POLICY CHECKLIST Display Screen Equipment Procedure

Transcription

1 Name of Policy: Purpose of Policy: Directorate responsible for Policy Name & Title of Author: Does this meet criteria of a Policy? Trade Union consultation? Equality Screened by: POLICY CHECKLIST Display Screen Equipment Procedure The Trust is committed to promoting a safe working environment and has a duty under The Health and Safety (Display Screen Equipment) Regulations (NI) 1992 to protect its employees and reduce any health and safety risks to staff. These procedural arrangements describe the way in which the Regulations are implemented within the Trust to protect staff members who use DSE at work. Human Resources & Organisational Development Ray King, Head of Health & Safety Jennifer Taylor, Senior Health & Safety Manager Yes/No/Not Applicable Yes/No/Not Applicable Ray King, Head of Health & Safety Date Policy submitted 17 June 2013 to Policy Scrutiny Committee: Members of Policy Scrutiny Committee in Attendance: Vivienne Toal, Head of Employee Engagement & Relations (Chair), Anita Carroll, Assistant Director of Acute Services Functional Support Services, Siobhan Hanna, Assistant Director of Informatics, Carmel Harney, Assistant Director of Allied Health Professionals, Governance & Workforce Planning, Mary McIntosh, Assistant Director of Social Work Services/Governance/Workforce Development & Training, Danny McKevitt, Head of Specialist Estate Services, Trevor Burns, Fire Safety Manager, (Specialist Estates), Stephen McNally, Director of Finance & Procurement, John Rafferty, Acting Head of Residential Care (for Brendan Whittle), Fiona Wright, Assistant Director of Nursing Services, Governance & Workforce Planning Policy Approved/Rejected/ Amended Policy Implementation Plan included? Any other comments: Date presented to SMT Director Responsible SMT Approved/Rejected/Amended SMT Comments Date received by Employee Engagement & Relations for database/intranet/internet Date for further review Yes The principles outlined in this procedure will be implemented through supporting health and safety procedures, guidance and training programmes and through health and safety audit arrangements Kieran Donaghy, Director of Human Resources & Organisational Development 2 year default

2 POLICY DOCUMENT VERSION CONTROL SHEET Title Title: Display Screen Equipment (DSE) Procedure May 2013 Version: 2.0 Reference number/document name: Supersedes Supersedes: Display Screen Equipment (DSE) Procedure January 2011 Originator Scrutiny Committee & SMT approval Description of Amendments(s)/Previous Policy or Version: 2 year default review. Following a recent audit, Trust risk assessments are to be reviewed on an annual basis (was previously 3 years as a minimum). Amendments made to section 4.3 and 6.0 to reflect this recommendation. The frequency of claims for eyesight tests and corrective lenses/frames has been added to section 5.0. Name of Author: Mrs Ray King Title: Head of Health & Safety Referred for approval by: Date of Referral: Scrutiny Policy Committee Approval (Date) SMT approval (Date) Circulation Issue Date: Circulated By: Issued To: As per circulation List (details below) Review Review Date: 2 years from date of approval (2015) Responsibility of (Name): Mrs Ray King Title: Head of Health & Safety Circulation List: Directors (memo by Head of H&S) for dissemination within directorates Health and safety committee Intranet Policies and procedures

3 Display Screen Equipment (DSE) Procedure Health & Safety Department May 2013

4 CONTENTS 1.0 Introduction... Page Scope of Procedural Arrangement... Page Definitions and Guidance.. Page DSE Arrangements..... Page Eye and Eyesight Tests.. Page DSE Assessment Review... Page Training and Advice.. Page Equality and Human Rights.. Page Review of the Procedure Page Alternative Formats. Page Copyright Page 5 Appendix 1 Minimum Standards for Workstations.. Page 6 Appendix 2 12 point DSE Workstation Set-up Guide Page 9 Appendix 3 A Users Guide to DSE Health and Safety... Page 12 Appendix 4 Individual Assessment to Identify DSE Users Page 14 Appendix 5 Self-Assessment DSE Questionnaire Page 15 Appendix 6 Standard Referral Form for Eye and Eyesight Test.. Page 18

