Policy on Display Screen Equipment (DSE)

Transcription

1 Policy on Display Screen Equipment (DSE) N.B. Staff should be discouraged from printing this document. This is to avoid the risk of out of date printed versions of the document. The Intranet should be referred to for the current version of the document. Policy Number:

2 Contents: 1. EXECUTIVE SUMMARY POLICY STATEMENT IMPLEMENTATION DISCIPLINARY PROCEDURE OBJECTIVES DEFINITIONS DISPLAY SCREEN EQUIPMENT - WORKSTATIONS DISPLAY SCREEN USER RESPONSIBILITIES ANEURIN BEVAN UNIVERSITY HEALTH BOARD RESPONSIBILITIES EMPLOYER RESPONSIBILITIES DEPARTMENTAL RESPONSIBILITIES EMPLOYEE RESPONSIBILITIES TRAINING RISK ASSESSMENT MONITORING PORTABLE DSE PURCHASE AND INSTALLATION REFERENCES... 9 APPENDIX A - DECIDING WHO IS A USER (OR OPERATOR)...10 APPENDIX B - GUIDANCE NOTES FOR EYE TEST REFERRALS AND CLAIMS...11 APPENDIX C - REFERRAL FORM TO OCCUPATIONAL HEALTH FOR VISION TEST.13 APPENDIX D - REFERRAL LETTER FOR EYE TEST DISPLAY SCREEN USERS...14 APPENDIX E - OPTICIANS DECLARATION...15 APPENDIX F - REFERRAL FLOW CHART FOR EYE TESTS...16 APPENDIX G -DISPLAY SCREEN EQUIPMENT (DSE) RISK ASSESSMENT FORM...17 APPENDIX H - ARE YOU SITTING COMFORTABLY?...22 Page 1

3 1. EXECUTIVE SUMMARY The purpose of the policy is to outline measures to assess and reduce the risk of musculoskeletal injury, mental stress and visual fatigue to employees when using Display Screen Equipment (DSE) in the course of their work. The scope of the policy extends to all Aneurin Bevan University Health Board employees identified as display screen equipment users. 2. POLICY STATEMENT The Aneurin Bevan University Health Board s Health and Safety objective is to minimise the number of occupational accidents and incidents of ill health and ultimately to achieve an accident-free workplace. All employees will be provided with such equipment, information, training and supervision as are necessary to implement the policy and achieve the stated objective Under the Health and Safety (DSE) Regulations the Board must accept responsibility for the assessment and control of risks in respect of Display Screen Equipment. This responsibility covers all employees or other persons who may have occasion to visit Board premises or who may be affected by the actions of Board employees whilst carrying out their duties. 3. IMPLEMENTATION All Divisions and directorates must ensure the policy is implemented by: Undertaking risk assessments Ensuring employees are adequately trained Providing financial support for eye tests and corrective eyewear where appropriate 4. DISCIPLINARY PROCEDURE Any employee who fails to use appropriate supplied equipment, or puts a colleague at risk by their own act or omission may lead to investigation under Aneurin Bevan University Health Board s Disciplinary Policy and Procedure Page 2

4 5. OBJECTIVES The objectives of the Policy are to: 5.1 Introduce a Display Screen Equipment Policy under the Health & Safety (Display Screen Equipment) Regulations 1992 amended by Health and Safety (miscellaneous amendments) Regulations To create a safe working environment by providing equipment, training and a risk assessment process for all employees who regularly use display screen equipment within Aneurin Bevan University Health Board and support employees with impairment wherever possible. 5.3 To ensure a DSE assessor (manual handling advisor), advise managers on the implementation of measures to control risks arising from use of display screen equipment. 5.4 To ensure that equipment associated with display screen equipment use is available when appropriate, according to risk assessment and is used for its correct intended purpose. 5.5 To promote dignity and demonstrate respect for the diversity and human rights of all individuals using display screen equipment, whatever their role, gender, sexuality, age, disability, culture, ethnicity, language, religion or belief. 6. DEFINITIONS 6.1 Display screen equipment - workstations The workstation exists wherever there is display screen equipment which consists of: the display screen equipment, being numeric or graphic display screen regardless of the display process involved. This includes laptops, handheld computers and personal digital assistant devices, mobile phones and personal organisers used for prolonged periods the keyboard other parts of the computer and its accessories, i.e. the mouse or other input device; document holder; printer etc Page 3

