DOCUMENT CONTROL

Version: 5.2

Ratified by: Covid-19 Gold Command

Date ratified: 7 April 2020

Name of originator/author: Health and Safety Lead / Trust Back Care Advisor

Name of responsible committee/individual:

Executive Director of Finance and Performance

Unique Reference Number: 299

Date issued: 20 May 2020

Review date: March 2021

Target Audience All Staff

Description of Changes: Due to the Covid-19 Pandemic Gold Command agreed a review extension from September 2020 to March 2021

Display Screen Equipment (DSE) Policy

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CONTENTS

SECTION PAGE

1. INTRODUCTION 3

2. PURPOSE 4 3. SCOPE 4 4. PROCEDURE 4 5. RESPONSIBILITIES 5 5.1 Managers 5 5.2 Back Care Advisor / Health and Safety Lead 5 5.3 All staff who use DSE 5 6. RISKS DUE TO USE OF LAPTOP / NOTE BOOK COMPUTERS 6 6.1 Notebooks iPhones iPads etc. 7 7. IT DEPARTMENT 8 8. TRAINING IMPLICATIONS 8 9. MONITORING ARRANGEMENTS 9 10. EQUALITY IMPACT ASSESSMENT 9 10.1 Privacy Dignity and Respect 9 10.2 Mental Capacity Act 9 11. LINKS TO OTHER PROCEDURAL DOCUMENTS 10 12. REFERENCES 10 13. APPENDICES 10 1. Portable Computer Guidance 11 2. DSE Self-Assessment Checklist 15 3. Recommendations when Using Portable DSE and Agile Working 30

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1. INTRODUCTION

The Health and Safety Display Screen Equipment (DSE) Regulations 1992 as amended by the Health and Safety (Miscellaneous Amendments) Regulations 2002 implement a directive on minimum safety and health requirements for work with DSE. The main health hazards from working with such equipment are:

Upper limb disorders (including pains in the neck, arms, elbows, wrists, hands and fingers) often referred to as Repetitive Strain Injury (RSI)

Backache

Fatigue and stress

Temporary eye strain (not damage)

Headaches Health hazards and risks associated with working with DSE may not be obvious and can be due to a number of factors however there is sufficient information available on the importance of environmental and ergonomic issues that reduce and in some instances eliminate risks. Although there has been concern regarding ill-health among new and expectant mothers using DSE the results of scientific studies do not indicate any link between miscarriages or birth defects and working with DSE. Portable DSE, including laptops, telephone, notebook / tablet computers are subject to DSE regulations when in prolonged use. Portable DSE carries the same risks as full sized equipment but also has added risks due to the lack of screen / keyboard separation and very small key pads. This can give rise to poor working postures and lead to repetitive strain particularly in the wrist, fingers, neck and shoulders. The intention of this policy is to set out the arrangements that the Trust will take to ensure the Health and Safety of employees and in so doing comply with DSE Regulations. HSE guidance states it will generally be appropriate to classify the person concerned as ‘user’ or ‘operator’ if they: Normally use DSE for continuous or near continuous periods of an hour or more at a time more or less on a daily basis or have to transfer information quickly to or from the DSE and also have to apply high levels of attention and concentration or are highly dependent on DSE or have little choice about using it or need special training or skills to use the DSE. It is acknowledged that it is not practical to assess each location at which DSE is likely to be used. Staff should take measures to control risks whenever they set up DSE / use portable equipment. For more information on how to do this see Appendix 3 ‘Recommendations when using portable DSE and Agile Working’.

