Policy on Work with Display Screen Equipment

Transcription

1 Trust Policy and Procedure Document Ref No: PP (17)025 Policy on Work with Display Screen Equipment For use in: All areas of the Trust For use by: All Trust staff For use for: All Display Screen Equipment Users Document owner: Mike Dixon, Sue Pollett Status: Approved 1. Policy Statement: The Health and Safety (Display Screen Equipment) Regulations 1992 came into force in 1993 to implement a European Directive on the minimum health and safety requirements for work with Display Screen Equipment (DSE). The Regulations aim to prevent problems associated with the use of Display Screen Equipment such as upper limb disorders, visual fatigue and stress. The likelihood of experiencing these is related mainly to the frequency, duration, intensity and pace of spells of continuous use of DSE. In addition to other factors such as the amount of discretion the person has over the extent and methods of display screen use and importantly the provision of suitable equipment. So far as is reasonably practicable, steps will be taken by the West Suffolk NHS Foundation Trust (WSFT) to secure the health and safety of employees who work with DSE and that any risks are reduced to a minimum. The WSFT acknowledges that health and safety hazards may arise from the use of display screen equipment. The WSFT will seek to give information and training to enable a fuller understanding of the hazards associated with working with DSE. 2. Aim of the Policy The aim of the policy is to: a) Ensure that the WSFT complies with the Health and Safety (Display Screen Equipment) Regulations 1992 as amended b) Provide guidance to employees for working with DSE c) Inform, instruct and advise about training employees regarding the hazards, risks and precautions needed to comply with the Regulations Contents Page Policy statement / aim of policy 1 Introduction 2 Definitions 2 Legal Requirement 3 Roles and responsibilities 3-4 Process for DSE 5-8 Training 9 Monitoring and review 9 Development of the policy 9 Hazards and potential health effects-appendix Minimum requirement for workstations-appendix Display screen assessment checklists- Appendix Request for eye test voucher- Appendix 7 24 Source: Status: Approved Page 1 Issue date: Aug 17 Review date: Aug 19 Document reference: PP(17)025

2 3. Introduction There are four main types of DSE equipment in use within the Trust and Community Services. These are as follows: 1) Desktop computers 2) Workstation on wheels (WOS s) 3) Laptops and other portable computers 4) Rovers and other handheld devices Working with DSE equipment is safe when used correctly by staff, however staff who adopt poor working postures and use the equipment for excessive and prolonged use can experience health problems. These health problems can include upper limb disorders such as aches and pains in their back, shoulders, neck, arms, wrists, hands or fingers and temporary visual fatigue with symptoms such as blurred vision, sore eyes and headaches. The likelihood of developing these health problems is low but increases if good practice is not followed when setting up and using DSE equipment. For further information on hazards and potential adverse effects of DSE work see Appendix 1 4. Definitions: Display Screen Equipment (DSE): Display Screen Equipment (DSE) is a device or equipment that has an alphanumeric or graphic display screen, regardless of the display process involved; it includes both conventional display screens and those used in emerging technologies such as laptops, tablet and other similar devices. There are a few exceptions which are not considered to be DSE: Displays in drivers cabs, control cabs for vehicles or machinery Display screen equipment on board a means of transport Display screen equipment mainly intended for public operation e.g. cash machines, microfiche readers and computer terminals in public libraries Portable systems not in prolonged use Calculators, cash registers or ay equipment having a small data or measurement display required for direct use of equipment e.g. cardiac monitors / oscilloscopes. User: A user is an employee (including bank or agency staff) who habitually uses display screen equipment for a significant part of their normal work. Thus, it will generally be appropriate to classify a person as a user if they: a) Normally use DSE for continuous or near-continuous spells of an hour or more at a time and uses the DSE in this way more or less daily b) The task depends on fast transfer of information between worker and screen c) Need to apply high levels of attention and concentration such as where there may be critical consequences of an error d) The job cannot be done effectively or at all without DSE e) The worker has no discretion over whether to use DSE f) The job requires significant training or particular skills to use DSE Workstation: A workstation exists wherever there is DSE (including portable DSE). For all DSE the workstation is the assembly including the screen, keyboard, other parts of the computer and its accessories (such as the mouse or other input devices), the desk, chair and the immediate work environment. Source: Status: Being updated Page 2

