Ludlow Junior School Display Screen Equipment (DSE) Guidance

Transcription

1 This guidance is designed as a guide for all Ludlow Junior School, employees who work with Display Screen Equipment (DSE) and for the people responsible for managing those employees to comply with the Health and Safety (Display Screen Equipment) Regulations It is designed to answer most of the questions asked about DSE and summarises legislation relating to DSE work and how to comply with the legislation. There is also guidance on simple adjustments that can be made to workstations and equipment to improve the comfort of the user. This document covers both conventional (cathode ray tube, TV-style) screens and flat-panel displays such as those used in portable, laptop computers and applies to the whole workstation, task and work environment, as well as to the DSE, keyboard and other equipment. Contents 1 Introduction 2 2 Terminology 2 3 Legislation 2 4 Risk Assessment 3 5 Key Responsibilities The Headteacher Information Technology (IT) Officer Health and Safety Adviser Display Screen Users Record Keeping 6 6 Health and Safety Issues General Portable Computers (Laptops and Notebooks) 6 7 Information and Training 7 8 Visual Rest Breaks 7 9 Radiation and Pregnancy 7 Page Appendix A 8 Workstation Checklist Page 1

2 1. Introduction This Instruction is designed to provide guidance to all levels of the organisation on the risks posed by DSE and how to minimise or control those risks. It also seeks to outline how the organisation complies with the Display Screen Equipment Regulations through a combination of measures, including: Identification of personnel at risk Assessments of each workstation by the workstation s user Identification and implementation of controls to reduce, as far as is reasonably practicable, hazards to staff Provision of health advice to personnel at risk, including ophthalmic advice and assistance on request Responsibility for implementation of the above measures rests with the Headteacher, with the assistance of the School s Health and Safety Advisor. 2. Terminology The terms DSE, VDT, monitor and DSE are often used interchangeably when referring to working with computers and this often results in confusion. However, all these terms mean the same thing a display screen, usually forming part of a computer and showing text, numbers or graphics. 2.1 The term workstation is also used and this refers to the DSE, any accessories and associated equipment such as printer, document holder, desk and chair and also includes the immediate work environment around the equipment. 2.2 Another term often used is that of DSE User. Put simply a DSE User is someone who routinely uses DSE for significant periods of their normal daily work. DSE Users include the obvious such as clerical support but can also include Teachers and other staff if their work involves significant use of DSE. 3. Legislation The Health and Safety (Display Screen Equipment) Regulations 1992 require employers to minimise the risks in DSE work by ensuring that workplaces and jobs are well designed. They apply to both employees working on School premises and those working remotely, for example from home, if they habitually use DSE for a significant part of their normal work. 3.1 Regulations require risk assessments to be undertaken on workstations, with particular consideration being given to the risk of muscular-skeletal discomfort, visual disturbance and mental stress. The assessment must consider the whole workstation including equipment, furniture and the work environment; the job being done and any special needs of individual staff. Where risks are identified, steps must be taken to reduce them, so far as is reasonably practicable. 3.2 There is also a requirement to ensure that work is organised to ensure regular breaks from DSE work. Training and information must also be given to DSE Users before they begin to use DSE and whenever their work or workstation significantly changes to enable them to use the equipment safely. 3.3 Legislation also requires that DSE Users be provided with eye and eyesight tests should they request them, paid for by the employer and corrective spectacles where specifically necessary for DSE work, also paid for by the employers to a cost agreed by the organisation. 4. Risk Assessment The risks presented by some aspects of portable computer use are no worse than those presented by desktop equipment. However, some other aspects, particularly manual handling, should be of greater concern to users and their Headteacher. There are risks and symptoms of discomfort associated with the use Page 2

