using a desktop computer at a proper workstation. You should be especially alert to your body‟s signals, such as any feeling of discomfort. You should try to adopt the same posture when using your laptop as you would when using a desktop computer (refer to Appendix 4-POEL9 Display Screen Equipment for related information).


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Getting Comfortable

Try to find a suitable chair and desk to be able to position your laptop at an appropriate height. As a broad guide your forearms should be horizontal and parallel to the floor when typing. Your screen should be positioned to minimise reflections, tilted to give a clear view and raised where necessary to avoid neck ache. Where you spend long periods of time on your laptop a workstation assessment should be carried out using the attached checklist to identify the measures needed to reduce the risks. Some of the ways of reducing the risk are:

Using a full sized keyboard will and mouse attached to your laptop (sometimes with a docking station) to prevent your hands from being in a cramped typing position.

An adjustable monitor stand to raise the height of the monitor to prevent your head and neck being bent in an awkward position which could result in pain.

Ensuring you are sat up straight with your back supported with a footrest provided if needed.

Making sure you have enough space on your work area for all documents and other equipment required.

Arranging your laptop to avoid glare and bright reflections on the screen.

Change your posture often and take brief breaks more frequently.

Alternative Environments

It is easy to think that a car, sofa, bed or lounge chair are comfortable places to use a laptop but this can cause discomfort by sitting in an awkward position with the neck and head bent looking down at the screen. Always try to use you laptop on a desk of suitable height and with a good chair. If you must work with your laptop on your lap make the following adjustments:

Keep your forearms, wrists and hands comfortably aligned with each other in a straight neutral line.

Avoid bending or angling the wrists. If your laptop has a palm rest do not use this while typing, only when pausing from typing.

Positioning pillows under your forearms may help keep your shoulders relaxed and your wrists straight.

Remember to support your lower back even on a sofa. Do not slouch or recline too much or sit in awkward positions.

Avoid sitting completely still and working without breaks for long periods.

Use the passenger seat and push it right back if working in a car, this gives more room for the laptop and feet than in the driver‟s seat.

Transporting the Computer

Try to carry just your laptop when moving around different locations. Carrying printers, keyboards and other peripherals adds to the weight, which has implications on manual handling and increases the risk of injury. Make several trips to your destination rather than trying to carry everything at once. If you do need to carry lots of equipment avoids shoulder strain by using a trolley or a carry case with wheels.


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Typing

If you type for long periods at a time use a separate keyboard. This will allow your hands and fingers to have adequate space to type without your fingers being cramped. Keep a light touch while typing. Use the minimum amount of force to depress the keys. To reach keys that are not near your keyboard‟s home row (ASDFG HJKL:) move your whole arm, avoid stretching your fingers and angling your wrists.

Pointing Devices

Do not create tension in your fingers and hand by stretching your fingers from the keys to a pointing device. If you work for long periods of time on you laptop you must use a separate mouse. Use your whole arm and shoulder to move the mouse, not just your wrist. Keep your wrist in a straight neutral position. Do not angle your wrist when using your pointing device.

Monitor Stand

The need for a monitor stand or not will be identified through the workstation assessment and will depend on personal preferences. Some people with bi-focal or vary-focal spectacles prefer the screen lower and monitor stands are not required. Others find it more comfortable for the screen to be raised so it is just slightly below or at eye level.

Take Breaks

Take short breaks at least one per hour and preferably more often. During breaks stand up and stretch especially any muscles and joints you may have held in an extended static posture while using the computer. Break up your routine and try to vary your tasks during the day.

ADDITIONAL INFORMATION

Appendix 4-POEL9 Display Screen Equipment Health and Safety Manual on George


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APPENDIX 6

On-line DSE Training & Assessment Tool

Employee User Guide


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Introduction Lincolnshire County Council (LCC) has purchased an on-line Display Screen Equipment (DSE)1 assessment tool from Praxis 42. The system will allow all LCC employees who are defined as “users” to undertaken DSE training through the Lins 2 Learn website and a DSE assessment as required under the Display Screen Equipment Regulations 1992.