5 1.0 INTRODUCTION The Southern Health and Social Care Trust (hereafter referred to as the Trust ) recognises that there are particular health and safety risks posed to staff members when their employment requires the use of display screen equipment (hereafter referred to as DSE ). The Trust is committed to promoting a safe working environment and has a duty under The Health and Safety (Display Screen Equipment) Regulations (NI) 1992 to protect its employees and reduce any health and safety risks to staff. These procedural arrangements describe the way in which the Regulations are implemented within the Trust to protect staff members who use DSE at work. 2.0 SCOPE OF PROCEDURAL ARRANGEMENTS Any employee who habitually uses DSE as a significant part of their normal work is considered a DSE user. These procedural arrangements apply to all DSE users. 3.0 DEFINITIONS AND GUIDANCE Display Screen Equipment (DSE) - any alphanumeric or graphic display equipment, regardless of the display process involved. This definition includes personal computers, laptops, notebook computers, display screens which form part of an instrument, e.g. security cameras, microfiches, and multimedia devices e.g. Blackberries. There are a few types of equipment that are specifically excluded from the regulations. These include, display screens related to a means of transport, window typewriters, calculators, and cash registers. Portable DSE - laptops, notebook computers and similar portable equipment. Use of this type of DSE has increased considerably. Portable DSE is only exempt from the regulations if it is not in prolonged use. Portable DSE that is habitually in use by a DSE user, for a significant part of his or her normal work, should be regarded as covered by the Regulations. Workstation - an assembly comprising: DSE. Any optional accessories to the DSE. Any disc drive, telephone, modem, printer, document holder, work chair, work desk, work surface or other item peripheral to the DSE, and the immediate work environment in which the DSE is used. DSE user - any employee who habitually uses DSE, as defined by The Health & Safety (DSE) Regulations (NI) 1992, as a significant part of their normal work. Page 1 of 19

6 4.0 DSE ARRANGEMENTS 4.1 Director of Human Resources and Organisational Development The Chief Executive has appointed the Director of Human Resources and Organisational Development as the identified Lead person for Health and Safety within the Trust. This includes responsibility for ensuring that the requirements for health and safety legislation are applied and that the DSE Procedural Arrangements are observed and brought to the attention of management. This function will be carried out by the Head of Health & Safety. 4.2 Directors It is the responsibility of Directors to: Disseminate these procedures within their area of responsibility; and Ensure the implementation of the procedures within their area of responsibility by providing support and advice to their managers. 4.3 Line Managers Line Managers are responsible for: Ensuring that all workstations meet the minimum standards as outlined in Appendix 1. Managers should utilise the Trust Risk Management Strategy when this cannot be achieved. Issuing 12 point DSE workstation set-up guide (Appendix 2) to all staff who use display screen equipment along with A Users Guide to DSE Health and Safety (Appendix 3) Identifying staff as users by completing Appendix 4, and issuing them with the Self Assessment DSE Questionnaire in Appendix 5. Ensuring that where problems/risks are identified by the user during the self assessment that an action plan is developed and agreed. Ensuring that where an employee has identified particular health issues, they are referred to Occupational Health Department. Ensuring all staff designated as DSE users are aware of their entitlement to an eye and eyesight test as detailed in Section 5.0 Eye and Eyesight Tests and are issued with Appendix 6. Ensuring that DSE users are able to change their posture at least once an hour and to have a mix of screen based and non screen based activity. Ensuring the provision of a healthy office environment with adequate levels of ventilation and humidity that are comfortable and in which noise levels are minimised. Ensuring the provision of user friendly software and training in its operation. Ensuring that reviews are carried out as necessary and annually as a minimum. Page 2 of 19

