Visual Display Screen (VDU) Policy and Procedure

Transcription

1 Not Protected Visual Display Screen (VDU) Policy and Procedure Reference No. P23:2006 Implementation date November 2006 Version Number 1.8 Reference No: Name. Linked documents P22:2004 Health and Safety Policy and Procedure Policy Section Procedure Section Suitable for Publication Yes Yes Protective Marking Not Protectively Marked PRINTED VERSIONS SHOULD NOT BE RELIED UPON. THE MOST UP TO DATE VERSION CAN BE FOUND ON THE FORCE INTRANET POLICIES SITE. 1

2 Table of Contents 1 Policy Section Statement of Intent Aim and Rationale Our Visions and Values People, Confidence and Equality Standards Legal Basis People, Confidence and Equality Impact Assessment Monitoring / Feedback Procedure Section Introduction Identification of an Essential User Assessment Of Work Stations Requirements for Workstations (Furniture) Requirements regarding the Working Environment Eyes and Eyesight Testing Training and Information Medical Problems Associated with DSE Use Laptops Consultation and Authorisation Consultation Authorisation of this version Version Control Review Version History Related Forms Document History Appendix A: Display Screen Equipment Assessment Form Appendix B: Mobile Data Terminal Guidance (MDTs) 25 Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 2

3 1 Policy Section 1.1 Statement of Intent Aim and Rationale This policy, depending on the individual circumstances can apply to both the Chief Constable as the employer of Police Officers and Police Staff and the Office of the Police and Crime Commissioner as the employer of staff employed by them. Where the phrase Dorset Police is stipulated, this policy may apply to the Chief Constable or the Office of the Police and Crime Commissioner, or potentially both acknowledging that they are in their own right separate corporations sole and both have legal responsibilities under the Health and Safety At Work etc Act Dorset Police attaches great importance and is fully committed to safe guarding the health and safety of its employees. To enable it to help provide a safe work place to work and to safeguard the wellbeing of its staff, this procedure implements practical measures to reduce the risk of staff suffering work related upper limb disorders and other associated ill health effects associated with the use of visual display screen equipment. All staff have an obligation to cooperate, follow and apply these procedures to enable the employer to satisfy its legal obligations. To introduce practical measures to reduce the risk to staff from suffering from potential work related upper limb disorders and suffering work related sickness etc associated with the use of visual display screen equipment. 1.2 Our Visions and Values Dorset Police is committed to the principles of One Team, One Vision A Safer Dorset for You Our strategic priority is to achieve two clear objectives: To make Dorset safer To make Dorset feel safer In doing this we will act in accordance with our values of: Integrity Professionalism Fairness and Respect National Decision Model The National Decision Model (NDM) is the primary decision-making model used in Dorset Police. The NDM is inherently flexible and is applied to the development and review of all policy, procedure, strategy, project, plan or guidance. Understanding, using and measuring the NDM ensures that we are able to make ethical (see Code of Ethics), proportionate and defensible decisions in relation to policy, procedure, strategy, project, plan or guidance. Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 3

4 Code of Ethics The Code of Ethics underpins every policy, procedure, decision and action in policing today. This document has been developed with the Code of Ethics at the heart ensuring consideration of the 9 Policing principles and the 10 standards of professional behaviour. Monitoring is carried out through the Equality Impact Assessment process which has been designed to specifically include the Code of Ethics. 1.3 People, Confidence and Equality This document seeks to achieve the priority to make Dorset feel safer by securing trust and confidence. Research identifies that this is achieved through delivering services which: 1. Address individual needs and expectations 2. Improve perceptions of order and community cohesion 3. Focus on community priorities 4. Demonstrate professionalism 5. Express Force Values 6. Instil confidence in staff This document also recognises that some people will be part of many communities defined by different characteristics. It is probable that all people share common needs and expectations whilst at the same time everyone is different. Comprehensive consultation and surveying has identified a common need and expectation for communities in Dorset to be:- Listened to Kept informed Protected, and Supported 2 Standards 2.1 Legal Basis The employer has a statutory duty under the Health and Safety (Display Screen Equipment) Regulations 1992 (as amended) to take practical steps to safeguard the health and safety of those employers who are defined as an, essential user within the regulations. Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 4