Employees who are defined as DSE users If you work/use DSE for more then one hour per day you will be classed as a “user” as defined within the Display Screen Equipment Regulations 1992. The Employer (Lincolnshire County Council) must provide training in regards to DSE safety and provide a system for employees to assess their DSE and workstations. All DSE users MUST undertake a DSE assessment that will help to identify any issues or problems they have with their workstation. This guidance is designed to assist DSE users with completing the on-line training and assessment tool by going through the process in a step by step manner.

The on-line DSE e-learning training course

The Praxis 42 e-learning training course is available on the Lin 2 Learn web site. The course is designed to give DSE users a good understanding the hazards and risks associated with the using of DSE along with information on the requirement and control measures that must be implemented to eliminate or reduce those risks. That the end of the course these is a simple multi-choice test that user must pass to complete the course successfully. The course covers the following main areas:

1. Introduction to the course 2. About your body 3. Work tasks and software 4. Your workplace 5. Frequently asked questions 6. Summary- hints & tips 7. Self assessment 8. User workplace assessment.

Step By Step Guidance

a) Guidance for the Praxis 42 on-line DSE training course...........................................................

b) Guidance for the Praxis 42 on-line DSE assessment checklist…………………………………..

++++++++++

1 (DSE) - All these terms mean the same thing - a display screen, usually forming part of a computer and showing text, numbers or graphics.


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a) Guidance for Praxis the on-line DSE Training 1. Access the Lins2Learn home page either through GEORGE or by clicking on the link below, see fig 1. Lincs2Learn - http://www.learningpool.com/lincolnshire/ fig 1.

2. You should already have a user name and password for access onto the lincs2learn web-site. Enter your user

name and password into the login boxes and click the “login” icon, you will then be directed to the main lincs2learn home page see fig 2.

NB- If you haven’t got an account follow the on-line instruction to create a new account.

fig 2.




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3. Click the “Full Category List” icon ( ) the home page, see fig 3, these will direct you to the full category list of courses that are available on the lincxs2learn website. fig 3.

4. Once on the course category list page scroll down and found the heading entitled “Health and Safety”. Click

on the “DSE”, see fig 4, which will take you through to the Display Screen Equipment enrolment screen. An enrolment number is required to gain access to this training.

fig 4.

http://www.learningpool.com/lincolnshire/course/index.php


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5. You should have received an enrolment key with your course jointing instruction, entre the key into the blank box and click the “Enrol me in this programme” button, see fig 5, you will then be directed to the topic outline page for the DSE course.

fig 5.

6. Once on the topic outline page for the DSE training click the section 1. e-learning “Display Screen Equipment module and assessment” icon, this will direct you onto the Praxis 42 DSE training home page. see fig 6.

fig 6.


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7. Once on the Praxis 42 DSE home page, click the “Continue” icon which will take you onto the course

“Contents” page, see fig 7. fig 7.

8. Work you way down the subject by click on each heading starting on 1. Introduction. 9. Following the instruction on the screen and in the info box at the bottom of the screen. 10. After you have completed each section the boxes will turn GREEN to indicate that you have completed that

section. 11. The system will automatically save your progress, you can come out of the system and return at any time and

continue from the saved position. PLEASE NOTE – the system will only save completed sections, if you come out of the system when you are in the middle of the a section that section will have to be started again.

12. Section 7 – is the self assessment multi-choice test. Simply section the answer the each question you believe

is correct before moving on. At the end of the test you will be presented with your results and an opportunity to re-take the test. A score of 75% or more is considered a PASS mark.


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fig 8.

13. Once you’ve completed all the questions and achieved a PASS mark of 75% or more you must tick the

interactive checklist before the system will allow you print off a completion certificate, see fig 8. 14. The system will then direct you to the certificate printing page, click the print icon and a certificate of

achievement will be printed, see fig 9.

fig 9.

