POLICY ON THE USE OF DISPLAY SCREEN EQUIPMENT · Author: Bill Parkinson, Trust Health & Safety...

Reference: MDP051 Version: 2.0 This version issued: 24/05/11 Result of last review: Major changes Date approved by owner (if applicable):

N/A

Date approved: 04/04/11 Approving body: Trust Governance Committee Date for review: April, 2014 Reviewer: Head of Governance Document type: Policy Number of pages: 29 (including front sheet) Author: Bill Parkinson, Trust Health & Safety Manager

Northern Lincolnshire and Goole Hospitals NHS Foundation Trust actively seeks to promote equality of opportunity and good race relations.

The Trust seeks to ensure that no employee, service user, or member of the public is unlawfully discriminated against for any reason, including their religion, beliefs, race, colour, gender, marital status, disability, sexual orientation, age, social and economic status or national origin.

These principles will be expected to be upheld by al l who act on behalf of the Trust, with respect to a ll aspects of this document.

Medical Director

POLICY ON THE USE OF DISPLAY SCREEN EQUIPMENT

Reference MDP051 Date of issue 24/05/11 Version 2.0

Printed copies valid only if separately controlled of 29

Contents

Section .............................................................................................................Page

1.0 Purpose........................................................................................................ 3

2.0 Area ............................................................................................................. 3

3.0 Duties........................................................................................................... 3

4.0 Actions ......................................................................................................... 5

4.1 User Actions ..................................................................................... 5

4.2 Assessor Actions .............................................................................. 5

4.3 Using the Risk Matrix........................................................................ 6

5.0 Eye Examinations and Provision of Corrective Eyewear ............................. 9

6.0 Monitoring Compliance and Effectiveness ................................................... 9

7.0 Related Documents ..................................................................................... 9

8.0 References................................................................................................. 10

9.0 Definitions .................................................................................................. 10

10.0 Consultation............................................................................................... 11

11.0 Dissemination ............................................................................................ 11

12.0 Implementation .......................................................................................... 11

Appendices:

Appendix A - DSE Workstation User Checklist ...................................................... 12

Appendix B - Information for Users........................................................................ 18

Appendix C - Eye Examinations & Costs Which can be Claimed ........................... 23



1.0 Purpose

1.1 To ensure that the risks to health from use of Display Screen Equipment (DSE) are:

• Identified and assessed

• Users (as defined within the Statutory requirements) are identified

• Existing control measures reviewed (where assessments have already been carried out) and checked for effectiveness

• That users receive adequate information and instruction on how to configure their workstation and adopt correct postures etc. to minimise risks in relation to DSE use

1.2 Identifying new or additional control measures to reduce risk as low as reasonably practicable.

2.0 Area

This procedure will apply to all staff within the Trust where they are defined as a User under the regulations. For other persons the assessment process may not be required to be undertaken but the information contained with regards to posture and setting up of workstation etc. will still provide useful information to reduce the potential risks of Musculo Skeletal Disorders (MSD). The findings of the assessments and control measures are required to be followed in accordance with statutory responsibilities as defined within the Health and Safety at Work Act and the Management of Health & Safety at Work Regulations are done so to reduce the risks and ensure that the Trust provides a safe environment. Issues relating to posture and correct use of workstations will also fall under employee responsibilities within the requirements of the Health & Safety at Work Act.

3.0 Duties

3.1 Chief Executive

The Chief Executive retains overall responsibility for ensuring that a robust system of assessing risks (arising form exposure to use of display screen equipment) is implemented and maintained within the Trust. In addition they are also responsible for ensuring that such a system is consistently applied across the Trust to ensure statutory obligations are met. The day to day responsibilities for such as system is devolved according to those duties specified below.

3.2 Head of Governance

3.2.1 Responsible for ensuring a system of assessment is developed and implemented (via Directors/Directorate Managers) and for raising significant issues with the Trust Governance Committee and/or the Trust Board (e.g. if enforcement action is pursued due to non compliance with statutory requirements).



