Safety Note 10.1 DISPLAY SCREEN EQUIPMENT

Transcription

1 Health & Safety at Work Safety Note 10.1 DISPLAY SCREEN EQUIPMENT Information and Guidance for Heads of School/Department AC/ACH Aug 1998 VDU\HoDs_Guidance98.revJun2010.revJan2012/ revjun2012 SCM Revised Jun 2010; Jan 2012; BMB Revised Jun 2012

2 INDEX 1. Introduction and definitions 1 Page 2. University policy and its implementation 1 3. Responsibilities to students 2 4. Enforcement 3 Appendix 1: The legal requirements 4 Appendix 2: Eyesight testing voucher procedure - Staff 5 Appendix 3: Eyesight testing voucher procedure - Schools and Departments 6 Appendix 4: Request for eyesight test 7 Appendix 5: Request for eyesight testing vouchers 8

3 1. INTRODUCTION AND DEFINITIONS The use of display screen equipment usually poses little risk to the operator but prolonged use can cause problems such as hand, arm or back pain or visual fatigue if the equipment or furniture is inadequate or if poor posture or work practices are adopted. The risks can be reduced to a negligible level by the application of good ergonomic principles to the design of the workstation and the job and by the adoption of good posture. Although there are specific Regulations, viz. the Health and Safety (Display Screen Equipment) Regulations 1992 as amended by the Health and Safety (Miscellaneous Amendments) Regulations 2002, which apply to certain employees defined as Users, all employees and others who use display screen equipment at work should be protected from harm under the general duty of care laid upon the University as an employer. This means that all display screen equipment work and workstations must be considered and the risks involved assessed and, so far as reasonably practicable, controlled to prevent harm to those who carry out the work. Under the Regulations, the term display screen equipment (DSE) means both conventional display screens (as found in most personal computers and word processors) and other display processes such as liquid crystal displays and non-electronic systems such as microfiche readers. Display screens on scientific equipment such as spectrometers and oscilloscopes, if they are intensively monitored, are included as are control screens on security cameras, etc. The Regulations do not apply to computer systems mainly intended for public use, laptop and hand held computers, personal digital devices which are not in prolonged use at a workstation, window typewriters, calculators, cash registers with small display screens and similar equipment. Hence, computers provided in the Library for occasional catalogue reference by readers are not covered by the Regulations. However, the duty of care still applies. The term workstation means the DSE itself, any accessories, the furniture in use and the immediate work environment around the equipment. Users are those employees who habitually use display screen equipment for a significant proportion of their working day. There are various legal consequences of classifying staff as Users (see Appendix 1) and advice on their identification is given to assessors in the supporting document Safety Note 10.2 "Display Screen Equipment. Risk assessment of work and workstations. Notes for Assessors". 2. UNIVERSITY POLICY AND ITS IMPLEMENTATION The Health and Safety (Display Screen Equipment) Regulations as amended by the Health and Safety (Miscellaneous Amendments) Regulations 2002 lay specific legal duties on the University; these are summarised in Appendix 1. To implement the Regulations and fulfil the University's more general duty of care to its employees, the following must be carried out by each Head of Department:- 1. They must appoint a sufficient number of suitable staff as DSE assessors.- a notional figure of between Users per assessor would be considered reasonable. The number appointed will depend on how many staff within the Head's management sphere use DSE in their work and how great a workload of assessment each assessor can be allocated in addition to their other duties; suitably senior staff should be appointed to this réle to ensure that their assessments carry authority. 1