3 of both portable and desktop equipment that need to be addressed by employers and purchasers of computer equipment for the School. They should make their requirements clearly known to manufacturers and suppliers. 4.1 There is a duty to undertake a risk assessment of each individual workstation and DSE Users should assist in this process by completing self-assessments (Display Screen Equipment Self Assessment Checklist). This assessment is completed annually and submitted to the Headteacher for recording and consultation. Each workstation should be assessed for all Users who will use it. Assessments should also be carried out for persons using DSE at home and for staff required to use portable, laptop computers. 4.2 Where significant findings are identified by the self-assessment, a full risk assessment should be undertaken. The purpose of risk assessment is to evaluate the risks to health and reduce them to the lowest level reasonably practicable. 4.3 The assessment should adequately identify the risks posed to individuals. If risks are identified, corrective action must be taken. The overriding principle of workplace ergonomics is to adapt the workplace to the worker not the worker to the workplace. Priority should be given to applying control measures that protect the whole workforce rather than individuals, such as the provision of blinds to windows as opposed to the provision of individual screen filters. Any control measures introduced should be reasonably practicable and reflect the risk that individuals face from the use of DSE. Simple solutions should be tried at first, such as the re-siting of equipment or adjusting the chair before applying expensive solutions. The control measures that are required should be detailed on the risk assessment. 4.4 Records need not be kept except where significant risks have been identified or where a particular individual or group of individuals is at risk. As is usual with all assessments, they should be reviewed when there is a change in either the individual who uses the workstation or there has been a significant change in the workstation. Examples would include a major change in: The software; The equipment; The workstation furniture; Working practices; The location of the workstation; The working environment. 4.5 Assessments would also need to be reviewed if new hazards are identified which were not adequately covered during the original assessment. 5. Key Responsibilities 5.1 The Headteacher The Headteacher is responsible for ensuring that all newly appointed DSE users, including those who use portable computers, are aware of the contents of this document and are familiar with the current software packages in use within the School. Where necessary they should arrange support and training to enable DSE Users to work safely and efficiently. When new IT equipment or software is introduced into the organisation a programme of familiarisation/training should be developed in conjunction with the IT Officer and Health and Safety Adviser prior to implementing the equipment or software. A record of all such training should be retained by the School Administration staff The Headteacher should also ensure that all existing DSE Users complete a DSE Assessment annually and that all newly appointed DSE Users complete the form upon appointment as part of their induction. The Headteacher must note the content of the assessment and take any necessary action to rectify any issues Page 3

4 that are of concern where they are able, referring to the Health and Safety Adviser for advice and support in any issues that cannot be remedied locally Where an employee raises a health and safety issue related to the use of DSE through their Headteacher, the School will: Take all necessary steps to investigate the circumstances Take corrective measures where appropriate Advise the employee of the actions taken 5.2 Information Technology (IT) Officer The IT Officer is responsible for identifying relevant developmental IT training packages for the School and when necessary supporting any allied IT training. When selecting new IT equipment including portable computers and software, considerations regarding training should be taken in consultation with the Headteacher and Health and Safety Adviser. 5.3 Health and Safety Adviser The Health and Safety Adviser will provide support and guidance to the Headteacher and DSE users when undertaking DSE Assessments and when considering DSE training. 5.4 Display Screen Users All DSE users will complete an assessment form on appointment and annually thereafter and submit the completed form to their Headteacher for recording and consultation. Any areas of concern should in the first instance be discussed between the DSE user and their Headteacher, who will endeavour to rectify any problems the assessment identifies. In the case of an adverse health condition, all DSE users should advise their Headteacher and seek the advice of their GP. Where a problem arises in the use of DSE, the employee must follow the following procedures: Inform their Headteacher immediately. In the case of an adverse health condition, advise the organisation and their own GP. 5.5 Record Keeping The following records must be kept: a) The results of workstation assessments - The Headteacher and H&S Adviser b) Actions taken as a result of workstation assessments - The Headteacher c) Eye and eyesight tests School Administrator d) The supply of corrective appliances School Administrator e) The provision of training School Administrator f) Information given to employees School Administrator g) Complaints of alleged or actual DSE-related ill health - Occupation Health Provider & H&S Adviser h) Action taken in respect of such complaints - The Headteacher The Headteacher will arrange to audit and review all DSE Self-assessments) annually in xxxx, all selfassessments that have changed must be sent to the H&S Adviser. 6. Health and Safety Issues 6.1 General DSE can be used in complete safety by following three simple measures: Adjust furniture and equipment to suit your needs - do not adjust your own posture to suit the workstation. Avoid adopting a static posture and avoid prolonged DSE work without a change of activity. Page 4

5 Always report problems with your furniture, equipment or health as soon as these arise As with all equipment, many health and safety issues can be addressed at the point of procurement, particularly when procuring laptops. Consideration should be given to the following features when purchasing new equipment: As low a weight as possible (e.g. less than 3 kg including accessories). A large clear screen (e.g. at least 14" diagonal). Detachable or height adjustable screen. Long battery life (or extra transformer/cable sets in each location where the equipment is used to avoid the need to carry these). Touch pad, roller ball or external mouse, not the nipple type of track point device. Facility for attaching external mouse/keypad. Wrist pad between the keyboard and the front edge of the portable computer. Tilt adjustable keyboard. Friction pads on base to prevent sliding during use. Sufficient memory and speed for the necessary applications. Add-ons that improve usability and reduce maintenance time, such as additional memory and removable CD-ROM drives. Lightweight carrying case with handle and shoulder straps; a rucksack style bag distributes the weight most effectively, providing that both straps are used In addition to the above, both prior to and throughout the use of all DSE equipment the following should also be considered, as and where appropriate: All staff using laptop computers should receive health and safety training relevant to the type(s) of equipment in use. Guidance should be provided on the setting up and use of docking stations and on the safe use of portable equipment when a docking station is not available. Regular breaks should be taken during DSE use. Manual handling risk assessments should be carried out for portable computer equipment and manual handling training should be provided to all those using portable computer equipment. Staff should only use portable equipment when out of the office or when a docking station is unavailable. External keyboards, screens or full docking stations should be provided where portable equipment would otherwise be in prolonged use. Portable use in non-ideal locations (e.g. trains, planes, etc) should be minimised. Staff should be encouraged to report any discomfort associated with the use of DSE at the earliest opportunity - The Headteacher and staff should be aware of direct correlation between increased discomfort and increased computer use. 6.2 Portable Computers (Laptops and Notebooks) There is an increasing use of laptop computers as portable offices with employees taking their equipment, between various places of work. As a result, in addition to the above issues identified, there is the risk of violence and theft. Control measures that may be considered to address such risks might include: Parking in public places. Provision of a mobile phone or personal alarm or similar to summon help. Use of back-up devices (CDs, memory cards) to store information. Instructions on how to handle aggressive/potentially violent situations. Page 5