5 2.2 People, Confidence and Equality Impact Assessment During the creation of this document, this business area is subject to an assessment process entitled People, Confidence and Equality Impact Assessment (EIA). Its aim is to establish the impact of the business area on all people and to also ensure that it complies with the requirements imposed by a range of legislation. 2.3 Monitoring / Feedback This document will be monitored and reviewed by the HR Specialist (Health and Safety). The Health and Safety Unit are continually making visits and undertaking level two assessments at the request of managers/supervisors. Requests for visits/advice are made direct to the Health and Safety Unit. The procedures will be actively monitored every three years as part of the active health and safety monitoring programme. Feedback relating to this policy can be made in writing or by to: Address: Mr R Aiston, HR Specialist (Health and Safety), Winfrith, Dorchester, Dorset, DT2 8DZ. bob.aiston@dorset.pnn.police.uk Telephone: Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 5

6 3 Procedure Section 3.1 Introduction In recent years, the operational requirement to access data away from a Dorset Police premises has increased with the introduction of mobile data terminals (MDTs). The nature of some policing roles has evolved to the extent that roles previously regarded as being occasional users of DSE have become essential users. There is a considerable reliance on display screen equipment (DSE) throughout the Force A significant number of workstation situations are not classed as essential user workstations. However, they are still required to meet the same furniture requirements as an essential user workstation. There is considerable reliance placed on the use of laptop/mobile data equipment. Users of DSE equipment particularly when using laptops and MDTs can suffer Ill health problems due to poor ergonomic posture whilst using the equipment for extensive periods The use of DSE equipment has brought with it a number of associated ill health and safety concerns including musculi-skeletal injuries (work related upper limb disorders), visual fatigue, mental stress and electrical safety. The main risks are ill health. However, ill health illnesses are not an inevitable consequence of working with DSE. The introduction of sound practicable ergonomic techniques can reduce their incidence. There is presently no scientific evidence that suggests working with DSE can damage the eyesight or affect an unborn child The Health and Safety (Display Screen Equipment) Regulations 1992 (as amended) oblige employers to take practical steps to safeguard the health and safety of those employees who are defined as being 'essential users' whilst using DSE equipment The regulations define an 'essential user' as being an employee who HABITUALLY uses display screen equipment as a SIGNIFICANT part of his/her normal work. Where it is clear that that the use of DSE is more or less continuous on most days, the individual concerned should be regarded as a user or operator. The criteria for defining an essential user are below. The Force is obliged to determine which members of staff are essential users and ensure that their workstations are appropriately assessed Dorset Police, as the employer, is legally obliged to carry out a suitable and sufficient assessment of all work stations The employer is specifically obliged to: i. Assess the extent of risk to the essential user; ii. To provide information, instruction and training; iii. To provide the correct working environment i.e. furniture, lighting, décor heating etc; iv. To agree to arrangements and pay for eye and eyesight tests when requested by essential users and where prescribed, to provide a contribution towards corrective appliances when used solely for DSE work Commands and Departments through the person with the lead responsibility for health and safety will be required to identify suitable person/persons to be trained as DSE Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 6

7 assessors within their areas of responsibility. Training will enable them to be competent in carrying out level one DSE work station assessments Sitting incorrectly over a long period can lead to or heighten a pre-existing musculiskeletal problem, poor performance and sickness. So it is important that staff sit at workstations correctly by taking time to adjust their workstation to suit them. Present workstation equipment provided will satisfy the vast majority of staff provided they take time to adjust; their chair, position to the desk and display screen. Only in exceptional circumstances will adaptations (more supportive chair etc) be required. 3.2 Identification of an Essential User The method of identification of an essential user is outlined below. Previously it was relatively easy to identify who was or was not an essential user. However, this has become more difficult as roles evolve. All workstations will need to be assessed in the first instance to determine whether a full assessment will need to be undertaken. By first completing part A of the DSE assessment form and answering most, if not all, the questions with a YES answer will determine whether a complete assessment will be required Typically, in the past display screen essential users include roles such as; word processor operators; secretary or typist who uses a dedicated word processor system; data input operator; journalist; graphic designer; control room operators, telephone exchange staff, CIB staff, call handling centre staff, intelligence analyst etc Patrol officers, special constables, police community support officers, crime scene investigators and detention officers are not DSE essential users as their duties do not require them to use DSE continuously on most days and are able to exercise considerable discretion over its use ACPO, chief superintendents, superintendents, etc managers who use DSE equipment and receptionists whose work requires customer/public interaction and occasional use of a display screen for obtaining details are not generally regarded as being essential users It will generally be appropriate to classify a person as an essential user if they satisfy the majority of the following: They must first satisfy the criteria that their use of the equipment is continuous and on most days before proceeding to consider 1 to 7 considerations below. 1. Habitually uses DSE equipment for continuous or near continuous spells of an hour or more at a time; 2. Use of the equipment is more or less continuous and daily; 3. Use of the equipment is essential to the job. Alternative means are not readily available for achieving the same results (the person is not able to undertake any other type of work or undertake the same work in another way. The Force accepts that a significant proportion of staff are unable to carry out their role without the use of DSE equipment); 4. Whether the fast and or accurate transfer of information is an important part of the task? 5. Is special training and/or particular skills required to carry out the task (the majority of staff do not require specialist training to use DSE equipment but have learnt through experience, general computer skills); Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 7

