Working With Display Screen Equipment

Transcription

1 Working With Display Screen Equipment

2 Contents 1 Statement of Intent Introduction Objectives Equalities Definitions Display screen equipment (personal computers) Workstation A Display Screen Equipment User A Display Screen Equipment Workstation Assessment Eye & Eyesight Tests Corrective Appliances (Spectacles) Chief Executive s Responsibilities Manager / Head of Service Responsibilities Employee s / New Starters Responsibilities Occupational Health Responsibilities When a Display Screen Equipment Assessment should be undertaken 5 11 Health Associated Risks Reducing Risks Frequency of Breaks / Changes of Activity Avoiding Visual Fatigue Pregnant Staff Arrangements for Eye & Eyesight Testing Frequency of Eye & Eyesight Tests Arrangements for Providing Corrective Appliances Relevant Legislation...9 Appendix 1: Guidance on who is a display screen equipment (DSE) user...10

3 Appendix 2: Criteria for Identifying DSE Users...11 Appendix 3: Process Map for Obtaining an Eye and Eyesight Test Appendix 4: Guidance on laptop use in relation to the Display Screen...13

4 1 Statement of Intent Bristol Clinical Commissioning Group is committed to ensuring the health, safety and welfare of its staff and anyone affected by their activities whilst at work. The organisation is committed to ensuring that employees do not undertake work using display screen equipment (personal computers) or workstations which have the effect of producing or exacerbating adverse health effects. 2 Introduction This policy relates to the use and operation of display screen equipment (personal computers) within Bristol CCG. This policy applies equally to all users of display screen equipment employed by the organisation. Therefore, this policy covers all staff, whether full time or part time, agency staff and students/individuals on work experience. The policy also applies to staff who work from home and use a computer to do this work. 3 Objectives The aims of this policy are:- To ensure compliance with the Health and Safety (Display Screen Equipment) Regulations 1992 as amended by the Health and Safety (Miscellaneous Amendments) Regulations To introduce and promote e-learning across the organisation to enable risk assessments to be carried out in relation to display screen workstations and equipment. 4 Equalities This policy and the processes contained therein are designed to ensure that a consistent and equitable approach is made in relation to: Introducing appropriate controls to eliminate and manage risk effectively. Proving eye and eyesight tests. Providing corrective appliances (spectacles), as necessary. The policy is designed to support staff who have any disabilities or long term health conditions that impact upon their use of display screen equipment work. 5 Definitions 5.1 Display screen equipment (personal computers) Refers to any alphanumeric or graphic display screen, regardless of the display process involved such as: Standard electronic display screens Hand held electronic display screens Page 1

5 Non electronic display screens (e.g. microfiche), close circuit television (CCTV) Laptops 5.2 Workstation Refers to an assembly, comprising the screen, keyboard, other parts of the computer and its accessories (such as the mouse or other input device and any other optional accessories to the display screen equipment), a disc drive, telephone, modem, printer, document holder, work chair, work desk, work surface or other items/accessories optional and/or peripheral to the display screen equipment and the immediate work environment. Exceptions to the Regulations are portable displays (such as lap top computers and hand held computers, personal digital assistant devices and some portable communications devices) unless they are in prolonged use at the workstation, see appendix 2. Workstations must meet the requirements of the schedule of the Display Screen Equipment Regulations. 5.3 A Display Screen Equipment User A display screen equipment user is an employee (full or part-time and/or temporary or permanent) and/or anyone who habitually uses display screen equipment as a significant part of their normal work duties. Use display screen equipment more or less continuously on most days. Normally use display screen equipment for continuous or nearcontinuous spells of an hour or more at a time. Use display screen equipment in this way more or less daily Have to transfer information quickly to or from display screen equipment Also need to apply high levels of attention and concentration Or are highly dependent on display screen equipment Or have little choice about using it Or need special training or skills to use display screen equipment For further details on this, see Appendix A Display Screen Equipment Workstation Assessment The assessment involves identifying all significant hazards and risks associated with display screen equipment use and the associated workstation; and identifying suitable and sufficient controls to reduce the risks identified. Page 2

