Safety Procedure Template

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Safe Use of Display Screen Equipment

Health & Safety ProcedureNumber 16

Safe Use of Display ScreenEquipment

Doc. No 16Revision 1.0

Date: 04/03/09


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Document No: 16

Revision: 1.0

Author: Sharon M McCubbin

Approval: Lead Officer Group for Health and Safety

Date: 04 March 2009

AMENDMENT RECORD

Version Date Description

1.0 4.3.2009 Agreed by H&S Lead Officers


Date: 04/03/09


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HEALTH AND SAFETY PROCEDURE NUMBER 16

1.0 INTRODUCTION, PURPOSE AND SCOPE..........................................4

2.0 OBJECTIVES ........................................................................................4

3.0 DEFINITIONS ........................................................................................4

4.0 RESPONSIBILITIES UNDER THIS PROCEDURE...............................5

5.0 CONTRACTOR REQUIREMENTS........................................................6

6.0 TRAINING & WORKSTATION ASSESSMENT REQUIREMENTS.......6

7.0

WORKSTATION REQUIREMENTS ......................................................7

8.0 SHARED WORKSTATIONS .................................................................7

9.0 EYES AND EYESIGHT TESTS .............................................................7

10.0 PORTABLE DSE................................................................................8

11.0 DISABILITY DISCRIMINATION ACT AND DSE................................8

12.0 REFERENCES & RELATED DOCUMENTS......................................8


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1.0 INTRODUCTION, PURPOSE AND SCOPE

The main risks that may arise in work with display screen equipment(DSE) are musculoskeletal disorders such as back pain or upper limbdisorders (sometimes know as repetitive strain injury or RSI), visualfatigue and mental stress. While the risks to the user are often lowthey can still be significant if good practice is not followed.

The purpose of this document is to define the procedure for the safeuse of display screen equipment. This procedure is applicable not onlyto employees of Cumbria County Council, but also agency and interimworkers, Councillors, volunteers and any other persons who may beaffected by the activities that the procedure is designed to protectagainst.

It should be noted that the corporately provided Specsavers Eyecarevoucher scheme is not currently applicable to school based staff oragency workers, councillors or volunteers. Individual schools maychoose to use this scheme and can approach Specsavers directly topurchase vouchers.

Further Directorate specific documentation on this subject may also beavailable.

This procedure is applicable from 1stApril 2009

2.0 OBJECTIVES

The objectives of this procedure are

2.1 To ensure that all display screen users are provided withsuitable and sufficient training and subsequent assessment oftheir workstations as required.

2.2 To ensure that a suitable system exists to provide DSE userswith free eye tests and corrective spectacles when requested

2.3 To reduce the risk of injury and ill health associated with displayscreen work.

2.4 To ensure that all display screen users in Cumbria CountyCouncil achieve a safe and comfortable workstation.

3.0 DEFINITIONS

3.1 Display Screen Equipment (DSE)

Any alphanumeric or graphic display screen, regardless of thedisplay process involved;

3.2 DSE User

Someone who normally and regularly uses DSE for their work orhave the use of supplied IT equipment.


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3.3 DSE Regulations

Known as the Health and Safety (Display Screen Equipment)Regulations 1992 as amended by the Health and Safety(Miscellaneous Amendments) Regulations 2002. They set outthe requirements that must be met by employers in order tomeet the minimum requirements in respect of the use of DSE.

Health and Safety Practitioner

A person holding the relevant safety qualifications and appointedby Cumbria County Council to a specific health and safetyposition.

3.4 HSE

The Health & Safety Executive is responsible for enforcement ofhealth and safety legislation in all council controlled premises.

3.5 P25

The accident and incident form currently in use across thecouncil

3.6 Upper Limb Disorders

A general term that refers to chronic pain in any part of the arms,including the elbow and wrist, hands, fingers, neck or shoulders

3.7 WorkstationThe immediate work environment and any optional accessoriesto the DSE, such as, any disk drive, telephone, documentholder, chair, desk, work surface, storage unit, or other itemperipheral to the DSE.