5 6.1.4 the desk and chair anything else in the immediate work environment 6.2 Display screen user An individual is a user who habitually uses display screen equipment as a significant part of their normal work at their own or another workstation. It will generally be appropriate to classify an employee as a user if they: normally use the display screen equipment for continuous or near continuous spells of an hour or more in one session on a more or less daily basis have to transfer information quickly to or from display screen equipment need high levels of attention and concentration are highly dependent on display screen equipment or have little choice about using it to do their work need special training or skills to use DSE persons who use display screen equipment only occasionally are not covered specifically by these regulations, but employers still have a general duty of care to these employees under other Health & Safety Legislation. (See Appendix A for further explanation and detail on who is deemed to be a DSE user). 7 RESPONSIBILITIES 7.1 Aneurin Bevan University Health Board Responsibilities The Chief Executive has overall responsibility for health and safety on behalf of the Aneurin Bevan University Health Board. Managers accept a commitment to health and safety and that this commitment is translated into effective action. Page 4

6 7.2 Employer responsibilities Aneurin Bevan University Health Board managers accept this commitment and are responsible to ensure: provision of training for DSE users suitable and sufficient assessment of all workstations and the corresponding environments must be undertaken to assess the health and safety risks to which users may be exposed. Any risks to the user, identified as part of this assessment, must be remedied as quickly as possible provision of appropriate eye and eyesight tests where requested. The process for provision of eye tests, referral to occupational health and the optician and payment for corrective appliances can be found in appendices B F. 7.3 Departmental responsibilities Within each department the Manager must be responsible for ensuring that: risk assessments are reviewed whenever workstations are reorganised employees who are deemed to be users are allowed time to access the DSE on line training package and risk assessment tool display screen users must have adequate breaks away from the screen. Wherever possible jobs at display screens should be designed to consist of a mixture of screen and non-screen work to prevent fatigue and to vary visual/mental demands. Where display screen work is intensive, breaks away from the display screen should be taken. Short, frequent breaks are deemed to be more beneficial than longer infrequent breaks employees suffering from display screen related musculoskeletal disorders are referred for advice from the Manual Handling Team and Occupational Health Department where the user has an ergonomic issue, is disabled, has a serious medical condition or Occupational Health has advised Page 5

7 the workstation requires assessment, a detailed risk assessment will be required and can be organised by contacting a DSE assessor via the manual handling team. 7.4 Employee Responsibilities It is the responsibility of all employees to: undertake Health and Safety and Display Screen Equipment training and risk assessment provided. This can be accessed via online learning (OWL) take reasonable care of their health in relation to use of display screen equipment and inform their manager of any deterioration of eyesight and any others risks such as all musculo-skeletal disorders associated with the use of display screen equipment comply with any control measures implemented to reduce the risk. 8 TRAINING 8.1 Aneurin Bevan University Health Board provides display screen equipment training via an online training package. The training is aimed at reducing the three main risk areas of musculo-skeletal disorders, visual fatigue and mental stress. 8.2 Display screen equipment training is statutory for users and should be undertaken: by all employee s deemed to be users before an existing employee becomes a user for the new employee prior to working as a user following any substantial change or modification to the hardware, software, environment, workstation or job training may be repeated if the user identifies any changes to their workstation or if they wish to refresh their knowledge. Page 6

8 9 RISK ASSESSMENT 9.1 There is a statutory duty for Aneurin Bevan University Health Board to ensure suitable and sufficient analysis of workstations that are used by any employee deemed as a user. A personal risk assessment can be undertaken by users and is available via the intranet following the online training package. It is advised that all users complete the on-line training package prior to undertaking the risk assessment. In addition, Display Screen Risk Assessment forms are available on the Intranet and Appendix G of this policy 9.2 In situations where the user feels unable to assess or solve their risks they should inform their Manager, Safer Handling Coach or Transfer Specialist. If the issue continues they should contact the Manual Handling Advisory service for further advice and possible one to one assessment. 9.3 Aneurin Bevan University Health Board must reduce the risks found during the assessment to the lowest, reasonably practicable level. 9.4 Risk assessments must be reviewed if: there is a reason to suspect it is no longer valid there has been a significant change to the hardware, software, environment, workstation, job or to user the " user" reports poor health associated with use of display screen equipment. 10 MONITORING Hints and tips of good DSE workstation posture and practice are provided in Appendix H. Implementation of this policy will be monitored via the Divisional Health & Safety audit programme. 11 PORTABLE DSE 11.1 Portable display screen equipment such as laptops, computers on wheels and handheld computers are subject to the display screen equipment regulations if in prolonged use. Page 7