7 Ensuring that a record of individual DSE risk assessments, reviews and any other relevant documentation relating to the assessment are kept. 1 Ensure that all new and existing DSE users complete the DSE e-learning awareness package which is available on the intranet. 4.4 Health and Safety Department The Health and Safety Department will: Provide support and advice to managers and staff in relation to DSE within their area of responsibility. 4.5 Employee All employees of the Trust have a legal duty to take reasonable care of their own and others health and safety when using DSE, as well as during any other work activity. As an employee you must ensure that you: Familiarise yourself with these Procedural Arrangements together with other relevant policies and procedures. Co-operate and comply with the DSE Procedural Arrangements and make yourself aware of, and follow, any local arrangements and instructions that have been devised to minimise risks to your health and safety when using DSE. Set up your workstation to comply with the minimum standards as contained in Appendix 1 and inform your manager where this is not possible. These principles apply to all workstations you may work at within the Trust. Carry out a self assessment of your workstation and make any necessary changes. Inform your manager if there are issues arising from the workstation assessment that you cannot resolve. Repeat self assessment as required e.g. if there are changes to work equipment or environment; or if advised to do so by manager. Promptly report all incidents concerning the use of DSE, in accordance with the Trust s Adverse Incident Policy. Report any problems relating to the workstation to your manager. Any DSE users experiencing any form of pain or discomfort whilst using their workstation should immediately consult their manager and seek medical advice. 1 Good record keeping is important because of the cumulative nature of musculoskeletal problems that may arise from poor workstation layout. It may take several years for symptoms to develop. When a new assessment is completed it is important that the old assessment must not be thrown away. As many health issues can take many years to develop it is recommended that records are kept in line with the Records Retention Schedule. Page 3 of 19

8 Complete the DSE e-learning awareness package if you are a new or existing DSE user. 5.0 EYE AND EYESIGHT TESTS Where staff are identified as DSE Users, they are entitled to an eyesight test. It is the responsibility of the DSE user to request a sight test via their line manager using Appendix 6 which should be completed and countersigned by your line manager. The user is expected to pay for their eye and eyesight test at the time of their visit to the optician and the Trust will reimburse the individual as outlined below. If the Optometrist performing the eyesight test discovers any defect of sight that requires correction solely for work with display screen equipment, the Trust will pay for the provision of corrective appliances for DSE users (see maximum contributions below). The Optometrist will be requested to certify that the user requires the corrective appliance specifically for work with display screen equipment. The Trust will pay for the cost of a basic appliance or make an equivalent contribution to the cost of a more expensive appliance. The balance must be paid by the DSE user. The Optometrist will be asked to certify the frequency at which the DSE user should be reexamined. The maximum contributions and frequency of claims will be as follows: Amount Frequency of Claims Eyesight Test Maximum 2 years Corrective Lenses maximum 2 year Frames maximum 3 years The DSE user must return the completed standard referral form for eye and eye-sight test to their line Manager. All sections must be verified by the Manager who will then forward the form and the original receipts to the Payroll Department. A copy of the form and receipts should be retained at local level. 6.0 DSE ASSESSMENT REVIEW The DSE Assessment should be a living document, and should be reviewed periodically and in particular when circumstances change. Prompts for review include: A reason to suspect the assessment is no longer valid. There has been a significant change to the workstation e.g. workstation furniture, a change of working environment, work activity, major changes to the hardware or software. Any changes in individual capacity highlighting an increased risk to staff e.g. pregnancy. The assessment should state when the next review is planned and reviews should occur annually as a minimum. Page 4 of 19

9 7.0 TRAINING AND ADVICE All new or existing DSE users should avail of the DSE e-learning awareness package on commencement and then every 3 years. This training will be available via the intranet. The Health and Safety department will provide ongoing support and advice as required. Additional support and specialist advice is also available from the Occupational Health Department. 8.0 EQUALITY AND HUMAN RIGHTS The Trust s equality and human rights statutory obligations have been considered during the development of these Procedural Arrangements. 9.0 REVIEW OF THE PROCEDURE The Head of Health and Safety will review these Procedural Arrangements within 2 years or earlier in the light of any changes in statutory legislation and/or operational experience that prevents these procedural arrangements being implemented as intended ALTERNATIVE FORMATS This document can be made available on request in alternative formats, e.g. plain English, Braille, DAISY, audiocassette, disk and in other languages to meet the needs of those who are not fluent in English COPYRIGHT The supply of information under the Freedom of Information does not give the recipient or organisation that receives it the automatic right to re-use it in anyway that would infringe copyright. This includes, for example, making multiple copies, publishing and issuing copies to the public. Permission to re-use the information must be obtained in advance from the Trust. Page 5 of 19