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When working from a work station / workspace for a continuous period of an hour or more a workstation self-assessment is recommended. If necessary, staff should also ensure they have completed a work station self-assessment on their home environment prior to use. Whenever there is change to the home working environment it should be re-assessed and reported to their manager. It is the responsibility of all staff to make a judgement on whether the workstation they are using is conductive to ensuring their on-going health needs are met. If any issues are identified they should be reported to their manager,

2. PURPOSE OF THE POLICY

The purpose of this policy is to highlight awareness of the risk associated with DSE with a view to reducing risks to as low as is reasonably practicable/ and to provide staff / managers with a simple tool for conducting a basic DSE Self-Assessment - Appendix 2 refers

3. SCOPE

This policy will apply to all staff employed by the Trust including bank, agency or volunteer staff and will extend to basic DSE equipment including laptops, tablets, iPads and other handheld devices including mobile phones and peripherals such as roller balls, mouse or any other devices supplied by the Trust in connection with DSE work.

4. PROCEDURE

Staff should be provided with information and guidance on the potential health risks through the use of DSE which includes taking regular breaks and the procedure for eye testing and provision of corrective spectacles. Human Resources (HR) can be contacted for further information regarding eye tests and the cost spectacles. Any equipment or DSE furniture identified as the result of a DSE assessment must be obtained in a timely manner. All users of DSE need to complete the Trust DSE training on the specific equipment they will be using and ergonomics of workstations including information on ill health conditions which may develop if the equipment or workstation is not used correctly. The use of portable equipment such as laptops must also be assessed / reviewed where extensive use within an office environment is identified to ensure that ancillary equipment, e.g. raised plinth’s, auxiliary keyboards and lap top docking stations are used to minimise health risks.

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Arrangements must be agreed for staff with existing health conditions to be monitored and as necessary provided with specialist equipment such as seating, ergonomic keyboards etc. All staff who are or may become designated ‘users’ will receive information via the Trust DSE E-Learning Training which includes:

The risks of working with DSE

The importance of good posture and changes of position

The availability of suitable furniture

How to adjust the furniture to avoid the risks

The availability of ancillary equipment e.g. foot rests, wrist rests

The avoidance of reflections and glare

Adjustment of contrast/brightness

The risk assessment process and their contribution to it

The need to report the onset of related aches and pains

The entitlement to eye and eye sight tests and the provision of spectacles where are required specifically for DSE work

A record of the DSE assessment / Training and details of action taken in response to the DSE assessment is to be kept in the individual’s personal file.

5. RESPONSIBILITIES 5.1 Managers

Managers are responsible for ensuring (1) That staff complete training using the Trust on-line DSE E-Learning package and staff who use DSE complete an initial DSE Self- Assessment – see Appendix 2. Advice on such can be obtained from the Trust Back Care Advisor or Health and Safety Lead. (2) Providing equipment / DSE furniture for staff. Arrangements must be in place to inspect any area where DSE is located to ensure the DSE is being used as advised and formally followed up if it is not. DSE assessments should be reviewed due to staff changes, office reorganisations etc.

5.2 Back Care Advisor / Health and Safety Lead

The Trust Back care Advisor / Health and Safety Lead will assist and advise managers regarding staff DSE Self- Assessments and in some instances will conduct further assessment if there are circumstances such as pre-existing health conditions or in cases of pregnant or nursing mothers.

5.3 All Staff Who Use DSE

Staff should adopt best practice when using DSE and should make full and correct use of any additional DSE support equipment provided by the Trust and report any health conditions they consider have developed through their use of DSE to their line manager as soon as practicable.

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Every employee who uses DSE including those with a disability or special needs should complete the Trust on-line DSE training and self-assessment or in exceptional circumstances where the on-line DSE training cannot be accessed using the pro-forma in appendix 1 and forward to their line manager. Staff will use DSE in the advised and approved manner and make full use of any devices supplied by the Trust intended to reduce health risks and as recommended by the HSE. e.g. after every hour of continuous DSE work take a 5-10 minute break or change work activities to alternate tasks away from the DSE. Employees should also bring to the attention of their manager any developed symptoms they consider are the result of their use of DSE. It is important to ensure that workstations are desiged to meet the needs of users including those with disabilities. Wheelchair users may have special requirements for chairs and work surfaces (for example with regard to height). In practice some wheelchair users may need a purpose-built workstation but others may prefer to use existing work surfaces. The HSE’s guidance states that the needs of individual employees should have priority over minimum compliance with the standards set out in the Regulations. The Equality Act 2010 also applies, requiring reasonable adjustments to cater for the needs of disabled employees.