4.0 RESPONSIBILITIES UNDER THIS PROCEDURE

4.1 Corporate Health and Safety Unit

Responsible for development of e-learning relating to DSESafety and establishing and running the corporate eyecarevoucher scheme.

4.2 Directorate Health and Safety Practitioners/Teams

Are responsible for ensuring that audit and monitoring isundertaken within their directorates to measure compliancerelating to the objectives of this procedure and to providesupport and guidance to Managers and Supervisors.


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4.3 Supervisors/Managers

Are responsible for:

4.3.1 Ensuring that any DSE users under their control haveundertaken the relevant training and have undertakenindividual workstation assessments, and wherereasonably practicable, are not exposed to significantrisks to their health and safety

4.3.2 Seeking professional advice from Occupational Health ortheir Directorate H&S Practitioners when required.

4.4 All Employees

DSE Users must adhere to the advice given in relation to healthand safety requirements. They also must complete the relevanttraining and assessment required in this procedure. Employees

also have a duty to report any concerns relating to ill health orconcerns about the use of display screen use to their LineManagers

5.0 CONTRACTOR REQUIREMENTS

5.1 Where a contractor is delivering a service on behalf of theCouncil that contractor must have health and safety proceduresin place at least equivalent to those in this procedure. AllDirectorates must ensure that sound mechanisms are in placewithin their own Directorate for specifying and monitoring therequirements of this contractor in delivering such a service

6.0 TRAINING & WORKSTATION ASSESSMENT REQUIREMENTS

6.1 Suitable and sufficient training and information will be providedto all DSE users. All employees will be given access to theHSEs guidance on Safe use of VDUs at induction. This isreproduced at Appendix 1. New employees must complete aninitial workstation assessment prior to using DSE for the firsttime.

6.2 Regular employees and agency staff will receive sufficientinformation and training to a suitable standard which ensuresthat workstation assessments and DSE tasks are able to becarried out in a safe, comfortable and competent manner.

6.3 Workstation assessments must be completed annually or whenchanges to workstations take place e.g. new equipmentinstalled. Records of all initial and refresher training need to bemaintained locally.

6.4 At the time of writing online workstation training and assessmenttools are being developed by the Corporate Health and SafetyUnit. When these are finalised they will be made available to


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DSE users and managers and this procedure will be updated toreflect any changes. Until access to the online system isavailable assessment and training must still take place using theassessment form at Appendix 2 and local Directorate trainingarrangements. Assistance from a Directorate Health and SafetyPractitioner will always be available if required.

6.5 The workstation assessment process is designed to highlightany potential risks. Managers should ensure that any identifiedproblems are resolved as soon as possible. In the case of auser experiencing pain related symptoms which they indicateare as a result of work with DSE referral should be made toOccupational Health using the normal referral procedures.

7.0 WORKSTATION REQUIREMENTS

7.1 Each DSE users workstation must meet the minimum

requirements as laid down in the DSE regulations. Usersundertaking training and assessment either online or using theself assessment checklist and any issues being resolved willensure that each user meets these minimum requirements.

These minimum requirements can be found in Appendix 1 oronline via the link below

HSE INDG36 (rev3) Working with VDUs

8.0 SHARED WORKSTATIONS

8.1 Workstations that may be shared between employees shouldhave a wide enough range of adjustment to accommodate eachuser. Each user should complete a workstation assessment andundertake the necessary training.

9.0 EYES AND EYESIGHT TESTS

9.1 Employers have a duty to provide DSE users with a regular eyesight test on request. Cumbria County Council uses theSpecsavers Corporate Eyecare voucher scheme for thispurpose. At present the eyecare voucher scheme is notapplicable to school based staff who currently have their ownarrangements for such tests.

