VDU/DSE Assessment
Introduction
The main risks that may arise from working with Visual Display Units (VDU’s) are musculoskeletal disorders such as back pain or upper limb disorders (sometimes known as repetitive strain injury or RSI), visual fatigue, and mental stress. While the risks to individual users are often low, they can still be significant if good practice is not followed. DSE (Display Screen Equipment) workers are also so numerous that the amount of ill health associated with work such is significant and tackling it is important.
The Safety, Health and Welfare at Work, (General Application) Regulations 2007, Chapter 5 of Part 2 outline the requirements that must be adhered to in relation to Display Screen Equipment. Any risks highlighted must be rectified as far as is reasonably practicable at the earliest opportunity. Many employees use Display Screen Equipment (DSE) as part of their work.
Purpose
Employees who use DSE may be at risk of developing adverse health effects if their workstation is not set up correctly, and if they are unaware of how adverse health effects are caused.
All employees have the right not to be harmed by their work activities. This extends to the use of DSE.
Scope
This policy applies to all employees who use DSE as part of their work.
Definitions
Under The Safety, Health and Welfare at Work, (General Application) Regulations 2007;
Display Screen Equipment – DSE; DSE means any alphanumeric or graphic display screen, regardless of the display process involved.
User; A ‘User’ is an employee who habitually uses display screen equipment as a significant part of normal work.
An employee will generally be classified as a ‘User’ if:
He/she depends on the use of display screen equipment to do their job as alternative means are not readily available for achieving the same results;
He/she has no discretion as to whether they use display screen equipment;
He/she needs significant training and/or particular skills in the use of display screen equipment to do the job;
He/she more or less uses display screen equipment daily for continuous spells of an hour or more at a time. (Continuous spells should include short breaks of 5 to 10 minutes away from the screen every hour);
The fast transfer of information between the ‘User’ and the screen is an important requirement of the job;
The performance requirements of the system demand high levels of attention and concentration by the ‘User’, for example where the consequences of error may be critical.
Workstation means; An assembly comprising:
display screen equipment (whether provided with software determining the interface between the equipment and its operator or user, a keyboard or any other input device);
any optional accessories to the display screen equipment;
any disk dive, telephone, printer, document holder, work chair, work desk; work surface or other peripheral items to the display screen equipment, and
the immediate work environment around the display screen equipment.
Lap Top Computers; For the purposes of this policy, laptop computers fall within the scope of this policy where they are used for more than 2 hours at a time.
Responsibilities
The responsibility for securing the health and safety of employees rests with the Health and Safety Officers who are responsible for ensuring compliance with legal standards and for monitoring progress on implementation of this policy. Employees have an obligation to comply with policies and procedures put in place for their health and safety.
Managers/Supervisors will, in consultation with employees be responsible for:
Implementing this policy throughout their areas of control;
Identifying all employees who use DSE;
Ensuring that DSE Assessments are carried out on each workstation and are to include the display screen equipment, furniture and the working environment;
Where health and safety issues have been highlighted in the DSE Assessment, managers are to ensure that appropriate remedial action is taken to reduce any identified risks;
Liaising with Occupational Health and Human resources where there are specific issues making this necessary e.g. pre-existing relevant medical conditions, return to work;
Maintaining records of all DSE self-assessments and risk assessments;
Managers are to encourage the early reporting by User(s) of any symptoms which may be related to display screen work, e.g. with posture or vision;
In circumstances where an injury/ill health associated with DSE use is identified, managers are to ensure that an incident report/accident report is completed;
Written Display Screen Equipment Assessments will be reviewed annually in conjunction with the User(s), or earlier if circumstances change, as above;
Planning the activities of the User(s) so that short/frequent breaks are taken to prevent intensive periods of on-screen activity. 5-10 minute breaks are advised for each hour of display screen equipment work.
Employees’ Responsibilities
As an identified User, individual employees must co –operate with management to reduce the risk of injury from the use of DSE, and:
Co-operation with the completion of the workstation DSE assessment and all measures/training given to promote safe working practice;
Using equipment in the intended manner, ensuring they are comfortable as possible at their workstation;
Adopting the advice of their line manager to plan work ensuring changes in activity within the working day to prevent intensive periods of on-screen activity;
Using any corrective glasses prescribed specifically for working with DSE;
Employees must inform their line manager immediately if they experience any problems or ill health which could affect their capability to work with DSE;
Workstation Assessment
Managers are responsible for ensuring a suitable and sufficient assessment of each workstation is carried out with each staff member.
Workstation DSE Assessments should be repeated/reviewed where there is:
a change in the display screen worker population; - a change in the individual’s capabilities;
a major change to the software used;
a major change to the display screen equipment or furniture, including remedial work;
a change in workstation location;
a substantial increase in the amount of time required to be spent using display screen equipment;
modification to the lighting;
if requested by the user;
The findings should be recorded in written form or in some other retrievable manner. All necessary steps will be taken to remedy any risks highlighted as a result of the risk assessment. Further assistance and guidance on workstation assessments can be requested from the Health and Safety Officer.