3.2.2 Also for supporting the Trust Health & Safety Manager in the development and improvement in systems to be implemented to comply with statutory provisions (including amendments) and monitoring the implementation and ongoing effectiveness of such systems.

3.3 Directors / Directorate Heads / Department Mana gers

3.3.1 Responsible for ensuring sufficient resources are utilised within their areas to enable the Trust to comply with the statutory requirements in relation to the use of display screen equipment.

3.3.2 Ensuring user workstation checklists are completed within their Directorates and forwarded to the appropriate DSE assessor for consideration to undertake a more detailed assessment.

3.3.3 Ensuring that there are sufficient DSE assessors within their Directorate and that where identified as required detailed assessments are undertaken, control measures identified (as required), implemented and recorded on the SHE system electronically. Also that they are identified on the risk register and monitored with regards to their effectiveness in controlling the risk where appropriate.

3.3.4 Also responsible for ensuring that sufficient staff are trained in assessing the risks of use of display screen equipment to enable the assessments to be carried out to a suitable and sufficient standard (as required under statutory provisions). Also ensuring that assessments are archived when superseded to maintain a history for auditing or litigation purposes.

3.4 Health & Safety Manager

3.4.1 Responsible for the development and review of the strategic policies and procedures regarding the assessing of the risks from use of display screen equipment to meet statutory requirements. Also for administrating the SHE electronic assessment system and monitoring performance in relation to assessments being undertaken, reviewed and actions progressed.

3.4.2 Responsible for training identified staff (or co-ordinating trainer if external parties used to deliver training) to enable assessors to lead assessment teams so assessments meet the suitable and sufficient test.

3.4.3 Assisting Directorates in the implementation of policies and procedures; commenting on local policies/procedures (where in place) and assisting assessment teams (where appropriate).

N.B. the Health and Safety Manager will not lead an y Directorate Team except in exceptional circumstances (e.g. highly specialist k nowledge required) but merely act as an advisor to the team.

3.4.4 Acting in an advisory capacity to assist with “best practice” issues to enable the Branches/Directorates to discharge their legal obligations.

3.5 Assessors

3.5.1 To undertake an assessment and reviewing/assessing the risks from use of display screen equipment and recording significant risks on the SHE systems.



3.5.2 Also responsible for identifying appropriate control measures as part of the assessment process (calling on specialist help where required). Where a range of options are available then agreeing with Managers on the most suitable which meets the best practice criteria laid out in statutory provisions.

3.5.3 Inputting of assessments onto the SHE system and actions identified as required to address the risks.

3.6 Department Heads/Managers

3.6.1 Responsible for co-operating with assessors to enable suitable and sufficient assessments to be undertaken.

3.6.2 Communicating the findings of assessments within their area and ensuring control measures identified to control the risk are being adhered to (e.g. correct postures adopted, regular breaks etc.) so as to discharge their legal liabilities.

4.0 Actions

4.1 User Actions

4.1.1 Each defined User must complete one of the User Workstation Checklists (even where one workstation is used by more than one person). If a person uses more than one workstation then they should only complete one checklist but identify the workstation involved if there are any issues to note.

4.1.2 The questions asked will assist the Assessor to determine whether there is a need for minor actions only (e.g. instruction on how to adjust the chair properly) or a more detailed assessment. The list of Assessors for each area is contained in located on the Health & Safety Intranet Site.

4.2 Assessor Actions

4.2.1 The Assessor should review the User Workstation Checklist completed by the user (see Appendix A) to determine the need for a detailed assessment. These will be identified by issues raised in terms of the workstation and/or working environment where there is the risk of Musculo Skeletal Disorders (MSD) developing.

4.2.2 The Assessor may only identify minor actions relating to user awareness of adjusting chair etc. This will not necessarily require a full detailed assessment to be undertaken.

4.2.3 Where the assessor has determined that a detailed assessment is required this may be only to consider a particular element of the workstation (e.g. user identified issues relating to the chair). Within the training given to the Assessor it is stressed that the Assessor should consider whether any other elements need to be assessed as well if they identify any other issues when undertaking the assessment. If only a partial assessment is considered as required then this should be recorded on the assessment within the SHE system.



