Introductions, Regulations and requirements

The Display Screen Equipment Regulations 1992 (amended 2002) are made under the Health and Safety at Work Act and place a legal requirement on employers to assess computer workstations and control the risks to health arising out of their use.

The Regulations cover ‘Display Screen Equipment” (DSE)

DSE equipment are devices that have a display screen and include laptops, touch screens and other similar devices.

Health Problems associated with DSE

• Upper limb disorders including pains in the neck, arms, elbows, wrists, hands or fingers
• Backache
• Fatigue and stress
• Temporary eye strain (but not eye damage) and headaches

These problems can also be experienced from poorly designed workstations or work environments.

The Display Screen Regulations require employers to:

• Decide who is covered by the regulations (Users and Operators)
• Train users and assessors
• Analyse workstations to assess and reduce risks
• Provide eye tests on request and special spectacles if needed
• Provide information and training.

1.1 Definition of display screen user and workstation

The Health and Safety (Display Screen Equipment) Regulations apply to workers who use DSE daily, for an hour or more at a time. These workers are described as ‘DSE users’. The regulations don’t apply to workers who use DSE infrequently or only use it for a short time.

The law applies if users are, for example:

• working at a fixed workstation, this includes hot-desking;
• mobile workers working with portable devices;
• using a workstation at home;

or

• normally use DSE for continuous or near continuous spells of an hour or more at a time; and
• use DSE in this way more or less daily; and
• have to transfer information quickly to or from the DSE; and also
• need to apply high levels of attention and concentration or are highly dependent on DSE or have little choice about using it or need special training or skills to use the DSE.

All of the above applies to part time, agency or temporary staff, volunteers, homeworking and hot-desking.

The decision to designate a person as a user rests with the person’s Line Manager and, if necessary, advice should be taken from the Health and Safety Team.

Display Screen Operators – are other employers’ employees for example temporary or agency workers and the self-employed who use equipment supplied by Buckinghamshire Council. 

Definition of a Workstation

The workstation, as defined, is the assembly including the screen, keyboard, other parts of the computer and its accessories (such as the mouse or other input device), the desk, chair and the immediate work environment.

1.2 Training and information

There is a legal requirement to train workstation users. All new employees to Buckinghamshire Council (BC) should complete mandatory health and safety induction e-learning which includes ‘Using a Workstation’. Existing BC employees that have not completed this can access this at any time and should be encouraged to do so. There is also guidance for employees available in Appendix 1.

Schools are responsible for training their users of DSE. Employees should be given a copy of Appendix 1 and encouraged to follow the guidance. Displaying posters relating to posture and adjusting chairs is a helpful reminder. You can find suitable posters to display or send to users by visiting Posturite: Advice sheets 

Users must also be adequately trained on the general and specific software they use for their job role.

1.3 Assessment of DSE users

Display screen assessments are carried out by completing the HSE self-assessment checklist:

Workstation Assessment

This must be carried out:

• on appointment as a user or operator
• if a person becomes a user
• following a significant change to the workstation, work or software
• if the user uses another workstation regularly that he/she considers, is not set up correctly or
  is causing discomfort

More than one assessment may be needed if the user is also an Agile Worker.

On completion, the user should make any adjustments possible and discuss any remaining issues with their line manager. The user’s line manager will agree any action to be taken with the user to include the provision of equipment such as an alternative mouse, keyboard or screen, a footrest or adjustable chair or desk. This would also include equipment for agile workers such as lightweight laptops, laptop risers, suitable wheeled bags or rucksacks and mobile phones. Shortcomings identified by the assessment must be rectified as soon as reasonably practicable. If there is a delay in resolving a problem, which may lead to adverse effects on health, then suitable temporary measures must be taken.

If all possible actions have been implemented and the user is suffering from fatigue or pain, the line manager or user should contact the Health and Safety Team to arrange for an individual assessment to be undertaken. Contact via email to healthandsafety@buckinghamshire.gov.uk. 

Please note that this would not include an assessment of a person’s home unless it is their primary designated place of work. If the employee has chosen to work from home but has difficulty with their home set-up which cannot be resolved, a workstation in a BC premises should be made available.

Re-Assessment

A re-assessment must be carried out:

• If the individual experiences any health problems associated with use of DSE
• When changes are made to the equipment, furniture, work environment or software.
• If the tasks change for example longer periods spent using the equipment, a new job role or changes in software which may require extra training.
• If the employee becomes pregnant.

1.4 Agile working and home-working

An agile worker could work from several BC offices or hot-desks, from home, in a public place such as a café, on public transport or from their car. Risks to agile workers must be assessed and suitable control measures for safety included in Job Role Risk Assessments.

If the employee is a designated homeworker i.e. this is their main place of work then BC will provide equipment as necessary. If the employee chooses to work from home but is not able to work comfortably within the DSE guidelines or is suffering from pain or ill health as a result of working from home, then there must be an office based workstation available to use. However it is good practice to provide small items of equipment such as laptop riser, mouse and separate keyboard to alleviate problems if possible when it suits the employee for work/life balance and their job role to work from home. Refer to guidance on Working From Home on The Source.

Please note that it is the responsibility of the manager to ensure that all items of equipment meet the relevant standards.

1.5 Eye tests

Employees designated as DSE users are entitled to payment for regular eye tests which are usually every 2 years. The user should organise the eye test themselves and print a copy of the Eye Test Form, Appendix 3 which their manager will sign. This should be given to the optician prior to the test who will sign it accordingly.

Staff can claim an eye test every 2 years, and will be reimbursed the cost of a standard eye test at a high street opticians. Buckinghamshire Council will repay up to £50 towards the cost of glasses that are used solely for Display Screen Equipment use. If the user already requires glasses for an existing eye defect not related to DSE use (e.g. they require glasses for reading) they must pay for their own glasses in full.

A copy of the eye test form is given in Appendix 3.

1.6 Work organisation

Buckinghamshire Council recognises the potential harm that intensive DSE use can cause and will, as far as reasonably practicable, incorporate non-DSE activities into jobs. Failing this it will ensure that staff are encouraged to take regular breaks from DSE work.

Schools and Services are required to have an effective reporting procedure in place for staff with health concerns relating to DSE use and that any health problems identified are acted upon promptly.

If the user reports health problems that have not been solved by the risk assessment process, arrangements should be made for a Health and Safety Adviser to visit or in some cases the user should be referred to Occupational Health via Human Resources.  The Health and Safety Team can advise on equipment and have an agreement with Posturite who have a ‘try before you buy’ facility and offer a discount on equipment.