8 6. Does the task demand high levels of attention and concentration? 7. The individual has little or any discretion on using the equipment. (The Force accepts that a significant proportion of staff are unable to carry out their role without the use of DSE equipment) Staff not stated at but who habitually use DSE equipment frequently and on most days and it is a significant part of their work fall into the same category as essential users and will therefore fall within the eye test and corrective appliance arrangements. Ergonomic considerations are very important if staff are expected to be efficient in their role. The Health and Safety Unit will assist and advise as to whether a person is an essential user. 3.3 Assessment of Work Stations The adequacy of any assessment relies upon the assessor being able to correctly identify any risks within the workstation or set up and being able to identify simple measures needed to either avoid or reduce those risks Persons identified as being DSE assessors will be required to attend a one day in house training course which will provide the assessor with: i. The ability to competently assess workstation risks using a Force standard assessment form A49; ii. The ability to make a clear record of assessment iii. To have a sufficient level of knowledge to be able to offer advice iv. And know when to seek further advice Assessments relate to the individual being assessed. It is important that an individual who has been assessed as an essential user sets up any new work station to which they have been relocated. The individual work station/post must be recorded on the assessment Staff who hot-desk e.g. (control room/police enquiry centre etc) have a responsibility to adjust their work station to suit them at the commencement of each shift The DSE assessment form A49 is to be used by DSE assessors. This covers the work station, the working environment, furniture, equipment, fitting the work station to the essential user, information and training Completed A49 forms are to be retained by line management DSE assessments will need to be reviewed when: 1. A major change to hardware has taken place; 2. A major change in work station furniture has taken place; 3. Where a substantial alteration has taken place regarding the time spent operating a DSE or when the nature of the essential user/operator's work has changed; 4. The work station is relocated to another part of the office or building; 5. The lighting has been significantly altered; 6. Potential work related health problems have been identified. Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 8

9 3.3.8 Generally, the majority of assessments in a large work environment where several staff use similar equipment and furniture will be generic. There is little to gain from repeating the process for individual staff if the environmental and furniture factors are the same, except for ensuring that each member of staff receives the appropriate information and training and that their workstation is assessed to fit them 3.4 Requirements for Workstations (Furniture) The majority of health problems relating to DSE work are due to poor posture and/or poor ergonomic layout. Correct reference to the DSE assessors' assessment form will guide assessors and staff on the adequate provision of furniture The provision of adaptations such as; foot rests, document holders, screen height adjusters and arm/wrist/mouse rests etc can assist in fitting the workstation to the person. Adaptations may not always be essential but may be considered necessary in certain cases by the assessor There is no legal requirement to provide DSE type furniture for work stations which do not contain a DSE. However, managers/supervisors may wish to comply when considering staff performance, efficiency, furniture standardisation and staff morale. However, if DSE equipment is located at a workstation for non-dedicated essential users, the furniture must meet the same standards as if it was a dedicated essential user workstation Furniture contracts available through the Force Purchasing Section will satisfy the majority of furniture requirements. The advice of the Health and Safety Unit must be sought before any consideration is to be given to procuring specialist furniture/equipment or adaptations, e.g. chairs, desks, etc, The justification for some adaptions like specialised chairs is as a consequence of a medical recommendation Managers must not purchase any specialised furniture or adaptations (chairs, rising desks, desk risers, elevated footstools etc which have been medically recommended). The Health and Safety Unit will be responsible for organising such equipment through the Purchasing Department. The reason is that alternative items may be cheaper but probably less durable; could fail and could therefore in time present a health and safety risk and may exasperate the individual s medical condition. 3.5 Requirements regarding the Working Environment The quality of DSE work is often affected because of distracting glare or reflections on the screen and/or the work environment temperature is too low. Careful selection of artificial lighting, blinds on windows and non-reflective wall paint, correct room temperature will in the vast majority of cases, overcome the problem of headaches or be one of several causes of poor performance. Headaches can result from visual fatigue due to incorrect, position of the screen in relation to lighting, solar glare and adjacent windows The Health and Safety Unit must be contacted when, when an initial assessment has been completed and the member of staff being assessed is still experiencing difficulties with their workstation etc. A further in-depth assessment (level 2) will be undertaken by the Unit and if deemed necessary additional assistance will be requested from the Force's Occupational Health Provider. Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 9