10 MINIMUM STANDARDS FOR WORKSTATIONS APPENDIX 1 EQUIPMENT The use of the equipment must not be a source of risk for users and must conform to minimum standards for DSE compliance. Display Screen The characters on the screen should be well defined and clearly formed, of adequate size and with adequate spacing between the characters and lines. The image on the screen should be stable, with no flickering or other forms of instability. The brightness and the contrast between the characters and the background should be easily adjustable by the user, and also be easily adjustable to ambient conditions. The screen must swivel and tilt easily and freely to suit the needs of the user. It should be possible to use a separate base for the screen or an adjustable table. The screen should be free of reflective glare and reflections liable to cause discomfort to the user. Where users have more than one screen the following considerations should be made to ascertain where they should be placed: Angle: screens should be angled to face the user Position and height: screens should be positioned to reduce repetitive or excessive head and neck movement. Necessity: does the user need all the screens? Frequency of use: how often and for how long is each screen used? Keyboard The keyboard should be tiltable and separate from the screen so as to allow the user to find a comfortable working position avoiding fatigue in the arms or hands. The space in front of the keyboard should be sufficient to provide support for the hands and arms of the user. The keyboard should have a matt surface to avoid reflective glare. The arrangement of the keyboard and the characteristics of the keys should be such as to facilitate the use of the keyboard. The symbols on the keys should be adequately contrasted and legible from the design working position. Laptop computers do not comply with the schedule because the keyboard is attached to the screen. This leads to compromised head and neck postures. In addition, the keys may be smaller than normal causing awkward hand postures. While laptop keyboards are acceptable for short periods of keying, a docking station with a separate full size keyboard is preferable for prolonged use. Page 6 of 19

11 Non Keyboard Input Devices (NKIDS) Apart from the keyboard most users use a mouse which should not be a source of risk, to input data, although there are an increasing number of alternatives. The following should be considered: Consider the shape, size and functionality of your mouse Use keyboard shortcuts as an alternative to using the mouse Consider the position of your mouse. It should be as close to your keyboard as possible on whichever side suits the user. Take your hand away from the mouse when you are not using it. Loosen your grip on the mouse Consider the cleanliness and speed of the mouse, both can effect its effectiveness. Work Desk or Work Surface The work desk or work surface should have a sufficiently large, low reflectance surface and allow a flexible arrangement of the screen, keyboard, documents and related equipment. The document holder should be stable and adjustable and should be positioned so as to minimise the need for uncomfortable head and eye movements. There should be adequate space for users to find a comfortable position. Work Chair The work chair should be stable and allow the user easy freedom of movement and a comfortable position. The chair should have a five star mobile base with suitable castors. The seat should be adjustable in height. The seat back should be adjustable in both height and tilt. The size of the seat should be wide enough to seat people comfortably i.e. deep enough to support legs of tall people but not so deep that shorter workers cannot use backrest. A footrest shall be necessary for any user whose feet do not touch the floor when chair height correctly adjusted for keyboard use. ENVIRONMENT Space Requirements The workstation should be dimensioned and designed so as to provide sufficient space for the user to change position and vary movements. Lighting Any room lighting or task lighting provided should ensure satisfactory lighting conditions and an appropriate contrast between the screen and the background environment, taking into account the type of work and the vision requirements of the user. Reflections and Glare Workstations should be so designed that sources of light, such as windows and other openings, transparent or translucid walls, and brightly coloured fixtures or walls cause no direct glare and no distracting reflections on the screen. Page 7 of 19

12 Windows should be fitted with a suitable system of adjustable covering to attenuate the daylight that falls on the workstation. Noise Noise emitted by equipment belonging to any workstation should be taken into account when a workstation is being equipped, with a view in particular to ensuring that attention is not distracted and speech is not disturbed. Heat Equipment belonging to any workstation should not produce excess heat which could cause discomfort to users. Radiation All radiation with the exception of the visible part of the electromagnetic spectrum should be reduced to negligible levels from the point of view of the protection of users health and safety. DSE gives out visible light which enables the screen to be seen. Levels of radiation emitted from DSE are set by international recommendations. Equipment manufacturers must ensure that their equipment is below the safe level identified in the international recommendations. Humidity An adequate level of humidity should be established and maintained. INTERFACE BETWEEN COMPUTER AND USER In designing, selecting, commissioning and modifying software, and in designing tasks using display screen equipment, the employer should take into account the following principles: Software must be suitable for the task. Software must be easy to use and, where appropriate, adaptable to the level of knowledge or experience of the user; no quantitative or qualitative checking facility may be used without the knowledge of the users. Systems must provide feedback to users on the performance of those systems. Systems must display information in a format and at a pace which are adapted to users. Page 8 of 19

