Safe Use of Display Screen Equipment

Health & Safety Procedure

Number 16
Safe Use of Display Screen
Equipment

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Revision 1.0
Date: 04/03/09

Safe Use of Display Screen Equipment

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
1.0

Date
4.3.2009

Description
Agreed by H&S Lead Officers

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Safe Use of Display Screen Equipment

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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Safe Use of Display Screen Equipment

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 limb
disorders (sometimes know as repetitive strain injury or RSI), visual
fatigue and mental stress. While the risks to the user are often low
they can still be significant if good practice is not followed.
The purpose of this document is to define the procedure for the safe
use of display screen equipment. This procedure is applicable not only
to employees of Cumbria County Council, but also agency and interim
workers, Councillors, volunteers and any other persons who may be
affected by the activities that the procedure is designed to protect
against.
It should be noted that the corporately provided Specsavers Eyecare
voucher scheme is not currently applicable to school based staff or
agency workers, councillors or volunteers. Individual schools may
choose to use this scheme and can approach Specsavers directly to
purchase vouchers.
Further Directorate specific documentation on this subject may also be
available.
This procedure is applicable from 1st April 2009

2.0

OBJECTIVES
The objectives of this procedure are

3.0

2.1

To ensure that all display screen users are provided with

suitable and sufficient training and subsequent assessment of
their workstations as required.

2.2

To ensure that a suitable system exists to provide DSE users

with free eye tests and corrective spectacles when requested

2.3

To reduce the risk of injury and ill health associated with display
screen work.

2.4

To ensure that all display screen users in Cumbria County

Council achieve a safe and comfortable workstation.

DEFINITIONS
3.1

Display Screen Equipment (DSE)

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

3.2

DSE User
Someone who normally and regularly uses DSE for their work or
have 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 out
the requirements that must be met by employers in order to
meet the minimum requirements in respect of the use of DSE.
Health and Safety Practitioner
A person holding the relevant safety qualifications and appointed
by Cumbria County Council to a specific health and safety
position.

3.4

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

3.5

P25
The accident and incident form currently in use across the
council

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

Workstation
The immediate work environment and any optional accessories
to the DSE, such as, any disk drive, telephone, document
holder, chair, desk, work surface, storage unit, or other item
peripheral to the DSE.

4.0

RESPONSIBILITIES UNDER THIS PROCEDURE

4.1

Corporate Health and Safety Unit

Responsible for development of e-learning relating to DSE
Safety and establishing and running the corporate eyecare
voucher scheme.

4.2

Directorate Health and Safety Practitioners/Teams

Are responsible for ensuring that audit and monitoring is
undertaken within their directorates to measure compliance
relating to the objectives of this procedure and to provide
support 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 have
undertaken the relevant training and have undertaken
individual workstation assessments, and where
reasonably practicable, are not exposed to significant
risks to their health and safety
4.3.2 Seeking professional advice from Occupational Health or
their Directorate H&S Practitioners when required.

4.4

All Employees
DSE Users must adhere to the advice given in relation to health
and safety requirements. They also must complete the relevant
training and assessment required in this procedure. Employees
also have a duty to report any concerns relating to ill health or
concerns about the use of display screen use to their Line
Managers

5.0

CONTRACTOR REQUIREMENTS
5.1

6.0

Where a contractor is delivering a service on behalf of the

Council that contractor must have health and safety procedures
in place at least equivalent to those in this procedure. All
Directorates must ensure that sound mechanisms are in place
within their own Directorate for specifying and monitoring the
requirements of this contractor in delivering such a service

TRAINING & WORKSTATION ASSESSMENT REQUIREMENTS

6.1

Suitable and sufficient training and information will be provided

to all DSE users. All employees will be given access to the
HSEs guidance on Safe use of VDUs at induction. This is
reproduced at Appendix 1. New employees must complete an
initial workstation assessment prior to using DSE for the first
time.

6.2

Regular employees and agency staff will receive sufficient

information and training to a suitable standard which ensures
that workstation assessments and DSE tasks are able to be
carried out in a safe, comfortable and competent manner.