10 3.6 Eyes and Eyesight Testing Employers have a statutory duty to offer staff assessed as 'essential users' an appropriate eye and eyesight test when requested to do so by the member of staff. The interval between tests will be at the discretion of the competent person carrying out the eye examination (optician). An eyesight test cannot be provided against a member of staff s will Staff will be granted time off with pay for eye tests and Dorset Police will reimburse the full cost of only a standard eye test provided by an optician (standard as defined in the Optician s Act 1989). The employer will make a contribution towards the cost of appropriate basic spectacles when required exclusively for DSE use only. If the optician is of the view that generally reading glasses if prescribed will be sufficient for DSE work, staff will not be entitled to claim towards the cost of their spectacles. Staff should complete Form A442 and refer to the guidance when requesting reimbursement of fees. An itemised receipt must accompany the claim form A Agencies supplying DSE workers (known as operators) are obliged to provide appropriate tests to agency workers. Agency workers are defined as operators as stated in the regulations. 3.7 Training and Information The Force is obliged to provide information and practical training to DSE essential users. Training will consist of either a video or DVD covering 'DSE at Work' and an HSE leaflet entitled 'Health Problems Associated with DSE Supervisors and managers are to ensure that staff assessed as DSE essential users, view the video, provided with the afore-mentioned leaflet and ensure that the assessment form is appropriately completed and retained on file All staff are to receive training and have their work stations assessed within either one month of either commencing work at a DSE or within five days of starting work with the employer as part of their induction training. 3.8 Medical Problems Associated with DSE Use The introduction of DSE and keyboards has been associated with a range of medical symptoms related to their use. Symptoms can range from visual fatigue to temporary cramp or chronic soft tissue disorders known as work related upper limb disorders (WRULD) There is no reliable evidence to suggest that work with display screen equipment causes any permanent damage to eyes or eyesight. It may make essential users with pre-existing vision defects more aware of eye defects The likelihood of persons experiencing these problems is related mainly to the frequency, duration and intensity of DSE use To prevent essential user fatigue, frequent breaks away from the screen are important and must be planned. This can be achieved by altering the work routine (centrally placed printer, filing tasks etc) keyboard lock out after a specified time etc. Essential users should be allowed at least a five minute break away from the screen in every Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 10

11 hour. A few situations exist where this rule may not always be practical (Control Room during an incident) but a break from the screen must be implemented as soon as practical. Supervisors/managers must ensure that staff do take the necessary breaks Any member of staff who believes that they are suffering from ill health which they believe could be attributable to DSE work are to report the matter to their supervisor or manager promptly, who in turn will seek the advice of the Health and Safety Unit There are three levels of DSE assessment. Level one is undertaken by the local Command/Department DSE assessor. Level two assessments are undertaken by the Health and Safety Unit and level three assessments are undertaken by the Occupational Health provider at the request only of the Health and Safety Unit. Requests for assessments to be undertaken by the Occupational Health provider arise where the person to be assessed may have a medical condition or the matter is considered outside of the competency level of the Health and Safety Unit. This type of assessment usually requires in depth medical knowledge beyond the competence of in-house expertise to ensure that appropriate consideration is given to fitting the workstation to the person correctly There may be instances where a member of staff does not fall within the definition of being an essential user but may be experiencing discomfort whilst working at a workstation. The Health and Safety Unit can be contacted by the line manager/supervisor who may request assistance and ask for an assessment to be undertaken. The Unit will consider seeking the assistance/advice from Occupational Health. 3.9 Laptops There has been a considerable increase in the use of lap top computers and MDTs. They offer greater flexibility and allow work to be undertaken away from the office. They can substitute a standalone terminal. However, this flexibility can encourage the onset of health problems e.g. principally, upper limb disorders if the user adopts an unsatisfactory working posture Short term use of a laptop/mdt for example on a train journey or at home accessing s does not come within the requirements of the DSE regulations or the requirements of this policy. However, laptops used for an extensive period continuously will come within the requirements of this policy. Laptops etc contain a more compact keyboard with a built-in pointing device. This configuration can lead to poor posture and restrict the movement or arms, wrists hands and fingers potentially giving rise to upper limb disorders Laptops used for excessive periods must be connected to a conventional keyboard and a conventional mouse. The screen must be raised to the appropriate height by using a screen raiser. The purpose is to emulate a desk mounted stand-alone computer situation Portable lap packs (with wheels) are available which contain non keyboard inputting devices (NKID), raising devices etc which managers must give consideration to purchasing through the IT Department when the laptop is used extensively for minute taking when away from the office. The lap pack emulates a standalone DSE set up. Laptops in conjunction with input devices and possible files can be heavy. Staff should Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 11