9.2 Managers should contact the Corporate Health and Safety Unitby email to [email protected] by telephoneto 01228 226345 or 226632 to request vouchers. A voucherrequest form is also available (appendix 3) to download from theintranet linkand can be faxed to 01228 606291. The vouchers,

which cost 17 per voucher or 85 for a book of 5, (at the time ofwriting) entitle the employee to a full eye examination at anySpecsavers optician in the UK and if required solely for display


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http://www.hse.gov.uk/pubns/indg36.pdfmailto:[email protected]:[email protected]://www.hse.gov.uk/pubns/indg36.pdf


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screen use, a pair of single vision glasses. The employee maychoose to upgrade to a more expensive range of frames at theirown expense.

9.3 The employee should contact their local Specsavers to make anappointment, detailing that they have a corporate eyecarevoucher. They must take the voucher to the appointment and

after the eye test they must return the completed part of thevoucher to their Manager.

9.4 Vouchers should be provided by Managers as soon as possibleafter an employee asks for an eye test.

9.5 Additional vouchers will be issued every two years or morefrequently if guided by the clinical judgment of the optometristbut the employee must provide documentation from theoptometrist to support this. (E.g. the previous completedSpecsavers VDU eyecare certificate or last prescription).

10.0 PORTABLE DSE

10.1 Portable DSE is being used more frequently. It is only meant forshort periods of use and if it is intended to be used on a regularbasis a docking station with separate screen, keyboard andmouse or a riser with separate keyboard and mouse must beused.

11.0 DISABILITY DISCRIMINATION ACT AND DSE

11.1 Reasonable adjustments must be made to a users workstationwhere they may suffer difficulties or be at a disadvantage due toa disability listed in the directory of impairments listed in AnEmployers Guide to Reasonable Adjustments under theDisability Discrimination Act. Should a user require analternative method of completing training or workstationassessment please contact your Directorate Health and SafetyPractitioner for further assistance.

12.0 REFERENCES & RELATED DOCUMENTS

The law on VDUs: An easy guide: Making sure your office complieswith the Health and Safety (Display Screen Equipment) Regulations1992 (as amended in 2002) HSG90 HSE Books 200 ISBN 07 762602 4

Work with display screen equipment. Health and Safety (DisplayScreen Equipment) Regulations 1992 as amended by the Health andSafety (Miscellaneous Amendments) Regulations 2002. Guidance onregulations L26 (Second edition) HSE Books 200 ISBN 0 7 76 2582 6

An Employers Guide to Reasonable Adjustments under the DisabilityDiscrimination Act(Central London Law Centre) Tel. 020 7839 2998

Corporate Health and Safety Procedure No 23, Health and Safety forHomeworkers


Date: 04/03/2009

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http://www.intouch.ccc/eLibrary/Content/Intranet/535/615/984/37708144742.pdfhttp://www.intouch.ccc/eLibrary/Content/Intranet/535/615/984/37708144742.pdfhttp://www.intouch.ccc/eLibrary/Content/Intranet/535/615/984/37708144742.pdfhttp://www.intouch.ccc/eLibrary/Content/Intranet/535/615/984/37708144742.pdf


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Corporate Health and Safety Procedure No 15A, Risk Assessment forNew and Expectant Mothers at Work


Date: 04/03/2009

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http://www.intouch.ccc/eLibrary/Content/Intranet/535/615/984/37930111353.pdfhttp://www.intouch.ccc/eLibrary/Content/Intranet/535/615/984/37930111353.pdfhttp://www.intouch.ccc/eLibrary/Content/Intranet/535/615/984/37930111353.pdfhttp://www.intouch.ccc/eLibrary/Content/Intranet/535/615/984/37930111353.pdf


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APPENDIX 1

Working with VDUs (HSE INDG36)

Introduction

This leaflet is a guide for people who work with visual display units (VDUs),and their employers. It:

answers questions that are most often asked about VDUs and health gives a summary of the law on VDU work (the Health and Safety

(Display Screen Equipment) Regulations 1992), and outlines whatemployers and employees should do to comply;

Suggests some simple adjustments that users can make toworkstations and screens to make them more comfortable and easy touse and explains how employers and users can get further advice.

Whats the difference between a VDU, a VDT, a moni tor and display

screen equipment (DSE)?There isnt one. All these terms mean the same thing - a display screen,usually forming part of a computer and showing text, numbers or graphics.