6.3

Workstation assessments must be completed annually or when

changes to workstations take place e.g. new equipment
installed. Records of all initial and refresher training need to be
maintained locally.

6.4

At the time of writing online workstation training and assessment

tools are being developed by the Corporate Health and Safety
Unit. When these are finalised they will be made available to
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DSE users and managers and this procedure will be updated to
reflect any changes. Until access to the online system is
available assessment and training must still take place using the
assessment form at Appendix 2 and local Directorate training
arrangements. Assistance from a Directorate Health and Safety
Practitioner will always be available if required.
6.5

7.0

The workstation assessment process is designed to highlight

any potential risks. Managers should ensure that any identified
problems are resolved as soon as possible. In the case of a
user experiencing pain related symptoms which they indicate
are as a result of work with DSE referral should be made to
Occupational Health using the normal referral procedures.

WORKSTATION REQUIREMENTS
7.1

Each DSE users workstation must meet the minimum

requirements as laid down in the DSE regulations. Users
undertaking training and assessment either online or using the
self assessment checklist and any issues being resolved will
ensure that each user meets these minimum requirements.
These minimum requirements can be found in Appendix 1 or
online via the link below
HSE INDG36 (rev3) Working with VDUs

8.0

SHARED WORKSTATIONS
8.1

9.0

Workstations that may be shared between employees should

have a wide enough range of adjustment to accommodate each
user. Each user should complete a workstation assessment and
undertake the necessary training.

EYES AND EYESIGHT TESTS

9.1

Employers have a duty to provide DSE users with a regular eye

sight test on request. Cumbria County Council uses the
Specsavers Corporate Eyecare voucher scheme for this
purpose. At present the eyecare voucher scheme is not
applicable to school based staff who currently have their own
arrangements for such tests.

9.2

Managers should contact the Corporate Health and Safety Unit

by email to healthandsafety@cumbriacc.gov.uk or by telephone
to 01228 226345 or 226632 to request vouchers. A voucher
request form is also available (appendix 3) to download from the
intranet link and can be faxed to 01228 606291. The vouchers,
which cost 17 per voucher or 85 for a book of 5, (at the time of
writing) entitle the employee to a full eye examination at any
Specsavers optician in the UK and if required solely for display
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screen use, a pair of single vision glasses. The employee may
choose to upgrade to a more expensive range of frames at their
own expense.

10.0

9.3

The employee should contact their local Specsavers to make an

appointment, detailing that they have a corporate eyecare
voucher. They must take the voucher to the appointment and
after the eye test they must return the completed part of the
voucher to their Manager.

9.4

Vouchers should be provided by Managers as soon as possible

after an employee asks for an eye test.

9.5

Additional vouchers will be issued every two years or more

frequently if guided by the clinical judgment of the optometrist
but the employee must provide documentation from the
optometrist to support this. (E.g. the previous completed
Specsavers VDU eyecare certificate or last prescription).

PORTABLE DSE
10.1

11.0

Portable DSE is being used more frequently. It is only meant for

short periods of use and if it is intended to be used on a regular
basis a docking station with separate screen, keyboard and
mouse or a riser with separate keyboard and mouse must be
used.

DISABILITY DISCRIMINATION ACT AND DSE

11.1

Reasonable adjustments must be made to a users workstation

where they may suffer difficulties or be at a disadvantage due to
a disability listed in the directory of impairments listed in An
Employers Guide to Reasonable Adjustments under the
Disability Discrimination Act. Should a user require an
alternative method of completing training or workstation
assessment please contact your Directorate Health and Safety
Practitioner for further assistance.