6. RISKS DUE TO USE OF LAPTOP / NOTEBOOK COMPUTERS

The portability of lap top / notebook computers is their main advantage. Some staff may however still find them too heavy. Staff should also recognise that carrying a laptop/notebook computer in a designated laptop bag may constitute a security risk. Using an ordinary bag may help to disguise what it being carried and so deter thieves. Laptop/notebook computers have to be compact enough to be easy to carry, resulting in design compromises such as smaller keyboards and screens. Laptop work is therefore less comfortable than work at standard sized equipment during prolonged use. Careful consideration needs to be given to where and how laptops are used. It is possible to purchase regular-sized keyboards to attach to these computers. The regulations state that screen and keyboard need to be separate for periods of use of over an hour / set up as for desk top use. Staff who spend a lot of time at home working on their work laptop computer should consider these factors although staff should not feel that there is an expectation to spend excessive amounts of time in this way. Staff who use computers for work-related purposes at home should follow the same priniciples of use when at work. Specific training and information should be given for laptop users on minimising risks, including sitting comfortably, angling the screen to minimise

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reflections and, wherever possible, placing the laptop on a firm surface and at the right height for keying. The HSE has suggested that the following ergonomic factors be taken into account when choosing portable computers:

choose a lighter weight model of 3kg or less, with a large and clear screen (14 inch diagonal or more)

select one with the longest battery life possible;

choose a lightweight carry case with handle and shoulder straps;

Consider using a trolley bag 6.1 NOTEBOOKS iPHONES iPADS etc.

The recent surge in the use of portable handheld communications devices such as notebooks and ‘iPhones’ has led to questions as to their safety. The main hazards inherent in such equipment are:

Repetitive strain injury (RSI). The small size of the keyboards on such devices can lead to RSI problems such as ‘Blackberry thumb’ (see below);

Musculo-skeletal disorders arising from the posture adopted when using such mobile devices;

Eye strain and visual fatigue caused by squinting to view the small screen; and

Stress - arising from the fact that the device is always on, so the user feels that they are always at work.

Other hazards stem from the locations in which such portable devices are used. Back pain and general musculo-skeletal disorders can arise from their use in unsuitable places such as trains and cafes. Fears of theft of the equipment lead to stress and anxiety about personal safety, whilst for those who use such technology ‘on the move’ there is the very real risk of injuries arising as a result of slips, trips and falls.’ Small communications devices are also subject to the DSE Regulations 1992 if they are in use for prolonged periods as part of someone’s work. The HSE is aware of anecdotal reports of wrist and thumb pain, and neck pain arising from the heavy use of thumbs in typing words onto such handheld devices, and advises that any such risks should be managed in the normal way, i.e. carry out a risk assessment as they would for a laptop computer. The HSE also recommends that users of such devices should avoid heavy useage of the equipment in poor working environments, such as where the conditions are cramped or there is inadequate lighting. When away from traditional DSE equipment and using mobile portable equipment such as notebooks, iPhones or IPads users are advised to take more frequent breaks to compensate for the ergonomic disadvantages inherent in the use of this technology. Meanwhile, on return to the office or staff work room, where full-sized DSE equipment is available, there is no need to continue to use such devices.