3 5. Legal requirements The Health and Safety (Display Screen Equipment) Regulations 1992 set out the main requirements with respect to DSE work which include: 1) Analysis of workstations to assess and reduce the risk 2) Workstations used for DSE meet the minimum requirements (see Appendix 2) 3) Planning of DSE work to allow breaks and changes in activity 4) Provision of an adequate eyesight test for DSE users if they request it and if indicated by the eye test special corrective appliances are supplied specifically for the DSE work concerned 5) Provision of health and safety training and information related to DSE work Please note: If the DSE user works from home the regulations will still apply. 6. Roles and responsibilities a) Chief Executive The Chief Executive is responsible for ensuring the compliance to the health and Safety (Display Screen Equipment) Regulations 1992 throughout the WSFT. b) The Executive Lead for Health and Safety The Executive lead for Health and Safety for the WSFT is the Executive Chief Nurse. The Executive lead for Health and Safety will assist in ensuring high standards for health and safety including DSE are achieved and is responsible for monitoring the WSFT health and safety performance while promoting health and safety at an Executive level. c) Directors / General Managers Directors and General Managers are accountable for ensuring that Managers and Heads of Departments implement and monitor the application of this policy locally. d) Ward Managers, Department Managers and Heads of Department It is the Managers / Head of Departments responsibility to: Identify all DSE users and workstations amongst staff within the department Notify Occupational Health of any new user using the attached form (Appendix II) Nominate a member of staff to receive DSE assessment training, as advertised in the Green Sheet. Ensure that any identified user is provided with appropriate health and safety training (179 Display Screening Equipment e learning) in the set up and use of the workstation prior to commencing work so that they can undertake their work safely and without risk to their health. And a record of the training is maintained. Ensure employees identified as users complete the relevant self-assessment checklists of their work station to identify any potential risks at the start of their employment and then regularly review thereafter e.g. on the introduction of new equipment, change of room etc. The self-assessment check list must also be completed for home workers who have been identified as users. A copy of the completed self-assessment form and relevant check list must be sent to the Occupational Health Department as well as retaining a copy. (Appendix 3-6 ) Carry out corrective work to ensure that hazards identified are eliminated, or that the risk is managed to an acceptably low level, so far as is reasonably practicable. Ensure that the identified user s daily work on DSE is periodically interrupted, by breaks (a 5-10 minute break away from the screen after minutes continuous screen and or keyboard work) or changes of activity. Advise those staff identified as a DSE user of their entitlement to: a) an appropriate eye/eyesight test by a qualified Optician and that the WSFT has arranged for Specsavers to provide this service Source: Status: Being updated Page 3

4 b) all subsequent eye/eyesight tests which should be carried out at regular intervals, as advised by the Optician. Ensure that each user is advised regarding the provision of corrective lenses, where appropriate for the work being carried out on display screen equipment and provided with a request for eye test voucher, (Appendix 7) to take to Occupational Health to obtain a voucher for a free eye test at Specsavers (conditions apply for purchasing corrective lenses and frames). To keep users of DSE informed of all measures taken to comply with the Regulations, in so far as those measures which affect the user or their work. e) DSE Users It is the DSE Users responsibility to: Take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions. Not to intentionally or recklessly interfere with or misuse anything provided in the interests of health and safety. Complete the relevant DSE self-assessment checklists and actioning any identified non-compliance, any actions which cannot immediately resolved must be discussed with the line Manager. Use DSE in accordance with any instructions or training given Report any faults or damage relating to DSE to their line Manager / Head of Department Report to their line manager / head of department any ill health symptoms connected to their workstation. On notifying the manager / head of department an incident form should be completed on Datix. Take appropriate frequent breaks away from the DSE Adjust furniture or DSE so as to reduce unnecessary discomfort Ensure attendance at the appropriate training session and completion of the DSE e- learning training package f) Occupational Health The Occupational Health Department will: Undertake vision screening as part of the employment screening process as required. Maintain records of DSE self-assessments in line with current legislation Authorise employees referrals to Specsavers Develop and provide training for DSE users in line with current Legislation Offer specialist advice and support to DSE users, managers and heads of department on risk reduction of DSE Advise on individual cases where health problems related to DSE usage have been reported Please note: sit to stand desks will only be offered if there is a clinical need for one following a workstation inspection by Occupational Health Department or the Moving and Handling team. Allocated sit to stand desks will be removed if the clinical need is no longer there or the desk is not being used as it should be. A follow up workstation assessment should be under taken 6 monthly to re assess the need for the sit to stand desk Source: Status: Being updated Page 4