15. you have now completed the DSE on-line training, you must now undertaken an on-line DSE assessment,

see section b) on how the undertake the assessment.


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b) Guidance for the Praxis 42 on-line DSE assessment checklist. 1. You should have received an e-mail with your “UserID” and “Password” for the Praxis 42 system along with a

“Click here to login” icon, see fig 1. (You may receive a quarantine e-mail within these information, please see 15 for details on how to release this e-mail)

Web address for the system is: http://elms.praxis42.com/Login.asp?GenCode=AULFCBGM fig 1.

2. Click the login icon and you should be taken to the On-line DSE Assessment system login page, see fig 2. fig 2.




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3. Entre your “user ID” and “password” into the login boxes and click the login box at the bottom of the screen,

see fig 3. fig 3.

4. Once you’ve entered your login detail and click the login box you should be directed to the systems Home page. Down the left hand side of the page there should be 3 heading in Orange (1. General 2. Help 3. Log Out). You have now successfully accessed the home page of the On-line DSE Assessment system, see fig 4.

fig 4.


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5. Your profile can be viewed and amendment by clicking on the –My Profile heading, this will direct to the “my

profile” page, see fig 5. You can update your details on this page i.e. employee number, line manager details and password. It strongly advised that you change your password. If the building name identified within your profile is different to the one you work in/based in please change it my clicking the drop down in the “Building Names” section, see b) 6.

fig 5.

6. Click on the Building Name box and a list of LCC should appear, pick the relevant building the individual works

in or are based in, see fig 6. fig 6.

NB- if the correct building doesn’t appear in the list please leave the building that’s been allocated to you and contact: [email protected] to report the issue.

mailto:[email protected]


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7. To launch the DSE user workplace assessment click the launch tab under the My Assessment heading,

see fig 7. fig 7.

8. The launch tab will direct you to the “add” a workplace page, click the add a new workplace link, you will then

be directed to the “Add workplace” page, see fig 8. In the “friendly” workplace box put “my desk” or if you use a desk that’s numbered put the desk number in. if you use this desk on a regular basis tick the “active” icon and entre the room number of location of the desk in the building. PLEASE SEE b) 6 for information on entering “Workplace is associated with” details, this is the building name. Once completed all the relevant boxes click “Add” to continue.

fig 8.

http://elms.praxis42.com/UWAWorkplaces.asp?ProductID=1


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9. You will then be directed to the “Successfully Added Workplace” page, if you have more then one workstation or you are based in more then one location extra workplaces can be added by clicking on the Add workplace link and following step b) 8. Select the workplace you are doing the assessment on by clicking on the start icon for that workplace, see fig 9.

fig 9.

10. you will then be direct to the Workplace Assessment page, read all the information on the page before clicking

“Start” 11. By clicking “start” you will begin the assessment process, you will be asked 8 pages (34 questions in total) of

YES/NO questions about your desk, chair, screen, laptop, work comfort, environment, all questions must be answered, you can add a comment to any question if you want by clicking on the Add Comment box, see fig 10.

fig 10

http://elms.praxis42.com/UWAStart.asp?WorkplaceID=13567


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12. At the end a summary page will appear. This will show whether you have any issues in any of the sections. If

you want to check any of your answers in the section click on the relevant titled section, see fig 11. Once you are happy you have asked all the questions click the Finish icon.

fig 11.

13. You have now completed a workplace assessment, if you have more then one workplace/base you may have to complete a separate assessment for each of these workplaces.

14. Once you’ve completed the DSE assessment and clicked FFiinniisshh you will receive an e-mail from the system

with a summary report of your DSE assessment identifying where actions are required and who is responsible for resolving the issues i.e. RED = Problem assigned to you, GREEN = No problems, BLUE = Problem identified and assigned to appropriate person. The e-mail will contain a link for you to update as necessary when actions have been completed. Your line manager and building manager will also receive an email summary of your DSE assessment that highlighting any actions they need to undertaken along with a link into the system for them to update as necessary


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15. Quarantine e-mails – the e-mail you receive with your login details “UserID” and “Password” may be directed into the quarantine system. If this happens you will receive a “User Quarantine Release Notification” e-mail. Open the e-mail the click on the long http: web address contained within the mail, see fig 12.

fig 12.