4.2.4 Control measures must take into account ergonomic issues relating to posture and layout of workstations. Where further assistance is required to identify possible control measures then the Health & Safety Manager, Moving & Handling Co-ordinator, Occupational Health Physiotherapist etc. are available to assist when required.

4.2.5 Where additional measures are required they should be agreed with the Department Manager/Head and raised on the SHE system so that progress can be monitored and reminders automatically generated. Directorate Heads/Managers are responsible for ensuring progress on actions raised which will be carried out by other Branches is made and such progress identified on the SHE system. Subsequent reviews should monitor whether they are effective or not.

4.2.6 The setting of the review date should take into consideration the risks involved and timescales for actions to be completed but must be within a 3 year period from the date of the assessment (changes in limits may result in a review taking place before the actual review date). The SHE system will automatically set the review date for 3 years from the date of the assessment being inputted. If the review is required to be undertaken prior to this date then this should be amended on the SHE system.

4.2.7 Where a User Workstation Checklist has been completed which does not require a detailed assessment the Assessor should indicate this on the checklist.

4.3 Using the Risk Matrix

4.3.1 The risk matrix used to determine the risk of the severity of exposure (not the likelihood of that severity occurring) and the likelihood of the incident where exposure occurs is maintained within the SHE system and is updated by the administrator whenever the Risk Management Strategy is amended. Training on the risk matrix is included within the training provided to the assessors.

4.3.2 The likelihood of incidents leading to exposure should be considered using the likelihood column shown in Table 1 below as a guide.

4.3.3 When considering the control measures the test of “reasonably practicable” will need to be taken into account as well as best practice issues. To assist in whether a control measure would be reasonably then Table 2 should be used to assist as this give information on potential costs in terms of direct and indirect costs.

N.B. It should be noted that this table is for guid ance purposes only to assist in determining control measures. Where required advic e should be sought from persons such as Health & Safety/Risk Management; Mo ving & Handling Co-ordinator etc.



Table 1 – Severity and Likelihood Ratings

Level Severity Descriptor Outcome

Severity Impact Likelihood Descriptor

5 Catastrophic Death (single or multiple fatalities) Almost Certain

4 Severe Severe permanent harm to person(s) Likely

3 Moderate Moderate/Serious impact effect on wellbeing of any person

OR

Significant/semi-permanent harm (up to 1 year) requiring medical treatment

Possible

2 Low Minor effect on care or wellbeing, safety of person

OR

Non permanent harm (up to 1 month) requiring first aid/minimal treatment or no treatment

Unlikely

1 None No obvious harm/injury Rare

Figure 1 – Risk Matrix

Severity

Likelihood 1

None

2

Low

3

Moderate

4

Severe

5

Catastrophic

1 – Rare 1 2 3 4 5

2 –Unlikely 2 4 6 8 10

3 - Possible 3 6 9 12 15

4 - Likely 4 8 12 16 20

5 – Almost Certain 5 10 15 20 25



Table 2 – Guide on Reasonably Practicable Control M easures

Level of Risk Actual/Potential Costs or impact on organisation

Reasonably Practicable

Very Low Minimal impact; no service disruption; no/low financial loss; no lost staff working days; no litigation; no loss of reputation; no loss of equity

Cost of additional controls measure likely to exceed any reduction in risk therefore probably not reasonably practicable

Low Minor impact; minimal service disruption (1 day or less); possible complaint; possible litigation; small financial loss; possible lost staff working days; failure to achieve targets for one quarter

Cost of additional controls measure likely to exceed any reduction in risk therefore probably not reasonably practicable

Moderate Moderate impact; service disruption for short period impacting on service provision; adverse publicity; probable litigation (up to £500K); Lost staff working days (less than 4); failure to achieve targets for 2 successive quarters; improvement notice issued by HSE; possible SUI if repeated event

Cost of additional controls may be result in a moderate reduction of risk so possibly reasonably practicable (especially if considered best practice due to being used in other Trusts).

N.B. Additional advice may be required to determine whether reasonably practicable.