5 7. Process for DSE a) Fixed desk top computers Ward Managers, Department Managers and Heads of Department must first identify which members of staff within their areas of responsibility are defined as DSE users (see section 4). Once a member of staff has been identified as a user it is the ward managers, department managers and heads of department s responsibility to ensure that the identified user receives sufficient information, instruction and training on the risks associated with using DSE and the control measures put in place to mitigate and reduce the risks. The leaflet working safely with desktop computers which is available on the intranet (trust info-health and safety-dse) must be provided to all users. The leaflet describes to users the potential health risks of using a desktop computers and measures which can be taken to reduce the risk. Ward managers, department managers and heads of department s must also ensure users are made aware of their responsibilities within this policy, be provided with adequate instructions on how to complete the fixed desktop computer checklist, how to raise concerns around ill-health or problems and given information on their entitlement to an eye sight test. Once all of the relevant information and training has been provided, ward managers, department managers and heads of department s should ask all of the identified users to complete the DSE self-assessment fixed desktop computer check list in Appendix 3. The checklist will help to assess the users individual workstation to ensure it complies with the minimum standards of the regulations and confirms the users understanding of the training and information provided. If the user answers no to any of the questions then this indicates poor compliance with the minimum standards. During the self-assessment process users must action and document on the checklist any identified non-compliances that are within their power to resolve. If there are any non-compliances the user cannot resolve then these must also be documented on the check list. Once the check list has been completed the user must send a copy to their manager. Once received the manager should review the checklist, sign and date it and action any outstanding issues and send a copy to Occupational Health. A copy must also be placed in the departments health and safety file. If there are no concerns raised from the self-assessment checklist the user is to place a signed and dated copy of the completed checklist in the departments health and safety file. The self-assessment checklist should be reviewed if: 1. There has been a significant change e.g. new equipment, new software, new furniture or change of location etc. 2. The user reports symptoms that they think may be associated with DSE work 3. The assessment is no longer valid. Hot-desking: If one workstation is used by more than one user whether simultaneously or in shifts, it should be assessed in relation to all users. For example, if a very tall and a very short user are sharing a workstation, the users should check that the chair has a wide enough range of adjustment to accommodate their individual needs. Also a foot rest should be made available when required. Source: Status: Being updated Page 5

6 b) Workstation on wheels (WOW s) Ward Managers, Department Managers and Heads of Department must first identify which members of staff within their areas of responsibility are defined as DSE users (see section 4). Once a member of staff has been identified as a user it is the ward managers, department managers and heads of department s responsibility to ensure that the identified user receives sufficient information, instruction and training on the risks associated with using a WOW and the control measures put in place to mitigate and reduce the risks. The working safely with WOW s leaflet is available on the intranet (trust info-health and safety-dse) and must be provided to all users. The leaflet describes to users the potential health risks of using a WOW and measures which can be taken to reduce the risk. Ward managers, department managers and heads of department s must also ensure users are made aware of their responsibilities within this policy, be provided with adequate instructions on how to complete the WOW checklist, how to raise concerns around ill-health or problems and given information on their entitlement to an eye sight test. Ward managers, department managers and heads of department s should then ask the user to complete a WOW checklist in Appendix 4 to confirm their understanding of the training and information provided. If there are any issues the user must send a copy of the completed checklist to their manager. Once received the manager should review the checklist, sign and date it and action any outstanding issues and send a copy to Occupational Health. A copy of the completed checklist should also be place in the departments health and safety file If there are no concerns raised from the self-assessment checklist the user is to place a signed and dated copy of the completed checklist in the health and safety file. c) Laptops and other similar portable computers Ward Managers, Department Managers and Heads of Department must first identify which members of staff within their areas of responsibility are defined as DSE users (see section 4). Once a member of staff has been identified as a user it is the ward managers, department managers and heads of department s responsibility to ensure that the identified user receives sufficient information, instruction and training on the risks associated with using a laptop and other similar equipment and the control measures put in place to mitigate and reduce the risks. The working safely with laptops and other similar portable computers leaflet is available on the intranet (trust info-health and safety-dse) and must be provided to all users. The leaflet describes to users the potential health risks of using a laptop and similar equipment and measures which can be taken to reduce the risk. Ward managers, department managers and heads of department s must also ensure users are made aware of their responsibilities within this policy, be provided with adequate instructions on how to complete the Laptop and other similar portable computers checklist, how to raise concerns around ill-health or problems and given information on their entitlement to an eye sight test. Ward managers, department managers and heads of department s should then ask the user to complete a Laptop and other similar portable computer checklist in Appendix 5 to confirm their understanding of the training and information provided. If there are any issues the user must send a copy of the completed checklist to their manager. Once received the manager should review the checklist, sign and date it and Source: Status: Being updated Page 6