16. You will then be directed to the Quarantine release page, tick the release and whitelist boxes and then click

the submit box at the bottom of the page, see fig 13.

fig 13.

17. Once you’ve clicked “submit” you should then receive a normal e-mail with your login details as identified within b 1.


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APPENDIX 7

On-line DSE Assessment Tool

User Guide - LCC System Administrators


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Introduction Lincolnshire County Council (LCC) has purchased an on-line Display Screen Equipment (DSE) assessment tool from Praxis 42. The system will allow all LCC employees who are defined as “users”1 to undertaken DSE training through the Lins 2 Learn website and a DSE assessment as required under the Display Screen Equipment Regulations 1992.

Administrators Role As administrators for the system you will be expect to undertake some basic roles and duties, this guidance will explain these roles and duties step by step. The main roles and duties are;

1. Adding new users onto the Praxis 42 system

2. Issuing new users with their “user ID” and “password” for the system

3. Updating user details & information

4. Sending reminders to users to complete their assessment 5. Sending reminders to users of their “user ID” and “password”

Below is a list of step by step guides for undertaken the main roles of a Praxis 42 System Administrator.

Step By Step Guidance a) Getting access to the Praxis 42 on-line system.................................................................................. p3 b) Adding a new user to the system....................................................................................................... p5 c) Adding new users in bulk to the system............................................................................................. p7 d) How to check building names............................................................................................................. p11 e) Updating existing user details............................................................................................................. p12 f) Sending e-mail reminders to users..................................................................................................... p14

Further Information Further information and guidance can be viewed once you’ve entered the system by using – Quick Start Guide 4 which can be found under the Help heading on the main Home page.

1 User (DSE) – an employee who habitually uses display screen equipment as a significant part of their normal work i.e. more then 1 hour per day.


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Step by Step Guidance

a) Getting access to the Praxis 42 system

a. You should have received an e-mail with your “UserID” and “Password” for the Praxis 42 system along with a “Click here to login” icon, see fig 1.


3. Click the login icon and you should be taken to the On-line DSE Assessment system login page, see fig 2. fig 2.




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5. Entre your “user ID” and “password” into the login boxes and click the login box at the bottom of the screen,

see fig 3. fig 3.

6. Once you’ve entered your login detail and click the login box you should be directed to the systems

administration page. Down the left hand side of the page there should be 6 heading in Orange (1. General 2. Configuration 3. Personnel 4. Monitoring 5. Help 6. Log Out). You have now successfully accessed the administration page of the On-line DSE Assessment system, see fig 4.

fig 4.


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b) Adding a new user to the system 7. Under the Personnel icon on the left hand side of the screen there’s a blue icon “- Add Single User”, click

this icon and you will be directed to the Add single user page, see fig 5. fig 5.

8. There are a number of boxes that are required fields, these are mark with a red star (). Complete the

required boxes, you may need to contact the individual for some of the information or to check it’s correct.

9. Click on the Building Name box and a list of LCC should appear, pick the relevant building the individual works in or are based in, see fig 6.


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fig 6.

NB- if the correct building doesn’t appear in the list please click “1A- No Building” and once completed contact: [email protected] to report the issue.

10. Add the specific location within that building the individual is based i.e. room 508 (if you don’t have this

information please leave blank).

