Display Screen Equipment Policy

Transcription

1 Display Screen Equipment Policy References Other CLC policies relating to this policy Health and Safety Policy Moving and Handling Policy Legislation relating to this policy Health and Safety at Work Act 1974 Management of Health and Safety Regulations 1999 Date of Last Review July 2017 Date of next Review July 2018 Responsible for Policy Review Health & Safety Committee 'Community Lives Consortium is regulated by the Care Standards Inspectorate for Wales and commissioned by City & County of Swansea and Neath Port Talbot County Borough CLC Page 1

2 CONTENTS Introduction.3 The legal position...3 Definition of a user...3 Procedures..3 Employees Duties.4 Eye Tests.4 Supply of Glasses..5 Shared Workstations.5 Guidance for staff using computers....5 Staff using laptop computers 6 Access to Work...6 Consortium Protocol for Access to Work...6 Appendix 1 Guidance on Posture Formats CLC Page 2

3 Introduction The Regulations relating to display screen use allow some flexibility in determining who is a user for entitlement to paid eye tests and glasses. The legal position: The law relating to the use of DSE equipment, such as computers, is covered by the Health and Safety (Display Screen Equipment) Regulations 1992 (the DSE Regulations). These Regulations set down a series of minimum standards for the workstations used by DSE users. This includes seating, lighting levels and workstation layout. We have also incorporated the amendments made to these Regulations in Definition of User : The guidance to the DSE Regulations defines a user as someone who uses a computer for continuous or near continuous use spells of an hour or more at a time on a more or less daily basis and transfers information quickly to or from the display screen. Taking this into consideration it has been decided that the following job roles will qualify as users under these Regulations; Office staff based at Walter Road with direct and continuous access to and use of a computer or laptop computer. Operational staff based either at Walter Road or at network offices and schemes with direct and continuous access to and use of a computer or laptop computer. These posts are Registered Network Managers, Deputy Network Managers and Support Managers / Registered Managers. If your job role does not appear then you are not considered to be a user. As job roles within the Consortium change, particularly with the introduction of additional information technology, other roles may be designated as a user when this policy is reviewed. Procedures In order to comply with the DSE Regulations, we have introduced some procedures which are to be followed by all staff. These are as follows; All new employees who are required to use computers as part of their job role will be given a self-assessment workstation (VDU) checklist to complete within one week of starting work with us. It is the duty of their line manager to provide this to all appropriate new starters. All existing employees should have completed a checklist. However, should a member of staff change workstations; receive new equipment or become a DSE user for the first time, then another one should be completed. This should be done shortly after the change in location or job role. Whilst care has been taken to ensure that the questionnaire is self-explanatory, any queries can be referred to your line manager. CLC Page 3

4 Where the questionnaire identifies problems, such as glare or additional equipment, it is the responsibility of the individual s line manager to ensure that these are rectified. Staff are actively encouraged to try and rotate their job tasks in order to spend a few minutes each hour away from the computer screen. This time should be spent engaged in other work duties such as telephone calls and general office administration. If any employee feels that their workload does not permit adequate breaks this should be brought to the attention of their line manager. Where necessary, staff will be provided with training and information in order to help them set up their workstation correctly. The assessment checklist will be completed by the Line Manager when new services are set up and a computer installed. The assessment checklist will also be completed when a new Line Manager is appointed at a service in order to familiarise them with the computer provision there. Employees Duties: Employees are expected to complete the self-assessment workstation checklist in a timely manner. They are also required to set up and operate their workstations correctly, with help and support from their line manager and/or the Health and Safety Manager. In the unlikely event that any difficulties are experienced with workstations, employees should bring this to the attention of their line manager as soon as possible. Each employee is also expected to abide by the procedures laid down in this policy. Eye Tests Any employee who has been designated as a DSE user has the right to request an eye test. The eye test will be carried out by an optician of the employee s choice. However, it is the employee s responsibility to make arrangements to have the eye test carried out. Following the initial eye test, the frequency of any follow-up tests will be decided solely by the optician. We do not offer paid leave for eye tests and wherever possible, employees are expected to arrange for them to take place in their own time. The cost of an eye test arranged in accordance with these regulations will be reimbursed to the employee. Staff may wish to note that some people are entitled to free eye tests. If you are in one of the following categories then you will be entitled to a free eye test; If you are aged 60 or over If you or your partner receive income support, family credit, income based job seeker s allowance, pension credit guarantee, and are entitled to or named on a valid NHS tax credit exemption certificate, or are named on a valid HC2 certificate If you have diabetes or glaucoma If you are aged 40 or over and have a close relative with glaucoma If a hospital ophthalmologist says you are at risk of glaucoma If you are registered blind or partially sighted CLC Page 4

