Display Screen Equipment (DSE) Policy
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Display Screen
Equipment
(DSE) Policy
Display Screen Equipment (DSE)
Version: v2.0
Ratified by: Operational Management Executive Committee
Date ratified: 26.07.2013
Name and Title of Steve Duncan – Estates & Facilities Management
originator/author(s): Lead
Name of responsible Director: Lee Whitehead – Director of People &
Communications.
Date issued: 18.07.2013
Review date: 18.07.2013
Target audience: Members of staff employed by Health Education
England.
Anyone for whom HEE has a legal responsibility.
Staff covered by a letter of authority/honorary
contract or work experience.
Third parties and other authorised to undertake
work on behalf of HEE.
Document History:
05.07.2013 Version 1.0: issued for consideration by Corporate
Secretary.
22.07.2013 Submitted to Operational Management Executive
Committee for approval.
26.07.2013 Approved
13.09.2013 Version 2: issued
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healthcare @NHS_HealthEdEngExecutive Summary
Health & Safety (Display Screen Equipment) Regulations (DSE Regulations)
The principal health risks associated with DSE work are physical (musculoskeletal)
problems, visual fatigue and mental stress. These often reflect bodily fatigue. None of them
are unique to DSE work, nor are they an inevitable consequence of it. Risks to typical users
should be low if the DSE Regulations are complied with and ergonomic principles are taken
into account in the design, selection, installation and use of equipment; the design of the
workplace and the organisation of the task.
However, it is important not to be complacent about this. DSE workers are so numerous that
low risk to the average individual may still equate to many thousands of cases of ill health in
the working population. In addition, risks to individuals in a particular workplace may remain
low if control measures are poorly designed from the start, or if circumstances change.
As many people work with DSE, there is considerable potential for reducing the total burden
of occupational ill health by managing DSE risks. Stakeholders can help achieve this by:
- Reducing risks of ill health, by complying with the DSE Regulations and guidance.
- Encouraging early reporting systems.
- Ensuring cases of ill health are managed effectively.
- Reviewing risk assessments as and when necessary.
The Health & Safety (Display Screen Equipment Regulations) sets out minimum
requirements for workstations, applicable mainly to typical office workstations, these
requirements are applicable only in so far as the components refereed to are present at the
work station concerned; the requirements are not precluded by the inherent requirements of
the task, and the requirements relate to worker health, safety and welfare.
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healthcare @NHS_HealthEdEngContents
Page
1. Introduction 4
2. Purpose and Scope 4
3. Definitions 4
4. Duties and Responsibilities 6
5. Display Screen Equipment Assessment & Risk Control 7
6. Control Measures & Safe Systems of Work 8
7. Equality Impact Assessment (EIA) 10
8. Education and Training Requirements 10
9. Monitoring Compliance and Effectiveness 10
10. Associated Documentation 11
11. References 11
Appendices
Appendix A – Work Station Assessment Form
Appendix B – Self Assessment Guidance
Appendix C – Work Station Practices
Appendix D – Equality Impact Assessment
Appendix E – Procedural Document Check
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healthcare @NHS_HealthEdEng1. Introduction
This policy has been developed to ensure that Health Education England comply with
the requirements of the Health and Safety at Work etc. Act 1974, the Management of
Health and Safety at Work Regulations 1999 and the Display Screen Equipment
Regulations 1992, as amended by the Health and Safety (Miscellaneous Amendments)
Regulations 2002. Incorrect use of display screen equipment can cause ill-health and
injury. This policy has been based upon the following Regulations:
1.1. Display Screen Equipment regulations 1992, as amended by the Health and Safety
(Miscellaneous Amendments) Regulations 2002.
1.2. Health and safety at Work Act 1974.
1.3. Management of health and Safety at Work regulations 1999.
1.4. Workplace (Health, Safety and Welfare) Regulations 1992
1.5. Provision and Use of Work Equipment Regulations.
2. Purpose and Scope
2.1. This policy encompasses all Health Education England employees, including
permanent, temporary, volunteer workers and home workers. It applies to all
workstations used for Health Education England activities, regardless of who has
provided them.
2.2. In order to achieve this Health Education England accepts that implementation of an
effective and proactive Display Screen Equipment Policy will enable it to work
towards reducing risks to all persons who are affected by the organisations
activities, including the reduction of potential or actual harm to Health Education
England employees, and to its services, property and financial resources.
2.3. Under the Health & Safety (Display Screen Equipment) Regulations 1992, Health
Education England is required to identify users of display screen equipment; and to
carry out an assessment of work stations, and, as far as reasonably practicable,
introduce measures that will eliminate or minimise possible health effects such as
upper limb pains and discomfort, eye and eyesight effects, and fatigue and stress.