11. You will need to add the individuals e-mail address and confirm it. 12. Give the user a simple password i.e. 1234 and confirm it, the user can change their password once they have

gone into the system. 13. Unless you are specifically asked to “DO NOT” tick any of the boxes under the USER ROLE heading. 14. Once you’ve completed the boxes click the ADD icon at the bottom of the screen and be directed to the “User

Added Successfully” page. 15. The “User Added Successfully” page will show the “UserID” that’s been assigned to the new users. Below

there a box under the heading “Email Template”, the box should default to the “Login Detail” template, if not click on the box and select the “Login Detail” template e-mail. Once the correct template as been selected click the middle box at the bottom of the screen titled “Send E-mails”, see fig 7. fig 7.



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16. Once clicked you will directed to the “e-mails have been send page”, click “Home” in the top left hand corner

of the screen to return to the main page.

c) Adding new users in bulk to the system. 1. Under the Personnel icon on the left hand side of the screen there’s a blue icon “- Add Single User”, click

this icon and you will be directed to the Add single user page.

2. At the top of the Add single User page you will see a link named “bulk import” click on this link and you will be directed to the “User Bulk Import” page, see fig 8.

fig 8.


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3. Please read the information on the screen, within the text there’s a link “User Import Template”. Click on this

link, see fig 8, and you will be directed to an Excel Spread Sheet. Click open and wait for the document to open, see fig 9. fig 9.

4. Enter the same information for each individual in the boxes as you would for a single user, see b 1-6. (You

must write the building name in exactly as it appears in the building list- see Section d for how to check building list)) Once you completed the necessary boxes with the detail of all the individuals click “file” at the top of the Excel sheet and “save as”. Pick a file you have access too, give the document a name you will remember i.e. “audit staff names 1” IMPORTANT NOTE – before clicking the save button, click the “Save as type” box and select “CSV (Comma delimited) (*.CSC)” , once selected click the save button, see fig 10. fig 10.


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5. You are now ready to bulk import users onto the system, follow steps 1 & 2 to get to the “User Bulk Import”

page. Click the “Browse” button at the bottom of the screen and locate the Excel document you have just saved i.e. audit staff names1 and double click, see fig 11. fig 11.

6. The name of the document should then appear in the boxes at the side of the “Browse” button. Click the

“check” button and the system will check the document for any errors. If any errors are found these will be displayed in red text under the check button, see fig 12. Any errors will need to be corrected by opening the file (find the document as you would normally and make any corrections needed, close the click yes to saving the file, click save button, click yes to replace and yes to the message). fig 12.


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7. Once all corrections have bee made repeat steps 5 & 6, once the system is happy the document is correct the

system will direct you to the “Final Check Successful” & “Import” page. At this point you click the Import button at the bottom of the page and you will be directed to the “added users successfully” page, click continue to be directed to the e-mail user page, see fig 13.

fig 13.

8. Follow steps b) 9&10 to e-mail the new users their “UserID” & “Password”

9. PLEASE NOTE – if you click “Import” and you get an error message informing you that the import process is

HALT!, see fig 14. Please check the excel spread sheet to ensure the building name inputted appear exactly the same as in the building list.

fig 14.


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d) How to check building names

a. On the home page under the heading on the left hand side Configuration is the heading – Building Names, click on that heading and it will direct you to the Building Name page, see fig 15

fig 15.


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b. This building list contain all the building that have been entered onto the system, please ensure that if you are entering building information into the “Bulk User” excel date base that you enter the building name exactly as it appear in this list, that includes capitals used, spaces and postcodes. Once you have finished checking the list click “Home” at the bottom of the screen. PLEASE NOTE: If you can’t see the building that a new user is working from please contact [email protected]

e) Updating existing users details

a. On the home page under the heading on the left hand side Personnel is the heading – User Accounts, click this heading and it will direct you to the User account page. This page contains a list of all the users on the system, see fig 16.



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fig 16.

b. To find an individual click on either the top row of letter choosing the letter their first name begins with or the second row of letters for the first letter of their surname. The system will then filter out all the names that don’t begin with that letter. You can then scroll name the list of names until you find the individual you are looking for. Double click the name and it will direct you to the “User Record” page, see fig 17.

fig 17.

c. These page contains all the information and record that the individual you selected i.e. name, building, location, manager, e-mails, etc. If the individual details need to be updated and amended click the (Edit) icon next the USER DETAILS, this will direct you to the “Edit User” page, see fig 18.

fig 18.