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Many staff now make use of tablet computers such as ‘iPads’. These devices offer convenience and flexibility but can pose their own health and safety problems. For example, there is a tendency when using a tablet device to adopt an awkward posture which can lead to discomfort and postural problems with prolonged use. Researchers from Harvard University have found that tablet users keep their heads in more flexed positions when using tablets than positions used by typical computer users. Working for long periods with the head slumped in a forward position and the neck flexed can cause pain. It is recommended that users change posture every 20 minutes and use a case that doubles as a tablet stand. The HSE states that people who habitually use portable DSE equipment should be trained in how to minimise risks, for example by sitting comfortably, angling the screen so it is easy to read and taking frequent breaks. Wherever possible, portable DSE devices should be placed on a firm surface at a comfortable height. Where portable equipment such as tablets are in prolonged use at the user’s main place of work, additional steps can be taken to reduce risks, e.g. by using a docking station. Appendix 1 provides further guidance on the use of tablet devices See also: https://www.youtube.com/watch?v=4FBMWGGJMbY

7. IT DEPARTMENT The Trust IT Department will ensure equipment specification and software packages are suitable and meet the criteria outlined in the DSE Regulations. To that end they will pre-approve all orders for IT equipment and software to ensure:

Compatibility with existing systems

Capacity and speed of operation are optimal for the specific requirements of the Trust and department

That installed programmes are suitable and supported by the IT department for maintenance.

Ensure service managers are informed of new developments etc. designed for improved ergonomics by liaising with the Back Care advisory Service.

8. TRAINING IMPLICATIONS

Managers should ensure staff are aware of the contents of this policy at local induction and whenever a DSE self-assessment is required and ensure staff complete the Trust E-Learning DSE training. If a manager requires assistance to complete a DSE assessment they should contact the Trust Back Care Advisor or Health and Safety Lead Records of any information, instruction or training provided should be maintained in personal files, and a record of the training / instruction sent to the Learning and Development Team at the RED Centre.

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9. MONITORING ARRANGEMENTS

Area for Monitoring

How Who by Reported to

Frequency

DSE Self- Assessments

Review of completed Documents

Line Managers / Health and Safety Lead / Back Care Advisor

Health, Safety & Security Forum

Initially for all staff / As required

Staff with existing health conditions

Monitoring as necessary

Managers / Occupational Health

Health, Safety & Security Forum

On-going

10. EQUALITY IMPACT ASSESSMENT SCREENING - The completed Equality Impact Assessment for this Policy has been published on this Policy’s webpage on the Trust Policy Library website.

10.1 Privacy, Dignity and Respect

The NHS Constitution states that all patients should feel that their privacy and dignity are respected while they are in hospital. High Quality Care for All (2008), Lord Darzi’s review of the NHS, identifies the need to organise care around the individual, ‘not just clinically but in terms of dignity and respect’.

As a consequence the Trust is required to articulate its intent to deliver care with privacy and dignity that treats all service users with respect. Therefore, all procedural documents will be considered, if relevant, to reflect the requirement to treat everyone with privacy, dignity and respect, (when appropriate this should also include how same sex accommodation is provided).

Indicate how this will be met

There are no additional requirements in relation to privacy, dignity and respect

10.2 Mental Capacity Act – NOT APPLICABLE

Central to any aspect of care delivered to adults and young people aged 16 years or over will be the consideration of the individuals capacity to participate in the decision making process. Consequently, no intervention should be carried out without either the individuals informed consent, or the powers included in a legal framework, or by order of the Court

Therefore, the Trust is required to make sure that all staff working with individuals who use our service are familiar with the provisions within the Mental Capacity Act. For this reason all procedural documents will be considered, if relevant to reflect the provisions of the Mental Capacity Act 2005 to ensure that the interests of an individual whose capacity is in question can continue to make as many decisions for themselves as possible.

Indicate How This Will Be Achieved.