9 11.2 Aneurin Bevan University Health Board requires users of portable display screen equipment to: undertake Aneurin Bevan University Health Board s on-line display screen equipment training package Risk assess situations in which they use their portable Display Screen Equipment by using the portable DSE risk assessment checklist in Appendix G. In addition there is a risk assessment section for laptops via the on-line DSE risk assessment package Risks of mugging and theft may exist for some users. This may be addressed by careful task design to ensure lone workers are not expected to carry portable display screen equipment in situations where theft is likely and training users in personal safety awareness. Please refer to ABHB Lone Workers Policy for advice regarding security and safety when transporting equipment 11.3 Manual handling risks need to be considered in relation to moving and handling portable display screen equipment, refer to the Policy for Safer Manual Handling. 12 PURCHASE AND INSTALLATION 12.1 Fundamental equipment such as screen, tower, keyboard and mouse shall be ordered through IT Services via the on-line ordering system available on the Board s intranet The Manual Handling Advisory Team are available to assist with ergonomic issues surrounding workplace Display Screen Equipment Page 8

10 13 REFERENCES Health and Safety (Display Screen equipment) Regulations 1992 as amended by the Health and Safety (Miscellaneous Amendments) Regulations HSE 2003 Guidance on Regulations. Health and Safety Executive.L26 2 nd edition published 2003 Aneurin Bevan University Health Board Lone worker Policy and Guidance Issued April Page 9

11 Appendix A - Deciding who is a user (or operator) under the Display Screen Regulations, (this list is not exhaustive and each individual should be assessed according to their job role. How the criteria in the guidance apply to the job examples in Table 1 Job example Continuous spells of an hour or more? Daily use of DSE? Does the jobholder s DSE work involve: Fast High attention High information and dependency transfer? concentration on the DSE? Little choice whether or not to use the DSE Special training or skills? Word processing Yes Yes Yes Maybe Yes Yes Yes Secretary Yes Yes Yes Maybe Maybe Maybe Yes Data input operator Yes Yes Yes Maybe Yes Yes Yes Telesales/complaints/enquiries Yes Yes Yes Yes Yes Yes Yes Senior manager (first example) No Yes No Yes Yes Yes No CCTV control room worker Yes Yes Maybe Maybe Yes Yes Maybe Librarian Yes Yes Yes Maybe Yes Yes Yes Scientist/technical adviser Maybe Yes Maybe Maybe Yes Yes No Client manager Maybe Yes Maybe Maybe Maybe Yes No Customer support Maybe Yes Maybe Maybe Yes Yes Maybe Senior mgr (second example) Maybe Maybe No Maybe Maybe Yes No Receptionist (first example) Maybe Yes Maybe No Maybe Yes Yes Decision Definitely users or operators May be users or operators Receptionist (second example) No No No No No Maybe No Not users or Nurse or therapist No Yes No No No Yes No operators Yes Maybe No means this does apply on a typical working day (not necessarily on all days). means either this applies to the job on some days but not others, or that it applies to some such jobs but not others. In either case, there may be a need for further thought or investigation to reach a decision. means this never applies, or there are only occasional days in the year when it applies. Note that Table 2 relates to the specific examples described in Table 1. Decisions on whether a job holder is a user or operator might be different for other jobs with the same job titles, (adapted Health & Safety Executive HSE 2003) N.B. GENERALLY, NURSES, THERAPISTS ARE NOT DEEMED TO BE DSE users. HOWEVER, THERE ARE EXCEPTIONS E.G. SPECIALIST NURSES, SCREENING NURSES, WHO USE DISPLAY SCREEN EQUIPMENT REGULARLY. Page 10