7 action any outstanding issues and send a copy to Occupational Health. A copy of the completed checklist should also be place in the departments health and safety file If there are no concerns raised from the self-assessment checklist the user is to place a signed and dated copy of the completed checklist in the health and safety file. d) Rovers and other handheld devices Ward Managers, Department Managers and Heads of Department must first identify which members of staff within their areas of responsibility are defined as DSE users (see section 4). Once a member of staff has been identified as a user it is the ward managers, department managers and heads of department s responsibility to ensure that the identified user receives sufficient information, instruction and training on the risks associated with using a laptop and other similar equipment and the control measures put in place to mitigate and reduce the risks. The working safely with Rovers and other handheld devices leaflet is available on the intranet (trust info-health and safety-dse) and must be provided to all users. The leaflet describes to users the potential health risks of using a laptop and similar equipment and measures which can be taken to reduce the risk. Ward managers, department managers and heads of department s must also ensure users are made aware of their responsibilities within this policy, be provided with adequate instructions on how to complete the Rovers and other handheld devices checklist, how to raise concerns around ill-health or problems and given information on their entitlement to an eye sight test. Ward managers, department managers and heads of department s should then ask the user to complete a Rovers and other handheld devices checklist in Appendix 6 to confirm their understanding of the training and information provided. If there are any issues the user must send a copy of the completed checklist to their manager. Once received the manager should review the checklist, sign and date it and action any outstanding issues and send a copy to Occupational Health. A copy of the completed checklist should also be place in the departments health and safety file If there are no concerns raised from the self-assessment checklist the user is to place a signed and dated copy of the completed checklist in the health and safety file. 8. Breaks and or change of activity As far as reasonably practicable jobs at display screens should be designed to consist of a mix of screen based and non-screen based work to prevent fatigue and vary visual demands. As the need for breaks depends on the nature and intensity of the work, it is not appropriate to specify the length and timing. However some general guidance can be given: Breaks / changes in posture should be taken before the onset of fatigue Short, frequent breaks are better than long infrequent ones Breaks or changes of activity should allow users to vary their posture and action and have different visual demands, these may occur naturally during the day e.g. telephone calls, photocopying Ideally users should have some discretion as to when to take breaks, but managers should ensure that they understand the need and have the ability to do so. Where this is not possible e.g. in jobs requiring only data entry with sustained concentration and attention, deliberate breaks or pauses must be introduced. Source: Status: Being updated Page 7

8 9. Eye / eyesight test If a staff member has been identified as a user (see section 4) or is about to become a user then they are entitled to a free eye /eyesight test if they request one. This should only be carried out by a competent person e.g. a registered ophthalmic optician. This entitlement does not apply to agency or self-employed users. The WSFT uses a voucher scheme in conjunction with Specsavers for all users requesting eye/eyesight test. The voucher entitles the user to a full eye examination and up to 65 towards glasses when required solely and specifically for DSE use. Should it be identified that glasses are required solely and specifically for DSE work, the user will be able to select a pair of glasses from the 45 range or alternatively they can use the 45 towards a different frame. In addition, should the user select glasses from the 99 range or above they will receive a further 20 contribution, giving a combined contribution of 65 from the WSFT. If during the eye test a sight defect is discovered which requires correction for purposes other than DSE use (eg reading), but which might also include DSE use, users will not be entitled to the benefits of the voucher scheme. However, Specsavers has agreed that users presenting with a voucher will still be able to receive 20 off glasses selected from the 99 range or above. If normal everyday glasses are used for DSE use the WSFT is not under any legal obligation to contribute towards them. Normal corrective appliances are those provided for any other purpose and are at the users own expensive. Where a user obtains a test independently and without the knowledge of the WSFT, even if the test is specifically related to DSE, the WSFT shall not be responsible for the cost incurred, however, managers may exercise discretion and agree to pay the cost directly from their budgets. If an employee requests an eyesight test and they are confirmed as a user of DSE the manager must complete the Request for Eye test Voucher and return it to Occupational Health (Appendix 7) Re-examinations should be at intervals recommended by Specsavers usually every two years unless otherwise recommended by the optician. 10. Training Training for DSE assessors will be provided by the Occupational Health Department The Manager/Head of Department is responsible for ensuring that any user is provided with appropriate health and safety training in the use of the workstation prior to commencing work this includes DSE e-learning The Manager/Head of Department will ensure that relevant health and safety issues are assessed whenever the workstation is modified or new equipment purchased 11. Monitoring and Review This policy will be reviewed two yearly or sooner if necessary e.g. changes in legislation or where circumstances indicate, by the Health & Safety Committee. Compliance will be monitored by regular workplace inspection completed by the qualified health and safety link persons and using the Occupational Health computerised record keeping system where Occupational Health will maintain records of:- Vision screening undertaken as part of the employment screening process. All staff referred to Specsavers Opticians for eye test All display screen assessments. Source: Status: Being updated Page 8