6 7. Information and Training The organisation will give sufficient information, instruction and training as is necessary to ensure the health and safety of all workers who use DSE. This provision also applies to persons not in direct employment, such as temporary staff. The Headteacher and Supervisors who are responsible for DSE users will also be given appropriate information and training and will be responsible for ensuring that appropriate levels of training are given to their staff. 8. Visual Rest Breaks The purpose of a break from DSE work is to prevent the onset of fatigue. Whilst there is no prescribed frequency or duration of breaks from DSE work, where possible, users will be given the discretion to decide the timing and extent of off-screen tasks. Users are encouraged, and will be expected, to take opportunities to carry out suitable off screen tasks. However, any employee who believes that their DSE workload does not permit adequate breaks should bring this to the attention of their Headteacher. 9. Radiation and Pregnancy There are no risks when using DSE of exposure to radiation. The amount of radiation emitted from DSE is much less than that from the natural environment, indeed such items as fluorescent lights, TVs, toasters and irons emit similar or in some cases greater, amounts of radiation. Completing this checklist enables you to carry out an assessment of your own workstation. Page 6

7 10. Self-Assessment Checklist Please read the Guidance on Working with Display Screen Equipment, before completing the form. Tick the answers that most apply and add any comments or suggestions in the boxes provided. This form can be completed at any time; however it should be reviewed annually in xxxx and handed to the School Administrator. They will discuss any issues with you and take any necessary action, before forwarding a copy to the Headteacher. Name: Department: Work Station Location: Work Station Number: Pay Roll Number: Tick Yes or No DISPLAY SCREEN EQUIPMENT Yes No 1. Is the screen easy to swivel and tilt? 2. Is the height of the screen suitable? 3. Is the screen free from glare or reflections? 4. Can you easily adjust the brightness and contrast controls? 5. Is the screen image stable and flicker-free? 6 Are the characters easy to define? 7. Can the screen be positioned to suit your position? KEYBOARD Yes No 8. Is the keyboard separate from the screen? 9. Can you tilt the keyboard? 10. Can you rest your arms on the table in front of the keyboard whilst typing? 11. Are the characters on the keyboard legible? 12. Is the keyboard easy to use and free from reflections? OTHER DESK EQUIPMENT Yes No 13. Is other desk equipment within easy reach? 14. If document holders are provided and are they in line with the screen? WORK SURFACE Yes No 15. Is there space on the desk to allow for optimum positioning of equipment? 16. Is the desk free from reflections? 17. Is the height of the desk suitable? 18. Is there enough space beneath and around your desk? CHAIR Yes No 19. Can you adjust the height of the chair? 20. Is the seat back adjustable? 21. Can you comfortably place your feet on the floor whilst seated? 22. Can you easily move the chair and is it stable? 23. Is it possible to move the chair close to the desk? ENVIRONMENT Yes No 24. Is there adequate contrast between lighting in the room and the screen? 25. Would you rate the general level of lighting as adequate? 26. Is your work area free from reflections and glare? 27. Can you work without being distracted by the noise of office equipment? Page 7

8 28. Would you rate the temperature at your workstation as comfortable? 29. Would you rate the humidity level at your workstation as comfortable? 30. Would you rate the level of ventilation as adequate? OPERATOR Yes No 31. Do you understand how to use the software? 32. Do you find the help and error messages useful and easy to understand? TRAINING and INFORMATION Yes No 33. Have you been trained how to use your workstation equipment? 34. Have you received training on the use of the software? 35. Have you been informed as to the availability of free eye tests? 36. Do you know the procedure for reporting a defect or problem? 37. Do you know how to use the mouse to prevent aches and pains occurring? GENERAL Yes No 38. Do you suffer from eye strain, migraines or aching upper limbs? 39. DSE User s Comments: Signed: Date: 40. School Administrator s Comments/Actions: Copy passed to Headteacher (if necessary) on (Date): Name: Signed: Date: Page 8