4 2. They must ensure that the assessor(s) receive instruction and training to allow them to carry out their task. This will be provided by the Safety, Health and Environment Unit staff. 3. They must ensure that all DSE work is assessed and that there is a procedure in place to review and, if necessary, amend the assessments. Records of the assessments must be maintained within the department. It is recommended these are held with copies of other departmental risk assessments 4. They must ensure that any remedial measures, identified by the assessor(s) to reduce the risks to the lowest extent reasonably practicable, are considered in conjunction with any risks from other hazards and that an action plan is drawn up and implemented. 5. They must ensure that any workstation used by a User meets at least the minimum specification given in the Regulations. Details of the requirements are given in Safety Note 10.2 "Display Screen Equipment. Risk assessment of work and workstations. Notes for Assessors". 6. They must ensure that Users' work activities are planned so that there are periodic breaks or changes of activity away from the screen. Supervisory staff should implement this for the Users under their control. The purpose of the change of activity is to prevent fatigue, not to allow for recuperation. It is therefore suggested that no single session at DSE should exceed about 90 minutes without a change of activity for at least 15 minutes. Shorter sessions, followed by shorter breaks, are preferable though. 7. They must set up a school/departmental procedure for (i) dealing with requests for eyesight tests, (ii) storing and maintaining the appropriate records. (iii) providing eyesight testing vouchers. Please see Appendix 3 for details. 8. They must ensure that Users receive health and safety information and training pertinent to DSE work and that records of the training are kept. 9. They must ensure that other staff who use DSE but who are not classed at Users, receive appropriate information and training. The Safety, Health and Environment Unit has produced some notes - "Display Screen Equipment: Safety notes for students and occasional users" - for this group. 10. They must set up procedures to ensure that, if an employee of another employer works in their department, (s)he will be treated as though (s)he were an employee of the University. This means that their work and workstation must be assessed, etc. However, their own employer must provide, if necessary, eye and eyesight tests and any spectacles prescribed, and provide general training. Although this legislative requirement is mainly intended to cover people such as temporary typists, it might reasonably be extended to cover visiting academics. 3. RESPONSIBILITIES TO STUDENTS The University owes a duty of care to its students, although they are not subject to the Health 2

5 and Safety at Work Act It is appropriate that Heads of School/Department who are responsible for students education will ensure that students have access to the University s Guidance Display Screen Equipment: Safety notes for students and occasional users. All equipment provided in public places and lecture theatres should be safe and suitable and be subject to electrical inspection at appropriate intervals. 4. ENFORCEMENT Since many of the preventative measures and adjustments to the workstation can only be effectively put into operation by the user, training and information are very important. (i) employees Heads of School/Department should ensure that good practice is enforced by the application of the normal system of management; (ii) non-employees Heads of School/Department should ensure that their academic colleagues are aware that, as academic supervisors, etc., they should encourage good practice but if this is ignored after adequate information and training has been given, the responsibility lies with the nonemployee. The standard interval between tests is anticipated to be two years. Individuals with underlying health issues or unusual visual requirements may require more frequent testing. If managers are concerned regarding the enhanced frequency of testing for an employee, they should contact Occupational Health to discuss. A subsequent Management Referral may be indicated. 3

6 Appendix 1 The legal requirements imposed by the Regulations The Regulations are for the protection of people - employees and self-employed - who habitually use display screen equipment as a significant part of their normal work. Such employees are called "Users" and the Regulations apply whether they are required to work at their own employer's workstation, at a workstation at home or at another employer's workstation. The possible hazards associated with display screen use are mainly those leading to musculoskeletal problems, visual fatigue and stress; the likelihood of experiencing these health problems is related mainly to the frequency, duration, intensity and pace of spells of continuous use of DSE, allied to other factors such as the amount of discretion the person has over the extent and methods of display screen use. Legal duties of employers An employer must: 1. identify Users and their workstations; 2. analyse the workstations to assess and reduce risks; 3. review and, if necessary, amend the assessments if there is a major change in the work or the workstation or if there is a new User at the workstation; 4. ensure that the workstations meet certain minimum standards specified in a schedule to the Regulations; 5. plan the work activities of Users so that their daily work on DSE is periodically interrupted by breaks or changes in activity; 6. inform Users that they are entitled to eye and eyesight tests at their employer's expense; 7. purchase spectacles for a User if they have been specifically prescribed for DSE work and 8. provide adequate health and safety information and training for Users. 4