9 12. Development of the Policy a) Other Relevant Documents Health, Safety & Welfare Policy PP 018 Occupational Health & Wellbeing Policy PP 046 Incident Reporting and Management Policy PP105 HSE approved code of practice L26 (Working with display screen equipment) Cambridge University Hospitals NHS Foundation Trust (Addenbrookes) Display screen equipment policy and procedure version 5 b) Changes compared to previous Documents This document replaces PP (14) 025 and has been significantly updated to reflect current working practices Updates include: New procedure section added with detailed information on using DSE Clear guidance for Managers on requirements for complying with DSE regulations New self-assessments checklists added for WOW s, Rovers, laptops and fixed desks c) Contributors and Peer Review This document will be submitted to the Health & Safety Committee, for subsequent approval and endorsement d) Distribution and Implementation This document will be widely circulated within the Trust, including all Heads of Department and Ward Managers and will be made available on the Trust s Intranet and Internet sites. Relevant changes will be brought to the attention of staff during circulation Author(s): Mike Dixon, Health, Safety and Risk Manager and Sue Pollett, Occupational Health Nurse Other contributors: None Approvals and Health & Safety Committee endorsements: Consultation: Health & Safety Committee Issue no: 5 File name: Display Screen Equipment PP(17)025 Supercedes: PP(14)025 Equality Assessed Yes Implementation This document will be widely circulated within the Trust, including Heads of Department and Ward Managers and will be made available on the Trust s Intranet. Relevant changes will be brought to the attention of staff during circulation Monitoring: (give brief Section 6 details how this will be done) Other relevant Section 7 policies/documents & references: Additional Information: N/A Source: Status: Being updated Page 9

10 Appendix I Hazards and potential adverse health effects of DSE work There are a number of hazards and potential adverse health effects of DSE work; these are listed below. The combination of factors which give rise to the risks makes it impossible to lay down hard and fast rules eg on the number of hours usage/ day. Where problems do occur, they are generally caused by the way in which the DSE is being used. Applying ergonomics principles to the design, selection, and installation of DSE, the design of the workplace and organisation of the task should minimise the risk of adverse health effects. Musculoskeletal disorders, particularly of the upper limbs, neck and back A wide range of conditions of the nerves, tendons, muscles and supporting structures of the musculoskeletal system can result in a variety of symptoms including: Fatigue Discomfort Pain local swelling pins and needles numbness Precise diagnosis is often difficult and there is inconsistency in the terms used to describe them. Usually people recover from these types of disorders but in some cases they can become persistent or even disabling. Their development is usually cumulative and due to a combination of hazards, both physical and psychosocial. There are a variety of hazards associated with DSE work which can contribute, such as: prolonged awkward or static postures high repetition rates excessive force inadequate rest breaks or changes of posture poor work organisation/ psychosocial factors Eye and eyesight effects Use of display screens does not cause disease or permanent damage to the eyes, but can lead to tired eyes and discomfort. By being visually demanding it can also make people aware of an eyesight problem they were not previously aware of. Eye problems may be caused by a number of factors, for example: reflections, glare and flicker on the screen poor position of the monitor inadequate lighting staying in the same position and concentrating for a long time A dry atmosphere may be uncomfortable for some contact lens wearers, and people with bifocal type spectacles may find themselves adopting awkward head postures to view the screen Headaches Headaches may result from several things that occur with DSE work, such as: stress from the pace of work anxiety poor posture similar factors to those which contribute to eyestrain. Source: Status: Being updated Page 10