12.0 REFERENCES & RELATED DOCUMENTS

The law on VDUs: An easy guide: Making sure your office complies
with the Health and Safety (Display Screen Equipment) Regulations
1992 (as amended in 2002) HSG90 HSE Books 200 ISBN 07 762602 4
Work with display screen equipment. Health and Safety (Display
Screen Equipment) Regulations 1992 as amended by the Health and
Safety (Miscellaneous Amendments) Regulations 2002. Guidance on
regulations L26 (Second edition) HSE Books 200 ISBN 0 7 76 2582 6
An Employers Guide to Reasonable Adjustments under the Disability
Discrimination Act (Central London Law Centre) Tel. 020 7839 2998
Corporate Health and Safety Procedure No 23, Health and Safety for
Homeworkers

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

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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 what
employers and employees should do to comply;
Suggests some simple adjustments that users can make to
workstations and screens to make them more comfortable and easy to
use and explains how employers and users can get further advice.
Whats the difference between a VDU, a VDT, a monitor 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. It
covers both conventional (cathode ray tube, TV-style) screens and the newer
flat-panel displays such as those used in portable computers.
The advice in this booklet applies to the whole workstation, job and work
environment, 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 risk?
VDUs have been blamed - often wrongly - for a wide range of health
problems. In fact, only a small proportion of VDU users actually suffer ill health
as a result of their work. Where problems do occur, they are generally caused
by 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 the
way 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 to
different people. A better medical name for this whole group of conditions is
upper limb disorders. Usually these disorders do not last, but in a few cases
they 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 likely
if a VDU user feels stressed by the work (see next question). If you get aches
or pains you should alert your supervisor or line manager.
Problems can often be avoided by good workplace design, so that you can
work comfortably, and by good working practices (like taking frequent short
breaks from the VDU). Prevention is easiest if action is taken early, before the
problem 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 arises
from increased pace of work or pressure to meet deadlines, not the VDU
itself. Some VDU workers find stress is reduced because the VDU makes
their 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 does
not feel in control or competent to operate it.
Employers can help overcome stress by providing the right training, and by
designing systems and tasks to match the abilities of the people who work
with them.
Can work with VDUs affect eyesight?
Extensive research has found no evidence that VDUs can cause disease or
permanent damage to eyes. But long spells of VDU work can lead to tired
eyes and discomfort. Also, by giving your eyes more demanding tasks, it
might 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 well
positioned 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 air
seem drier, and some contact lens wearers find this uncomfortable. If you
have this problem but dont want to change to spectacles, you can try blinking
more often or using tear-substitute drops. Where the air is dry, employers can
help by taking steps to increase the humidity.
People with bifocal spectacles may find them less than ideal for VDU work. It
is important to be able to see the screen easily without having to raise or
lower 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 problem
has 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. How
long you should work without a break depends on the type of work you are
doing.
Do VDUs give out harmful radiation?
No. VDUs give out both visible light, which enables us to see the screen, and
other forms of electromagnetic radiation which can be harmful above certain
levels. However, the levels of radiation emitted from VDUs are well below the
safe levels set out in international recommendations. So your employer
doesnt have to check radiation levels from your VDU, and you do not need
any 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 not
been borne out by more recent research. Many scientific studies have now
been carried out and, taken as a whole; these do not show any link between
miscarriages 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 well
informed 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 skin
problems when working with a VDU. The exact cause is not known, but it
seems possible that a combination of dry air, static electricity and individual
susceptibility may be involved. If this is the case, increasing the humidity or
allowing more fresh air into the room may help.
Can VDUs trigger epileptic fits?
Most people with epilepsy are completely unaffected by VDUs. A few who
suffer from photo-sensitive epilepsy and are susceptible to flickering lights and
striped patterns may be affected in some circumstances. But even they can
often 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. The
resulting design features, like small keyboards, can make prolonged use
uncomfortable, unless steps are taken to avoid problems, e.g. by using a
docking station.
It is best to avoid using a portable on its own if full-sized equipment is
available. And like other VDU users, people who habitually use a portable
should be trained how to minimise risks. This includes sitting comfortably,
angling the screen so it can be seen clearly with minimal reflections, and
taking frequent breaks if work is prolonged. Wherever possible, portables
should 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 to
aches and pains in the fingers, hands, wrists, arms or shoulders. This can
also happen with a keyboard, but mouse work concentrates activity on one
hand and arm (and one or two fingers), and this may make problems more
likely. Risks can be reduced by adopting a good posture and technique.
Try to limit the time you spend using the mouse. Take frequent breaks - even
short pauses to relax your arm can help, as can spells using the keyboard or
doing non-computer work. Place the mouse close, so it can be used with a
relaxed arm and straight wrist. It can help to support your arm, for example on
the 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 a
trackball.
The Regulations and how they affect you
The Health and Safety (Display Screen Equipment) Regulations 1992
implement an EC Directive and came into effect from January 99 (some small
changes were made in 2002). The Regulations require employers to minimise
the 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 of
their normal work. Other people, who use VDUs only occasionally, are not
covered by the requirements in the Regulations (apart from the workstation
requirements). However, their employers still have general duties to protect
them 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 your
normal work and are using a client employers workstation. The client
employer has to assess and reduce risks, ensure the workstation complies
with the minimum requirements and provide information, as if you were an
employee. But there is no requirement for employers to plan work breaks, or
provide 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, and
habitually 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 of
approved 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 work
environment;
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 in
risk assessments, e.g. by reporting health problems. Where risks are
identified, 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 out
in a schedule to the Regulations, covering screens, keyboards, desks, chairs,
the work environment and software. All workstations covered by the
Regulations now have to comply, to the extent necessary for the health and
safety of workers.
Plan work so there are breaks or changes of activity
As the need for breaks depends on the nature and intensity of the work, the
Regulations require breaks or changes of activity but do not specify their
timing or length. However the guidance on the Regulations explains general
principles, for example short, frequent breaks are better than longer, less
frequent ones. Ideally the individual should have some discretion over when to
take breaks.
On request arrange eye tests, and provide spectacles if special ones are
needed
Employees covered by the Regulations can ask their employer to provide and
pay 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 optometrist
doing the first test can recommend when the next should be. Employers only
have to pay for spectacles if special ones (for example, prescribed for the
distance at which the screen is viewed) are needed and normal ones cannot
be used.
Provide health and safety training and information
Employers have to provide training, to make sure employees can use their
VDU and workstation safely, and know how to make best use of it to avoid
health problems, for example by adjusting the chair.
Information should also be provided about VDU health and safety. This should
include general background information - this could be done by giving out
copies of this booklet. It should also cover more specific details of the steps
taken 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 it
and to avoid potential health problems. If the Regulations apply to you, your
employer should cover these things in training. If the Regulations dont apply,
it is still worth setting up your workstation properly, to be as comfortable as
possible.
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 your
eyes the same height as the top of the VDU.
Make sure you have enough work space to take whatever documents or other
equipment you need.
Try different arrangements of keyboard, screen, mouse and documents to find
the best arrangement for you. A document holder may help you avoid
awkward 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 or
bright lights. Adjust curtains or blinds to prevent unwanted light.
Make sure there is space under your desk to move your legs freely. Move any
obstacles 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 the
keyboard is sometimes helpful for resting the hands and wrists when not
keying.
Try to keep your wrists straight when keying. Keep a soft touch on the keys
and dont overstretch your fingers. Good keyboard technique is important.

