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.

2.1 Managers responsibilities 

• Ensure all workstations including those used for hot-desking (except those used by non-employees) comply with the minimum standards.
• Decide who is a DSE user.
• Ensure users complete training and carry out a DSE assessment and keep records.
• Act upon any recommendations arising from the user/workstation assessments and keep records. This may entail for example, the purchase of alternative equipment, re-locating furniture or the user, contacting HR, the Health and Safety Team or your own line manager.
• Ensure that users have sufficient variety of tasks or take regular breaks to reduce the intensity of DSE work to a reasonable level.
• Investigate any complaints of ill health by users.
• Ensure that employees have received sufficient training in the use of the software they are using.
• Encourage employees to keep their workstations correctly adjusted, clean, tidy and to abide by agile working/hot-desking guidelines.
• Provide relevant equipment including, where appropriate, a suitable wheeled bag or rucksack for agile and home workers.
• Ensure that users receive recompense for eye tests/spectacles as required.

2.2 Employers responsibilities

• If you are a designated user, complete training (this may be simply reading the guidance in Appendix 1 if there is no access to on-line training), carry out self-assessment using the HSE, DSE Checklist and discuss any issues that you cannot resolve yourself, with your line manager.
• Report any health problems which may be caused or made worse with use of DSE to your line manager who will arrange for a further assessment. Inform your manager if you become pregnant.
• Report any IT software or hardware defects to your manager, Technology Services or your School ICT Team as appropriate.
• Ensure you have had the necessary training on the software you use
• Take regular breaks away from the workstation
• Have your eyes tested regularly by an optician (remember to print the Eye Test form in Appendix 3 below)
• Keep your workstation clean, tidy and well laid out as recommended in training or the guidance below
• Abide by hot-desking/agile working guidelines with regards to packing up and leaving the area suitable for another user
• Learn how to adjust your chair and report any defect or problems to your line manager, Facilities or Headteacher
• If you are an agile worker, ensure you have a suitable wheeled bag or rucksack and other relevant equipment such as a mobile phone.

See Appendix 1 for guidance

 

Guidance and regulations can be found at Working Safely With Display Screen Equipment

Additionally, please see attached the Eyesight test form for display screen equipment (DSE) users (Download) form, which is also available in the appendices section of this guide.                  

BS EN ISO 9241-5:1999 - Ergonomic requirements for office work with visual display terminals (VDTs). Workstation layout and postural requirements.

Health and Safety Team: healthandsafety@buckinghamshire.gov.uk

Appendix 1 - Guidance for employers 

This guide has been produced for you if you are a display screen equipment (DSE) user, see policy for definition. Other more intermittent users may also find the information helpful.  It is intended to ensure that you are able to use a display screen safely and without risks to your health.

Responsibilities

Ensure you are aware of your responsibilities by reading Employee Responsibilities section 2.2 above.

Getting Comfortable

• Forearms should be approximately horizontal and your eyes should be the same height as the top of the screen.
• Make sure there is enough work space to accommodate all documents or other equipment. A document holder may help avoid awkward neck and eye movements.
• Arrange the desk and screen to avoid glare, or bright reflections. This is often easiest if the screen is not directly facing windows or bright lights.
• Adjust curtains or blinds to prevent intrusive light.
• Make sure there is space under the desk to move legs.
• Avoid excess pressure from the edge of seats on the backs of legs and knees. A footrest may be helpful, particularly for smaller users.

Chairs

• Make yourself familiar with the operation of your particular chair. (A good chair with arms will have at least 8 adjustment features, see Appendix 2 below).
• Ensure that your chair is adjusted to suit your particular needs.
• Report to your line manager if you are unable to adjust the chair to suit your needs or the chair is defective in any way.

Chairs have a maximum user weight of between 18 and 23 stone (114 and 146kg), any user exceeding 18 stone (114kg) must check with the supplier the maximum weight of the particular chair they wish to use/order.

Workstation Layout

Keyboards and keying in (typing)

• A space in front of the keyboard can help you rest your hands and wrists when not keying.
• Try to keep wrists straight when keying.
• Good keyboard technique is important – you can do this by keeping a soft touch on the keys and not overstretching the fingers.

Using a mouse

• Position the mouse within easy reach, so it can be used with a straight wrist.
• Sit upright and close to the desk to reduce working with the mouse arm stretched.
• Move the keyboard out of the way if it is not being used.
• Support the forearm on the desk, and don’t grip the mouse too tightly.
• Rest fingers lightly on the buttons and do not press them hard.

Reading the screen

• Make sure individual characters on the screen are sharp, in focus and don’t flicker or move. If they do, the DSE may need adjusting.
• Adjust the brightness and contrast controls on the screen to suit lighting conditions in the room.
• Make sure the screen surface is clean.
• When setting up software, choose text that is large enough to read easily on screen when sitting in a normal comfortable working position.
• Select colours that are easy on the eye (avoid red text on a blue background, or vice versa).

Changes in activity

Breaking up long spells of DSE work helps prevent fatigue, eye strain, upper limb problems and backache. 

• Regularly stretch and change position.
• Look into the distance from time to time, and blink often.
• Change activity before you get tired, rather than to recover.
• Short, frequent breaks are better than longer, infrequent ones.

Laptops

These same controls will also reduce the DSE risks associated with portable computers. However, the following may also help reduce manual handling, fatigue and postural problems:

• Use a rucksack or wheeled bag if you have to carry heavy equipment and papers..
• Whenever possible, use a separate screen, keyboard and mouse. A laptop riser is useful if you don’t have a separate screen.
• More changes in activity may be needed if the user cannot minimise the risks of prolonged use and awkward postures to suitable levels.
• Avoid using mobile devices such as tablets for long periods of time. The degree and intensity of use may vary so your line manager should assess the risks and take steps to reduce residual risks.

Appendix 2 - Guidance on non-standard chairs

Most Buckinghamshire Council offices and schools have standard, fully adjustable chairs, however one size doesn’t fit all. If the user is particularly short, tall or between approximately 18 - 23 stone (114 - 146kg) they will need a chair to suit their shape and stature.

Before any chair is purchased the user should have the opportunity to try the chair for themselves for as long as possible, ideally one week. The supplier should provide a try before you buy service and visit to set up the chair if necessary.

Many of the chair types available are already in use within the Council so it may be possible to try a colleague’s chair or to view by arrangement, contact the Health and Safety Team by emailing healthandsafety@buckinghamshire.gov.uk

Definition of Chair Terms

• Back rake - forward and rearward movement of the backrest.
• Back ratchet – height adjustment mechanism of the backrest.
• Castors - rotating mechanisms using twin wheels to enable chairs to be easily moved across carpeted floors.
• Five star base – the 5 pronged base unit with castors or glides that ensures the stability of the chair.
• Foam filling – must fire retardant and conform to BS 7177:1996. Chairs containing memory foam are available to reduce pressure while sitting.
• Free float-permanent contact – a spring-loaded back pad support mechanism, which allows the back to move with the user. For good support, it should be tension-adjustable and lockable.
• Gas height adjustment – allows chair to be height adjustable
• Glide – a smooth foot fitted to the base of the chair to enable it to slide safely across hard floors.
• Pump-up support – enables adjustment of the backrest lumbar support
• Seat slider – mechanism that allows the seat to move forward to give a larger seat area.
• Seat tilt – a mechanism allowing the seat angle to be tilted back to allow users to sit in a reclined position or (in some cases) forward. It may be lockable in one or more positions.

Appendix 3 - Eyesight test form for display screen equipment (DSE) users

Eyesight test form for display screen equipment (DSE) users (Download)