Display Screen Equipment DSE Policy
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Display Screen
Equipment DSE Policy
THCCGCG15 Version:
Number: 01
This policy has been developed to ensure that Tower Hamlets
Clinical Commissioning Group (CCG) comply with legislation
Incorrect use of display screen equipment can cause ill-health
and injury.
The Display Screen and Equipment (DSE) Regulations requires
the employer:
- To carry out (and review) a suitable and sufficient
assessment of all workstations regardless of who has
provided the workstations, where they are used or who
uses them
- Any risk identified by the assessment must be reduced to
the lowest level reasonably practicable.
- To take steps to incorporate breaks or changes of activity
Executive Summary
within the working day to prevent intensive periods of on-
screen activity. Short frequent breaks are better than long
infrequent ones.
- When requested by DSE users, to arrange for free eye
tests prior to starting work with DSE and assessment at
regular intervals thereafter and, where a user has reason
to believe that they have visual difficulties associated with
the use of DSE.
- Where special corrective appliances (glasses) are
prescribed specifically for work with DSE the employer
must provide the basic cost of suitable appliances.
- Provide staff with information, instruction and training on
the safe use of DSE and ergonomic principles.
Date of ratification Executive Team Committee 20th August 2013
Document Author(s) Collette McQueen
1Who has been consulted? Archna Mathur 25th July 2013
Senior Management Team 26th July 2013
Staff Consultation 26th July 2013
Executive Team Committee 20th August 2013
Was an Equality Analysis N
required?
With what standards does - Health and Safety at Work Act 1974
this document demonstrate - Management of Health and Safety at Work Regulations
compliance? 1992
- Health and Safety Regulations 2002
- The DSE Regulations
- the Management of Health and Safety at Work
Regulations 1999
- Display Screen Equipment Regulations 1992, as amended
by the Health and Safety (Miscellaneous
- Amendments) Regulations 2002.
References and associated
CCG documentation
List of approvals obtained Archna Mathur 25th July 2013
Senior Management Team 26th July 2013
Staff Consultation 26th July 2013
Executive Team Committee 20th August 2013
Recommended review
July 2015
period
Key words contained in
Display Screen Equipment, CCG, Eyesight, Risk Assessment
document
Is this document fit for the If No,
Y
public domain? Y / N why?Contents
Display Screen Equipment DSE Policy ......................................................................................... 1
1 Purpose and scope................................................................................................................. 4
2 Responsibilities ...................................................................................................................... 4
3 Policy ..................................................................................................................................... 5
3.1 Operator/computer interface and workstation layout ....................................................... 5
3.2 DSE workstation assessments........................................................................................ 5
3.3 Prevention of fatigue ....................................................................................................... 6
3.4 User's eyesight ............................................................................................................... 6
3.5 Monitoring, audit and evaluation ..................................................................................... 6
4 References ............................................................................................................................. 7
5 Records .................................................................................................................................. 7
6 Workstation Assessment ........................................................................................................ 8
7 Eye and eyesight tests procedure..........................................................................................17
7.1 Introduction ....................................................................................................................17
7.2 Pre-Employment ............................................................................................................17
7.3 During Employment .......................................................................................................17
7.4 Financial Assistance ......................................................................................................17
8 Table 1: CCG Guide to Reimbursement for DSE Corrective Lenses and Eye Sight Test. ......18
8.1 Attending an Optician ....................................................................................................18
8.2 Process for Reimbursement...........................................................................................18
8.3 Record Keeping .............................................................................................................181 Purpose and scope
This policy is part of the CCG’s overall approach to promoting health and safety in the workplace
and ensuring the CCG becomes a Model Employer. The CCG is committed to doing all that is
‘reasonably practical’ to ensure the Health and Safety of its employees, contractors and others
who use our facilities.
This policy covers all staff, including bank and agency staff, employed within the CCG who use
Display Screen Equipment (DSE) as part of their daily duties.
The CCG will meet its obligation within the Health and Safety DSE Regulations 1992[1] and the
amendments to these[2] by assessing health and safety risks, providing employees with suitable
working conditions for working on display screen equipment (all alpha-numeric and graphic
display screens, laptops, microfiche, process control screens and screens used to display line
drawings, graphs, charts or computer generated graphics, but not television or film pictures) and
to provide appropriate information and training. This document is based on the guidance
produced by the Health and Safety Executive.