2.4. The Policy will be monitored for effectiveness by Estates and Facilities in
conjunction with Human Resources.
3. Definitions
3.1. Display Screen Equipment (DSE)
3.1.1. This term covers any alphanumeric or graphic display screen, regardless of
the technology involved. This includes CRT display screens, liquid crystal and
other new technologies and microfiche screens. Window typewriters
calculators and other equipment with small data displays, portable systems
not in prolonged use are not included.
3.2. User
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healthcare @NHS_HealthEdEng3.2.1. This policy applies to all employees who habitually use display screen
equipment as a significant part of their normal work.
3.2.2. A person is a ‘’user’’ if more than one of the following apply:
3.2.2.1. The individual uses DSE to do the job, and alternative means are not
readily available for achieving the same results.
3.2.2.2. The individual uses DSE for periods of an hour or more at a time,
more or less on a daily basis.
3.2.2.3. Tasks depend upon the transfer of information between the employee
and screen, attention and concentration demands are high, such as
where there may be critical consequences of an error.
3.2.2.4. Workers who are almost certain to be classified as users include;
those employed as visual display unit (VDU) operators who spend all
their time keying information; employees who copy type onto a word
processor or transcribe from a dictation machine for two or three
hours a day; date input operators.
3.3. Workstation
3.3.1. The term ‘workstation’ includes the display screen equipment, keyboard,
mouse or any other input devices; the immediate work environment, work
chair, work desk, work surface, printers, and document holder. This policy
also applies to portable DSE in prolonged use (e.g. more than one hour),
including laptop, handheld computers and personal digital assistants.
3.4. Some Possible Health Effects
3.4.1. It is extremely unlikely that staff using DSE will experience health problems
when proper control measures are applied. This policy outlines the possible
control measures available.
3.4.2. Repetitive Strain Injury (RSI) and other work related upper limb disorders
(WRULDS) range from temporary cramp to chronic soft tissue disorders such
as carpal tunnel syndrome in the wrist. It is likely that a combination of factors
produces these conditions e.g. poor sitting position, poor workstation design,
infrequent breaks of changes of position.
3.4.3. Temporary fatigue, eyestrain and headaches can be caused by a number
of factors e.g. reflections, glare and flicker on the screen, positioning of the
monitor, inadequate lighting or poor body posture. Staying in the same
position relative to the screen for long periods can have a similar effect.
Please note that eye and eyesight defects do not result from the use of DSE,
and it does not make existing defects worse, however, use of DSE will show
up an existing defect. Fatigue and Stress are more likely to result from poor
job design work organisation, lack of user control over the system, social
isolation and high-speed working than form physical aspects of the
workstation. Epilepsy is not known to have been induced by DSE.
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healthcare @NHS_HealthEdEng3.4.4. Exposure to radiation during pregnancy – medical research shows that
radiation levels from the equipment do not pose significant risks to health of
the mother or her unborn child. However, pregnant users should be given the
opportunity to discuss any concerns in order to allay any fears or anxiety.
4. Roles and Responsibilities
4.1. Chief Executive Officer (CEO)
4.1.1. Shall have overall responsibility for ensuring compliance with Health and
Safety legislation.
4.1.2. Shall ensure that this policy is reviewed every two years and in the light of any
failure of the system and/or changes in statutory legislation.
4.1.3. Shall ensure that adequate resources are made available to implement the
policy and carry out any remedial action or amendments to this policy..
4.2. Executive Directors/Management Team
4.2.1. Shall be responsible for identifying all workstations for which an assessment
is necessary, and those employees who can be considered users.
4.2.2. Shall respond to requests for remedial action to minimise risk following an
assessment, audit or inspection, by allocating funds, or seeking funds for the
procurement of equipment, or changes to working practices where it will
reduce the risk of injury or ill health.
4.3. Managers
4.3.1. Ensure that staff within their team who are DSE users are given a copy of this
policy (new starters should be given one on induction).
4.3.2. Ensure that members of staff who are DES users (including those who
regularly use a laptop at home or in an office base away from a Health
Education England building) complete a DSE self-assessment form (see
Appendix A) on induction. The self-assessment should be reviewed if there
are any major changes to the furniture, the hardware or software; if
workstations are re-sited or the working environment is changed. Review will
also be required if the nature of the work is changed or if there is any change
in the user’s health which may affect their ability to use DSE safely e.g. wrist
injury. In any case, the DSE self-assessment should be reviewed at least
annually.
4.3.3. Ensure that any issues arising from the DSE assessment process are
appropriately dealt with, for example purchasing new office equipment or
referring issues to the Occupational Health provider.
4.3.4. Ensure employees receive adequate eye and eyesight examinations on
request and, where required, are provided with basic corrective appliances for
DSE use.