6 5.5 Eye & Eyesight Tests An appropriate eye and eyesight test means a sight test as defined in the Opticians Act 1989 and includes an intermediate distance test. As such, it is different to a full eye test. The eye and eyesight test will be carried out by a registered ophthalmic optician (optometrist), or a suitably qualified registered medical practitioner. This test includes a test of vision and an examination of the eye and is a means of identifying and correcting vision defects. The test will also consider the nature of the user s work and the distance at which they view their screen. When having an eye and eyesight test, the user should be able to describe the distance to their screen and their display screen equipment to the ophthalmic optician (optometrist). DSE users will need to make their own arrangements for an eye and eyesight test with an approved optometrist. The organisation will reimburse the cost of the eye and eyesight test on submission of a copy of the Optometrists report to their line Manager. Each department of the organisation will be responsible for paying the costs of eye and eyesight tests in their respective area(s). Please see Section 18: Arrangements for Eye and Eyesight Testing. 5.6 Corrective Appliances (Spectacles) Corrective appliances (normally spectacles) will be provided by the optician to correct vision defects at the viewing distance used specifically for display screen equipment work. The organisation will cover the costs of providing DSE Users with Special corrective appliances for DSE work. This is to include a basic frame and the prescribed lenses. The organisation is not responsible for Normal corrective appliances which cover normal usage and not specifically for DSE work. Please see Section 20: Arrangements for Providing Corrective Appliances. 6 Chief Executive s Responsibilities The Chief Officer has overall responsibility for the effective implementation of the display screen equipment policy and all other health and safety policies. As an employer, the organisation has a duty to ensure the following: A suitable and sufficient assessment of all display screen equipment / workstations is carried out. Employees are provided with information, instruction and training with regard to the significant hazards and risks associated with the use and operation of display screen equipment (as identified by the risk assessment). This will be undertaken by employees accessing the DSE e- learning package. Systems are in place to facilitate early reporting of display screen related problems. These systems are communicated to employees Page 3

7 Where requested, to provide any employee who qualifies as a designated user of display screen equipment, with an eye and eyesight test at no cost to the employee. Where necessary to pay up to 50 for the cost of corrective appliances (basic frames/lenses/spectacles) if required by staff specifically for display screen equipment use Make arrangements to provide managers with information and training in relation to their duties with regard to this policy. 7 Manager / Head of Service Responsibilities Managers have the following responsibilities: To ensure that all action points as a result of the assessment are carried out as soon as reasonably practicable. To ensure that where requested, eye and eyesight tests are conducted and corrective appliances are provided in line with the regulations and this policy. To ensure that the employee identified as a user is refunded for the cost of an eye and eyesight test and any corrective appliances (spectacles) provided specifically for display screen equipment use. The organisation will reimburse the employee up to 50 for the latter. To ensure that this refund is taken out of the correct budget and all associated paperwork is forwarded to finance. To ensure all controls and further controls following assessments are put into place. Where necessary, to seek further advice from occupational health. To ensure that where employees are complaining of visual or posture fatigue and/or strains, a review of their display screen equipment workstation is carried out. To refer individuals complaining of ill-health that can reasonably be attributed to the use of display screen equipment to the Occupational health department for assessment. Where necessary, to arrange an employee s workload so that: They take regular breaks/changes of activity away from the display screen equipment; see section 16 below, Frequency of breaks/changes of activity. This is not a rest break and this time can be utilised undertaking other work tasks such as filing, making phone calls, etc. The purpose of which is to reduce fatigue caused by continuous work at display screen equipment. There is an elimination of peaks and troughs in the employee s workload. There is an elimination/reduction of repetitive tasks in the employee s workload. Where necessary, there is local (employee) control of work. Page 4

8 8 Employee s / New Starters Responsibilities To undertake relevant training such as e-learning aimed at increasing their awareness of the health and safety related issues of working with display screen equipment. To co-operate with the organisation in relation to the completion of the display screen equipment User definition assessment. To ensure they take regular breaks/changes of activity as identified by the assessment, see section 16 below, Frequency of breaks/changes of activity. To report any health and safety related concerns of display screen equipment use to their line manager as soon as possible. Where necessary, to complete an incident report form. Indeed, all untoward incidents which occur as a result of working with display screen equipment must be recorded on the organisations Incident report form. To request refund for eye and eyesight testing via their line manager. To describe to the Optician their display screen and working environment, including the distance at which they view the screen. To share with the organisation a copy of the report from the Optician stating whether or not they need corrective appliances (spectacles) specifically for display screen equipment use. To attend the Occupational health department, if referred by their manager because of possible work-related display screen equipment ill-health. 9 Occupational Health Responsibilities Have responsibilities to advise the organisation and its staff on all aspects of health in the workplace, including working with display screen equipment, in order to assist the organisation in complying with legal requirements. Line managers may for example wish to refer staff to Occupational health if the employee has a pre-existing medical condition that significantly increases the risks to their health when working at a workstation or with display screen equipment. They may also wish to refer staff to Occupational health if the employee experiences any problems that are related to their use or display screen equipment, including their work environment. After which, Occupational health will assess individuals with suspected display screen equipment related ill-health as referred by managers. Advise management / individuals concerning necessary modifications / work restrictions / relocation / redeployment requirements of staff. 10 When a Display Screen Equipment Assessment should be undertaken The initial online display screen equipment workstation assessment should be carried out as soon as reasonably practicable after the need for one is identified. It should be reviewed following any significant changes to any aspect of the equipment or the workstation such as: Page 5