All individuals involved in the implementation of this policy should do so in accordance with the Guiding Principles of the Mental Capacity Act 2005. (Section 1)

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11. LINKS TO OTHER PROCEDURAL DOCUMENTS

Pregnant and Nursing Mother Policy and Procedures

Agile Working Policy

Safer Manual Handling Operations 12. REFERENCES

The Health and Safety at Work Act 1974

The Health and Safety (Display Screen Equipment) Regulations 1992 as amended in 2002

The Management of Health and Safety Regulations 1992

The Workplace (Health, Safety and Welfare) Regulations 1992 13. APPENDICES

1 - Portable Computer Guidance 2 - DSE Assessment Checklist 3 – Recommendations When Using Portable DSE and Agile Working

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APPENDIX 1

PORTABLE COMPUTER GUIDANCE This guidance is advice to those members of staff who use portable devices as part of their work. Where a member of staff is provided with a portable device it is important to ensure they familiarise themselves with user manuals and this guidance and adherence to the recommendations. Some portable devices are designed to be lightweight and carried in one hand. They are thus easier to use and handle than a laptop which normally requires a surface to set the computer down while in use. Some earlier Tablets were not ‘convertible with keyboards and do not have a media drive, these items are available as external devices usually connected through a USB port. However the more recent Tablets used within the Trust are of the ‘convertible’ type and may be able to configure as either a Tablet or Laptop. Tablets with a display screen of less than 15 inches (diagonally) should not be used for:-

Prolonged periods of time in offices without connection to an external keyboard, check with IT regarding USB ports for the keyboard mouse and monitor, as the user will not be able to adopt a good seated posture and the portable screen, due to its physical size may cause headaches and dry eyes;

Detailed graphical work unless the software package allows for magnification

Temporary/Transient Office Use

Whenever working with portable devices, the important factor is to avoid poor posture. When used in an office environment, some points to remember in order to achieve best practice include: Configuration

Connection to peripheral equipment (height adjustable monitor, keyboard and mouse) must be provided and used;

Where Tablet only devices are supplied, they must be ‘docked’ in their docking station and peripherals again used.

Sitting

Adopt a good sitting position in order to avoid straining your arms and back;

Try not to slouch. Do not sit forward and crouch over the Tablet;

When reading from a hard copy keep it as close to the Tablet as possible

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Correct Pen Usage

Hold as for a normal pen applying light pressure;

Experiment with using the pen in different applications and take time to get used to how the pen works so that you are able to make the most of your Tablet PC and improve productivity;

Do not ‘stab’ at the screen as this may damage the screen (or if a screen protector is in use), will cause damage to the protector and may require its replacement.

Reading the Screen

Avoid glare. Glare and reflected light can affect screen clarity when using Tablets;

Position the screen directly in front of you;

Do not work with the screen at any angle other at right angles to your line of sight;

If glare occurs, adjust your screen – either by means of programmed menu controls or to another position within the room – in order to reduce reflections;

Do not sit with your back towards a window;

Regularly clean your screen protector, or replace it as necessary (see handbook);

Adjust screen brightness to suit surrounding light levels. Hot Desking: Work areas used for hot desking should where possible incorporate different heights of desk or tables in their office design for example high tables to stand at to input data on a short time period. Easily adjustable chairs should also be provided. Advice can be sought from the Back Care Advisory Team. Working away from the office / using Portable Devices Vehicles Tablets / Lap top PC’s should not be used in cars / other vehicles. However, on occasions this may be unavoidable in which case:

Never use your Tablet / Lap top PC when driving; For short durations only, i.e. to check emails, it is preferable to sit in the passenger seat if you have to use portable IT equipment adjusting the seat to provide legroom; Remain aware of the immediate area around your vehicle and lock the doors for security.

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Working with a Portable Device in a Service Users / Patients Home When meeting service users / patients in their own homes and where no suitable flat surface is available if applicable portable devices should be used in the Tablet configuration, but if a suitable hard surface and chair is available, the portable device should be reconfigured and used as a Laptop if possible.

