Appendices

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)