12 avoid, wherever possible, carrying an excessive load over the shoulder/s otherwise twisting damage to the spine could occur MDTs are an extremely flexible way of accessing data when working away from a Dorset Police premise. However, ill health issues can arise if used inappropriately for long periods. Users of MDT equipment should always endeavour to use a fixed terminal in preference to a MDT when available or follow the guidance at appendix B Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 12

13 4 Consultation and Authorisation 4.1 Consultation Version No: Name Signature Date Police & Crime Commissioner Police Federation Superintendents Association UNISON Other Relevant Partners (if applicable) 4.2 Authorisation of this version Version No: 1.8 Name Signature Date Prepared: Robert Aiston Robert Aiston 14/1/2016 Quality assured: Authorised: Pete Channon Pete Channon Approved: 5 Version Control 5.1 Review Date of next scheduled review Date: 11 th February 2018 Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 13

14 5.2 Version History Version Date Reason for Change Created / Amended by 1.0 Nov 2006 Initial Document Mr R Aiston 1.2 Sept 2007 Review and Update Mr R Aiston 1.3 July 2010 Minor review to reflect changes to Mr R Aiston 1.4 August August March Related Forms HR re-structure Minor changes to improve clarity at paragraph 4.2, 12.3 and 14.4 and inclusion of updated DSE assessment form. Transition changes from DPA to PCC, Greater clarity provided at paragraph 3.2. Minor grammatical amendments throughout document Assessment form amended. Greater clarity regarding the definition of what is an essential user at paragraph 3.2. The phrase essential user used to distinguish that from a person who has to use DSE equipment as part of their role. The phrase VDU replaced by DSE throughout the document. Review reflected the second stage transfer arrangements. Minor grammatical errors corrected. Clarification of standard eye test at paragraph /11/14 The policy has been reviewed in preparation for NICHE implementation (April 2015), no changes necessary /1/16 The following changes have been incorporated into this version as follows. Paragraphs; clarification on ill health effects,3.1.1 reworded to reflect introduction of MDTs, clarification regarding adaptations, clarification on entitlement to claim for spectacles, new paragraph relating to MDTs and inclusion of Appendix B guidance on MDTs Mr R Aiston Mr R Aiston Mr R Aiston Policy Co-ordinator (6362) Mr R Aiston Force Ref. No. Title / Name Version No. Review Date Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 14

15 5.4 Document History Present Portfolio Holder Director of Human Resources Present Document Owner P Channon Present Owning Department Human Resources Details only required for version 1.0 and any major amendment ie 2.0 or 3.0: Name of Board: Date Approved: Chief Officer Approving: Template version January 2013 Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 15

16 Appendix A: Display Screen Equipment Assessment Form DISPLAY SCREEN EQUIPMENT ASSESSMENT (The Health and Safety (Display Screen Equipment) Regulations 1992) as amended PART A MUST BE COMPLETED IN ALL CASES Person being assessed:.. Terminal located/no: Department:. Date of assessment:.. Part A Identifying the Type of Work Station Confirm use is continuous on most days before proceeding: Yes No 1. Does the operator habitually use DSE equipment for continuous or near continuous spells of an hour or more at a time? 2. Use of the equipment is more or less daily? 3. Use of the equipment is essential to the job. Alternative means are not readily available for achieving the same results? (the person is not able to undertake any other type of work or undertake the same work in another way) 4. Whether the fast and or accurate transfer of information is an important part of the task? 5. Is special training and/or particular skills required to carry out the task? 6. Does the task demand high levels of attention and concentration? 7. The individual has little or any discretion on using the equipment? If the majority of the answers to the above questions is YES, please go on to complete parts B to F. Part B The Working Environment 1. Is the office lighting adequate? 2. Is the printer and/or other adjacent equipment reasonably quiet (remote/printer hood)? 3. Is there means of controlling excess sunlight etc. (blinds etc)? 4. Are the walls non-reflective? 5. Are there adequate means of adjusting the room temperature? Yes No Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 16