13 12 POINT DSE WORKSTATION SET-UP GUIDE APPENDIX 2 1. SEATED POSTURE & SUPPORT CORRECTIVE ACTION TO BE TAKEN BY DSE OPERATOR/USER Chair back height and tilt angle should Sit right back in your chair so that give support to the small of your back the back rest provides the best level and be fairly upright when typing. of support to the lower back. Try not to slouch. Locate the back rest adjustment controls and adjust both in angle and height. You should be able to adjust the seat height so that your elbows are approximately level with the desk. Your wrists should be in a relaxed neutral position. Feet should touch the floor and there should be no undue pressure on your bottom and/or thighs (your thighs should be approximately horizontal). Ensure armrests do not prevent you getting close enough to the desk/keyboard or obstruct your elbows whilst typing. Your body position should be squaredup to the desk. You should avoid sitting in a twisted position. Shoulders should be in line with your hips. Locate the seat height adjustment controls and raise or lower the position and seat height. If your feet do not touch the floor, request a footrest via your line manager. Assess the impact of armrests and if necessary, request that armrests are removed via your line manager. Move the computer so that it its directly in front of you. 2. KEYBOARD AND MOUSE CORRECTIVE ACTION TO BE TAKEN BY DSE OPERATOR/USER The keyboard should be a comfortable Position the keyboard approximately distance from and parallel with the front a hands length from the front of edge of desk. There should be space in desk/table. Rest your arms front of keyboard to rest your hands/arms whenever your routine allows. Align when not typing. hands with forearms. Try to work with wrists straight. If a keyboard becomes dirty enough, its performance can be affected. Common problems include dead or stuck keys and repeated characters during typing. When a mouse is being used, it should be positioned close to the side of the keyboard on whichever side suits the user and within easy reach. You'll know your mouse needs cleaning when on-screen mouse cursor movement gets jerky, slow, and/or imprecise. Hold the keyboard upside-down and lightly tap the bottom of the keyboard. Loose dirt and debris will fall from between the keys. Use computer wipes to clean the surface of the keys. Move your mouse and mouse pad close enough to prevent overstretching. There should be room in front of mouse so that your hand/forearm is not obstructed when using it. If you have an optical mouse, the sensor usually needs only a quick wipe with a lint-free cloth. If you have a roller ball mouse, you should remove the locking ring and the roller ball. Clean the roller ball and set it aside to dry. Clean the rollers inside the mouse case. Optical Mouse Roller Ball Mouse Page 9 of 19

14 Make sure each element is completely dry before reassembling your mouse by placing the roller ball back inside the mouse, and replace the locking ring. 3. SCREEN CORRECTIVE ACTION TO BE TAKEN BY DSE OPERATOR/USER The screen viewing distance and screen height should suit the user but ensure slightly downward viewing angle to the screen. Screen height should prevent excessive movement of the head and neck. Adjust the monitor distance so that it is approximately arms length. Adjust your monitor until the top of the screen is approximately eye level Where this cannot be achieved, request a monitor stand via your manager. The screen should be free from glare or reflections. Adjust your screen to try to avoid glare. Adjust window blinds to reduce glare. If window blinds are not fitted and glare is a problem, request blinds via your line manager. Locate and adjust the brightness Screen characters should be easy to and contrast controls until the read. screen characters are clearly legible. 4. LIGHTING CORRECTIVE ACTION TO BE TAKEN BY DSE OPERATOR/USER Lighting should be sufficient for the task. It should not create disturbing glare or reflections on the screen. Room lighting and task lighting shall ensure satisfactory lighting conditions and an appropriate contrast between the screen and background environment. This can be achieved by natural lighting or local lighting e.g. desk light. Adjust your DSE so that sources of light, such as windows and other openings and brightly coloured fixtures/walls cause no direct glare and no distracting reflections on the screen. If local lighting is required to illuminate your workstation, request this via your line manager. 5. DESK & WORK AREA CORRECTIVE ACTION TO BE TAKEN BY DSE OPERATOR/USER The area around and under your desk should be kept clear. Remove any obstacles around and under your desk that may hinder feet from fitting comfortably under the desk. Your workstation should be organised to avoid clutter, unnecessary files or paperwork should be removed to storage area. 6. DOCUMENT POSITION CORRECTIVE ACTION TO BE TAKEN BY DSE OPERATOR/USER Use a document holder or position documents to reduce head and neck movement. Position document holder as close to the screen and user as i.e. within arms length, same height, distance and angle as the screen. If it is not possible to use a document holder considering placing the document between the monitor and keyboard. 7. EQUIPMENT POSITION CORRECTIVE ACTION TO BE TAKEN BY DSE OPERATOR/USER Think about the positioning of equipment, Reposition equipment to avoid especially any items that are frequently excessive stretching. Printers used including the mouse. should not be positioned on desk. The telephone handset should not be cradled while using the computer. Hold the handset or consider a headset if you frequently use the phone and computer together. Page 10 of 19

