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 ​BiteSize SHE

DSE 'Try Before You​ Buy'

Related UKR​I code

Contents

• 1. Purpose
• 2. Scope
• 3. Definitions
• 4. Responsibilities
  
  • 4.1 Line Managers and Supervisors
  • 4.2 DSE Users
  • 4.3 SHE Group
  • 4.4 Occupational Health
    
  • 4.5 Directors and oth​er senior managers
    
• 5. References
• Appendices
  
  • Appendix 1 - DSE process flowchart, Guidance on setting up your workstation and Workstation Risk Assessment pro formas
  • Appendix 2 - Portable DSE
    
  • Appendix 3 - Pointing Devices
  • Appendix 4 - Working Routine of Users
  • Appendix 5 - Training​
    
  • Appendix 6 - Audit Checklist
  • Appendix 7 - Document Retention Policy

Revisions

1. Purpose

The use of Display Screen Equipment (DSE), in particular personal computers (desktop, laptop and tablet PCs, and smart phones/tablets), is now a common feature of most roles in the STFC. This code establishes consistent standards and controls to effectively manage the risks to health created by the use of DSE in offices, workshops or laboratories.

Failure to manage the hazards associated with long term DSE use can result in a wide range of injuries and ill health which can result in significant personal suffering, reduced operational efficiency, and a loss of time and money.

Common symptoms arising from poor consideration of DSE hazards include:

• musculoskeletal upper limb pain and discomfort (Work Related Upper Limb Disorders);
• backache;
• visual fatigue and headaches; and
• mental stress

The following legislation provides the regulatory framework for managing DSE and related workplace safety:

• Health and Safety (Display Screen Equipment) Regulations, 1992, amended by the 'Health and Safety (Miscellaneous Amendments) Regulations', 2002, (DSE Regulations);
• Provision and Use of Work Equipment Regulations, 1999; and
• Workplace (Health, Safety and Welfare) Regulations, 1992.

This code provides guidelines on the selection and use of DSE, the design of workstations, the planning and control of the work involving DSE, and the screening and investigation of DSE related incidents.

2. Scope

This code applies to:

• The Use of STFC equipment employing display screens such as desktop computers, scientific/engineering equipment, laptops, notebooks or tablets in offices, laboratories or workshops on the STFC sites.
• All employees, temporary workers, students or others where STFC is the host employer.
• The use of DSE by employees at home when regular home working has been agreed by line management, whether contracted or not.
• Tenants where STFC provide DSE.

This code also ​applies to DSE used by STFC staff while working at non-STFC sites, for example overseas laboratories such as CERN.

This code does not apply to employees travelling, for example on trains or planes. However, the principles of effective DSE management should be applied within the constraints of their mode of transport.

This code does not apply to contractors working for STFC, their employer remains responsible for managing their health and safety.

The Requirements of the Health and Safety (Display Screen Equipment) Regulations 1992 concerning provision of eye-care are applied only to STFC employees.

3. Definitions

3.1 Display Screen Equipment (DSE)

Any alphanumeric or graphic display screen, regardless of the display process involved, also known as Visual Display Units (VDUs).

3.2 DSE Workstation

An assembly used for working, including the immediate environment and lighting conditions, comprising some or all of the following:

• DSE: desktop PC, monitor, keyboard, laptop/tablet PC docking stations or any other input device;
• Optional accessories used with the DSE for example mice or other pointing devices; external disk drives; speakers; telephone; printer; document holder; and
• Work desk, chair and other items peripheral to the DSE.

3.3 DSE User

A person, employee, temporary worker, or tenant who uses DSE daily and for a continuous period of an hour or more every day. Does not apply to those who use DSE infrequently or only for short periods.​

3.4 Occupational Health teams

Occupational Health service provision is available to all STFC staff but may vary in the manner it is delivered depending on location, from full time on site provision through to contracted off site services made available to staff through local HR or staff support teams

4 Responsibilities

4.1 Line Managers and/or Supervisors shall:

• 4.1.1 Ensure that their DSE users are aware of the requirements of this SHE Code and consider DSE issues in designing roles, workstations and work schedules, see Appendices 1-4, and maintain general vigilance to the correct setup of DSE workstations for their staff and other working with them.
  