High National/International media attention; extended temporary or prolonged service closure and major impact on service provision; probable litigation (over £500K); significant other financial losses of income; notification to external authorities; formal investigation by enforcing authorities and possible prohibition notices or prosecution; extended failure to meet national targets; Executive officers fined or imprisoned; direct intervention by monitor; replacement of Board Executives & Non Executives; public enquiry

Cost of additional control measures unlikely to exceed the reduction in risk and therefore measures likely to be reasonably practicable.

N.B. Failure to implement these control measures is a breach of statutory requirements



5.0 Eye Examinations and Provision of Corrective Ey ewear

5.1 The requirements of the DSE regulations are that staff designated as DSE users are entitled to eye examinations on request N.B. this must be made in writing to Line Managers BEFORE the eye examination is carried out. The cost of a standard eye examination including middle distance viewing checks will be borne by the Trust on submission of an official receipt. It should be noted that items such as retina scans, photographs etc. are in addition to the standard test and these costs will not be borne by the Trust. Receipts with these items included will result in the amount repaid by the Trust reduced accordingly.

5.2 Where middle distance corrections are required to be made and there is a cost to achieve this correction then this cost will be borne by the Trust. If a person has to have middle distance correction spectacles then the cost up to £85 will be borne by the Trust (price for standard lenses and frames). The User must submit the prescription from the optician which should clearly identify middle distance corrections required. If this is not indicated the Trust is not required to reimburse any costs (as the Trust is not required to bear costs for normal corrections relating to near and far vision). Additional receipts must show the cost for the middle distance correction incurred separately from any other costs (if not then the Trust may reject the claim).

6.0 Monitoring Compliance and Effectiveness

6.1 Monitoring of assessments, actions arising from assessments etc. will be via the SHE software system. Regular reports will be produced to identify assessments due for review and any overdue actions.

6.2 A random sampling of assessments on the system will be undertaken every month and those assessments chosen will checked for consistency of information and progress on actions.

6.3 Any issues relating to DSE assessment such as assessments being completed, trends identified as part of the assessment process, recommended practices in relation to posture and information available to User will be reviewed by the Health, Safety & Fire Sub Groups (who can escalate any issues to the Trust Governance Committee).

6.4 Assessments will have a review date of 3 years set by the SHE system but if the Assessor is of the opinion that a review should be carried out sooner then this can be changed on the SHE system.

7.0 Related Documents

7.1 Risk Management Strategy (MDP029).

7.2 Policy for the Development and Management of Policies, Procedural & Associated Documents (incorporating Document Control) (MDP020).



8.0 References

8.1 HSE, Health & Safety at Work Act 1974 etc. Chapter 37, (1974), Office of Public Sector Information.

8.2 HSE, Health & Safety (Display Screen Equipment) Regulations 1992; HSE Books.

8.3 HSE, Work with Display Screen Equipment L26 (as amended), (2005), HSE Books.

8.4 HSE, HSG 90 The Law on VDUs: An Easy Guide.

8.5 BSI, BS EN ISO 9241 Ergonomic Requirements for Office Work with Visual Display Terminals.

8.6 HSE, Operational Circular OC 202/1, Ver 2 (2004).

8.7 HSE, Operational Circular OC 202/1 Supplement 2 Additional Briefing on Eye & Eyesight Tests, Ver 2 (2004).

9.0 Definitions

9.1 DSE – Display Screen Equipment is any alphanumeric or graphic display screen regardless of the display process involved.

9.2 User – A member of staff meeting one or more of the following criteria should be considered a user:

• Someone who uses DSE more or less continuously on most days

• Someone who normally uses DSE continuously or near continuously for periods of one hour or more as part of their normal daily working routine

• Someone who has to transfer information quickly to or from the DSE requiring high levels of concentration and attention

• Someone highly dependent on DSE and/or has little alternative choice (with regards to the use of DSE)

• Someone who uses specialist DSE (e.g. PACs system)

9.3 Workstation – An assembly comprising of display screen equipment and when present: optional accessories including document holder, disk drive, telephone, modem, work desk, printer, work surface, work chair or other item peripheral to the equipment, together with the immediate environment around the display screen equipment.