15 8. WORK ROUTINE CORRECTIVE ACTION TO BE TAKEN BY DSE OPERATOR/USER Organise your work so that you have A break from the task is reason to get up out of your chair and recommended once in very 60 away from your workstation e.g. minutes. A break from the task collecting documents from printer, filing means that the individual should etc. undertake filing, document sort, pursue queries etc or simply Adopt a variety of postures throughout stretch your legs. the day. 9. VISION CORRECTIVE ACTION TO BE TAKEN BY DSE OPERATOR/USER Ensure you are aware of your entitlement Ask you manager to discuss your to eye and eyesight testing (even if you entitlement to eye and eyesight test already wear glasses). as per Trust s DSE Policy. Have regular eye tests. Follow your optician s guidance on repeat eye testing usually every 2 years. If you have not had an eye test in the last 2 years, obtain an eye test. 10. THERMAL COMFORT & NOISE CORRECTIVE ACTION TO BE TAKEN BY DSE OPERATOR/USER Draughts should be reported and thermal If you experience discomfort from: comfort maintained by local means and layers of clothing. warm/cold environment noise Noise that distracts or affects concentration should be reported. discuss with your manager. 11. SOFTWARE CORRECTIVE ACTION TO BE TAKEN BY DSE OPERATOR/USER Software should be suitable for the tasks performed. If you have problems with the software, discuss with your manager. You should understand how to use the Discuss any software training software to perform the tasks required. requirements with your manager. 12. ANY PROBLEMS? CORRECTIVE ACTION TO BE TAKEN BY DSE OPERATOR/USER Discuss any other issues/concerns with Inform your line manager if you your manager. experience any problems following changes to your workstation or workload. If you experience any problems whilst using your workstation or have any health and safety related concerns, you should inform your line manager. Page 11 of 19

16 APPENDIX 3 A USER S GUIDE TO DSE HEALTH AND SAFETY INTRODUCTION The (Display Screen Equipment) Regulations (N.I.) 1992 have served to heighten the awareness of hazards associated with display screen equipment or visual display units. The Regulations set standards for workstations, analysis of workstations, eyesight testing and other related issues. The Regulations are designed to minimise risk in what is already regarded as a 'low risk' activity. HEALTH ISSUES The health problems of importance are those associated with poor workstations, poor work routine and user posture. (a) (b) (c) (d) WORK RELATED UPPER LIMB DISORDERS A range of conditions of the arm, hand and shoulder areas linked to work activities are now described as work related upper limb disorders. These conditions can involve aches, pains and tingling sensations in the upper back, neck, shoulders or upper limbs. Proper workstation design and use, and training in keyboard techniques, plus avoidance of sustained keyboard use without breaks should prevent their occurrence. Failure to recognise the onset of problems early and to take remedial action can lead to disabling conditions. EYE AND EYESIGHT EFFECTS Like other visually demanding tasks, DSE work does not cause eye damage but it may make staff with pre-existing vision defects more aware of them. Some staff may experience temporary visual fatigue, leading to a range of symptoms such as impaired visual performance, red or sore eyes and headaches, or the adoption of awkward posture which can cause further discomfort in the limbs. Such uncorrected defects can make work with a display screen more tiring or stressful than would otherwise be the case. FATIGUE AND STRESS These symptoms can appear when tasks are demanding, difficult through poor work design, when adequate breaks are not taken, when the physical environment is unsatisfactory or when users have little or no control over their work activity. The risks of display screen users developing such symptoms can be minimised by following the principles of careful design, selection and position of display screen equipment and good layout of the workplace. OTHER CONCERNS Radiation Effects: There is no substantial evidence of either ionising radiation or electro-magnetic fields causing adverse effects associated with DSE use. Facial Dermatitis: There is no evidence of a direct link between this rare condition and DSE use, although environmental factors may be relevant. If you have any concern, discuss this with your line manager or Occupational Health. Pregnancy: There is no evidence to demonstrate adverse pregnancy outcome such as miscarriages. Any woman expressing concern on this matter should discuss this with your line manager or Occupational Health. Page 12 of 19