11 Fatigue and stress Many symptoms described by DSE workers reflect stresses arising from their tasks. Examples of contributory factors are: increased pressure to meet deadlines lack of control over the work distractions in the workplace inadequacies of the computer system. Other health concerns: Epilepsy Epilepsy is not known to have been induced by DSE. Even photosensitive epileptics (who react to flickering light patterns) can work safely with display screens; however, medical advice should be sought from occupational health if there is any concern about staff with epilepsy using DSE. Facial dermatitis Facial dermatitis has been reported by some DSE users, but this is quite rare. The symptoms (reddened skin/ rashes) may be due to workplace environmental factors including low humidity and static electricity near the equipment. Exposure to radiation The levels of radiation emitted from display screens are well below those set out in international recommendations. Special protective measures are not needed to protect people when using DSE. Effects on pregnancy Research has not shown a link between birth defects or miscarriages and working with DSE. However, pregnant users should be given the opportunity to discuss any concerns, to allay any fears or anxiety. Source: Status: Being updated Page 11

12 Minimum requirements for workstations This appendix sets out the minimum requirements for workstations specified by the Health and Safety (Display Screen Equipment) Regulations The requirements only apply so far as: Appendix 2 a. The components concerned (for example document holder, chair or desk) are present at the workstation. Where a particular item is mentioned in the schedule, this should not be interpreted as a requirement that all workstations should have one, unless a risk assessment suggests the item is necessary. b. There is a benefit to a worker s health and safety (or they cause adverse health effects) c. It does not interfere with the task the workstation is used for The following examples illustrate how these factors can operate in practice: Where a screen is used from a standing position and without reference to documents, a work surface and chair may be unnecessary (a) Some individuals who suffer from certain back complaints may benefit from a chair with a fixed back rest or a special chair without a back rest (b) Wheelchair users work from a chair that may not comply with the minimum requirements. As a result, they may need a work desk with height adjustability. In these cases, the needs of the individual should have priority over rigid compliance with the minimum requirements (b) Where there are banks of screens, as in a control room, individually tilting and swivelling screens may be undesirable as the screens may need to be aligned for easy viewing from the operator s seat (c) Equipment General comment The use as such of the equipment must not be a source of risk for users. 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/or contrast between the characters and the background should be easily adjustable by the user and also 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. Keyboard The keyboard should be tiltable and separate from the screen so as to allow the worker to find a comfortable working position, avoiding fatigue in the arms and hands. 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 of the keys should be adequately contrasted and legible from the design working position. 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. There should be sufficient space in front of the keyboard for the user to rest his or her hands when not keying. 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 shall be adequate space for users to find a comfortable position. Source: Status: Being updated Page 12

13 Work chair The work chair should be stable and allow the operator easy freedom of movement and a comfortable position. The seat should be adjustable in height. The seat back shall be adjustable in both height and tilt. A footrest should be made available to any user who needs one. Environment Space requirements The workstation shall be dimensioned so as to provide sufficient space for the user to change position and vary movements. Lighting Any room lighting or task lighting provided shall ensure satisfactory lighting conditions and an appropriate contrast between the screen and background environment, taking into account the type of work and the vision requirements of the user. Possible disturbing glare and reflections on the screen or other equipment shall be prevented by coordinating workplace and workstation layout with the positioning and technical characteristics of the artificial light sources. Reflections and glare Workstations shall be so designed that sources of light such as o windows and other openings o transparent or translucent walls o brightly coloured fixtures or walls cause no direct glare and no distracting reflections on the screen. Windows shall 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 shall 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 shall not produce excess heat which could cause discomfort to operators or users. Radiation All radiation with the exception of the visible part of the electromagnetic spectrum shall be reduced to negligible levels from the point of view of the protection of the user s health and safety. Humidity An adequate level of humidity shall be established and maintained. Interface between computer and user In designing, selecting, commissioning and modifying software and in designing tasks using DSE, the employer shall 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 the principles of software ergonomics must be applied, in particular to human data processing Source: Status: Being updated Page 13

14 Appendix 3 DSE workstation checklist for fixed desktop computers Name and job title of user Name and job title of workstation assessor Workstation location Date of assessment Risk factors Tick answer Yes No Things to consider Action to take 1. Keyboards Is the keyboard separate from the screen? Is the angle of the keyboard adjustable? Is it possible to find a comfortable keying position? This is a requirement, unless the task makes it impracticable (eg where there is a need to use a portable) The tilt does not have to be built in Try pushing the display screen further back to create more room for the keyboard, hands and wrists. Users of thick, raised keyboards may need a wrist rest. Does the user have a good technique when using the keyboard? Are the characters on the keys clear and readable Training can be used to prevent: 1) hands being bent up at the wrist 2) hitting the keys to hard 3) overstretching the fingers Keyboards should be kept clean. Use an appropriate cleaning cloth. If characters still can t be read, the keyboard may need to be modified or replaced. Use a keyboard with a matt finish to reduce glare and reflection Source: Status: Being updated Page 14