4.4. Employees
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healthcare @NHS_HealthEdEng4.4.1. All employees shall be personally accountable for their actions, and
responsible for ensuring that they comply with this policy.
4.4.2. All employees shall be responsible for complying with instruction and training
which is provided to minimise the risk to health from operating display screen
equipment.
4.4.3. All employees shall be responsible for taking reasonable care of corrective
appliances, and maintain them in good condition.
4.4.4. All employees shall be responsible for reporting back to their line manager
any personal conditions which may affect their capability to operate display
screen equipment.
4.4.5. All employees shall be responsible for reporting and documenting any
accidents, injuries or ill health conditions that may arise in connection with
display screen equipment.
4.4.6. All employees shall not bring their own equipment into work for use at a
display screen, only those items supplied by the organisation will be allowed.
4.5. Occupational Health Provider
4.5.1. Will see any member of staff who health is suspected of being adversely
affected by using DSE equipment, and has been referred by a line manager.
4.5.2. Carry out An Occupational Health work place assessment if any significant
issues are identified following an initial DSE self-assessment, and specialist
advice is required.
4.6. Human Resources
4.6.1. Manage the referral process for the Occupational Health assessments.
4.6.2. Maintain assessment records on relevant personnel files.
5. Display Screen Equipment Assessment and Risk Control
5.1. Assessment
5.1.1. In compliance with the Management of Health & Safety Regulations 1999, all
risks in the workplace must be assessed. In addition the Health and Safety
(Display Screen Equipment) Regulations 1992, states that a ‘suitable and
sufficient’ assessment must be made of all workstations utilised by users.
Health Education England has adopted for all employees who have a PC to
undertake a self-assessment regardless of whether they are classed as a
‘user’.
5.1.2. All users will receive sufficient training and guidance on how to complete a
self-assessment using the approved guidance notes (Appendices B & C).
5.1.3. Should the user answer ‘Yes’ to all of the questions on the self-assessment
form, then no further action is required.
5.1.4. Should the user answer ‘No’ to any of the questions or need further support or
clarity on the self-assessment form then they should inform their line manager
and a re-assessment will be organised with a trained assessor as soon as is
reasonably practicable in relation to the level of risk.
5.1.5. On completion of the assessment and effective implementation of suitable
control measures to reduce any risk of injury and/or ill health, the assessment
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5.1.6. Where is it not possible to reduce the level of risk and there remains a
significant risk of injury and/or ill heath, a referral by the line manager in
consultation with HR should be made to the Occupational Health Provider, in
order that a further risk assessment can be carried out.
5.1.7. An assessment will need to be reviewed if there is any reason to suspect that
it is no longer valid or there is a change to the matters to which the
assessment relates.
5.1.8. Assessments must be reviewed every two years , or sooner if there are any
significant changes i.e.
5.1.9. A major change to/or replacement of software or hardware (screen, keyboard
etc.).
5.1.10. A substantial increase in the amount of time spent using display screen
equipment.
5.1.11. A substantial change in the task requirements (e.g. more speed or accuracy.
5.1.12. If the user and/or workstation is moved.
5.1.13. Recruitment of a new user.
5.1.14. Where concerns have been highlighted.
6. Control Measures and Safe Systems of Work
6.1. An ergonomic approach is required to minimise the potential risks associated with
working with DSE. This involves consideration of the relationship between the
employee, the task, equipment and environment with a view to designing the task to
fit the person.
6.2. The following general principles should be used in attempting to reduce the potential
risks to health.
6.2.1. Deal with the highest risk factor first.
6.2.2. Take seriously and investigate reports of aches and pains form users.
6.2.3. Look for less obvious causes of risk, for example, poor posture may be due to
poor seating, or sitting awkwardly to avoid glare on the screen, or leaning
forward to key because arm rests prevent the chair being close to the
workstation. (Appendices B & C) illustrate good posture and aspects of the
equipment/environment which should be considered in undertaking DSE
assessments.
6.2.4. Having taken action to reduce the risks, the user should be consulted to
check that no new problems have arisen. For example, after having raised the
chair height in order to have their forearms in the correct keying position, a
user may find that they now require a foot rest so that they can place their feet
flat on the floor.
6.3. Working Practices
6.3.1. Intensive periods of on-screen work should be avoided. This is best achieved
by varying tasks within the working day.
6.3.2. If it is difficult to vary work tasks, the user, in discussion with their manager
should organise their work pattern to ensure that they do not spend excessive
periods working continually on display screen equipment duties without any
form of break.
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healthcare @NHS_HealthEdEng6.3.3. Breaks do not need to be non-productive time e.g. telephone, filing or
photocopying are display screen equipment breaks.