9 A major change to the software used. A major change to any of the equipment (screen, keyboard, input devices, etc). A major change in any workstation furniture. A substantial increase in the amount of time required to be spent using display screen equipment. A substantial change in other task requirements (for example greater speed or accuracy). If the workstation is relocated (even if all the equipment and furniture stays the same). If major features of the work environment, such as lighting, are significantly modified. If an employee informs their manager in writing that they are pregnant. This reassessment should be done as soon as reasonably practicable after the need for one is identified. If a full assessment is required following the online assessment, the employee should contact the Complaints & FOI Manager who will arrange for a full assessment as soon as possible. 11 Health Associated Risks A small proportion of Display Screen Equipment users suffer health problems as a result of their work; but this can generally be avoided by good workplace and job design and by providing employees with information. The main health risks are: Musculoskeletal disorders consisting of back pain or upper limb disorders (often called repetitive strain injury, or RSI ): Aches and pains in the hands, wrist, arm, neck or shoulder. In very severe cases if no action is taken, these disorders can become persistent or even disabling. Stress: from pace of work and deadlines, or through frustration or anxiety when a computer system does not work well or the user does not feel competent to operate it. Eyestrain: Long spells of Display Screen Equipment work can lead to tired eyes, discomfort or headaches (and can make users more aware of eye defects such as short sight). However there is no evidence that Display Screen Equipment can cause disease or permanent damage to eyes. The likelihood of experiencing any of these is mainly related to: the frequency, duration, intensity of the pace of spells of continuous use of display screen equipment the amount of discretion an employee has over the extent and methods of display screen equipment use. Page 6

10 These risks are not unique to display screen equipment work and there is evidence that the risk to the individual user from typical display screen equipment work is low if appropriate precautions are taken. 12 Reducing Risks Risks identified in the assessment must be remedied as quickly as possible, remedial action is often straightforward, for example: Postural problems may be addressed by simple adjustments to the workstation such as repositioning the equipment or adjusting the chair. Postural problems can also indicate a need to reinforce the users training (for example correct hand position, posture, how to adjust equipment). New equipment such as a footrest or document holder may be required in some cases. Visual problems may also be tackled by straightforward means such as repositioning the screen or using blinds to avoid glare, placing the screen at a more comfortable viewing distance from the user, or by ensuring the screen is kept clean. In some cases, new equipment such as window blinds or more appropriate lighting may be needed. Fatigue and stress may be alleviated by correcting any obvious defects in the workstation as stated above and ensuring the software is appropriate to the task. Good design of the task is also important. Wherever possible, the task should provide users with a degree of personal control over the pace and nature of their tasks. Proper provision should also be made for training and information on health and safety risks and also the software. 13 Frequency of Breaks / Changes of Activity Where identified by the assessment, employees should ensure that they take regular breaks/changes of activity. As stated in section 8 above, this is not a rest break and the time can be spent by carrying out other work tasks such as making phone calls, filing, etc. The aim of this is to reduce the risk of the employee suffering visual and/or posture fatigue. It has been established that short, frequent breaks are more satisfactory than occasional, longer breaks: for example a 5-10 minute break after every minutes continuous screen and/or keyboard work is likely to be more beneficial and effective than a minute break every 2 hours. 14 Avoiding Visual Fatigue Employees should ensure that when using display screen equipment for any continuous number of hours, they constantly look away from the screen (every 10 minutes) and refocus their eyes on something in the far distance. Likewise, they should also keep their eyes moist by regular blinking. This will help to minimise the risk of visual fatigue. 15 Pregnant Staff When a member of staff informs her line manager that she is pregnant, a review of her existing display screen equipment assessment and of her workstation must be Page 7