5 If you are entitled to vouchers for complex lenses NHS rules may change from time to time. If you think you qualify for free eye tests then speak to your optometrist before you have the eye test and they will ask you to sign an NHS Sight Test Form. Supply of glasses: If the eye test shows that the USER needs correct spectacles specifically for Display Screen Equipment work, then the Consortium will provide them free of charge. The Consortium will not pay for designer frames or lenses, only basic frames and lenses up to the value of 35. If a USER s normal corrective spectacles are used for other purposes or for other work and are suitable for Display Screen Equipment work, then the Consortium will not pay for them. If the USER has corrective spectacles and has evidence to say that the Display Screen Equipment has caused deterioration and the deterioration is not caused by normal ageing then the Consortium will pay for basic lenses to be fitted into the original glasses. Shared Workstations In most of our work locations (the homes of people we support) there is likely to be one workstation that will be used by the person receiving support and also several staff. Workstation checklists at services will be completed by the Support Manager / Registered Manager and sent to the Health & Safety Manager. Any deficiencies or difficulties experienced will be resolved by the line manager with any necessary support from the Human Resources Manager, Health & Safety Manager and/or Director of Business & Finance or ICT Co-ordinator. Guidance for Staff using Computers Display Screen operators may suffer from postural difficulties and visual fatigue, in addition to other hazards of the workplace such as tripping over cables or carpets, lifting injuries picking up boxes of paper etc. Although DSE s do produce some radiation, the radiation emitted from modern DSE is negligible and it is very unlikely that any action will be needed. Postural hazards result from poor ergonomics, working environment and a lack of awareness amongst staff. The following may produce fatigue-related conditions; Sitting in an immobile position for long periods High rates of repetitive finger movements with the wrists bent Poor circulation to the legs Pressure from the seat/chair upon the thighs Visual fatigue may result from the following; Poor screen display such as low contrast or flickering CLC Page 5

6 High levels of light compared to the screen display Reflections or glare Staff using laptop computers: Staff who use laptop computers are likely to use them in different settings including the homes of people we support, external meeting places, possibly in cars as well as their own homes. When using the laptop in these different places, then it is important to remember the basic principles of good practice and guidance outlined above. (Also note the postural guidance given in Appendix 1). Access to Work If staff are having difficulties with an injury which would normally stop them from being in work, the Consortium offers support such as Access to Work. Access to Work is a Government scheme which is designed to assist people to remain in work if they are suffering with an injury or condition which would normally stop them from being in work. An Access to Work grant can pay for practical support if the staff member has a disability or a physical or mental health condition. The grant is designed to help them: start working stay in work return to work An Access to Work grant doesn t have to be paid back and does not affect other benefits. For more information on Access to Work here is the link: Protocol for Access to Work If a staff member is suffering from pain or discomfort and it affects their ability to carry out their role, they should inform their line manager. The line manager will discuss this with the individual and depending on the outcome the line manager will either: 1. carry out a risk assessment and put control measures in place to support the individual 2. request a referral to Occupational Health 3. ask the individual to complete a VDU Workstation Checklist 4. refer the individual to Access to Work (For the purpose of this policy, this section refers to points 3 and 4 above) CLC Page 6

7 (VDU) Workstation Checklist If the discomfort or pain is related to working at a computer for long periods of time and the User cannot find comfort with the equipment they are using, they will be asked to complete a VDU Checklist. If the VDU Checklist highlights a problem area, additional ergonomic equipment may be required. This equipment will be provided by the Consortium to support the individual e.g. high back chair; mouse, keyboard, monitor, foot rest etc. If the symptoms persist the individual should inform their line manager who, in liaison with the Health and Safety and Administration Manager, can arrange an Access to Work referral. Access to Work is a self-referral service, i.e. the individual contacts Access to Work themselves (contact details can be found at the end of this section). When contacting Access to Work, the individual may need to provide the following information: their National Insurance number their workplace address, including their postcode the name, address and work phone number of a workplace contact, eg their manager No referral should be made to Access to Work without the prior authorisation of the Health and Safety and Administration Manager. Access to Work can help by arranging for an assessment to establish any adaptations or special equipment required by the individual. Once new equipment is provided the staff member is to complete another VDU Checklist. Any equipment recommended by Access to Work will be paid for by the Consortium, however in some situations, the Consortium may be able to claim some of this cost back. Access to Work contact details:- Website: atwosu.london@dwp.gsi.gov.uk Telephone: , Monday to Friday, 8am to 6pm CLC Page 7