Health & Safety at Work
Safety Note 10.2
DISPLAY SCREEN EQUIPMENT
Risk Assessment of work and workstations
Notes for Assessors
AC/ACH Aug 1998
VDU\AssessorNotes98.revJun2010SCM Revised Jun 2010
INDEX
Page
1.Introduction 1
2.Risk assessment 1
3.Identification of "Users" and their workstations 1
4.Review of assessments 2
5.Reduction of risk 2
6.Information and training 3
7.Standard of workstations 3
Appendix 1:Display screen workstation check-list 4
Appendix 2:Workstations: minimum ergonomic standards11
Appendix 3:Identification of Users questionnaire13
1.INTRODUCTION
The majority of University employees use personal computers in their work and the trend to increased use is unlikely to be reversed. In particular, the use by academic staff has grown and many regard their display screen equipment as an indispensable work tool. Although the Health and Safety (Display Screen Equipment) Regulations 1992as amended by the Health and Safety (Miscellaneous Amendments) Regulations 2002,apply only to those staff formally designated as "Users" under the Regulations, the general legal duty of care and the requirement under the Management of Health and Safety at Work Regulations 1992 for the assessment of risks involved with work means that ALL display screen equipment (DSE) work and workstations must be assessed and any risks involved adequately controlled.
The risks relate to musculo-skeletal problems, visual fatigue and mental stress are not confined to this type of work. It is known, however, that the risk of harm to an individual worker carrying out typical display screen work is low and can be reduced to a negligible level by the application of good ergonomic principles to the design of the workstation and the job.
The term "workstation" is used to describe accessories such as printers, the furniture, the telephone and the surrounding work environment in addition to the display screen equipment itself, the most familiar of which is the personal computer used for applications such as word processing.
2.RISK ASSESSMENT
The purpose of an assessment is to identify any hazards and then evaluate the risks. A hazard is something with the potential to cause harm; risk expresses the likelihood that the harm will be realised and its severity.
The assessment needs to be systematic, appropriate to the degree of risk, comprehensive covering organisation of the task , workplace and individual factors, and involve the worker. For these reasons, an ergonomic check-list (see Appendix 1) has been devised. This should be completed by the Assessor in conjunction with the ‘user’. The check-list has been designed so that positive answers indicate that the equipment and the work environment meet at least the minimum requirements set out in the DSE Regulations and that the risks involved with the work are being controlledadequately. The assessor may need to take into account the special needs of some workers, e.g. if they are disabled.
The check-list applies to a standard office set-up involving the use of a desk top personal computer. However, laptop computers are increasingly being purchased and used as a substitute for a desk top version. This practice should be discouraged as laptops are specifically designed for occasional use and not ergonomically compatible with prolonged use, unless it has been assessed and set up according to the same ergonomic principles that apply to the standard desk top PC.
When assessing a workstation, the ownership of the DSE is irrelevant. If it is used for the purposes of University work, then it should be included. This extends to workstations used by employees required to work at home.
The assessor must record their findings from each assessment on the check-list (see Appendix 1). This record must be retained within the school/department for future reference.
3.IDENTIFICATION OF "USERS" AND THEIR WORKSTATIONS
The risk of suffering from ill-health effects associated with DSE work is obviously greater for those employees who habitually use such equipment for a significant proportion of their working day compared with those who are occasional operators only. The DSE Regulations are designed to protect such employees who are legally defined as "Users". The Regulations give them the right to eye and eyesight tests and, if necessary, the provision of basic spectacles for DSE work at their employer's expense, and require that their workstations conform to certain minimum ergonomic standards. See the HSE document Work with display screen equipment – guidance on regulations. This will apply to any member of staff who is required to use a computer for more than an hour a day and more or less daily and whose role is solely dependant on the use of the computer to be able to carry it out.
NBDetails of the University's procedure for eye and eyesight tests and the purchase of spectacles is given in the document Safety Note 10.1 "Display Screen Equipment; University policy and its implementation; information and guidance for Heads of School/Department".
Because of these legal consequences, assessors must identify those employees who qualify as Users as part of the assessment procedure. A questionnaire has been devised to help assessors with this task [see Appendix 3].
4.REVIEW OF ASSESSMENTS
An assessor must review and, if necessary, revise an assessment, or the relevant part of it, if there is a major change in the work or the workstation or if the worker changes. Some examples of significant change to the work or workstation are:
(i)a major change to the hardware or software used;
(ii)a major change in the workstation furniture or lighting;
(iii)a substantial increase in the amount of time required to be spent using display screen equipment;
(iv)a substantial change in other task requirements, e.g. more speed or accuracy, and
(v)the relocation of the workstation.
Similarly, an assessor must review an assessment as part of the investigation into a report of ill-health thought to be related to display screen work.
5.REDUCTION OF RISK
Any matters identified by the assessment affecting or with the potential of affecting the health and safety of the worker must be remedied as soon as possible. For typical display screen work, such as use of a VDU in an office, remedial action is often straightforward.