Try to compromise by using an appropriate chair that gives good posture support;

If using a Tablet whilst sitting on a sofa or easy chair, place a cushion on your lap to act as a platform;

If handing to the client to gain their signature or show them relevant information, again use a cushion on their lap to protect their skin from any potential bruising;

If held in the hand, work with the Tablet close to your body;

For longer periods of use whilst standing use a neck strap and holder if available. Working with a Portable Device on Trains

Avoid working in seats with tables attached to the rear of seats in front of you;

Try to book and use the more spacious communal tables when travelling, with the PC in the Laptop configuration (if convertible);

Be aware of sensitive confidential information and safeguard it from prying eyes. Personal Safety Always be conscious of your personal safety when carrying or using your Tablet. Take sensible precautions such as: -

Plan your tasks to avoid situations where you are likely to be lone working in circumstances where theft is likely;

Take extra care in public places, or in other situations (or at times) where ether risk of theft may be greater;

If possible, do not carry the Tablet in luggage with a computer manufacture’s branding;

Always be conscious of vehicle security when transporting your Tablet between venues e.g. never leave it on view in an unattended vehicle; and never leave it overnight in an unattended vehicle.

Manual Handling Tablets vary in size and weight but are generally smaller than laptops – typically 2Kg. In many instances these are accompanied by the use of peripherals such as portable printers, spare batteries etc. Whilst the Tablet and any associated items will usually have a carrying case of some description, the overall weight and methods of transportation need to be considered. Carrying cases of the type with single shoulder straps can put strain on the back and neck muscles if equipment is carried for any distance or for any long period of time. If a briefcase is also carried then the overall weight plus the awkwardness of the resulting load can be a problem, even though you appear to be balancing the load.

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The use of a backpack is more advantageous to cut down strain on your arms and distribute loads evenly across the body. This is also more effective for personal safety reasons. If used alone an alternative lightweight shoulder bag could be used or use a trolley bag. The Back Care Advisory Service has a range of bags and trolleys. Contact the Trusts Back Care Advisory Service.

The aim is to try to reduce the amount of weight you intend to carry by:

Not carrying equipment unless they are really likely to be needed;

Minimizing hard copy documents you take. Store them electronically on the tablet or on a disk/memory stick (if of a non-confidential nature), or consider sending them in advance (by post or e-mail) to your destination;

All computer work that caries personal identifiable data should be encrypted.

Regularly checking your batteries and following the recharging instructions in order to avoid carrying extra batteries. Also make use of an in-car charger if fitted (e.g. most tablet PC batteries will only last for approx. 3 hours, however newer generation tablet PC’s may last up to 5 hours, depending on settings and usage.).

Mobile Communications It must be accepted that where provided for use, mobile communications devices may not operate in some locations due to poor transmission paths or levels. Such problems should be report and alternative arrangements considered .

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APPENDIX 2

DISPLAY SCREEN EQUIPMENT REGULATIONS (DSE)

WORKSTATION ASSESSMENT –

SELF-ASSESSMENT QUESTIONNAIRE.

USER = Return completed questionnaire to your appointed Manager. Please also complete the Trust on-line DSE Training.

MANAGER = Review completed questionnaire, discuss results with user and where necessary seek advice and make adjustments. If necessary consult with the Trust Back Care Advisor.

SENIOR MEMBER OF STAFF/ MANAGER = Implement any actions / recommendations and maintain appropriate records

Name:

Job Title:

Care Group/

Department:

Signature:

Date:

N.B. If you work at more than one workstation / agile working environment you must complete a questionnaire for each workstation.)

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1. GENERAL: GUIDANCE: The definition of a display screen user is an employee who habitually uses display screen equipment for the purpose of an employer’s undertaking as a significant part of their normal employment. This includes anyone who uses display screen equipment either (a) for prolonged periods of more than one hour on most working days or (b) for shorter periods totalling two or more hours on most working days.

On average how many hours do you normally spend working on a PC at work each day?