6.3.4. Suitable rest breaks depend on the nature of the work. Health Education
England acknowledges the HSE suggestion that periods of work between
breaks should be at least 50 minutes but not greater than 120 minutes and
that breaks should be between 12 and 15 minutes duration.
6.3.5. Giving DSE user’s flexibility and control in their work and a variation in tasks
will help prevent fatigue and stress. Consider providing additional training to
users in the use of software, or changing software itself if it is proving to be a
stress factor.
6.4. Equipment
6.4.1. Furniture and equipment adjusted incorrectly can result in discomfort and can
even lead to disability in extreme circumstances. Poor work design can cause
or aggravate these conditions. Unnecessary discomfort can be avoided by
adopting the following simple precautions.
6.4.1.1. Adjust furniture and equipment so that you are comfortable when
working.
6.4.1.2. Where possible, take the opportunity to vary activities, breaking up long
periods of DSE activity and ensure scheduled breaks are away from the
workstation.
6.4.1.3. Report symptoms of discomfort or ill health as soon as you become
aware of them.
6.4.1.4. Inform your line manager of your training needs.
6.4.1.5. Do not tamper with electrical equipment – ask for assistance.
6.4.2. Display Screen Equipment has made a significant contribution to working life
and can be used in complete safety where a few common sense measures
are taken. The three most important steps are to :
6.4.2.1. Adjust furniture and equipment to suit your needs – DO NOT adjust your
own posture to suit the workstation.
6.4.2.2. Avoid adopting a static posture and avoid, where possible, prolonged
DSE work without a change of activity..
6.4.2.3. Always report problems with your furniture, equipment or health as soon
as these arise.
6.5. Home Work Stations
6.5.1.1. Workstations used on a regular basis at home for Health Education
England must be self-assessed, irrespective of who provided the
workstation. An initial self-assessment by the user themselves with
reference to a trained local assessor is adequate.
6.6. Procurement of Equipment
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healthcare @NHS_HealthEdEng6.6.1.1. All DSE equipment will be assessed by Health Education England prior
to procurement to ensure that it is both suitable for the task and
complies fully with any appropriate safety standard.
6.6.1.2. Health Education England will provide, as far as is reasonably
practicable, any equipment necessary to safely carry out work involving
DSE.
6.6.1.3. Any requests for equipment will be requested via the employee’s line
manager, provided that the appropriate assessments have been carried
out.
6.7. Maintenance of Equipment
6.7.1. General day to day maintenance of all DSE equipment will be the
responsibility of the user i.e. any defects or problems must be reported, as
soon as possible. Do not put yourself at risk by continuing to operate a
defective piece of equipment.
6.7.2. If the equipment is of an electrical nature, then isolate and remove form use,
wherever possible and report it to the IT Department.
6.8. Accidents and Incidents
6.8.1. Accidents and/or incidents involving the use of DSE equipment must be
reported using the Health Education England accident/incident reporting
process.
7. Equality Impact Assessment (EIA)
7.1. Under the Equality Act, the need for public bodies in England to undertake or publish
an equality impact assessment of their policies, practices and decisions was
removed in April 2011 when the 'single equality duty' was introduced. Public bodies
must still give "due regard" to the need to avoid discrimination and promote equality
of opportunity for all protected groups when making policy decisions and are
required to publish information showing how they are complying with this duty.
8. Education and Training Requirements
8.1. All staff will receive awareness of this policy through their Health and Safety
induction.
8.2. Should anyone require support, advice or guidance on any element outlined in this
policy they should speak to their line manager or the Estates and Facilities
Management Lead.
9. Monitoring Compliance and Effectiveness
9.1. Procedural documents will be reviewed by the procedural document owner with
two years of approval. However, a review earlier than this may be prompted by
other factors including:
9.1.1. Legislative or regulatory changes.
9.1.2. Structural or role changes.
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healthcare @NHS_HealthEdEng9.1.3. Operational or technological changes.
9.1.4. Changes in the evidence base.
9.1.5. Organisational learning.
9.1.6. Audits and reviews of the effectiveness of the policy.
10. Associated Documentation
10.1. HEE Health & Safety Policy.
11. References
11.1. Health and Safety at Work Act 1974
11.2. Management of Health and safety Regulations 1999
11.3. Display Screen Equipment Regulations 1992, as amended by the Health and
Safety (Miscellaneous Amendments) Regulations 2002
11.4. Workplace (Health, Safety and Welfare) Regulations 1992
11.5. Provision and Use of Work Equipment regulations 1998
11.6. Health and Safety Executive website on DSE http://www.hse.gov.uk/msd/dse/
11.7. Health and Safety Executive website on DSE Guidance
http://www.hse.gov.uk/msd/dse/guidance.htm
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