7 Appendix 2 Eyesight Testing Voucher Procedure Staff Those who have been formally identified as Users must be informed that they are entitled to an eyesight test. The cost of the test and any resultant purchase of spectacles prescribed specifically for display screen work must be borne by the User's school/department. The liability for costs for spectacles is restricted to payment for the cost of a basic frame and basic lenses. If a User wishes to choose more expensive spectacles e.g. with designer frames or lenses with optional treatments not necessary for the display screen work, this will be at their own expense. The University s authorised examining optician is Specsavers. Any resultant prescription for DSE corrective appliances should be dispensed by Specsavers. If the User wishes to use an alternative optician then the prescription can be taken to an optician of their choice however, this will be at their own expense. The school/department will issue the User with a Specsavers voucher which can be redeemed at any Specsavers optician. Each voucher costs Ü17 and can be exchanged for a full eyesight test + a basic pair of spectacles for DSE use from Specsavers Ü45 range. If the User wishes to opt for a more expensive frame or lens then the voucher can be used towards this with additional contributions from Specsavers for frames from certain ranges. For more information on the scheme please follow the link Summary of procedure 1. Users who request an eyesight test should be given a Request for Eyesight Test form, [Appendix 4], on which their name, school/department and the appropriate school/departmental cost code should be entered. 2. Upon receipt of the Request for Eyesight Test form, the school/department will either issue the individual with a Specsavers voucher or, alternatively, direct the individual to take the form to the Safety Health and Environment Unit, D. Block, Keynes College where it will be exchanged for a voucher. 3. Reasonable time away from work to attend for a test/examination and reasonable expenses, if a trip to Canterbury is required, should be allowed; it is suggested that these should be 1á hours and up to a maximum of Ü2.50 respectively. 4. The optician's recommended date of re-examination must be noted by the school/department and acted upon at the appropriate time. The standard interval between tests is anticipated to be two years. Individuals with underlying health issues or unusual visual requirements may require more frequent testing. If a manager is concerned regarding the enhanced frequency of testing for an employee, they have been advised to contact Occupational Health to discuss. A subsequent Management Referral may be indicated. 5. Schools/departments are required to keep a written record of all vouchers issued. 6. All vouchers issued by the Safety Health and Environment Unit will be charged back to the school/department. 5

8 Appendix 3 Eyesight Testing Voucher Procedure - Schools and Departments The University have nominated Specsavers as the provider for eyesight testing and provision of spectacles required under the Display Screen Equipment Regulations Anyone wishing to use an alternative optician does so at their own expense. Vouchers should be purchased in advance and have a unique number and an expiry date. Any unused vouchers should be returned to the Safety Health and Environment [SHE] Unit at least one month before the expiry date so that replacements can be obtained from Specsavers. Vouchers can be redeemed at any Specsavers optician. Each voucher costs Ü17 and can be exchanged for a full eyesight test + a basic pair of spectacles for DSE use from Specsavers Ü45 range. If the User wishes to opt for a more expensive frame or lens then the voucher can be used towards this with additional contributions from Specsavers for frames from certain ranges. For more information on the scheme please follow the link There are two options for obtaining vouchers. Option one Schools/departments can hold a small stock of vouchers in order to minimise inconvenience to staff and reduce paperwork. These can be provided in multiples of five and will be charged directly to the school/department by the SHE Unit on a F20 Statement of Internal Transfer Charges. The vouchers can be requested on a Request for Eyesight Testing Vouchers form [Appendix 5] a copy of the completed form will be sent with the F20. Each voucher has a unique reference number the schools/departments will be responsible for maintaining records of the vouchers issued to staff to balance against the numbers invoiced. Specsavers will be providing the SHE unit with regular reports confirming the quantity and reference numbers of the vouchers redeemed. This information can be provided to schools/departments on request. Option two Where staff numbers are low and the turnover of vouchers may be very small and could expire before they are all allocated, the Request for Eyesight Test form, [Appendix 4] can be completed and presented at the SHE Unit for an individual voucher. This will then be issued and the school/department will be charged via a F20 Statement of Internal Transfer Charges a copy of the Request for Eyesight Test form will be sent with the F20. 6

9 Appendix 4 Request for Eyesight Test In accordance with the Health & Safety (Display Screen Equipment ) Regulations 1992 Personal Details Full Name: Home Address:. Post held:. School/Department:. Declaration by DSE Assessor/Departmental Safety Co-ordinator I certify that the above named employee meets the criteria as a User of Display Screen Equipment. Signed: Date: Name of School/Department budget administrator: Cost Code: (Only required if form is to be taken to Safety Health and Environment Unit for voucher.) Voucher s unique identity number:. This form should be held by the School/Department as a record of compliance with the DSE Regulations

10 Appendix 5 Request for Eyesight Testing Vouchers Name of School/Department. Quantity of Vouchers requested Name of School/Department budget administrator authorising the request, and confirming that a F20 Statement of Internal Transfer Charges will be accepted: Print name: Signed:... Date Cost Code: Safety Health and Environment Unit use Quantity of vouchers issued Date Voucher(s) unique identity number(s): 8