This booklet gives advice on health and safety in working with such screens. Itcovers both conventional (cathode ray tube, TV-style) screens and the newerflat-panel displays such as those used in portable computers.

The advice in this booklet applies to the whole workstation, job and workenvironment, as well as to the VDU, keyboard and other equipment.

Does my VDU affect my health?

Answers to some common questions from VDU users

Am I at ri sk?

VDUs have been blamed - often wrongly - for a wide range of healthproblems. In fact, only a small proportion of VDU users actually suffer ill healthas a result of their work. Where problems do occur, they are generally causedby the way in which VDUs are being used, rather than the VDUs themselves.So problems can be avoided by good workplace and job design, and by theway you use your VDU and workstation.

Are aches and pains caused by using a VDU? What about RSI?

Some users may get aches and pains in their hands, wrists, arms, neck,shoulders or back, especially after long periods of uninterrupted VDU work.Repetitive strain injury (RSI) has become a popular term for these aches,pains and disorders, but can be misleading - it means different things todifferent people. A better medical name for this whole group of conditions isupper limb disorders. Usually these disorders do not last, but in a few casesthey may become persistent or even disabling.


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How can I avoid these aches, pains and disorders?

Problems of this kind may have a physical cause, but may also be more likelyif a VDU user feels stressed by the work (see next question). If you get achesor pains you should alert your supervisor or line manager.

Problems can often be avoided by good workplace design, so that you canwork comfortably, and by good working practices (like taking frequent short

breaks from the VDU). Prevention is easiest if action is taken early, before theproblem has become serious.

What can be done to reduce stress in my VDU work?

People who use a VDU sometimes complain of stress, but this usually arisesfrom increased pace of work or pressure to meet deadlines, not the VDUitself. Some VDU workers find stress is reduced because the VDU makestheir job easier or more interesting, but for others the stress becomes worse.This can happen when a system does not work well or when the user doesnot feel in control or competent to operate it.

Employers can help overcome stress by providing the right training, and bydesigning systems and tasks to match the abilities of the people who workwith them.

Can work with VDUs affect eyesight?

Extensive research has found no evidence that VDUs can cause disease orpermanent damage to eyes. But long spells of VDU work can lead to tiredeyes and discomfort. Also, by giving your eyes more demanding tasks, itmight make you aware of an eyesight problem you had not noticed before.You and your employer can help your eyes by ensuring your VDU is wellpositioned and properly adjusted, and that the workplace lighting is suitable.Ask for an eye test if you still think there is a problem.

What about problems with my contact lenses or bifocals?

The heat generated by computers and other equipment can make the airseem drier, and some contact lens wearers find this uncomfortable. If youhave this problem but dont want to change to spectacles, you can try blinkingmore often or using tear-substitute drops. Where the air is dry, employers canhelp by taking steps to increase the humidity.

People with bifocal spectacles may find them less than ideal for VDU work. Itis important to be able to see the screen easily without having to raise orlower your head. If you cant work comfortably with bifocals, you may need a

different type of spectacles. Consult your optician or doctor if in doubt.

Can VDU work cause headaches?

Headaches may result from several things that occur with VDU work, such as:

Screen glare;

Poor image quality;

A need for different spectacles;

Stress from the pace of work;

Anxiety about new technology;

Reading the screen for long periods without a break;

Poor posture; or a combination of these.


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Many of these things can easily be put right once the cause of the problemhas been found.

How long should I work with a VDU?

There is no legal limit, but you need to break up long spells of VDU work. Howlong you should work without a break depends on the type of work you aredoing.

Do VDUs give out harmful radiation?

No. VDUs give out both visible light, which enables us to see the screen, andother forms of electromagnetic radiation which can be harmful above certainlevels. However, the levels of radiation emitted from VDUs are well below thesafe levels set out in international recommendations. So your employerdoesnt have to check radiation levels from your VDU, and you do not needany special devices such as spectacles, screens or aprons when using it.

What should I do if Im pregnant?