17 6. Is there ample space around the work station? 7. Can the room be adequately ventilated? 8. Is the operator s position free from direct draughts (move desk)? Part C The Work Station Furniture 1. Does the desk top have a low reflective surface? 2. Is there sufficient room on the desk for equipment? 3. Does the essential user have sufficient work space available between the front of the desk and keyboard (2-3inches)? Yes No 4. Does the furniture allow for a straight working posture (no table legs or other obstruction etc)? 5. Are seat height and back height of the chair adjustable? 6. Can the chair swivel and does it contain lumbar support? 7. Does the chair have five castored legs; is the chair stable and in good condition? 8. Is the essential user s workstation free from direct draughts (move desk)? Part D The DSE Equipment 1. Can the keyboard be tilted? 2. Is the keyboard surface of low reflective material? 3. Can the display screen be tilted and swivelled? 4. Is there adequate brightness and contrast control? 5. Are the characters stable and clearly defined? 6. Is the screen free from interference? 7. There are no reflections or glare on the screen? 8. Adjacent DSE equipment does not produce interference? Yes No Part E Fitting the Work Station to the Essential user Adjusted Yes No 1. Away from the desk, get the essential user to adjust the seat height and back (ensure that the essential users feet can be placed flat on the ground) 2. At the desk, check the essential user s forearms are approximately horizontal to the keyboard (this may entail raising the seat height, if so consider the use of a footrest) 3. Ensure that all desktop equipment (keyboard, mouse, phone etc) is within the zone of convenient reach to avoid any stretching or forward leaning 4. Ensure that the essential user s hands van be placed flat on the keyboard without the wrists or fingers being bent up or down (consider keyboard tilt and/or the use of a wrist wrest) 5. Position the screen to ensure a comfortable head position and avoid eye strain (this may entail raising, lowering and/or tilting the screen and moving it backwards or forwards) Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 17

18 6. Ensure the essential user can refer between documents and the screen without awkward or excessive neck movement (consider different document holders depending on typing proficiency for the essential user) Part F Operator Training and Information This part is to be read and signed by essential user (DSE Operator) Yes No 1. I have received training with regard to the potential health effects and simple precautions to take when working with DSE equipment 2. I have been instructed on the necessity to take periodic breaks from the screen. (5 minutes every 1 hour) 3. I have been advised of the Force s facilities with regard to eye and eyesight testing and the provision of corrective appliances 4. I have been provided with information regarding DSE work. 5. I will advise the Force immediately if I am suffering from ill-health which I believe could be attributable to my work with DSE equipment. Essential user s Signature: Collar No: Date: DSE Assessor s Comments: Notes: A NO response to Parts B to E requires action. Manager / Supervisor etc. must be notified. This form must be made available on request to the relevant Enforcement Authority Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 18

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20 Appendix B Health and Safety Guidance when using mobile data terminals You have been provided with a tablet for use away from the office. Unfortunately, it is impracticable to be able to replicate the correctly adjusted workstation that you would find in an office environment. Users of IPads can sometimes suffer from poor posture and discomfort particularly of the neck. To avoid potential health issues, it is not intended that this equipment should be used instead of a desk top computer. Users of tablets are more likely to tilt their head forward, hunch their backs and use the front part only of a chair. Glare can also be a problem. Using the equipment for long periods in the same body position or repeated keystrokes can lead to various musculoskeletal injuries like neck, shoulders and wrist pain. Users need to frequently move about to enable oxygen to circulate in the muscles. Eye strain could be a problem in the wrong lighting conditions. It is important that users follow this simple guidance to prevent the onset of any discomfort and ill health. Always use a desk top computer whenever possible Ensure that you take adequate breaks away from using the device. Write shorter messages. Try to avoid glare, reflections or sunlight on the screen. Try to keep your wrists straight when typing. Avoid being crouched over for periods greater than 30 Minutes. Try and position the device so that you can view the screen without having to hunch forward and suffering neck and shoulder discomfort. If sat for long periods say taking a statement, move about and stretch your legs. To reduce typing errors and suffering potential sore finger ends, always ensure that you try to use the keyboard supplied with the machine rather than the virtual keyboard contained on the screen. This will also extend the battery life of the machine by 50%. Use the device for essential work only. You must immediately make your supervisor aware of any discomfort/problems and contact the Health and Safety Unit with a view to seeking medical advice through the HR Business support team. Visual Display Screen (VDU) Policy and Procedure P23:2006 v1.8 20