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d. Once you have updated the details of the individual click the “update” button at the bottom of the page. (The middle button). Once click the individuals details will have been updated and you will have been direct back to the USER RECORD page, see fig 18, click Home at the top of the page and repeat steps e) 1-4 if other individuals details need updating.

f) Sending e-mail reminders to users

a. On the home page under the heading on the left hand side Personnel is the heading – User Accounts, click this heading and it will direct you to the User account page. This page contains a list of all the user on the system


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b. To find an individual click on either the top row of letter choosing the letter their first name begins with or the second row of letters for the first letter of their surname. The system will then filter out all the names that don’t begin with that letter. You can then scroll name the list of names until you find the individual you are looking for. Once you’ve located the individual you want to e-mail tick the action box that’s to the left hand side of their name and the Edit icon, see fig 19.

fig 19.

c. Once the Action box(es) have been ticked against the individual(s) you want to send an e-mail to click the Email icon next to the Action: at the top of the list, it will then direct you to the “Bulk Email” page, see fig 20.

fig 20.

d. Select the appropriate e-mail template from the drop down box i.e. remainder to user to complete assessment, remainder of login details, etc. Once the correct e-mail template has been selected from the drop down list click the “Send E-mail” button at the bottom of the page, see fig 20.

fig 21.


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e. Once clicked you will directed to the “e-mails have been send page”, see fig 21. Click “Home” in the top left hand corner of the screen to return to the main page.


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APPENDIX 8

On-line DSE Training & Assessment Tool

Line Manager & Building Manager User Guide


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Introduction Lincolnshire County Council (LCC) has purchased an on-line Display Screen Equipment (DSE)1 assessment tool from Praxis 42. The system will allow all LCC employees who are defined as “users” to undertaken DSE training through the Lins2Learn website and a DSE assessment as required under the Display Screen Equipment Regulations 1992.

Line Managers of Employees who are defined as DSE users If any of your staff work/use DSE for more then one hour per day they will be classed as a “user” as defined within the Display Screen Equipment Regulations 1992. The Employer (Lincolnshire County Council) must provide training in regards to DSE safety and provide a system for employees to assess their DSE and workstations. All DSE users MUST undertake a DSE assessment that will help to identify any issues or problems they have with their workstation. This guidance is designed to assist Managers of DSE users with completing any actions from the on-line assessment tool by going through the process in a step by step manner.

The on-line DSE e-learning training course

The Praxis 42 e-learning training course is available on the Lin 2 Learn web site. The course is designed to give DSE users a good understanding the hazards and risks associated with the using of DSE along with information on the requirement and control measures that must be implemented to eliminate or reduce those risks. That the end of the course these is a simple multi-choice test that user must pass to complete the course successfully. The course is available via the Lin2Learn webpage and Employee guidance on undertaken the online DSE training is available on there.

Building Managers The DSE assessment may identify issues/problems associated with the fabric of the building i.e. lighting, ventilation, temperature, etc. As a building manager you will have responsibility for resolving/taking action on these types of issues/problems and recording these on the system. The process for doing this is the same as for line managers of the employees.

Step By Step Guidance

a) Line & Building Managers Guidance for the Praxis 42 on-line DSE assessment checklist…………

b) Quarantine e-mails............................................................................................................................

1 (DSE) - All these terms mean the same thing - a display screen, usually forming part of a computer and showing text, numbers or graphics.