15 Risk factors Tick answer Yes No Things to consider Action to take 2. Mouse, trackball Is the mouse or trackball suitable for the tasks it is used for? Is the mouse or trackball correctly positioned close to the user? If the user is having problems, try a different device. The mouse and trackball are general-purpose devices suitable for many tasks, and available in a variety of shapes and sizes. Also consider alternative devices such as touch screens which may be better for some tasks but may be worse for others. Most mouse or trackballs are best placed as close as possible, eg right beside the keyboard. Training may be needed to: 1) prevent arm overreaching 2) encourage users not to leave their hand on the mouse or trackball when it is not being used 3) encourage a relaxed arm and straight wrist. Is there support for the mouse or trackball user s wrist and forearm? Support can be gained from the desk surface or arm of a chair. If not then a separate supporting device may help. Does the mouse or trackball work smoothly at a speed that suits the user? The user should be able to find a comfortable working position with the device. The mouse or trackball may need to be cleaned eg the mouse ball and rollers if applicable Can the user easily adjust software settings for speed and accuracy of the pointer on the screen? Check that the work surface is suitable. If not then a mouse mat may be needed. Users may need training in how to adjust the mouse or trackball settings. Source: Status: Being updated Page 15

16 Risk factors Tick answer Yes No Things to consider Action to take 3. display screen Are the characters clear and readable? Make sure the screen is clean and appropriate cleaning materials are available, eg screen wipes. Check that the text and background colours work well together. Is the text size comfortable to read? Is the image stable and free of flicker and jitter? Software settings may need adjusting to change text size and font. Try using different screen colours to reduce flicker, eg darker background and lighter text. Is the screens specification suitable for its intended use? Are the brightness and contrast adjustable? Does the screen swivel and tilt? If there are still problems, get the set up checked by IT Department For example, intensive graphic work or work requiring fine attention to small details may require large display screens Separate adjustment controls are not essential, proving the user can read the screen easily at all times Swivel and tilt need not be built in; a swivel and tilt mechanism can be added separately. Is the screen free from glare and reflections? However the screen may need to be replaced if: 1) swivel and tilt is absent or unsatisfactory 2) the user has problems getting the screen to a comfortable position Use a mirror placed in front of the screen to check where reflections are coming from The screen or desk may need to be moved, and or shield the screen from the source of reflections. Are adjustable window coverings provided and in adequate condition? Screens that use dark characters on a light background are less prone to glare and reflections. Check that blinds work. Blinds with vertical slats can be more suitable than horizontal ones. If these measures do not work, consider anti-glare screen filters a as last resort and seek specialist help Source: Status: Being updated Page 16

17 Risk factors Tick answer Yes No Things to consider Action to take 4. Software Is the software suitable for the task? The software should help the user carry out the task, minimise stress and be user-friendly. Check users have had appropriate training in using the software eg e- Care, Datix etc. Risk factors Tick answer Yes No Software should respond quickly and clearly to user input, with adequate feedback, such as clear help messages Things to consider Action to take 5. Furniture Is the work surface large enough for all of the necessary equipment, papers etc.? Create more room by moving printers, reference materials etc. elsewhere. If necessary consider providing new power and telecoms sockets, so equipment can be moved There should be some scope for flexible rearrangement Can the user comfortably reach all the equipment and papers they need to use? Are the surfaces free from glare and reflection? Source: Status: Being updated Page 17

18 Is the chair adjusted correctly? The user should be able to carry out their work sitting comfortably. Consider training the user in how to adopt suitable postures while working. The arms of chairs can stop the user getting close enough to use the equipment comfortably. Move any obstructions from under the workstation. Is the small of the back supported by the chair s backrest? Are forearms horizontal and eyes at roughly the same height as the top of the DSE? The user should have a straight back, supported by the chair, with relaxed shoulders Adjust the chair height to get the user s arms in the right position, and then adjust the DSE height, if necessary Are feet flat on the floor, without too much pressure from the seat on the back of the legs? If not, a footrest may be needed. Source: Status: Being updated Page 18