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Using a mouse
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 mouse
arm stretched. Move the keyboard out of the way if it is not being used.
Support your forearm on the desk, and dont grip the mouse too tightly.
Rest your fingers lightly on the buttons and do not press them hard.
Reading the screen
Adjust the brightness and contrast controls on the screen to suit lighting
conditions in the room.
Make sure the screen surface is clean.
In setting up software, choose options giving text that is large enough to read
easily on your screen, when you are 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).
Individual characters on the screen should be sharply focused and should not
flicker or move. If they do, the VDU may need servicing or adjustment.
Posture and breaks
Dont sit in the same position for long periods. Make sure you change your
posture as often as practicable. Some movement is desirable, but avoid
repeated stretching to reach things you need (if this happens a lot, rearrange
your workstation)
Most jobs provide opportunities to take a break from the screen, e.g. to do
filing or photocopying. Make use of them. If there are no such natural breaks
in your job, your employer should plan for you to have rest breaks. Frequent
short breaks are better than fewer long ones.
What should I do if I have any problems?
If you are a VDU user and think you have health problems connected with
your work, its best to talk to your supervisor, manager or safety
representative first. Employers have a duty to consult their employees or
employee representatives on health and safety issues. It is good practice for
employers to encourage early reporting of health problems, help sufferers
obtain treatment they need, and help them return to work.