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• 4.1.2 Ensure that staff know that they should take adequate breaks away from workstations and equipment to exercise eyes and body as described in Appendix 4.
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• 4.1.3 Ensure that their DSE Users undertake the training detailed in Appendix 5.
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• 4.1.4 Ensure that Workstation Risk Assessments are undertaken by their DSE Users (permanent and temporary) when setting up a workstation and following significant DSE changes. This requirement applies irrespective of whether the individual(s) involved normally work at an STFC site, non-STFC site, or from home, as appropriate seeking the advice of SHE Group or Occupational Health. Advice on self assessments Workstation Risk Assessments can be sought from SHE Group and advice on medical complaints due to DSE use should be referred to Occupational Health via a management referral.
  
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• 4.1.5 Ensure that control measures identified through Workstation Risk A​ssessments undertaken by their DSE users are implemented as soon as is practicable.
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• 4.1.6 Seek the approval of relevant site or local HR teams prior to formally allowing or requesting employees to carry out STFC work in their own home.
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• Managers of home workers must ensure that their home DSE workstations meet the requirements set out in appendices 1-4, and that a documented Workstation Risk Assessment is carried out.

4.2 DSE Users shall:

• 4.2.1 Adhere to the requirements of this SHE code in setting up and adjusting their workstation or equipment including DSE.
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• 4.2.2 Manage their work schedules to take breaks as appropriate to exercise their eyes and body.
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• 4.2.3 Attend/undertake DSE training as detailed in Appendix 5.
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• 4.2.4 Carry out a Workstation Risk Assessment when commencing work at a new workstation or when significant changes occur to their workstation(s) [major changes to the DSE, furniture, room or layout], to the DSE User [injury, pregnancy] or the work undertaken, see Appendices 1-4. Workstation Risk Assessments should be undertaken where users are permitted to work from home by their line management. Once completed Workstation Risk Assessments should be discussed with their line management and as appropriate SHE Group or Occupational Health, and control measures identified in the assessment should be implemented promptly
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• The relevant STFC Workstation Risk Assessment records are held on Totara. Where Totara​ is not available electronic copies of the pro forma can be found on the STFC SHE​ we​bsite.
   
  
• 4.2.5 When using portable DSE follow the guidance given in Appendix 2.​
  
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• 4.2.6 Where Workstation Risk Assessments identify the need for an eye or eyesight test and/or spectacles for DSE use, users should print a copy of the ‘eye examination ​form​' on The Source Eye Care page​ and take it with them to their Optician who should complete the relevant section. The form can then be submitted via iExpenses in order to claim both the cost of the eyesight test and a contribution to the cost of glasses. (Note: The full cost of prescription safety glasses/goggles will be borne by the STFC).​
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  ​​4.2.6 Where Workstation Risk A​ssessments identify the need for an eye or eyesight test and/or spectacles for DSE use, users should print a copy of the ‘eye examination form’ on The Source Eye Care page and take it with them to their Optician who should complete the relevant section. The form can then be submitted via iExpenses in order to claim both the cost of the eyesight test and a contribution to the cost of glasses. (Note: The full cost of prescription safety glasses/goggles will be borne by the STFC).
   
  
• 4.2.7 Report any DSE related health or safety issues to their supervisor or line manager, and also as a SHE incident following ​STFC SHE Code 5 Incident Reporting and Investigation.
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• 4.2.8 Attend relevant DSE training and refresher training detailed in Appendix 5.

4.3 SHE Group shall:

• 4.3.1 Provide specialist DSE advice and assist in the interpretation of this code.
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• 4.3.2 Organise and deliver DSE training in respect of this code.
  

4.4 Occupational Health shall:

• 4.4.1 Advise, and resolve where possible, health issues that have arisen from the use of DSE.

4.5 Directors and other senior managers shall:

• 4.5.1 Ensure that resources are available to enable their department to comply with the requirements of this code.
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• 4.5.2 Review performance and check that action is being taken to address any DSE-related risks or ill health.
  

5. References

• 5.1 Work with DSE, The Health and Safety (DSE) Regulations 1992, as amended 2002, guidance on DSE regulations. L26. HMSO ISBN 0717625826
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• 5.2 Working with VDUs IND (G) 36LHSE free leaflet.
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• 5.3​ BS EN ISO 9241 Ergonomic requirements for office work with visual display terminals (VDTs) ​
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