N.B. If there is any doubt regarding on an individu al person as to whether they are a user or not then the Risk Management Team can assist.



10.0 Consultation

Under the statutory consultation requirements this procedure will be distributed to the Health, Safety, & Fire Sub Groups for comment and posted on the consultation zone on the Trust Intranet. Within these Groups there is the involvement of Occupational Health either via attendance or through the minutes of the meetings (and possible actions placed upon them). In addition the Chairman may refer issues directly to Occupational Health either as part of the assessment process (where identified by assessors) or as a result of discussions with the above groups.

11.0 Dissemination

11.1 This procedure will be issued (by the Health & Safety Manager) to all members of the Health, Safety, & Fire Sub Groups for recommending for approval by the Trust Governance Committee in accordance with the policy for developing and managing procedural documents. It will be issued in electronic format to these members. Other Groups may also be involved in the consultation process such as the JSCC and comments received also incorporated before the recommendation for approval is made.

11.2 In addition electronic versions will be issued to Directorate Governance Leads/Co-ordinators and identified Directorate Leads responsible for governance issues.

11.3 The master document will be uploaded onto the Trust Intranet and any printed copies will only be considered valid if subject to separate controls.

12.0 Implementation

12.1 Training for person leading assessment teams (i.e. assessors for the purposes of this procedure) are able to access training to enable them to undertake suitable and sufficient assessments in compliance with statutory requirements relating to exposure from use of Display Screen Equipment. This training will be delivered by the Health & Safety Manager.

12.2 General information in relation to risks from use of Display Screen Equipment will be available via the Intranet.

12.3 The Department Manager/Directorate Head is required to ensure that User Workstation Checklists are completed at least once in a three year period (unless specified sooner by the DSE assessor reviewing it) and that they have sufficient trained assessors to review the checklists and if required undertake more detailed assessments.

_________________________________________________________________________

The electronic master copy of this document is held by Document Control, Office of the Medical Director, NL&G NHS Foundation Trust.



Appendix A

DSE Workstation User Checklist



Appendix B

Information for Users

(Source – Health & Safety Executive)

What’s the difference between a VDU, a VDT, a monit or 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 appendix 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 and now issued as standard for desktop computers.

The advice in this booklet applies to the whole workstation, job and work environment, as well as to the DSE, keyboard and other equipment.

Please note for consistency the term DSE is used throughout this policy although actual guidance documents themselves may refer to VDU, VDT or DSE.

‘Does my DSE affect my health?’ Answers to some common questions from DSE users

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

Are aches and pains caused by using DSE? 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 DSE 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 DSE 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



DSE). Prevention is easiest if action is taken early, before the problem has become serious. For more about how to avoid trouble see below.

What can be done to reduce stress in my DSE work? People who use a DSE sometimes complain of stress, but this usually arises from increased pace of work or pressure to meet deadlines, not the DSE itself. Some DSE workers find stress reduced because the DSE 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.

Employers can help overcome stress by providing the right training, and by designing systems and tasks to match the abilities of the people who work with them.

Can work with DSE affect eyesight? Extensive research has found no evidence that DSE can cause disease or permanent damage to eyes. But long spells of DSE 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 DSE 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 computers and other equipment 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 DSE 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 DSE work cause headaches? Headaches may result from several things that occur with DSE work, such as:

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

Does DSE give out harmful radiation? No. DSE gives out both visible light, which enables us to see the screen, and other forms of electromagnetic radiation which can be harmful above certain levels. However, the levels of radiation emitted from DSE are well below the safe levels set out in international recommendations. So your employer doesn’t have to check radiation levels from your DSE, 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 DSE. Past concern, about reports of miscarriages and birth defects among some groups of DSE 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 DSE.

If you are anxious about your DSE or about work generally during pregnancy, you should talk to your doctor. Or you could talk to someone who is well informed about current scientific information and advice on DSE.

Can working with DSE cause skin disorders? This is rare. A few people have experienced irritation, rashes or other skin problems when working with DSE. The exact cause is not 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 DSE trigger epileptic fits? Most people with epilepsy are completely unaffected by DSE. 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 DSE without provoking an attack.