12 Appendix B - Guidance notes for eye test referrals and claims for corrective spectacles DEFINITION OF A USER? A user is defined as someone who habitually uses display screen equipment for the purposes of an employer s undertaking as a significant part of their normal work, HSE ABUHB will provide an eye test to an individual who habitually uses DSE as a significant part of their normal day to day work if requested by the individual. To determine who is a user refer to Appendix A. DEFINITE USERS Use of display screen equipment is more or less continuous most days; e.g. data input operator, typist, secretary, call centre operator etc. POSSIBLE (MAYBE) USERS Not solely designated as users but whose work may involve the use of display screen equipment, e.g. receptionist, manager, technician. DEFINITELY NOT USERS Do not use display screen equipment as a significant part of their job. ACTION REQUIRED Complete the referral form and send to Occupational Health. ACTION REQUIRED Complete the referral form and send to Occupational Health. ACTION REQUIRED Nil Employees can access a vision test to assess if they require an eye test from an optician. (Vision screening tests are not an eyesight test and do not satisfy the DSE Regulations, but the Health Board offers this as an extra). A vision test is a means of identifying individuals with defective vision, HSE The referral form must be completed by managers of those deemed to be users and sent to the Occupational Health Department. The individuals will then be sent an appointment to have a vision screening test with Occupational Health. Employees can go directly to an optician to have an eyesight test if they wish to do so. (see appendix F) If the vision test indicates that corrective appliances are required, the individual will then need to have an eye test by an optician. The individual will be given a referral letter from Occupational Health for an eye test to take to an optician of their choice to obtain a prescription for special corrective appliances for display screen work. The individual needs to arrange the appointment with the optician which ever option is chosen. ABUHB will pay the current minimum cost (based on charges by Specsavers) for an eye test and the basic set of spectacles for DSE work. This will be subject to change dependent upon current minimum costs. If the employee chooses to have an eye test elsewhere additional expense will need to be paid by the employee. Costs in excess of the basic DSE spectacles must be borne by the employee. Some opticians recommend anti-glare coatings. However screens provided within ABUHB have contrast adjustments and this facility should be used in the first Page 11

13 instance to reduce glare. Any specific recommendations issued to an individual by an optician should be discussed with their manager and an agreed way forward should be obtained prior to an individual ordering special provision spectacles, if expecting to reclaim from the Health Board. If the eye test indicates that an ordinary prescription is suitable for DSE work, ABUHB will not fund the spectacles. If the test shows that special corrective appliances are needed for the distance the DSE screen is viewed, ABHB will provide funding for a basic pair of spectacles. This shall be discussed and approved by the employee s line manager. The individual will request the optician completes a declaration that the corrective appliances are only for DSE use at work and provide this declaration for their line manager, (see appendix E). Costs will not be reimbursed without this declaration The individual will also obtain a receipt for the special corrective appliances for DSE work only and claim back via an ABUHB expenses form or via DX electronic expenses as follows: 1. Request the medical category is attached to individual DX expenses profile by clicking on update my profile and following instructions. 2. Click add a new claim line and insert date click next 3. Scroll to other expenditure and click medical 4. Insert total amount numerically (do not use sign) click next 5. Complete description and click on add next to receipts Option 1 (if able to scan) attach the scanned copy of the receipt via the browse facility. Option 2 click the drop down box next to receipt available and click sent in an envelope. Present the receipt and the claim ID number (starting with EXP found at the top of the overview page ) to the manager who signs off expenses. This must be retained for 3 years as evidence of the claim. DO NOT SEND RECEIPT TO PAYROLL. RE-TESTS Where employees have had a full eyesight test, etc. re-testing will be advised by the Optician and referral should be made using the normal procedure again. Where the Optician recommends no re-testing, an employee can request a re-test once every 2 years. In instances where an individual feels that a re-test is necessary before this, they should contact their manager to discuss and agree further action. Page 12

14 Appendix C - Referral form to Occupational Health for vision test for display screen equipment (DSE) users NAME PREVIOUS NAMES KNOWN BY DATE OF BIRTH HOME ADDRESS TELEPHONE NO S JOB TITLE Work Home Mobile HOURS DEPARTMENT NATURE OF JOB LINE MANAGER LINE MANAGER JOB TITLE WORK ADDRESS I have assessed the above named person as a user / possible user using the criteria as laid down in Aneurin Bevan University Health Board Display Screen Equipment Policy. Signed: (Line Manager) Date: / / Page 13

15 Appendix D - Referral letter for eye test display screen users Occupational Health Department St. Woolos Hospital Enquiries: - (01633) / Date: 31 January 2014 Dear Sir or Madam: Re: DISPLAY SCREEN EQUIPMENT EYE TEST I refer (name), an employee of Aneurin Bevan University Health Board for an eye test, the cost of which will be met by the Health Board. If the eye test indicates that display screen equipment corrective appliances are required, please provide a single pair of DSE spectacles. The employee can claim for an eye test and a pair of display screen equipment corrective appliances. Please can you provide a receipt for the eye test and display screen equipment corrective appliances along with a signed declaration that they are required for DSE use only in order for the above employee to claim. If there are any financial queries the employee must refer them to their line manager for discussion. Please do not contact the Occupational Health Department as they will be unable to answer any such queries. Yours sincerely, Dr. Glyn D. Jones, Consultant / Clinical Director, Occupational Health Department. cc - Line Manager, Aneurin Bevan University Health Board Page 14