11 undertaken as a matter of urgency and regularly reviewed throughout the course of her pregnancy. When a member of staff who is a display screen equipment user makes a reasonable request to be transferred to alternative duties during the term of her pregnancy, arrangements will be made to comply with this request without detriment to pay or conditions of employment. 16 Arrangements for Eye & Eyesight Testing The organisation has the following arrangements in place for the provision of eye and eyesight testing: If an employee is identified as being a display screen equipment user and requests an eye and eyesight test then the organisation will fund this test. Following the test, the employee should request the optometrist compile a report giving two copies to the employee stating whether the employee requires corrective appliances (normally spectacles) specifically for display screen equipment work and when re-examination should take place. Please note, any prescription and other confidential clinical information from the eye and eyesight test can only be provided to the employer with the employee s express consent. If either a new employee or an existing employee refuses to have an eye and eyesight test, the organisation will not try to force them to attend against their will. The organisation, however, will request that the employee signs a statement to the effect that they have been offered an eye and eyesight test but have refused this offer. This statement will be held on the employee s human resources file. Where, however, the new employee or existing employee requests an eye and eyesight test, and it is agreed with their manager that they are a user; the employee will make arrangements to have this test carried out by an optician or suitably qualified registered medical practitioner. When arranging this test, the employee should advise the optician or suitably qualified registered medical practitioner that they are having the eye test for display equipment purposes so that the optician/medical practitioner can provide a report to the employee and the organisation. Once completed, and having paid for the test, the employee should provide their manager with the opticians/medical practitioner s report and the receipts for the cost of the eye and eyesight test and for the purchase of any corrective appliances (spectacles) purchased specifically for display screen equipment use. The employee will also need to complete appendix 5 which can be found at the end of the policy. Please note the employee will only be reimbursed for the cost of these corrective appliances if they are a display screen equipment user and if they require them specifically for display screen equipment use. They will not be reimbursed if they require corrective appliances (spectacles) for any other reasons. The employee must ensure that it can be ascertained from the receipts what is to be refunded (e.g. if designer frames have been purchased, the receipt should show what it would have cost for basic frames and lenses as this is the amount up to 50 that the organisation will refund to the employee). Page 8

12 17 Frequency of Eye & Eyesight Tests The organisation will be guided by the clinical judgement of the optometrist with regard to the frequency of eye and eyesight tests for individual employees. The frequency of such tests will vary between individuals, according to factors such as age. Nonetheless, designated display screen equipment users will be eligible to request and receive, free of charge, eye and eyesight testing at two yearly intervals. Employees requesting a further eye and eyesight test should show their line managers evidence that the optician has advised them of the need for this repeat test bearing in mind that the repeat test is only due to display screen equipment work (e.g. to monitor a deteriorating eye condition compounded by work with display screen equipment). Please note: Employers are not responsible for any corrections for vision defects or examinations for eye complaints which are not related to display screen equipment work which may become necessary in the period. 18 Arrangements for Providing Corrective Appliances Where the eye and eyesight test reveals that the user requires special corrective appliances, such as spectacles prescribed to correct vision defects at the viewing distance and used specifically for display screen equipment work, the user will obtain a report from the optician to this effect and provide a copy to his/her manager. This report will also state when a re-examination should take place. If the employee purchases corrective appliances (spectacles) based on this report, the employee will be reimbursed up to 50 for the cost of basic frames and lenses as a contribution for these corrective appliances. If, however, users are permitted to choose their spectacles to correct eye or vision defects for purposes which include the user s work but go wider than that, employer s need contribute only the costs up to 50 attributable to the requirements of the job. The organisation will only pay up to 50 for corrective appliances upon receipt of a report from an Optician stating that the user requires them specifically for display equipment use. 19 Relevant Legislation The Health & Safety at Work Etc Act 1974 The Management of Health & Safety at Work Regulations 1999 The Display Screen Equipment Regulations 1992 (Amended 2002) The (Workplace) Health, Safety & Welfare Regulations 1992 The Equality Act 2010 Page 9

13 Appendix 1: Guidance on who is a display screen equipment (DSE) user When assessing if an employee is a display screen equipment user, the following should be considered: Does the employee: Use display screen equipment more or less continuously on most days. Normally use display screen equipment (DSE) for continuous or near-continuous spells of an hour or more at a time. Use display screen equipment in this way more or less daily Have to transfer information quickly to or from display screen equipment Also need to apply high levels of attention and concentration Or are highly dependent on display screen equipment Or have little choice about using it Or need special training or skills to use display screen equipment Please note: Part-time employees should be assessed using the same criteria. For instance, if they only work two days a week but spend most of that time on display screen equipment work, then they should be considered as a user. Page 10

14 Appendix 2: Criteria for Identifying DSE Users Display Screen Equipment Criteria for identifying users Name Location/Department Workstation ID Please tick one box only in each of rows 1 to 5 1. Do you depend on the computer to do 1.1 Yes No your work? 1 2. Frequency of use 1.2 Daily 2-3 days/week One day/week or less 3. Duration of use each day Less than 1 hour 1-3 hours More than 3 hours 4. Type of use Continuous (very few short breaks) Intermittent (regularly broken up by other work) 5. Level of concentration required High levels are required most of the time to ensure errors are not made Normal levels for most of the time but some jobs can be demanding Date form completed Please return this form to your Line Manager 1 This means there is no readily available alternative means to achieve the same result. Page 11