19 Risk factors Tick answer Yes No Things to consider Action to take 6. Environmental Is there enough room to change position and vary movement Space is needed to move, stretch and fidget. Consider reorganising the office layout and check for obstructions Is the lighting suitable, eg not to bright or too dim to work comfortably Cables should be tidy and not a trip or snag hazard Users should be able to control light levels, eg by adjusting window blinds or light switches Does the air feel comfortable? Consider shading or repositioning light sources or providing local lighting, eg desk lamps (but make sure lights don t cause glare by reflecting off walls or other surfaces) DSE and other equipment may dry the air. Circulate fresh air if possible. Plants may help. Are levels of heat comfortable? Are levels of noise comfortable? Consider a humidifier if discomfort is severe. Can heating be better controlled? More ventilation or air conditioning may be required if there is a lot of electronic equipment in the room. Or can users be moved away from the heat source? Consider moving sources of noise eg printers, away from the user. If not consider sound proofing. 7. Action If you have identified any issues in the above sections, please list in the table below identifying the Actions required to reduce the risk. DSE Assessors should leave a copy of this signed assessment with the DSE User, a copy should be sent to the Manager and the original retained for future reference. Actions Date to be completed Manager Responsible Date Completed The above actions are considered necessary to reduce risk of injury to the user of this workstation. Source: Status: Being updated Page 19

20 Name of User: Signature: Date: Name of Manager: Signature: Date: Source: Status: Being updated Page 20

21 Workstation on Wheels checklist (WOW) Appendix 4 To be completed by user Name of user Location Job title Date of Assessment No. WOW Checklist 1 I understand the risks associated with the use of WOWs 2 I understand the measures I need to take to reduce the risks associated with using WOWs 3 I know how to configure the WOW to my size 4 I understand the importance of adopting a comfortable working posture whilst using the WOW 5 I know how to move the WOW safely 6 I understand the importance of taking breaks away from the WOW 7 I have received a copy of the leaflet called Working safely with Workstations on Wheels 8 I am understand the importance of gentle stretching exercises 9 I know to report any health problems from using WOWs to my manager 10 I understand the importance of keeping the WOW charged 11 I am fully trained in the software I am expected to use 12 I am aware that I may be entitled to a free eye and eyesight test Check box For completion by manager only: Discussed with user on (date) Actions to address any outstanding issues identified by the user Name of Manager Location Job Title Date Source: Status: Being updated Page 21

22 Appendix 5 Laptop and other similar portable computer checklist To be completed by user Name of user Location Job title Date of Assessment No. Laptop and other similar portable computer Checklist 1 I understand the risks associated with the use of portable computers 2 I understand the measures I need to take to reduce the risks associated with using portable computers 3 I understand the importance of adopting a comfortable working posture when using a portable computer 4 I understand the importance of taking regular breaks away from the portable computer 5 I have received a copy of the leaflet called Working safely with Laptops and other similar portable computers 6 I understand the importance of gentle stretching exercises 7 I know to report any health problems from using portable computers to my manager 8 I am fully trained in the software that I am expected to use 9 I understand the importance of not leaving portable computers unattended 10 I am aware that I may be entitled to a free eye and eyesight test Checkbox For completion by manager only Discussed with user on (date) Actions to address any outstanding issues identified by the user Name of Manager Location Job Title Date Source: Status: Being updated Page 22

23 Appendix 6 Rovers and other handheld devices checklist To be completed by user Name of user Location Job title Date of Assessment No. Rovers and other handheld devices Checklist 1 I understand the risks associated with the use of handheld devices 2 I understand the measures I need to take to reduce the risks associated with using handheld devices 3 I understand the importance of adopting a comfortable working posture when using a handheld device 4 I understand the importance of taking regular breaks away from the handheld device 5 I have received a copy of the leaflet called Working safely with Rovers and other handheld devices 6 I understand the importance of gentle stretching exercises 7 I know to report any health problems from using handheld devices to my manager 8 I am fully trained in the software that I am expected to use 9 I understand the importance of not leaving handheld devices unattended 10 I am aware that I may be entitled to a free eye and eyesight test Checkbox For completion by manager only: Discussed with user on (date) Actions to address any outstanding issues identified by the user Name of Manager Location Job Title Date Source: Status: Being updated Page 23

24 Appendix 7 Request for Eye test Voucher To: Occupational Health Department Date: Employee Name: Ward/Dept: In accordance with Policy No. PP 025 Work with Display Screen Equipment, I confirm that the above named employee is a designated user and is therefore entitled to receive a voucher for a free eye test. Signed: (Ward/Department Manager) Source: Status: Being updated Page 24