16 Appendix E To Aneurin Bevan University Health Board, I From..Opticians declare that the corrective appliances provided are required solely for the use of Display Screen Equipment at work. Name Signature Date Aneurin Bevan University Health Board staff- Please submit this form along with the receipt of costs to your line manager. Page 15

17 Appendix F Referral flow chart for eye tests: visual display screen users REFERRAL BROUGHT TO THE ATTENTION OF LINE MANAGER LINE MANAGER COMPLETES ASSESSMENT USING CRITERIA TO DETERMINE WHETHER INDIVIDUAL IS A REGULAR USER EMPLOYEE IS NOT A REGULAR USER PLACE FORM IN PERSONAL FILE EMPLOYEE IS A REGULAR USER. LINE MANAGER REFERS EMPLOYEE TO OCCUPATIONAL HEALTH BY SENDING A COPY OF THE APPLICATION FORM OCCUPATIONAL HEALTH CARRY OUT INITIAL SCREENING NO DEFECT REPORTED NO FURTHER ACTION REQUIRED DEFECT IDENTIFIED. OCCUPATIONAL HEALTH PROVIDE A REFERRAL LETTER TO OPTICIAN EMPLOYEE ARRANGES APPOINTMENT CORRECTIVE EYEWEAR NOT PRESCRIBED CORRECTIVE EYEWEAR PRESCRIBED EMPLOYEE REQUESTS A RECEIPT & DECLARATION FOR EYE TEST & CORRECTIVE EYEWEAR FOR DSE USE ONLY EMPLOYEE CLAIMS BACK TOTAL COSTS (BASED ON CHARGES BY SPECSAVERS) VIA ABHB EXPENSES FORM or E EXPENSES Page 16

18 Appendix G Aneurin Bevan University Health Board Display Screen Equipment (DSE) Risk Assessment Form GUIDANCE ON COMPLETING THE FORM HAZARD = source of potential harm or damage or a situation with potential for harm or damage; RISK = is a combination of the likelihood and severity of a specified event (accident or incident). The Health and Safety (Display Screen Equipment) Regulations 1992 and amended Health and Safety (Miscellaneous Amendments) Regulations 2002, supports the Health and Safety at Work etc. Act A breach of these Statutory Regulations is a criminal offence This form is used to determine the potential of a DSE activity. The objective of risk management is to reduce the LIKELIHOOD of incidents occurring that could have significant consequences (SEVERITY) for staff, patients or the Trust. There is no absolute values for incidents, but effective risk assessment and applying appropriate control measures together with training can help minimise the potential for injury and/or damage. The DSE Form takes the DSE User through a structured assessment process, all appropriate sections of the form must be completed. DSE Users can be either definite or possible users (see below for definitions). Definite User - those who use DSE for continuous or near continuous spells for an hour or more at a time. Possible User - those who use DSE at irregular intervals of one and a half-hours or more per day. Refer to the Gwent Healthcare NHS Trust Policy on Display Screen Equipment for further clarification. The completed form must be kept in the Directorate Health and Safety file and a copy at the location where the work activity is carried out. A copy of the assessment must be available at all times. A separate DSE form is required for each user. Page 17

19 DEPARTMENT: LOCATION: USER NAME: CONTACT NO: BACKGROUND DISPLAY SCREEN EQUIPMENT (DSE) RISK ASSESSMENT CHECKLIST INTRODUCTION SUMMARY OF FINDINGS CONTROL MEASURES REQUIRED ADDITIONAL MEASURES COMPLETED BY: Kath Underwood SENT FOR ACTION TO: ACTION TAKEN SECTION 1: DAILY COMPUTER USAGE HOURS COMMENTS What is the maximum total time you spend on your computer in a working day? What is the maximum continuous time you spend on your computer without any opportunity to break away to perform other duties e.g., answering telephone, communication with others. Are their opportunities for you to take breaks away from the screen? SECTION 2: YOUR CHAIR Can you adjust the height of your seat to a comfortable position? Is the backrest of your chair adjustable to support your back correctly and comfortably? If your chair has arms, do they interfere with your comfort when keying or using the mouse? If your chair does not have arms answer No. Page 18 YES NO