Less than 1 hour each day

1-2 hours each day

2-3 hours each day

More than 3 hours a day

GUIDANCE: Due to pain and discomfort caused by poor ergonomics and posture that is related to cumulative use, it is essential that the Trust determine the use outside the normal working environment. This can be either work related or leisure use, it is important that sound ergonomics and good posture are maintained when using DSE outside your normal working environment.

On average how many hours each day do you normally spend working on a PC away from your usual work environment?

Less than 1 hour

1-2 hours

2-3 hours

More than 3 hours

2. WORK CHAIR

GUIDANCE: The height of your chair must be adjustable and the back of the chair adjusted to provide support for your lower back- the lumber region.

Do you regard the chair provided for your use as:

Stable? Yes No

Comfortable? Yes No

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Can the following be adjusted sufficiently for your needs?

Seat height? Yes No

Seat back height? Yes No

Seat back angle/tilt? Yes No

Do you know how to make the above adjustments?

Yes No

Sitting with the chair too low and

too far from the desk

encourages a slouched posture

with no support

from the chair back

Feet are hooked around the chair base

restricting blood circulation in the legs

The head is

tilted forward

Shoulders may be

hunched

Move the

chair close

to the desk

and sit back

on the seat

Adjust the chair

back so that the

upper body is

supported

Raise the chair

seat so that, with

the upper arms

vertical, the elbows

are level with or

just above the desk

Can your feet be placed flat on the floor?

Yes No

GUIDANCE:

If your feet are not flat on the floor when typing, you may require a foot rest. High heels can affect posture. It is recommended that where long periods of DSE use take place flat shoes should be worn. Alternatively remove your shoes.

Do you require a foot rest? Yes No

If this is too low for

the desk, it is likely

that the forearms will be

stretched forwards (or

sideways) to avoid hunching

Shorter people often set the chair height so

that their feet are firmly on the floor

This causes

undue loading on

the shoulders

Use a foot rest if the feet do not

touch the ground

Set the chair position

and height as already

described

Height-adjustable

chair arms provide

additional support

for the arms and

upper body

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GUIDANCE:

Adjustment to the chair may be required and/or provision of a footrest. If you are experiencing any pain/discomfort report this to your manager who will refer you to Occupational Health through your HR advisor

When you sit on your chair at your desk, are the backs of your thighs and knees free of excess pressure?

Yes No

3. DISPLAY SCREEN GUIDANCE: Display Screen Equipment can be defined as any conventional cathode ray tube, screen and other display screen processes such as liquid crystal display. Display screens should not flicker. If it does, and this cannot be cured by a simple adjustment of the colour scheme or brightness/contrast controls, contact IT for further advice.

Does the Display Screen have a stable image with no flickering?

Yes No

GUIDANCE: The screen should be adjusted so that the print is clear, but the contrast with the background is not so great that it causes glare.

Are you able to adjust the brightness and contrast between the characters and the background?

Yes No

GUIDANCE: Make sure there is a comfortable viewing distance between your eyes and the screen and have some space between the keyboard and the front of the desk. You may need to move your desk away from the wall (or the desk opposite) to get the monitor far enough back. Place the screen in front of you so that you face it without twisting your body. Ensure any drawers under the desk do not obstruct your legs. If your PC is occupying too much desk space, if possible to do so move it off the desk. A flat screen may be of benefit to you if you are short of space on your desk.

Can you read the display screen comfortably?

Yes No

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GUIDANCE: Ideally the screen should be directly in front of you; about an arms length away; and should be sited so that you are looking slightly down towards the monitor.

Can the display screen be swivelled and tilted to reach a comfortable position without having to look down excessively?

Yes No

GUIDANCE: The Screen should be clean and free from reflected light. The adverse effects of reflected light can easily be countered by turning the screen down/away from light sources. The ideal situation is where the screen is positioned at right angles to the window and very slightly upwards towards your eyes. Adjustable blinds may help in some cases. As a last resort an anti-glare/anti-reflection screen filter may be required.

Is the screen free from glare and reflection?

Yes No

Is the keyboard in good working condition?