2 Responsibilities
Party Key responsibilities
As Accountable officer, has overall responsibility for health
Chief Officer and safety within the CCG.
Ensure that adequate resources are available to implement
DSE procedures as a part of the CCG’s health and safety policy.
Ensure that health and safety is on the agenda of CCG
Governing Body where necessary.
To ensure managers in their control are aware of the
Chief Finance Officer requirements of this policy,
That managers in their control have identified all DSE users,
That all changes identified by the DSE assessment are
funded.
Managers Managers are required to ensure the following:
That a suitable and sufficient risk assessment is carried out
for each
That any problem areas identified by the risk assessment are
addressed as soon as possible,
That the assessment is reviewed when there has been a
significant change in a user’s work area or at least once a
year.
That DSE users receive suitable information and training.That DSE users take rest breaks or changes of activity.
To take regular breaks from the computer or make changes
DSE users of activity
To notify their manager of any significant changes to their
workstation to their manager)
To report any workstation problem to their manager in the
first instance or to Occupational Health
To carry out DSE assessments for all new employees
Health and Safety
contractor
Party Key responsibilities
3 Policy
Work with computers is generally regarded as being safe. However in the wrong circumstances,
problems such as upper limb disorders, visual fatigue and mental stress can arise. The CCG aims
to minimise the likelihood of any adverse effects from the use of DSE through design of
workstations, use DSE workstation assessments and encouraging staff to take appropriate breaks
from DSE work.
3.1 Operator/computer interface and workstation layout
In designing, selecting, commissioning and modifying software and in designing tasks using
display screen equipment, the CCG will ensure that the software is suitable for the tasks, the
systems display information is in a format and at a pace which is adapted to operators, and that
the principles of software ergonomics are applied.
Under Regulation 3 of Health and Safety Display Screen Equipment (DSE) Regulations 1992, as
amended, requires that all workstations must meet minimum standards. The precise requirements
are set out in the Schedule to the Regulations and guidance in Appendix 1 of the HSE document
Work with Display Screen Equipment Work, L26.
3.2 DSE workstation assessments
A DSE workstation assessment must be carried out for:
Any employee who qualifies as a DSE user. This includes managers as well as other staff.
A DSE user who may work from home doing CCG work.
Agency workers who qualify as DSE users.
DSE workstation assessments must be carried out using the CCG’s DSE Assessment tool. For all
new employees, Managers should organise a DSE workstation assessment from the CCG’s
Health and Safety contractor. These can be arranged by contacting the Estates and Facilities
team.
Issues arising from the reports need to be escalated to their line managers. Line managers are
responsible for considering the recommendations outlined in the reports and for providing anyadditional pieces of equipment they require. This equipment needs to be ordered and paid for by
each department/directorate.
The assessment needs to be reviewed if there is a major change in software, the type of
equipment used and the way that the equipment is arranged within the workstation. Where there’s
been a change within the environment such as lighting, or any other factor that might impinge on
the assessment such as time required to work or speed of working. DSE workstation
assessments should be repeated annually.
The assessment needs to be conducted together with the DSE user, as it is essential to assess
how they relate to that particular workstation. Where more than one person may use the same
workstation then either assessment should be made separately or a joint assessment can be
made and any differences noted. Adjustments that would need to be made may in some cases be
very simple such in set up as the height each user would need to adjust the chair to.
If managers are unable to implement or assess themselves that a recommendation is not actually
required; they need to discuss with the member of staff, complete a risk assessment and then
consider if it needs to be:
Added to the service risk register; and / or
Escalated to the directorate risk register
3.3 Prevention of fatigue
Whenever possible, jobs at display screens will be designed to consist of a mix of screen-based
and non-screen based work to prevent fatigue and to vary visual and mental demands. Where
spells of intensive display screen work are undertaken without being integrated with non-screen
work, such as data or text entry tasks, employees will ensure that this work is occasionally broken
with non-screen work before the onset of fatigue. Short frequent breaks prove more beneficial
than long, less frequent ones.