You dont need to stop working with VDUs. Past concern, about reports of

miscarriages and birth defects among some groups of VDU workers, has notbeen borne out by more recent research. Many scientific studies have nowbeen carried out and, taken as a whole; these do not show any link betweenmiscarriages or birth defects and working with VDUs.

If you are anxious about your VDU or about work generally during pregnancy,you should talk to your doctor. Or you could talk to someone who is wellinformed about current scientific information and advice on VDUs.

Can working with VDUs cause skin disorders?

This is rare. A few people have experienced irritation, rashes or other skinproblems when working with a VDU. The exact cause is not known, but itseems possible that a combination of dry air, static electricity and individualsusceptibility may be involved. If this is the case, increasing the humidity orallowing more fresh air into the room may help.

Can VDUs trigger epileptic fits?

Most people with epilepsy are completely unaffected by VDUs. A few whosuffer from photo-sensitive epilepsy and are susceptible to flickering lights andstriped patterns may be affected in some circumstances. But even they canoften work successfully with VDUs without provoking an attack.

I use a portable computer - are there any precautions I should take?

Laptops and other portables have to be compact and easy to carry. Theresulting design features, like small keyboards, can make prolonged useuncomfortable, unless steps are taken to avoid problems, e.g. by using adocking station.

It is best to avoid using a portable on its own if full-sized equipment isavailable. And like other VDU users, people who habitually use a portableshould be trained how to minimise risks. This includes sitting comfortably,angling the screen so it can be seen clearly with minimal reflections, andtaking frequent breaks if work is prolonged. Wherever possible, portablesshould be placed on a firm surface at the right height for keying.


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Is it true that using a mouse can cause problems?

Intensive use of a mouse, trackball, or similar pointing device may give rise toaches and pains in the fingers, hands, wrists, arms or shoulders. This canalso happen with a keyboard, but mouse work concentrates activity on onehand and arm (and one or two fingers), and this may make problems morelikely. Risks can be reduced by adopting a good posture and technique.

Try to limit the time you spend using the mouse. Take frequent breaks - evenshort pauses to relax your arm can help, as can spells using the keyboard ordoing non-computer work. Place the mouse close, so it can be used with arelaxed arm and straight wrist. It can help to support your arm, for example onthe desk surface or arm of a chair. If you still find using the mouse awkward,you could try a different shaped or sized one, or another device such as atrackball.

The Regulations and how they affect you

The Health and Safety (Display Screen Equipment) Regulations 1992implement an EC Directive and came into effect from January 99 (some small

changes were made in 2002). The Regulations require employers to minimisethe risks in VDU work by ensuring that workplaces and jobs are well designed.

Who is affected?

The Regulations apply where staff habitually use VDUs as a significant part oftheir normal work. Other people, who use VDUs only occasionally, are notcovered by the requirements in the Regulations (apart from the workstationrequirements). However, their employers still have general duties to protectthem under other health and safety at work legislation.

I am self-employed - am I covered?

The Regulations do not place any duties on the self-employed. However,parts of them apply if you habitually use a VDU for a significant part of yournormal work and are using a client employers workstation. The clientemployer has to assess and reduce risks, ensure the workstation complieswith the minimum requirements and provide information, as if you were anemployee. But there is no requirement for employers to plan work breaks, orprovide eye tests or training for the self-employed.

I work at home - am I covered?

Yes, the Regulations apply if you are an employee working at home, andhabitually using a VDU for a significant part of your normal work.

What do employers have to do to comply?

The Regulations do not contain detailed technical specifications or lists ofapproved equipment. Instead, they set more general objectives.

Employers have to:

Analyse workstations, and assess and reduce risks

Employers need to look at:

the whole workstation including equipment, furniture, and the workenvironment;

the job being done; and

Any special needs of individual staff.


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Employees and safety representatives should be encouraged to take part inrisk assessments, e.g. by reporting health problems. Where risks areidentified, the employer must take steps to reduce them.

Ensure workstations meet minimum requirements

These requirements are good features that should normally be found in a

workstation, such as adjustable chairs and suitable lighting. They are set outin a schedule to the Regulations, covering screens, keyboards, desks, chairs,the work environment and software. All workstations covered by theRegulations now have to comply, to the extent necessary for the health andsafety of workers.