20 4. Is your chair stable, safe and comfortable? 5. Does your chair have castors or glides? 6. Does your chair have a swivel mechanism? SECTION 3: DESK AND ACCESSORIES Is your desk surface large enough to allow you to position your equipment correctly and rest your arms for comfortable working? Is the height of your desk suitable for comfortable working and allows your forearms to be approximately horizontal when using the keyboard or mouse? Do you have sufficient leg-room under your desk for your comfort? Can you place your feet flat on the floor or have you been supplied with a footrest? For regular data input users only, have you been supplied with a document holder? Please tick N/A if not applicable. SECTION 4: THE SCREEN YES NO COMMENTS 1. Does the screen swivel and tilt? Is your screen at a comfortable height? Your eyes should be approximately level with the top of the screen Do you have problems with glare or reflections on your screen that you are unable to resolve? 4. Is the screen image stable and flicker free? 5. Can you adjust the brightness and/or the contrast? (This can be done by using the buttons located within the screen frame). 6. Is the text a comfortable size to read? SECTION 5: THE KEYBOARD 1. Is the keyboard you use at your workstation separate from the screen and easy to move? NO 2. Does the keyboard tilt? 2. Is there enough space to rest your hands in front of the keyboard when you are not keying? Page 19

21 3. Can you find a comfortable keying position? 4. Are the symbols on the keys clear and easy to read? 5. Are the keyboard and workstation surfaces glare free? SECTION 6: THE POINTING DEVICE (mouse or trackball etc.) Is the device (mouse or trackball etc.) you use separate 1. from the keyboard and easy to use? Can you position the device close enough to you for comfortable working? Does your device work smoothly and at a speed that is suitable to you? Is there support for your wrist and forearm? e.g. desk space or chair arms for a comfortable position. YES SECTION 7: THE ENVIRONMENT YES NO Is the noise level at your workstation comfortable to work in? e.g. noisy printer or hard-drive Is the lighting level around your workstation comfortable to work in? e.g. not too bright or dim Is the temperature at your workstation comfortable to work in? 4. Is the air quality around your workstation comfortable? Is there enough room at your workstation for you to change position and vary movement? Are there any hazards such as trailing cables or badly positioned equipment around or near your workstation? SECTION 8: SOFTWARE YES NO COMMENTS 1. Is the software suitable for the DSE tasks you do? SECTION 9: TRAINING AND PROCEDURES NO Do you have an adequate understanding of healthy DSE work practices such as correct posture and workstation layout? Do you understand the arrangements for eye and eyesight tests? Available in the Aneurin Bevan University Health Board DSE Policy If you had a health and safety concern relating to your DSE work would you know who to speak to? Page 20

22 ACTION PROPOSED CERTIFIED THE ABOVE INFORMATION IS CORRECT Users Name (please print) Users Signature Managers Name (please print) Managers Signature Date of Assessment / / 2012 By Kath Underwood ACTION TAKEN NOTES a) It is the Departmental Manager s responsibility to ensure legal requirements concerning the health and safety of employees are fully covered. b) This checklist is intended to establish whether problems exist and action required to ensure compliance with (a) above. c) The information must be registered at a central point on each site and appropriate action taken by senior administrative staff. Page 21

23 APPENDIX H - Are you sitting comfortably? Whenever you use a computer, please check that your workstation is safe by checking the points below. Adjust the back/seat of your chair to support your spine and keep it aligned Adjust the height of your chair so that your forearms are level with or just above the keyboard, wrist flat. Keep mouse close and keyboard at a comfortable distance The top of the screen should be just below eye level- use a screen height adjuster if it is too low There should not be any flickering /glare on the screen. Check lights/blinds etc. keep monitor clean The monitor and keyboard should be straight in front of you to avoid twisting Screen monitor should be approximately arms length away from you Keep Elbows close Equipment used on a regular basis, keep within easy reach If your feet are not flat on the floor, use a footrest. Make sure you have enough leg room under your desk Do not let cables trail across the floor where they could cause someone to trip Document holders are useful when copytyping/data entering to reduce neck/eye movements - Different styles are available Do not hold the phone with your shouldermove it to the other side if necessary to free your writing hand. If you need to speak on the phone while using the phone, consider whether head phones would be helpful Remember to take short frequent breaks away from the screen and keyboard