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a) Guidance for the Praxis 42 on-line DSE assessment checklist. 2. You should have received an e-mail with your “UserID” and “Password” for the Praxis 42 system along with a

“Click here to login” icon, see fig 1. (You may receive a quarantine e-mail within these information, please see (b) for details on how to release this e-mail)


4. Once a member of staff has completed a DSE assessment you will receive an e-mail from the system with a summary report of their DSE assessment identifying where actions are required and who is responsible for resolving the problem/issue i.e. RED = Problem assigned to you, GREEN = No problems, BLUE = Problem identified and assigned to appropriate person. The e-mail will contain a link to the system for you to update, as necessary, when actions you are responsible for have been completed. Click the login icon in Completing Action section at the bottom of the e-mail, see fig 2.

fig 2.




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4. The Link will take you through to the login page. Entre your “user ID” and “password” into the login boxes and

click the login box at the bottom of the screen, see fig 3. fig 3.

6. The system will then direct you to “Assessment Action Update” page, where it will only list all the actions/problems you are responsible for resolving. See fig 4.

fig 4.


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7. Below the list on issues/problems there’s an “Intervention Entry” a text box for you to identify and record what action(s) you have undertaken to resolve the issues/problems listed above, see fig 5.

fig 5.

17. One you entered the action(s) you have taken to resolve a specific issue/problem click the “completed” icon

and then click submit at the bottom of the page, see fig 6.

fig 6.


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18. Once you clicked submit you will be directed to the “Action Successfully Uploaded” page, this confirms that the actions you have entered onto the system and have been recorded. The employee’s DSE assessment will be updated automatically, see fig 7.

fig 7.

19. Click the Return icon at the bottom of the page to be taken to a reviewed summary of the employees DSE assessment, this page will allow you to see the current risk level and status of the assessment i.e. High risk, Problems Exist or OK, see fig 8.

fig 8.


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20. You can return at any time to keep updating and recording the action(s) you are taking to resolve and complete the necessary action(s) to resolve the problems/issues. Use the link you received in the initial e-mail from the system, see section 2.

21. As actions are completed and recorded within the system the employees DSE assessment is updated and the

risk level and status is automatically reviewed and updated until enough issues/problems have been satisfactorily resolved and the DSE assessment status is revised to OK.

22. Once the DSE assessments status as been given a OK the employee will receive an “sign off” email from the

system giving a summary of all the actions and who to contact for further info that have been taken to resolve the issues/problems they identified in their DSE assessment. The email then requires the employee to click on a link to confirm they are now happy with the assessment and the actions taken have resolved the issues/problems they identified. Once clicked they are when directed to the User Workplace Assessment – Sign off page and the process is now fully completed and now recorded within the system.


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b) Quarantine e-mails a. Quarantine e-mails – the e-mail you receive with your login details “UserID” and “Password” may be directed

into the quarantine system. If this happens you will receive a “User Quarantine Release Notification” e-mail. Open the e-mail the click on the long http: web address contained within the mail, see fig 9.

fig 9.

b. You will then be directed to the Quarantine release page, tick the release and whitelist boxes and then click

the submit box at the bottom of the page, see fig 10

fig 10.

c. Once you’ve clicked “submit” you should then receive a normal e-mail with your login details as identified within a 1.


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APPENDIX 9 Officers with Administration access to the DSE workstation assessment system

Name e-mail address Location

Jane Abbott [email protected] Resources Business Support (Stamford)

Jenny Watson; [email protected] Resources Business Support (Spalding) Lynda Broadhurst [email protected]

Gill Morley [email protected]

Operation Business Support Trena Pike [email protected]

Sue Heeney [email protected]

Kate E Middleton [email protected] Development (Communities)

Marion Ambler-Wolds

[email protected] Resources Business Support

Ann Thompson [email protected]

Clare Evans [email protected]

Youth Offending Services Jeanette Amaral [email protected]

Cathrine Partington [email protected]

Sarah Tennant [email protected] Strategic Risk management (Corporate) Fraser Shooter [email protected]

Chris Soper [email protected]

Mouchel H&S Services

Liz Dirjal [email protected]

Rob Taylor [email protected]

Keith Rhodes [email protected]

David Vardy [email protected]


