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APPENDIX 2 - WORKSTATION SAFETY CHECKLIST
DEPT:
DIRECTORATE:
LOCATION:
ASSESSED BY:
WK. ST. REF. NO:

SELF ASSESSMENT?:
USER'S NAME:
ASSESSMENT NO:
ASSESSMENT DATE:
REVIEW DATE:

FACTORS

YES

NO

Ways of Reducing the risk.

DISPLAY SCREENS

1.1

Are the characters clear

and readable?

1.2

Is the text size comfortable

to read?

Make sure the screen is clean and

cleaning materials are available.
Check the text and background
colours work well together
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 up

checked As soon as possible.

1.4

Is the screen suitable for its

intended use?

1.5

Are the brightness and or

contrast adjustable?

1.6

Does the screen swivel and

tilt?

1.7

Is the screen free from

glare or reflection?

E.g. intensive graphic work requiring

fine attention to small details may
require larger display screens.
Separate adjustment controls are
not essential provided you can read
the screen easily at all times.
Swivel and tilt need not be built in
you can add a swivel and tilt
mechanism.
You might need to move the screen
and/ or shield the screen from
sources of reflections

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YES

NO

ACTIONS REQD.

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Safe Use of Display Screen Equipment

FACTORS
1.8

2
2.1

YES

NO

Ways of Reducing the risk.

ACTIONS REQD.

Check that blinds work, vertical

blinds can be more suitable than
horizontal ones. Anti glare filters
should only be used as a last resort.

Where required to prevent

glare and reflection, are
adjustable window
coverings provided in an
adequate condition?
KEYBOARDS
Is the keyboard separate
from the screen?

This is a requirement, unless the

task makes it impracticable (e.g.
where there is a need to use a
portable for short term duration).
Tilt need not be built in

2.2

Does the keyboard tilt?

2.3

Is it possible to find a
comfortable keying
position?

2.4

Does the user have a good

keyboard technique?

2.5

Are the characters on the

keyboard easily readable?

3
3.1

MOUSE OR DEVICE
Is the device suitable for
the tasks it is used for?

Try pushing the display screen

further back, to create more room
for the keyboard, hands and wrists.
Users of thick raised keyboards may
need a wrist rest.
Avoid hands being bent up at the
wrist, hitting the keys too hard
overstretching the fingers.
Keyboards should be kept clean. If
the characters still cannot be read
replace the keyboard.
If the user is having problems, try a
different device. The mouse and
trackball are general purposes
devices suitable for many tasks and
available in a variety of shapes and
sizes. Alternative devices like touch
screens may be better for some

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FACTORS

YES

NO

Ways of Reducing the risk.

ACTIONS REQD.

tasks (but can be worse for others).

3.2

Is the device positioned

close to the user?

3.3

Is there adequate support

for the users wrist and
forearm?
Does the mouse work
smoothly at a speed which
suits the user?
Can the user easily adjust
the software settings for
speed and accuracy of the
pointer?
SOFTWARE
Is the software suitable for
the task?

3.4

3.5

4
4.1

5
5.1

Most devices are best placed as

close as possible, e.g. right beside
the keyboard.
Support can be gained from, for
example the desk surface. If not a
separate support may be required.
Cleaning may be required, Check
the work surface is suitable a
mouse mat may be needed
Users may require training in how to
adjust device settings.

Software should help the user carry

out the task, minimise stress and be
user friendly. Check users have had
appropriate training in using the
software. Software should respond
quickly and clearly to user input with
adequate feedback, such as clear
help messages.

FURNITURE
Is the work surface large
enough for all the
necessary equipment,
papers etc?

Create more room by moving

printers reference materials etc
elsewhere. If necessary consider
providing new power and telecoms
sockets so equipment can be
moved. There should be some
scope for flexible rearrangement
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FACTORS

YES

NO

Ways of Reducing the risk.