17 Epilepsy: A small number of people have photosensitive epilepsy which is triggered by flickering light. Even those rare cases affected by television are not usually affected by DSE screens because of their faster scanning rate. Should the situation arise, discuss this with your line manager or Occupational Health. MEASURES TO REDUCE RISK It is important that, as a DSE user you set up your chair, furniture and equipment for your maximum comfort and ease of use in accordance with the 12-point plan. This should apply to each workstation you may work at. You have a key role in preventing the onset of problems by working safely. Your manager will ensure that an assessment is carried out which will enable you to highlight problems, if any. Daily Work Routines Sustained DSE work may lead to visual, physical and mental fatigue. The optional way of preventing this is to take moderately frequent short breaks rather than infrequent long breaks. Work activities and schedules should be organised to allow those staff who use DSE for prolonged periods to move away from the screen frequently (e.g. to do some photocopying or filing), or allow for sufficient breaks. Where your work is entirely self paced it is important that you remember to take these breaks. Early Identification of Work Related Health Problems Having been informed of the way in which DSE related problems present themselves, it is important that you report any persisting problems to your manager so that your work situation may be investigated and so that you can be referred to the Occupational Health Department. Remember all the recognised problems are treatable if caught early. If, however, you let them become chronic before reporting them, there is a risk of some degree of permanent disability. General Safety Keep your workstation and space tidy. If you are having problems over access, disturbance by passers by or there are fire or cable trip hazards, discuss them with your line manager. Keep food and drinks away from your keyboard, screen and other electrical equipment. Use your furniture and equipment as you have been shown how. Page 13 of 19

18 APPENDIX 4 ASSESSMENT TO IDENTIFY DSE USERS Staff Member Name Department Location 1. Does the individual normally use DSE for continuous spells of an hour or more at a time, more or less daily? If YES, the individual should be considered to be a DSE user. If the answer is NO please answer questions Does the system demand high levels of attention and concentration by the user? (e.g. where the consequences of error may be critical) 3. Does the individual need significant training (e.g. City & Guilds/RSA standard) and/or particular skills in the use of DSE? (e.g. use of software) 4. Is fast transfer of information between the user and screen an important requirement of the job? If any two of the answers to 2, 3 or 4 above are YES the individual should be considered to be a DSE user. Is the individual a DSE User? Manager s Name: Job Title: Manager s Signature: Date: Page 14 of 19

19 APPENDIX 5 Self Assessment Display Screen Equipment (DSE) Questionnaire Name: Job Title: Department: Workstation ID: General work pattern Do you use the computer on a daily basis? Do you use the computer continuously for more than one hour? YES/NO YES/NO (If yes, how long for Hrs) Do you use other workstations in the workplace? YES/NO (If yes, please answer these questions in relation to the one you use most often) Do you work from home on a computer? Do you use a computer at home for personal use? YES/NO YES/NO WORKSTATION CRITERIA YES NO COMMENTS BY USER 1. Seated Posture & Support (See Section 1 of 12-point plan) Do you know how and why to adjust the back-rest height and tilt angle? Do you know how and why to adjust the seat height? 2. Keyboard & Mouse (see Section 2 of 12-point plan) Can you position your keyboard directly in front of you and with space to support the hands and arms when not typing? Is the keyboard sufficiently clean? Do you have sufficient space to position and use your mouse without stretching? Do you know how and why to clean your mouse? 3. Screen (see Section 3 of 12-point plan) Can you position the monitor at a comfortable viewing distance (approximately arm s distance)? When seated at a comfortable keying height is the top of the monitor approximately at eye level? Page 15 of 19