The Health & Safety Executive recommends the following:
o a 5–10 minute break / change of activity every hour or
o a 15-20 minute break / change of activity every 2 hours
o More frequent (every 30 minutes) breaks need to be taken by laptop / notebook users
3.4 User's eyesight
Staff are entitled to ask the CCG to provide an eye test if they are an employee who use DSE for
2 or more hours of their normal day to day work. This is a full eye and eyesight test by an
optometrist (or a doctor).
The CCG will only have to pay for spectacles if the test shows the staff need special corrective
appliances (normally spectacles) that are prescribed for the distance the screen is viewed at. If an
ordinary prescription is suitable for staff DSE work, the CCG is not obliged to pay for the
spectacles.
3.5 Monitoring, audit and evaluation
The use of DSE workstation assessments will be monitored through the Health and Safety
consultants’ activity reports.4 References
1 Health and Safety (Display Screen Equipment) Regulations 1992, HMSO.
http://www.hse.gov.uk/msd/faq-dse.htm
2 The Health and Safety (Miscellaneous Amendments) Regulations 2002, MHSO.
3 Work with display screen equipment: Guidance on Regulations, L26, HSE Books, 2nd
edition 2003.
4 DSE assessment form
5 Records
Description Where kept How long Disposal
DSE assessments Local file 2 years Shredding6 Workstation Assessment
WORKSTATION LOCATION AND
NUMBER (IF APPLICABLE):
USER
CHECKLIST COMPLETED BY
USERS MANGERS
USERS MANAGERS AGREES Employee is
THAT THE EMPLOYEE IS A DSE DSE USER
USER
Employee is
not DSE
USER
DATE OF ASSESSMENT
ANY FURTHER ACTION NEEDED?
YES/NO
FOLLOW-UP ACTION COMPLETED
ON:
This checklist can be used as an aid to risk assessment and to help comply with the Schedule to the
Health and Safety (Display Screen Equipment) Regulations.
Work through the checklist, ticking either the `yes' or `no' column against each
risk factor:
‘Yes’ answers require no further action.
‘No’ answers will require investigation and/or remedial action by the
workstation assessor. They should record their decisions in the `Action to
take' column. Assessors should check later that actions have been taken
and have resolved the problem.
Remember the checklist only covers the workstation and work environment. You
also need to make sure that risks from other aspects of the work are avoided.Further information on this can be found in the CCG’s Health and Safety Risk
Assessment Guidance
RISK FACTORS Tick THINGS TO CONSIDER ACTION TO
answer TAKE
Yes No
1 Display screens
Make sure the screen is clean
and cleaning materials are made
Are the characters clear and available.
Check that text and Background
readable? colours work well together.
Is the text size comfortable to Software settings may need
read? adjusting to change text size.
Is the image stable, i.e. free of Try using different screen colours to
flicker and jitter? reduce flicker, e.g. darker
background and lighter text.
If problems still exist, get the set-up
checked, e.g. by the equipment
supplier.
Is the screen's specification
suitable for its intended use? For example, intensive graphic work
or work requiring fine attention to
small details may require large
display screens.
Are the brightness and/or contrast Separate adjustment controls are not
adjustable? essential, provided the user can read
the screen easily at all times.
Does the screen swivel and tilt? Swivel and tilt need not be built in;
you can add a swivel and tilt
mechanism.However, you may need to replace the
screen if:
swivel/tilt is absent or
unsatisfactory;
work is intensive; and/or
the user has problems getting
the screen to a comfortable
position.
Use a mirror placed in front of the
Is the screen free from glare and screen to check where reflections
reflections? are coming from.
You might need to move the screen
or even
the desk and/or shield the screen
from the source of reflections.
Screens that use dark characters on
a light background are less prone to
glare and reflections.
Are adjustable window coverings Check that blinds work. Blinds with
provided and in adequate vertical slats can be more suitable
condition? than horizontal ones.
If these measures do not work,
consider anti-glare screen filters as a
last resort and seek specialist help.2 Keyboard
Is the keyboard separate from This is a requirement, unless the
the screen? task makes it impracticable (e.g.
where there is a need to use a
portable).