ACTIONS REQD.

when required.
5.2

Can the user reach all the

equipment and papers they
need to use?

5.3

Is desk surface free from

glare?
Is the chair suitable?

5.4

5.5

5.6

5.7

The chair should be stable

and have seat back and
height adjustment, seat
height adjustment, swivel
mechanism and castors or
glides
Is the chair adjusted
correctly?

Is the small of the back

supported by the chairs
backrest?
Are forearms horizontal and
eyes at roughly the same
height as the top of the
screen?

Rearrange equipment to bring

frequently used item within easy
reach. A document holder may be
needed positioned to minimise
uncomfortable head and eye
movements.
Mats or blotters can help reduce
reflections and glare.
The chair may need repairing or
replacing if the user is
uncomfortable or cannot use the
adjustment

The user should be able to carry out

their work sitting comfortably. The
arms of chairs can stop the user
getting close enough to use the
equipment comfortably. Move any
obstructions from under the desk.
The user should have a straight
back, supported by the chair, with
relaxed shoulders.
Adjust the chair height to get the
users arms in the right position, then
adjust the VDU height if necessary

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FACTORS
5.8

5.9

6
6.1

6.2

6.4

Are levels of noise

comfortable?
DSE EYESIGHT TEST
Is the user aware that
he/she can request an eye
test paid for by Cumbria
County Council?

Ways of Reducing the risk.

ACTIONS REQD.

If not a foot rest may be needed

Space is needed to move stretch

and fidget. Consider reorganising
the office layout and check for
obstructions. Cables should be tidy
and not a trip hazard.

ENVIRONMENT
Is the lighting suitable, e.g.
not too bright or too dim to
work comfortably?
Does the air feel
comfortable?

Are levels of heat

comfortable?

8
8.1

NO

Are feet flat on the floor,

with no pressure from the
seat on the back of legs?
Is there enough room to
change position and vary
movement?

6.3

7
7.1

YES

Users should be able to control light

levels. Local desk lighting may be
required.
VDUs and other equipment may dry
the air. Circulate fresh air where
possible. Consider a humidifier is
discomfort is severe.
Can heating be better controlled?
More ventilation or air conditioning
may be required if there is a lot of
electronic equipment in the room.
Consider moving sources of noise
e.g. printers away from the user
CCC (excluding schools that have
their own arrangements) uses the
Specsavers Corporate Eye Care
Scheme. Vouchers must be
requested via your Manager.

OTHER FACTORS
Has the checklist covered
all experienced problems
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FACTORS

YES

NO

Ways of Reducing the risk.

ACTIONS REQD.

COMPLETED

relating to use of DSE?

8.2

8.4

Is the user free from pain or

other symptoms when
working on DSE?
Does the user take regular
breaks away from their
display screen?

Any symptoms should be reported

to your Line Manager ASAP.
It is advisable to take a break for 510 minutes in every hour of nonstop use of the DSE. Focussing on
a distant object every 20mins or so.
Helps to relax the eye muscles and
help avoid eyestrain.

Additional Comments:

Manager Name (print):

Manager Signature:

Employee Name (print):

Employee Signature:

Managers should ensure that any agreed actions required are completed within reasonable timescales and signed and dated in
the completed column.

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Safe Use of Display Screen Equipment

APPENDIX 3
TO BE COMPLETED BY MANAGERS ONLY

SPECSAVERS EYECARE VOUCHER REQUEST FORM

Please complete the form and email to healthandsafety@cumbriacc.gov.uk or fax to
Corporate 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 @ 17.00

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

Managers Signature

Please complete your cost centre number and total cost for vouchers, cost centres
will be charged by automatic internal billing.
Vouchers will be sent out as soon as payment is confirmed.
Cost Centre No

Nominal

Funding Source

1 7 8 1 0
Narration

Total Amount

0
Corporate Eyecare Voucher Scheme

(Please ensure that you keep local records of eye tests for each DSE user as these may
be checked during health and safety audits)
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