A workstation DSE assessment should also be undertaken for all DSE users using laptops and for homeworkers.
Breaks
The key purpose of a break from working with DSE is to prevent the onset of fatigue.
There is no prescribed frequency or duration of breaks from DSE work. Where possible, users will be given discretion to decide the timing and extent of off-screen tasks.
Any employee who believes that their DSE workload does not permit adequate breaks should bring this to the attention of their manager.
The work break in the context of DSE means a break in the DSE work routine; for example, sorting paperwork, going to a printer, etc.
Users of DSE are encouraged, and will be expected, to take opportunities for breaks in their work routine.
General guidance on breaks:
Breaks should be taken before the onset of fatigue when performance is at a maximum and before productivity suffers. The timing of the break is more important than its length.
Breaks or changes of activity should be included in working time. They should reduce the workload at the screen; that is, having been introduced they should not result in a higher pace or intensity of work to compensate for the time taken for the break.
Short, frequent breaks of routine are more satisfactory than occasional, longer breaks; for example, a 5–10-minute break after 50–60 minutes’ continuous screen and/or keyboard work is likely to be more beneficial than a 15 minute break every 2 hours.
If possible, work routine and rest breaks should be taken away from the screen/workstation.
It appears, from research evidence, that informal breaks, that is time spent not viewing the screen (for example, on other tasks), are more effective in relieving visual fatigue than formal rest breaks.
Wherever practicable, users should be allowed some discretion as to how they carry out tasks; individual control over the nature and pace of work allows optimal distribution of effort over the working day.
Eye and Eyesight Tests
Employees expected to use DSE as the main element of their day to day work should be encouraged to have an eye and eyesight test. This can be undertaken by an Optometrist.
Employees are encouraged to ensure future testing should they, with the support of their managers, determine that this is appropriate. (This will normally be over a two-year period).
Dealing with Health and Safety Issues
Where an issue is raised by an employee on the use of DSE, the Manager/Supervisor will investigate the circumstances, take any necessary corrective action and inform the employee of the action taken.
Employees will be advised to inform their Manager/Supervisor where a problem arises in the use of DSE. In the case of adverse health conditions, the Manager would normally refer the employee to the Health and Safety Officers.
Use of Laptops
As in many organisations, the use of laptops is increasing, with employees working in variety of locations, including at home, few of which may have been designed and planned for display screen work.
If a laptop is used for long periods of time it will be classed as an item of DSE. If a laptop is used for prolonged periods, an attempt should be made to find a sensible compromise that retains the benefits of mobile working but removes the risk of causing harm to staff.
For prolonged use of a laptop in a fixed location, such as, an office where the user is constantly present and using the laptop, the provision of ‘docking stations ‘or laptop risers should be considered because these enable full size, good quality display screens and full size keyboards and mouse to be used.
Such an arrangement allows the laptop to be used as a portable in the normal way; but, when in the office, the laptop user has access to a full size keyboard and screen, using only the laptop's processor and disc drive, and effectively turning the laptop into a fixed workstation.
This will offer the user the flexibility inherent in using a laptop but remove problems that can occur such as back, shoulder, neck and wrist pains. Also see Guidance Document on the use of Laptops.
IPads, Tablet etc.
The use of these types of equipment is becoming increasingly prevalent; these appliances are designed for work of a short duration and should not be used in preference to a desk top computer set up.
Additional Monitors / Screens
It is becoming more common place these days for a standard desk top computer to have attached to it a primary and a secondary monitor. If this is the case in your DSE set up, then the secondary monitor should be set in line with the primary one to enable ease of viewing and the same considerations i.e. re glare and flicker etc. applied.
Ergonomic Tips for your workstation
Screen:
Should be at arm’s length away.
Eyes should be level with a point on the screen that is 2 to 3 inches below the top.
While sitting in a neutral position your screen should be directly facing you.
Your head neck and shoulders should be straight and relaxed.
Keyboard:
Keyboard should be separate from the screen, with a matt finish and all characters should be legible and contrasted.
Angle between elbow and arms should be amongst 70 and 90 degrees.
The ‘H’ key should be in line with the centre of your body.
Mouse:
The mouse is a suitable shape and size so that it fits comfortably, is not stiff or overly sensitive and is clean and free from debris.
You should not have to stretch to reach the mouse.
Desk:
Should be below elbow level.
Should be kept clean and tidy to permit adequate space to find a comfortable position.
Chair:
Chair should be stable, with 5 feet and allows for freedom of movement.
Should be adjustable in height & tilt.
Feet should be flat on the floor.
Chair should fit comfortably in front of or under the desk.
Support your back to sit straight.