Does the keyboard Body tilt? Tilt need not be built in.
Is it possible to find a Try pushing the display screen
comfortable keying position? further back to create more room
for the keyboard, hands and
wrists.
Users of thick, raised keyboard may
need a wrist rest.
Does the user have good Training can be used to prevent:
keyboard technique?
hands bent up at wrist;
hitting the keys too hard;
overstretching the fingers
Are the characters on the keys keyboard should be kept clean. If
easily readable? characters still can’t be read, the
keyboard may need modifying or
replacing
Use a keyboard with a matt finish
to reduce glare and/or reflection.RISK FACTORS Tick answer THINGS TO CONSIDER ACTION TO TAKE
Yes No
3 Mouse, trackball etc.
Is the device suitable for the tasks If the user is having problems, try a
it is used for? different device. The mouse and
trackball are general purpose devices
suitable for many tasks, and available in
a variety of shapes and sizes. Alternative
devices such as touch screens may be
better for some tasks (but can be worse
for others)
Is the device positioned close to Most devices are best placed as
the user? close as possible, e.g. right beside the
keyboard.
Training may be needed to:
prevent arm overreaching;
advise users not to leave their
hand on the device when it is not
being used
encourage a relaxed arm and
straight wrist
Is there support for the device Support can be gained from, for
user's wrist and forearm? example, the desk surface or arm of
a chair. If not, a separate supporting
device may help.
The user should be able to find a
comfortable working position with the
device.
Does the device work smoothly at See if cleaning is required (e.g. of
a speed that suits the user? mouse ball and rollers).
Check the work surface is suitable. A
mouse mat may be needed.
Can the user easily adjust software Users may need training in how to
settings for speed and accuracy of adjust device settings.
pointer?4 Software
Is the software suitable for the Software should help the user carry
task? out the task, minimise stress and be
user-friendly.
Check users have had appropriate
training in using the software.
Software should respond quickly and
clearly to user input, with adequate
feedback. Such as clear help
messages.
5 Furniture
Is the work surface large enough for Create more room by moving
all the necessary equipment, papers printers, reference materials etc
etc? elsewhere.
If necessary, consider providing new
power and telecoms sockets, so
equipment can be moved.
There should be some scope for
flexible rearrangement.
Can the user comfortably reach all Rearrange equipment, papers etc to
the equipment and papers they need bring frequently used things within
to use? easy reach.
A document holder may be needed,
positioned to minimise uncomfortable
head and eye movements.
Are surfaces free from glare and Consider mats or blotters to reduce
reflection? reflections and glare.
Is the chair suitable? The chair may need repairing or
Is the chair stable? replacing if the user is uncomfortable,
or cannot use the adjustment
Does the chair have a working: mechanisms.
seat back height and tilt adjustment?
seat height adjustment?
swivel mechanism?
castors or glides?5 Furniture (cont.)
RISK FACTORS Tick answer THINGS TO CONSIDER ACTION TO TAKE
Yes No
Is the chair adjusted correctly? The user should be able to carry out
their work sitting comfortably.
Consider training the user in how to
adopt suitable postures while
working.
The arms of chairs can stop the user
getting close enough to use the
equipment comfortably.
Move any obstructions from under
the desk.
Is the small of the back supported by The user should have a straight back,
the chair's backrest? supported by the chair, with relaxed
shoulders.
Are forearms horizontal and eyes at Adjust the chair height to get the
roughly the same height as the top user's arms in the right position; then
of the VDU? adjust the VDU height, if necessary.
Are feet flat on the floor, without too If not, a foot rest may be needed.
much pressure from the seat on the
backs of the legs?RISK FACTORS Tick answer THINGS TO CONSIDER ACTION TO TAKE
Yes No
6 Environment
Is there enough room to change Space is needed to move, stretch
position and vary movement? and fidget.
Consider reorganising the office
layout and check for obstructions.
Cables should be tidy and not a trip
or snag hazard
Is the lighting suitable, e.g. not too Users should be able to control light
bright or too dim to work levels, e.g. by adjusting window
comfortably? blinds or light switches.