5.1Musculo-skeletal problems
These might be resolved by adjustment of the equipment or the chair. Any musculoskeletal problems not resolved by simple adjustments should be reported to Occupational Health on the Work-related ill health form.
5.2Visual problems
Problems with lighting levels and glare may require the provision of more appropriate lighting and/or window blinds. It may also be appropriate for the worker to have his/her eyesight checked, to discover whether spectacles - or new ones - are required. (Reminder - those designated as Users are entitled to free eye tests and, if necessary, basicspectacles specifically for DSE work).
5.3Fatigue and stress
This may be caused by the same factors which cause postural and visual problems and the above solutions may result in their reduction also. However, the requirements of the job itself will be important and should be considered. To minimise fatigue and stress, there should be some element of personal control by the user over the pace and nature of the task whenever possible. Training, advice and information on the use of the software, as well as on health and safety risks, should be available.
5.4Laptop computers
The use of laptops for prolonged periods is discouraged unless they are set up in a docking station, with a separate keyboard and mouse and comply with all the ergonomic principles of a normal desk top computer to minimise the risks of adverse health effects.
Because of the smaller screen and keyboard, a laptop is less comfortable to use for prolonged periods than a normal desk top computer. All staff should be provided with a basic desk top computer for daily use.
When a laptop is used the advice given above about sitting comfortably, minimising reflections on the screen and taking frequent breaks if the work is prolonged should be followed. See Guidance for the use of laptops.
6.INFORMATION AND TRAINING
The Safety, Health and Environment Unit periodically arranges information and training sessions. However, because of their infrequency, assessors must ensure that workers are aware of the risks involved with DSE work and how they can minimise them. Staff should be directed to the Learning Link for guidance on setting up their own workstations. In addition, the SHE Unit has produced guidance notes – Safety Note 10.3 "Display Screen Equipment: Health and safety information and guidance for Users" - and assessors must inform Users that these notes are published on the SHE Unit’s web site. Assessors must ensure that other workers are familiar with the guidance sheet "Display Screen Equipment: Safety notes for students and occasional users", also published on the SHE Unit’s website.
7.STANDARD OF WORKSTATIONS
Assessors must ensure that Users’ workstations are upgraded, where necessary, to meet at least the minimum ergonomic requirements. Those for a standard office set-up are detailed in a Schedule to the Regulations and are summarised in Appendix 2.
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Appendix 1
DISPLAY SCREEN WORKSTATION CHECK-LIST (June 2010)
User: ……………………………………..Building: ………………………………..Room number: ……….....…
School/Dept.: …………………………..
Approximate date of first use: ……….Date of attendance at DSE Users’ training course:…………………….....
Assessor: ………………………………..Date of assessment: ......
Action required?Yes/NoPriority Level:H / M / LDate all actions completed: ......
Please circle as appropriate N/A - not applicableCOMMENTS/ACTIONS REQUIRED/ACTIONS COMPLETED
A.CHAIR
Is it stable?YesNo
Does it have a 5 star baseconfiguration?YesNo
Does it swivel to give access
to work surface and storage?YesNo
Is the seat pan depthsatisfactory?YesNo
Is the seat height adjustable? YesNo
Is the backrest height adjustable?YesNo
Does the backrest tilt?YesNo
Are the mechanisms for adjustments
easy to operate?YesNo
COMMENTS/ACTIONS REQUIRED/ACTIONS COMPLETED
B. DESK
Is there sufficient clearance
from floor to underside of desk
to allow comfortable working?YesNo
Is the desk stable?YesNo
Is it deep enough for the
equipment and task?YesNo
Is it wide enough for the
equipment and task?YesNo
Does it have a matt finish?YesNo
Are the user’s fingers level with the
home keys when the elbows
are at right angles?YesNo
Is there space to stretch the
legs whilst at the desk?YesNo
Is there sufficient space to
allow support of hands and wrists
(5cm - 10cm in front of keyboard)YesNo
COMMENTS/ACTIONS REQUIRED/ACTIONS COMPLETED
C.DISPLAY SCREEN
Is the image:clear?YesNo
stable?YesNo
free from flicker?YesNo
Are there brightness/contrastcontrols?YesNo
Are they suitably adjusted?YesNo
Does the screen tilt/swivel?YesNo
D. KEYBOARD
Is it separate from the screen?YesNo
Is it tiltable?YesNo
Does it have:a matt surround?YesNo
non-reflective keys?YesNo
legible symbols?YesNo
Does it feel comfortable to use?YesNo
E. MOUSE
Is the mouse or mouse substitute
positioned to avoid stretching of
the arm?YesNo
Is the mouse pointer motion
appropriate to the tasks performed?Yes No
COMMENTS/ACTIONS REQUIRED/ACTIONS COMPLETED
F.WORKING POSTURE
Is the distance between the screen
and the forehead approximately
35cm - 70cm?YesNo
Are the eyes cast down at an angle
of approximately 15-20degrees?YesNo
G. DOCUMENT HOLDER
If it is necessary, is one provided?YesNo
H.FOOT REST
If the user’s feet do not touch
the ground when seated at the
screen, is a foot rest provided?YesNo
If so, is it adjustable?YesNo
I.LAYOUT
Is the space in the work area
as a whole sufficient for the
number of people and amount
of furniture and equipment?YesNo
Does the layout allow easy escape
in an emergency situation?YesNo
Does the user feel they have
sufficient space to work in?YesNo
COMMENTS/ACTIONS REQUIRED/ACTIONS COMPLETED
J.HEATING AND VENTILATION
Is there sufficient space for