I use a portable computer - are there any precautions I should take? Laptops and other portables have to be compact and easy to carry. The resulting design features, like small keyboards, can make prolonged use uncomfortable, unless steps are taken to avoid problems, e.g. by using a docking station.

It is best to avoid using a portable on its own if full-sized equipment is available. And like other DSE 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



Try to limit the time you spend using the mouse. Take frequent breaks - even short pauses to relax your arm can help, as can spells using the keyboard or doing non-computer work. Place the mouse close, so it can be used with a relaxed arm and straight wrist. It can help to support your arm, for example on the desk surface or arm of a chair. If you still find using the mouse awkward, you could try a different shaped or sized one, or another device such as a trackball.

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 DSE 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 DSE.

■ 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.

■ Arrange your desk and DSE 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. 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. Reading the screen

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 DSE 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.



Appendix C

Eye Examinations & Costs Which can be Claimed

Regulation 5 of the DSE Regs requires the employer “if requested” to ensure that an appropriate eye and eyesight test is carried out by a competent person. In addition an employer is required to provide special corrective appliances appropriate for the work being done where normal corrective eyewear cannot be used and the result of any eye and eyesight test shows such a provision to be necessary.

A screening test does not satisfy the requirements of the Regulations and therefore cannot be used as a means for determining whether an eye examination is required.

Whilst there are no detailed specifications for vision screening test methods but within the guidance to the regulations the HSE give some broad criteria that should be taken into consideration. It is important that the examination accurately tests vision at the distance at which the screen is viewed (term middle distance vision).

In terms of the employer and the costs which may need to be reimbursed to the employee only the cost of a standard eye examination. In some instances in other organisations claims have been submitted for items such as retina scans etc. These items are not required to be tested in relation to middle distance vision issues and therefore the employer is not liable for these costs.

With regards to repeat eye examinations, frequency is usually determined by the competent person undertaking the test. In the majority of cases the frequency is usually between 2 and 3 years. If a competent person identified more frequent tests the employer is only required to provide these additional tests only if the need arose for them in connection with the user’s DSE work.

An employer is only liable for corrective eyewear where they are considered as required to correct middle distance vision issues. This may be in the form of special corrective appliances for that purpose only. In this instance the employer is required to pay the cost of a basic frame and single vision lenses. Where designer frames and tinted lenses are desired by the user the employer is only liable to contribute the equivalent value of a basic frame and single vision lens. This may give may fall short of the Regulations where the fixed sum is not sufficient to account for regional variations (which is not the case with regards to the Trust) or where the competent person has prescribed more complex corrective appliances. In the case of the latter this is likely to be a rare event but this is required to be addressed by the employer providing that the competent person undertaking the eye examination details the requirements in writing.

The claim form (see below) should be used to claim reimbursement of costs incurred and should be sent to line managers who in turn should contact their Directorate Finance Manager for the cost codes.

NB The Trust will monitor costs involving eye exami nations and may consider from time to time the possible benefits of a vouche r scheme with a single provider (as these schemes will comply with the sta tutory requirements).



DSE Users Eye Examination and Corrective Eyewear Claim Form

Name: __________________ Job Title : _________________________ Directorate: ______________________ Dept : ______________________ Extension : ______________________ Home Address : _______________________________________________ _______________________________________ Post Code : ___________ Please indicate costs for which reimbursement is cl aimed £ Eye Examination ___________ Corrective Eyewear ___________ Total ___________ (NB Maximum to be reimbursed for corrective eyewear is £85 unless specialist corrective eyewear is specified by competent person for which the report must accompany this form) ALL RECEIPTS AND PRESCRIPTIONS MUST BE ATTACHED OR CLAIM WILL NOT BE PROCESSED. CLAIMS NOT RELATED TO DSE CORRECTIONS WI LL BE INVESTIGATED AND MAY BE REFUSED. Signature of Claimant : _________________________ Date: ______________

Line Manager’s Use Only Request for eye examination received in writing before claim submitted? Yes/No Signature of Line Manager : __________________________________________________ Budget Code should be obtained from Directorate Finance Manager



DETAILED DSE ASSESSMENT AID MEMOIRE

ASSESSMENT MINIMUM REQUIREMENTS

OPTIMUM OK or Action required

CHAIR Does the chair swivel? Yes

Does it slope? Degrees allowed from horizontal in either direction

Max. 5°

Seat depth - front of seat to back-rest 380 - 420 mm 380 - 470 mm

Range of seat height - floor to top of seat

420 - 500 mm 380 - 535 mm

Is the back rest capable of tilting? Yes

Is the back rest upholstered? Yes

Back rest central point height above seat?