Plan work so there are breaks or changes of activ ity

As the need for breaks depends on the nature and intensity of the work, theRegulations require breaks or changes of activity but do not specify theirtiming or length. However the guidance on the Regulations explains generalprinciples, for example short, frequent breaks are better than longer, lessfrequent ones. Ideally the individual should have some discretion over when totake breaks.

On request arrange eye tests, and provide spectacles if special ones areneeded

Employees covered by the Regulations can ask their employer to provide andpay for an eye and eyesight test. This is a test by an optometrist or doctor.There is also an entitlement to further tests at regular intervals; the optometristdoing the first test can recommend when the next should be. Employers onlyhave to pay for spectacles if special ones (for example, prescribed for thedistance at which the screen is viewed) are needed and normal ones cannotbe used.

Provide health and safety training and information

Employers have to provide training, to make sure employees can use theirVDU and workstation safely, and know how to make best use of it to avoidhealth problems, for example by adjusting the chair.

Information should also be provided about VDU health and safety. This shouldinclude general background information - this could be done by giving outcopies of this booklet. It should also cover more specific details of the stepstaken by the employer to comply with the Regulations, such as the action

taken to reduce risks and the arrangements for breaks.

Making adjustments to suit your needs

What can I do to help myself?

Make full use of the equipment provided, and adjust it to get the best from itand to avoid potential health problems. If the Regulations apply to you, youremployer should cover these things in training. If the Regulations dont apply,it is still worth setting up your workstation properly, to be as comfortable aspossible.

Here are some practical tips:


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Getting comfortable

Adjust your chair and VDU to find the most comfortable position for your work.As a broad guide, your forearms should be approximately horizontal and youreyes the same height as the top of the VDU.

Make sure you have enough work space to take whatever documents or otherequipment you need.

Try different arrangements of keyboard, screen, mouse and documents to findthe best arrangement for you. A document holder may help you avoidawkward neck and eye movements.

Arrange your desk and VDU to avoid glare, or bright reflections on the screen.This will be easiest if neither you nor the screen is directly facing windows orbright lights. Adjust curtains or blinds to prevent unwanted light.

Make sure there is space under your desk to move your legs freely. Move anyobstacles such as boxes or equipment.

Avoid excess pressure from the edge of your seat on the backs of your legs

and knees. A footrest may be helpful, particularly for smaller users.Keying in

Adjust your keyboard to get a good keying position. A space in front of thekeyboard is sometimes helpful for resting the hands and wrists when notkeying.

Try to keep your wrists straight when keying. Keep a soft touch on the keysand dont overstretch your fingers. Good keyboard technique is important.


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Page 16 of 23Doc. No 16

RevisionDate: 04/03/2009

If you are a VDU user and think you have health problems connected withyour work, its best to talk to your supervisor, manager or safetyrepresentative first. Employers have a duty to consult their employees or

employee representatives on health and safety issues. It is good practice foremployers to encourage early reporting of health problems, help sufferersobtain treatment they need, and help them return to work.

What should I do if I have any problems?

Most jobs provide opportunities to take a break from the screen, e.g. to dofiling or photocopying. Make use of them. If there are no such natural breaksin your job, your employer should plan for you to have rest breaks. Frequentshort breaks are better than fewer long ones.

Dont sit in the same position for long periods. Make sure you change yourposture as often as practicable. Some movement is desirable, but avoidrepeated stretching to reach things you need (if this happens a lot, rearrangeyour workstation)

Posture and breaks

Individual characters on the screen should be sharply focused and should notflicker or move. If they do, the VDU may need servicing or adjustment.

In setting up software, choose options giving text that is large enough to readeasily on your screen, when you are sitting in a normal, comfortable workingposition. Select colours that are easy on the eye (avoid red text on a blue

background, or vice-versa).

Make sure the screen surface is clean.

Adjust the brightness and contrast controls on the screen to suit lightingconditions in the room.

