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HSP04 – Display screen equipment

1Purpose

The purpose of this procedure is to ensure the Health & Safety of Display Screen Equipment (DSE) users through risk assessment, work organisaton, training and monitoring. The assessment of workstations will be used to identify and then control any significant risks in relation DSE use and to comply with the Health & Safety (Display Screen Equipment) Regulations.

2Responsibility

The Health & Safety representative is responsible for ensuring that an overview of workstation good practice is given as part of induction training and that the Company policy on eyetests and glasses is explained.

Line Managers are responsible for ensuring that an additional workstation assessment is carried out after completion of the 3-month probationary period if deemed necessary.

3Scope

The advice in this procedure generally applies to the whole work station, job and work environment, as well as the VDU (visual display unit), keyboard and other equipment.

4Regulations and definitions

The Health & Safety (Display Screen Equipment) Regulations apply to all employees who habitually use display screen equipment (DSE) as a significant part of their normal work. The provision of the Regulations includes; analysis of workstations to reduce risk, the planning of work so that DSE users can periodically interrupt their workload, the provision of eye and eyesight tests when requested and the provsion of Health & Safety training in the use of DSE.

With regard to the definition of a ‘user’, a person will be classified as a user if most or all of the following criteria apply:

  • The individual normally uses DSE for continuous spells of an hour or more at a time on a daily basis.
  • The individual must use DSE, i.e. the nature of the work does not allow discretion to use an alternative to DSE.
  • The job role involves the fast transfer of information requiring high levels of attention and concentration.
  • The individual depends on DSE to do their job.

5Assessment process

Every workstation is to be assessed in accordance with the assessment checklist. The assessment must be recorded, the workstation being clearly identified on the Display Screen Equipment checklist record (Appendix 1).

Workstations are to be assessed to ensure they meet the minimum requirements (good features) as set out in a schedule to the Regulations – the following are considered necessary to help ensure that the workstation does not have an adverse effect on the health, safety and welfare of persons at work.

5.1Display screen / workstation:

  • Charaters are defined, clear, of adequate size and spacing.
  • Brightness and contrast is adjustable.
  • Screen image is stable and flicker free.
  • Screen is capable of being tilted and swivelled.
  • Screen is free of reflective glare.
  • Keyboard is tiltable and separate from screen.
  • Sufficient space in front of keyboard to support wrists.
  • Worktop sufficiently large to allow flexible arrangement of screen, keyboard, documents and related equipment.
  • Work area allows comfortable positioning of hands for each task.
  • Adequate storage provided for work materials / equipment.
  • Seating and desk stable and allows freedom of movement.
  • Chair is adjustable in height and back of seat adjustable in height and tilt.
  • Footrests can be provided if user is unable to rest both feet firmly on the floor after seat height has been appropriately adjusted (to give horizontal forearms when typing).

5.2Environment

  • Where appropriate a document holder should be provided that is stable and adjustable and positioned so as to minimise the need for uncomfortable head and eye movement.
  • Document and screen should be approximately the same height and at the same distance as the screen from the user.
  • Space – Adequate clearance for thighs, knees, lower legs and feet under the work surface and between furniture components to allow for postural change.
  • Lighting – Adequate and satisfactory glare free lighting conditions. Screen to be positioned to avoid glare and distracting reflections. Windows causing reflections to be fitted with adjustable curtains or blinds.
  • Noise – Noise from equipment at or near workstations to be kept to levels that do not impair concentration.
  • Heat and Humidity – Ventilation and humidity should be maintained at a level which prevents discomfort.

6Reduction of risk

Tasks that require prolonged use of a display screen should be planned to incorporate activity breaks (5 minutes every 30 minutes) e.g. filing or photocopying. The purpose of these breaks is to prevent the onset of fatigue.

All Display Screen Equipment Users are to be given training on the use of the equipment and workstation to enable them to work with a minimum risk to health. Training will also cover this procedure and any entitlements that may arise.

DSE users are to make full use of the equipment provided and adjust it as required to ensure their own comfort. The following should be considered:

  • Adjust chair and VDU to find most comfortable position. As a guide, forearms should be approximately horizontal and eyes at the same height as the top of the VDU (see Appendix 2).
  • Try different arrangements of keyboard, screen, mouse and documents to find best arrangement.
  • Arrange desk and VDU to avoid glare or bright reflections on the screen – neither the user nor the screen should be facing windows or bright lights.
  • Make sure there is space under your desk to move legs freely. Move any obstacles such as boxes or equipment.
  • Avoid excess pressure from the edge of seat on backs of legs and knees. Use a foot rest where appropriate.
  • Adjust keyboard to get good keying position. A space in front of the keyboard may be helpful for resting hands and wrists when not keying.
  • Try to keep wrists straight when keying. Keep a soft touch on the keys and don’t overstretch fingers.
  • Position a mouse within easy reach so it can be used with wrists straight. Sit upright and close to the desk to avaoid working with mouse arm stretched.
  • Support forearm on the desk and don’t grip mouse too tightly.
  • Rest fingers lightly on mouse buttons and do not press buttons hard.
  • Adjust the brightness and contrast controls on the screen to suit local lighting conditions.
  • Make sure screen surface is clean.
  • In setting up software, choose options giving text that is large enough to read eadily on the screen when sitting in a normal, comfortable work position. Select colours that are easy on the eye (e.g. avoid red on a blue background or vice-versa). Involve IT as appropriate.
  • Ensure characters on the screen are focused and do not flicker or move. If the do, contact IT department as VDU may need servicing.
  • Don’t sit in the same position for long periods. Make sure posture is changed as often as is practicable. Some movement is desirable but avoid repeated stretching to reach things you need – if this does happen a lot, re-arrange the workstation.
  • Take opportunities to break from using the screen, e.g. to carry out filing or photocopying. If there are no natural breaks in the job, rest breaks should be planned – frequent short breaks are better than fewer long ones.

7Provision of eye tests

a)Any employee who is a regular display screen equipment user, and who believes they require optical correction to use the equipment, will be offered an eyesight test at an ophthalmic optician. These tests will be offered on request at the company's expense.

b)The purpose of the eye test is to decide whether the user has a defect of sight that requires correction when working with the display screen. The test is not to identify or rectify vision defects not related to display screen equipment work.

c)Where an optician prescribes glasses for use only with display screen equipment, the Company will provide these glasses in standard frames. Should the individual wish to purchase a more fashionable frame the Company will only pay a maximum sum determined periodically by the Company.

d)Users who belive they need an eye test must request it through the Personnel Officer. The company cannot accept responsibility for cost incurred should a user obtain a test independently and without approval, even if the test is specifically related to display screen equipment use.

Appendix 1 - DSE assessment checklist

DSE assessment checklist
DSE Ident: / Is operator classed as a ‘User’ (ref: HSP04 section 4): Y / N
Display Screen
1. Are charaters defined, clear, and of adequate size and spacing?
2. Is brightness and contrast adjustable?
3. Is screen image stable and flicker free?
4. Is screen capable of being tilted and swivelled?
5. Is screen free of reflective glare?
Confirm user been instructed on how to adjust display screen (signature): ……………….
Workstation
1. Is keyboard tiltable and separate from screen?
2. Is there sufficient space in front of keyboard to support wrists?
3. Is worktop sufficiently large to allow flexible worksation arrangement?
4. Is there adequate storage provided for work materials / equipment?
5. Is the seating and desk stable and does it allow freedom of movement?
6. Is user able to rest both feet on the floor with horizontal forearms (after seat adjustment)?
7. Is the chair adjustable in height and back of seat adjustable in height and tilt?
(Note: Does not require separate adjustsments, provided comfortable posture is achieved)
Environment
1. Based on type of work, is a document holder required?
2. If a document holder is used, is it at same height and distance from screen?
3. Is there adequate clearance for thighs, knees, lower legs and feet under the work surface?
4. Does work surface and furniture component clearance allow for postural change?
5. Is there adequate and satisfactory glare free lighting conditions at the workstation?
6. Has screen been positioned to avoid glare and distracting reflections?
7. Are any windows causing reflections fitted with adjustable curtains or blinds?
8. Is noise from any equipment at or near workstations at a reasonable level?
9. Is ventilation and humidity maintained at a level which prevents discomfort? / Y/N
Y/N
Y/N
Y/N
Y/N
-
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
-
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Y/N
Assessment Conclusion:
1. DSE Worksation found to generally meet above requirements at time of assessment.
2. DSE Worksation adjusted during assessment to meet above applicable requiriements.
3. Furher Action required as follows: tick
i)Footrests to be provided
ii)Document holder to be provided
iii)Anti-glare screen to be provided
iv)Eye test requested / Agreed by ML: ……………… Date: …………
Assessment carried out by: ……………………………………. Date:………………………

Appendix 2 – Correct use of VDUs

  • Adjust chair height so hands and forearems are level with the keyboard and shoulders are relaxed.
  • Adjust chair back to support small of back.
  • Use footrest if needed.
  • Ensure screen and keyboard are straight ahead.
  • Do not twist body.
  • Ensure screen is approximately 60cm from eyees and 0 to 15 degrees below eye level.
  • Leave a space in front of the keyboard to support hands / wrists when not keying.

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HSP04 Display Screen Equipment