15 Appendix 3: Process Map for Obtaining an Eye and Eyesight Test. Employee (display screen equipment user) requests eye and eyesight test from Manager Employee visits optician and has eye and eyesight test Optician issues employee with report stating whether or not employee requires corrective appliances specifically for display screen equipment use. Both parties complete Record of Eyesight test form (appendix 4) Employee provides copy of this report to Manager Corrective appliances required specifically for display screen equipment use? Yes Employee purchases spectacles Provides receipt and record amount on the travel and subsistence claim No No further action Individual reimbursed through their monthly salary. Page 12

16 Appendix 4: Guidance on laptop use in relation to the Display Screen Equipment Regulations 1992 Laptop or portable computers enable people to send/receive or access information almost anywhere in the world. Whilst this freedom has advantages, there are problems associated with prolonged use of laptop computers. Laptops are designed for portability and have screens fixed to the keyboard. The keyboard and screen are much smaller and as a result, may not be clear. These features can result in individuals adopting poor postures. In addition, laptops are used in a variety of environments e.g. trains or cars, which can also make it difficult for the user to adopt a good posture. When using a laptop, the following matters should be considered: Risk Assessment and this Policy Laptops are covered by this Policy. Your laptop should be subject to a Display Screen Equipment Assessment, as would any desktop PC. Please note - this also applies to all other types of portable computers including Tough books Minimise Use Where possible use a full size PC. It is best to avoid using portables for long periods when full sized equipment is available. Minimise the length of continuous use. Take frequent breaks from the screen. Consideration should be given to using a docking station with full size screen and keyboard. The process of accessing your files on a laptop is made so much easier if you have access to a PC with docking facilities. In this case you don t need to bother about transferring files back and forth. The working environment Don t sit facing or with your back to a window. Extraneous reflections or light shining directly on the screen will make it more difficult to see the screen image. Move the laptop rather than leaning to one side to see the screen, Clean the screen. This simple advice is routinely overlooked. Most screens collect dust, finger print smudges and other contaminants. Removing them will help you see the screen better. Your comfort Think about your personal comfort. Try to position the laptop (within the limits of your environment) for the most comfortable use. Position the laptop for the type of activity; e.g. if you are mainly typing, the position of the keyboard should be your primary concern; if your activity is mainly screen based make sure you can see the screen comfortably. Avoid slouched/unsupported postures. Ensure that your forearms are horizontal when using the keyboard. There are a wide range of pointing devices available e.g. mice, tracker balls, nipple mouse etc. Select the device you find most comfortable to use. The integrated pointed devices which come with laptops can be quite difficult to use. If you are performing mouse intensive tasks consider using an external pointing device such as a mouse. When using a mouse the hand should be flat and the fingers relaxed. Adjust the contrast and brightness which should improve the image. Page 13

17 Have an eye check up if you find it difficult to see the screen clearly. (The cost of the check up may be covered by your line manager, depending on whether you are designated as a user.) If you regularly use your laptop to input a lot of data away from your base office, think about taking a full size PC keyboard with you. Most laptops provide a socket to plug in a keyboard. You will find it easier and more comfortable to key in the data. When using the laptop it is recommended you break for at least 5 minutes every 20 minutes. Your safety Ensure that equipment and/or leads are periodically tested for safety. Before each use inspect the leads to ensure they are not damaged and are not causing a tripping hazard. Remember that laptops and their peripherals such as carrying cases, batteries can be heavy. Plan well ahead what you need to carry with you. Bear in mind the principles of good manual handling techniques. Remember that people carrying laptops can be a target for snatches and muggings so don t leave your laptop unattended. You should also consider data protection issues relating to personal details which may be contained on your laptop. Ensure that your laptop is not left in your car in such a way that it causes a security risk. Page 14

18 Appendix 5: Record of an Eyesight Test Section 1: To be completed by Employee Name: Employee Number: Occupation:... Department: Signed:. Date:. Section 2: To be completed by Optometrist Date of eyesight test:. I confirm that the above person: Received an eyesight test for work with Display Screen Equipment (DSE). A prescription for corrective appliances for DSE work was required/not required * (*delete as appropriate) Name of Optometrist: Signed:. Address of Optometrist:.. Official Stamp: Once completed, please submit to payroll with a travel and subsistence claim form and receipt of your eye test and corrective appliances for DSE work. Please ensure you take copies of this form, your claim form and your receipts for your own records before submitting the originals. Page 15