Reading the screen

Rest your fingers lightly on the buttons and do not press them hard.

Support your forearm on the desk, and dont grip the mouse too tightly.

Position the mouse within easy reach, so it can be used with the wrist straight.Sit upright and close to the desk, so you dont have to work with your mousearm stretched. Move the keyboard out of the way if it is not being used.

Using a mouse

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APPENDIX 2 - WORKSTATION SAFETY CHECKLIST

DEPT: SELF ASSESSMENT?: YES DIRECTORATE: USER'S NAME:

LOCATION: ASSESSMENT NO:ASSESSED BY: ASSESSMENT DATE:

WK. ST. REF. NO: REVIEW DATE:

FACTORS YES NO Ways of Reducing the risk. ACTIONS R

1 DISPLAY SCREENS

1.1 Are the characters clearand readable?

Make sure the screen is clean andcleaning materials are available.Check the text and backgroundcolours work well together

1.2 Is the text size comfortable

to read?

Software settings may need

adjusting to change text size.

1.3 Is the image stable? E.g.flicker free

If problems exist get the set upchecked As soon as possible.

1.4 Is the screen suitable for itsintended use?

E.g. intensive graphic work requiringfine attention to small details mayrequire larger display screens.

1.5 Are the brightness and orcontrast adjustable?

Separate adjustment controls arenot essential provided you can read

the screen easily at all times.1.6 Does the screen swivel andtilt?

Swivel and tilt need not be built inyou can add a swivel and tiltmechanism.

1.7 Is the screen free fromglare or reflection?

You might need to move the screenand/ or shield the screen fromsources of reflections

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1.8 Where required to preventglare and reflection, areadjustable windowcoverings provided in an

adequate condition?

Check that blinds work, verticalblinds can be more suitable thanhorizontal ones. Anti glare filtersshould only be used as a last resort.

2 KEYBOARDS

2.1 Is the keyboard separatefrom the screen?

This is a requirement, unless thetask makes it impracticable (e.g.where there is a need to use aportable for short term duration).

2.2 Does the keyboard tilt? Tilt need not be built in

2.3 Is it possible to find acomfortable keyingposition?

Try pushing the display screenfurther back, to create more roomfor the keyboard, hands and wrists.Users of thick raised keyboards mayneed a wrist rest.

2.4 Does the user have a goodkeyboard technique?

Avoid hands being bent up at thewrist, hitting the keys too hardoverstretching the fingers.

2.5 Are the characters on thekeyboard easily readable?

Keyboards should be kept clean. Ifthe characters still cannot be readreplace the keyboard.

3 MOUSE OR DEVICE

3.1 Is the device suitable forthe tasks it is used for?

If the user is having problems, try adifferent device. The mouse andtrackball are general purposesdevices suitable for many tasks andavailable in a variety of shapes andsizes. Alternative devices like touchscreens may be better for some


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tasks (but can be worse for others).

3.2 Is the device positionedclose to the user?

Most devices are best placed asclose as possible, e.g. right beside

the keyboard.3.3 Is there adequate support

for the users wrist andforearm?

Support can be gained from, forexample the desk surface. If not aseparate support may be required.

3.4 Does the mouse worksmoothly at a speed whichsuits the user?

Cleaning may be required, Checkthe work surface is suitable amouse mat may be needed

3.5 Can the user easily adjustthe software settings forspeed and accuracy of thepointer?

Users may require training in how toadjust device settings.

4 SOFTWARE

4.1 Is the software suitable forthe task?

Software should help the user carryout the task, minimise stress and beuser friendly. Check users have hadappropriate training in using thesoftware. Software should respondquickly and clearly to user input withadequate feedback, such as clearhelp messages.

5 FURNITURE

5.1 Is the work surface largeenough for all thenecessary equipment,papers etc?

Create more room by movingprinters reference materials etcelsewhere. If necessary considerproviding new power and telecomssockets so equipment can bemoved. There should be somescope for flexible rearrangement


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when required.

5.2 Can the user reach all theequipment and papers they

need to use?