the dissipation of heat from
equipment and people?YesNo
K. LIGHTING
Is the lighting satisfactory:
in the workplace generally?YesNo
at the desk?YesNo
If required, is there additional
lighting at the desk?YesNo
Are there blinds at the window?YesNo
Can the screen be positioned so
that glare or reflection from the
window or lights is eliminated?YesNo
L.NOISE
Is the user able to work without
being disturbed by background
noise?YesNo
Is the user able to hold telephone or work-
related conversations without being
interrupted by background noiseYesNo
COMMENTS/ACTIONS REQUIRED/ACTIONS COMPLETED
M.SOFTWARE
Is the software suitable for the task?YesNo
Is it easy to use?YesNo
N.WORK REQUIREMENTS
Is screen work organised so that
breaks for other tasks occur
naturally throughout the day?YesNo
O.GENERAL
Does the equipment have
in-date electrical test label/s?YesNo
Is the floor free from trailing cables?YesNo
- PERSONAL HEALTH
Does the user have any health concerns
that they believe are related to using the
DSE equipment?YesNo
If yes, have these concerns been reported
to the supervisor/manager using the
Work Related Ill Health Report Form?YesNo
ACTIONS REQUIRED/STILL OUTSTANDING / BY WHOM / DATE COMPLETEDAssessor’s Signature:Date:
I confirm that I was present throughout the assessment of my workstation and noted the comments by the Assessor.
User’s Signature: ……………………………………………
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Appendix 2
Workstations: minimum ergonomic standards
The schedule to the Regulations sets out minimum requirements for workstations, applicable mainly to typical office workstations. For substantially different tasks, or in particular circumstances, the requirements may well be inappropriate. Wheelchair users may also have special requirements.
This Appendix summarises the recommendations for a typical office workstation currently published by the Health and Safety Executive‘Work with display screen equipment – guidance on regulations’. Adherence to its standards would fulfil the legal requirements set by the Regulations.
1.The display screen
The choice of display screen should be considered in relation to other elements of the work system. The screen characters should be clear and stable. The screen should be free from excessive flicker or glare. To satisfy the user's individual needs, it should have both brightness and contrast controls and the screen should swivel and tilt easily to help eliminate distracting reflections.
2.The keyboard
The keyboard should be tiltable and detached from the screen, to allow for individual adjustment. To minimise reflections, keys and surround should have a matt finish.
3.The desk or work surface
This needs to be sufficiently large to accommodate both the display screen equipment and associated documents and equipment. It must be deep enough to permit the user to place the screen at an adequate distance for visual comfort. There must be room for the keyboard to be placed in a satisfactory position and allow sufficient space between it and the front edge of the desk for the user to rest his/her wrists if required.
The desk must be stable. It should have a non-reflective finish to minimise distracting reflections from windows.
4.The chair
A well-designed chair is essential for users to maintain a good posture and thereby minimise the risk of developing musculo-skeletal complaints. Clearly, the importance of the chair will vary with the length of time the user spends in it during a typical working week. Specially designed chairs are not needed for workstations which are only used for short periods by any one person. Chairs suitable for extended use by one person should have the features described below. However, even the best chairs will not be effective unless they are properly adjusted for each individual user. Please see the Occupational Health recommended chair in the University’s furnishing catalogue Pg 37.
- A 5-star base configuration for stability.
- Castors for use on carpeted floors or gliders for use on hard floors.
- Easy rotation to give access away from the desk.
- Adjustable in height
- Back-rest which adjusts in height and tilt
- An adequately deep seat pan
- Good support, especially for the small of the back.
- Rolled and padded front edge to seat to avoid pressure under thighs.
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5.Footrests
Workstation users of short stature may need to be provided with a footrest if, when in the correct seated position, their feet do not comfortably reach the floor. It should be height and tilt adjustable It should also be large enough to enable the worker to vary the position of the feet.
6.Document holders
For applications such as copy typing where there is a need for constant reference to documents, a properly designed and adjustable document holder should be provided. The user should be able to position the document holder next to the screen and at approximately the same distance, so that the need to constantly re-focus the eyes from screen to document is minimised.
7.Lighting
Appropriate lighting is essential for the avoidance of eyestrain. Where appropriate, blinds should be fitted at windows to minimise reflective glare.
8.Task design and software
Inappropriate task design can be a cause of stress at work. To reduce the likelihood of this, it is advantageous to design jobs in such a way as to offer users variety, opportunities to exercise discretion, opportunities for learning and appropriate feedback. Software should be suitable for the task and easy to use.
9.Sources of information
The recommendations in this Appendix have been taken from a number of sources, including
Work with display screen equipment – guidance on regulationsHealth and Safety Executive.