170 - 250 mm

Back rest adjustment range? (seat pad to centre of lumbar pad)

170 - 230 mm

Back rest width? 360 - 400 mm

Are there arm rests? No

Do they adjust?

Arm rest distance from front of chair? Min. 100 mm

Distance between arm rests? 460 - 525 mm

Arm rest height? 200 - 250 mm

Arm rest length? Min. 200 mm

Arm rest width? Min. 40 mm

Does the chair have a stable base? Yes

Seat shape - flat or slight curve allowed

Max. 25 mm

Is seat upholstered? Yes

Is there reasonable space underneath feet?




MINIMUM REQUIREMENTS

OPTIMUM OK or Action

required

DESK Is the desk adjustable? No 660 - 770

mm

Fixed desk height? 660 - 730 mm 720 mm

Desk height - keyboard operation alone 690 mm

Desk length Min. 1200 mm 1600 mm

Desk depth Min. 600 mm 800 mm

Desk thickness 30 mm or less

Does the work surface have a matt finish? Yes

Knee hole height, floor to underside desk Min. 580 mm

Knee hole width Min. 580 mm 610 mm

Knee hole depth - leg room Min. 450 mm

Knee hole depth - foot room Min. 600 mm

Does the vanity panel have gap for feet to go under?

Min. 150 mm from floor

Are there any sharp edges?

Is a document holder provided? No Possibly

Is it adjustable? Yes, if present

Is a foot rest provided? No Possibly

Is the foot rest adjustable? Yes, if present

Foot rest depth? 350 mm

Foot rest width? 450 mm

Foot rest height - front 35 - 40 mm

Foot rest height - rear 100 mm






required

KEYBOARD Is the keyboard adjustable for tilt? Yes

Is it a separate unit away from the screen? Yes

Has it a matt finish? Yes

Are the key symbols legible? Yes

Is the keyboard stable? Yes

Is there enough space in front of the keyboard?

Min. 50 mm

Home row (asdf) height from desk? Max. 50 mm

Are wrist rest provided? No



required

DISPLAY SCREEN Is the display screen adjustable for tilt? Yes

Will it rotate? Yes

Is it easily adjustable? Yes

Distance from edge of desk to display screen

400 - 700 mm

Height of the screen to its centre At or below eye level

Screen height range of adjustment?

Are brightness and contrast controls present?

Yes

Are reflections present of the screen? No

Is there any glare? No

Is a screen filter provided? Not recommended






required

ENVIRONMENT Level of illuminence on desk (lux) 300 - 500 luk

Temperature (degrees) 19 - 23°C

Humidity (RH) 40% - 60%

What type of lighting e.g. florescent tubes, up-lighters etc.

Has lighting got shields, grids, diffusers etc.

Are window coverings available?

Are they effective?

Is work-station in open plan office/individual office - describe

No

Is the cable management good? Yes

Is there any local persistent noise?

What level is the noise? Max. 55-60 dB

Are there any ventilation or AC ducts close to user?

NB This is for the use by the DSE assessor to note issues which need to be placed on the SHE system. A ssessors should destroy this information when they have checked all the information has been inputted.


ACTION REQUIRED ASSIGNED TO (NAME & DEPARTMENT)

POLICY ON THE USE OF DISPLAY SCREEN EQUIPMENT · Author: Bill Parkinson, Trust Health & Safety...

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Transcript of POLICY ON THE USE OF DISPLAY SCREEN EQUIPMENT · Author: Bill Parkinson, Trust Health & Safety...