Rearrange equipment to bringfrequently used item within easy

reach. A document holder may beneeded positioned to minimiseuncomfortable head and eyemovements.

5.3 Is desk surface free fromglare?

Mats or blotters can help reducereflections and glare.

5.4 Is the chair suitable?

The chair should be stableand have seat back andheight adjustment, seatheight adjustment, swivelmechanism and castors orglides

The chair may need repairing orreplacing if the user isuncomfortable or cannot use theadjustment

5.5 Is the chair adjustedcorrectly?

The user should be able to carry outtheir work sitting comfortably. Thearms of chairs can stop the usergetting close enough to use theequipment comfortably. Move anyobstructions from under the desk.

5.6 Is the small of the back

supported by the chairsbackrest?

The user should have a straight

back, supported by the chair, withrelaxed shoulders.

5.7 Are forearms horizontal andeyes at roughly the sameheight as the top of thescreen?

Adjust the chair height to get theusers arms in the right position, thenadjust the VDU height if necessary


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5.8 Are feet flat on the floor,with no pressure from theseat on the back of legs?

If not a foot rest may be needed

5.9 Is there enough room to

change position and varymovement?

Space is needed to move stretch

and fidget. Consider reorganisingthe office layout and check forobstructions. Cables should be tidyand not a trip hazard.

6 ENVIRONMENT

6.1 Is the lighting suitable, e.g.not too bright or too dim towork comfortably?

Users should be able to control lightlevels. Local desk lighting may berequired.

6.2 Does the air feelcomfortable?

VDUs and other equipment may drythe air. Circulate fresh air wherepossible. Consider a humidifier isdiscomfort is severe.

6.3 Are levels of heatcomfortable?

Can heating be better controlled?More ventilation or air conditioningmay be required if there is a lot ofelectronic equipment in the room.

6.4 Are levels of noisecomfortable?

Consider moving sources of noisee.g. printers away from the user

7 DSE EYESIGHT TEST

7.1 Is the user aware that

he/she can request an eyetest paid for by CumbriaCounty Council?

CCC (excluding schools that have

their own arrangements) uses theSpecsavers Corporate Eye CareScheme. Vouchers must berequested via your Manager.

8 OTHER FACTORS

8.1 Has the checklist coveredall experienced problems


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Date: 04/03/2009

YES NO Ways of Reducing the risk. ACTIONS R

relating to use of DSE?

8.2 Is the user free from pain orother symptoms when

working on DSE?

Any symptoms should be reportedto your Line Manager ASAP.

8.4 Does the user take regularbreaks away from theirdisplay screen?

It is advisable to take a break for 5-10 minutes in every hour of non-stop use of the DSE. Focussing ona distant object every 20mins or so.Helps to relax the eye muscles andhelp avoid eyestrain.

Managers should ensure that any agreed actions required are completed within reasonable timthe completed column.

Addi tional Comments:

Manager Name (print): Manager Signature:

Employee Name (print ): Employee Signature:

FACTORS


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APPENDIX 3

TO BE COMPLETED BY MANAGERS ONLY

SPECSAVERS EYECARE VOUCHER REQUEST FORM

Please complete the form and email to [email protected] fax toCorporate Health and Safety on 01228 606291.

You can also send by post to

Corporate Health and Safety Unit, Kraemer Building, the Courts, Carlisle, CA3 8NA

Managers Name

Job Title

Department

Directorate

Delivery Address

Postcode

Telephone

Please indicate No. of

vouchers or books required

Please send me . vouchers @ 17.00per voucher

Or

Please send me .. books of 5vouchers @ 85.00 per book

Managers Signature

Please complete your cost centre number and total cost for vouchers, cost centreswill be charged by automatic internal billing.

Vouchers will be sent out as soon as payment is confirmed.

Cost Centre No Nominal Funding Source Total Amount p

1 7 8 1 0 0

Narration Corporate Eyecare Voucher Scheme

(Please ensure that you keep local records of eye tests for each DSE user as these maybe checked during health and safety audits)
mailto:[email protected]:[email protected]

Documents

Safety Procedure Template