Consider shading or repositioning
light sources or providing local
lighting, e.g. desk lamps (but make
sure lights don't cause glare by
reflecting off walls or other surfaces).
Does the air feel comfortable? VDUs and other equipment may dry
the air.
Circulate fresh air if possible. Plants
may help.
Consider a humidifier if discomfort is
severe.
Can heating be better controlled?
Are levels of heat comfortable? More ventilation or air-conditioning
may be required if there is a lot of
electronic equipment in the room. Or
can users be moved away from the
heat source?Consider moving sources of noise,
Are levels of noise comfortable? e.g. printers, away from the user. If
not, consider soundproofing.
7 Final questions to users
Ask if the checklist has covered all the problems they may have working with their VDU.
Ask if they have experienced any discomfort or other symptoms which they attribute to
working with their VDU
Ask if the user has been advised of their entitlement to eye and eyesight testing.
Ask if the user takes regular breaks working away from VDUs
Write the details of any problems and corrective recommendations here:
Actions taken in response to the assessment7 Eye and eyesight tests procedure
7.1 Introduction
Users of Display Screen Equipment (DSE) can request to have their eyes tested every two
years or more frequently if indicated by an optician, optometrist or ophthalmologist.
7.2 Pre-Employment
The CCG may arrange for an eyesight test to be carried out as part of the pre-employment
health examination where a job involves habitual use of DSE to ensure that the applicant
has a standard vision suitable for the job. Where the examination identifies problems with
middle vision the applicant will be responsible for supplying their own glasses.
7.3 During Employment
An initial vision screening by Occupational Health is required if they wish to obtain
financial assistance from the CCG towards the cost of any eyesight tests or
prescription glasses
Employees who are eligible for vision screening must inform their manager of their
wish to have a screening test
They will be issued with an Eye Sight Screening Form (Appendix Three) and should
book the screening directly through Occupational Health at Barts Hospital
They must take the Approval Form with them to the screening
This screening will determine whether a full eye and eyesight examination by an
optician is required
Depending on the outcome of the eyesight test, the CCG may make a contribution
towards the cost
7.4 Financial Assistance
Financial assistance for testing and glasses is only available where staff who use
DSE have been screened by Occupational Health.
DSE users who wore glasses for everyday use prior to screening by Occupational
Health are not eligible for financial assistance where those glasses are suitable for
use with DSE.
Where financial assistance is provided to DSE users for glasses, they must wear
those glasses at all times when operating DSE.
Financial assistance for the replacement of glasses may only be claimed once every
two years. Where glasses are lost or damaged in the interim period it will be the
responsibility of the individual to replace them.8 Table 1: CCG Guide to Reimbursement for DSE Corrective Lenses and Eye Sight
Test.
Outcome of Examination CCG’s Contribution
Glasses not required Not exceed £17.00 for the eyesight test.
Glasses are required for general use. (The Not exceed £17.00 for the eyesight test.
employee can use this general prescription
for DSE use.)
Glasses are required for general use, Not to exceed £50.00 including the cost of
incorporating a special prescription for DSE testing.
Glasses are required solely for DSE use Not to exceed £50.00 including the cost of
testing.
8.1 Attending an Optician
When you attend an optician you will have an eye examination and be told whether
you require glasses for use with DSE. If you require such glasses you will be shown
a selection of frames.
If you choose a selection from this range the CCG will reimburse payment up to £50
for DSE prescription glasses; this includes the cost of the eye test (see table 1
above).
In order to reclaim the cost of the eye test and glasses please bring both the receipt
and the signed eye sight screening form (Appendix three) back to your manager to
authorise reimbursement. The line manager is to provide these to the CCG finance
team for processing.
Should you decide to ‘upgrade’ to another pair of glasses or type of lens that will take
the total cost including the glasses and the eyesight test over the CCG’s contribution
limit you will only be reimbursed for the amount stated in the table above.
8.2 Process for Reimbursement
Once the receipt and eye sight testing form have been given to the line manager for sign
off, the line manager will then forward copies to the CCG finance team. The CCG finance
team will then arrange for reimbursement to the member of staff.
8.3 Record Keeping
Records of Optical testing will be kept in staff members’ Occupational Health FileYou can also read