20 WORKSTATION CRITERIA YES NO COMMENTS BY USER 3. Screen (see Section 3 of 12-point plan) Is the screen free from glare and/or reflections that make the text difficult to read? Is the information on the screen easy to read, i.e. text large enough, in focus and flicker-free? 4. Lighting (see Section 4 of 12-point plan) Does the general office lighting enable you to view the screen, keyboard and your paperwork clearly? 5. Desk (see Section 5 of 12-point plan) Is there adequate legroom clearance under the desktop? Is there adequate space on the desktop? 6. Document position (see Section 6 of 12-point plan) If you frequently use documents whilst working on your computer do you place them in either a document holder or between keyboard and screen 7. Equipment Position (see Section 7 of 12-point plan) Are frequently used items of equipment within easy reach on the desk without excess reaching, stretching or twisting? 8. Work routine (see Section 8 of 12-point plan) Do you get off your chair at least once an hour? 9. Vision (see Section 9 of 12-point plan) Are you aware of the Trusts DSE Procedure and the right to have an eye and eyesight test? Have you had an eye and eyesight test within the last 2 years? 10. Thermal Comfort & Noise (see Section 10 of 12-point plan) Is the office environment adequate to prevent discomfort from excess heat, cold and draughts? Is the office environment adequate to avoid discomfort from dry eyes? 11. Software (see Section 11 of 12-point plan) Is the software provided suitable for the job you do? Do you know how to use your computer and software sufficiently well to do your job? 12. Other issues (see Section 12 of 12-point plan) Has this questionnaire covered all of the health and safety related issues you wish to raise concerning the use of your workstation or workplace? Page 16 of 19

21 Please add any other issues or concerns you have below: Users signature: Date: Completion by Line Manager Yes No Discussed with User Further action required Referred to Occupational Health Date: If yes, see Action Plan below Date referred: ACTION PLAN Issue Likelihood eg likely Risk Rating (as per Trust s Risk Matrix) Consequence eg moderate Risk Rating Action Required Person Responsible for action Date completed Manager s signature: Date: Page 17 of 19

22 APPENDIX 6 STANDARD REFERRAL FORM FOR EYE AND EYESIGHT TEST Part A (to be completed by User) NAME OF USER: DEPARTMENT: HOME ADDRESS: JOB TITLE: STAFF NUMBER: Part B (to be completed by Manager) I confirm that the above named is a DSE user and is entitled to an eye and eyesight test as required under the terms of the Trust s Display Screen Equipment Policy. MANAGER S NAME: DEPARTMENT: MANAGER S SIGNATURE: JOB TITLE: TEL NUMBER: DATE: PART C: (to be completed by the Optician) I am aware that the purpose of this eye and eyesight test is to determine if the DSE user has any defect of sight which requires correction for working with DSE. This DSE user does/does not have a defect in sight which requires correction when working with display screen equipment. Special corrective appliances are required for DSE work. Yes/No COST OF SIGHT TEST: NAME & ADDRESS OF OPTOMETRIST: SIGNATURE OF OPTOMETRIST: COST OF APPLIANCE: NEXT TEST RECOMMENDED: DATE: PART D: (To be completed by the DSE user) I claim reimbursement of the following amounts as outlined in the Trust s DSE Procedure and I attach receipts as proof: COST OF TEST: maximum COST OF APPLIANCE: Frames - 20 maximum Lens 40 - maximum SIGNATURE: DATE: Page 18 of 19

23 PART E: (To be completed by the Manager) I certify that the costs claimed are in accordance with the Trust s DSE Procedural Arrangements. SIGNATURE: DATE: PART F: (To be completed by the Manager and forwarded along with any receipts to: Payroll Department, St Luke s Hospital, Loughgall Road, Armagh, BT61 7NQ) DATE RECEIVED BY MANAGER: DATE SENT TO FINANCE: SIGNATURE: SIGNATURE: PART G: (To be completed by the Payroll Department) DATE RECEIVED BY PAYROLL DEPT: DATE OF PROCESSING FOR PAYMENT: SIGNATURE: SIGNATURE: Page 19 of 19