Yes No

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Is the keyboard adjustable for angle?

Yes No

GUIDANCE: Keyboards should be separate from the display screen so that they can be located in a position on the work surface that is comfortable to you.

Is the keyboard detachable from the screen?

Yes No

GUIDANCE: The keys on the keyboard should ideally be non-reflective and they should be kept clean, so that all the letters etc. can be read easily.

Does the keyboard have a matt surface?

Yes No

Are the symbols on the keyboard legible?

Yes No

GUIDANCE: Unless the keyboard has a built in hand/wrist rest along its front edge, it should be located away from the front edge of the workstation so that the wrist of the hand can rest on the work surface.

Is there adequate space in front of the keyboard to provide support for your wrists?

Yes No

GUIDANCE: If the keyboard is of a depth that you are finding it uncomfortable, you may need to have a separate hand/wrist rest.

Do you require a wrist rest?

Yes No

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5. MOUSE GUIDANCE: When you are using the mouse, your upper arm should hang comfortably from your side and your forearm should be parallel to the floor. In this way the bottom of the mouse is aligned horizontally with your elbow. Keep the mouse as close to the keyboard as possible to avoid reaching, and so your arm is positioned consistent with the above description.

Is the mouse located in a comfortable position?

Yes No

GUIDANCE: A mouse mat should always be provided, if not speak to your departmental manager/supervisor.

Is a mouse mat provided?

Yes No

GUIDANCE: The mouse should move freely across the mouse mat and the pointer should glide easily across the screen. If not your mouse may need cleaning or replacing.

Does the mouse move freely across the mouse mat?

Yes No

Does the pointer move smoothly across the screen?

Yes No

6. WORK DESK GUIDANCE: There should be sufficient space on the work desk arrangements to accommodate the display screen and clerical activities. Please Note: All office furniture purchased through purchasing will comply with the DSE Regulations.

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Does the work desk allow adequate room for flexibility for the arrangement of work equipment?

Yes No

GUIDANCE: Ensure that the workstation surfaces are matt, if they are not they need to be treated, covered or replaced.

Is the work desk surface free from glare?

Yes No

GUIDANCE: Arrange your desk layout to make best use of available space. Document management is very important. If you need to look at the keyboard when typing, the best place for the document holder is between the monitor and the keyboard. Remember that the computer is not the only tool in constant use and others (such as the telephone) should also be readily accessible without stretching or twisting. Use the mouse as close to the keyboard as possible.

Is the work equipment arranged so that extensive reaching/twisting is minimised?

Yes No

GUIDANCE: Make sure that there are no obstructions, for example, boxes, cables etc. under the desk that prevent you obtaining a suitable position.

Is the underneath of your desk clear of obstructions?

Yes No

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Clear the space under

the desk so that you

can place your legs

underneath it without

twisting or leaning

forward.

GUIDANCE: There should be adequate space under the desk to provide appropriate leg room.

Is there adequate leg room underneath your desk?

Yes No

7. DOCUMENT HOLDER GUIDANCE: Document Holders allow documents to be positioned alongside between the key board and computer, paper on a clip board also works well and at the same height and distance from you, as the screen. They can be useful if you copy type frequently, and if you experience difficulty in refocusing your eyes when switching from the screen to the document.

Do you require a document holder?

Yes No

8. LAPTOP USERS GUIDANCE: If the laptop is your main computer and you use it for long periods it is advisable that you use a separate keyboard and mouse where available. The laptop should be on a firm surface and at the right height for typing. The use of a good working surface, separate keyboard and mouse will minimize the risk of pain and discomfort.

Is the laptop your main computer?

Yes No

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Follow this link for advice on posture when using a lap top computer or sitting on a couch. https://www.youtube.com/watch?v=PZWSc5EWDoA

Do you use a separate keyboard when using the laptop for long periods?

Yes No

Do you use a separate mouse when using the laptop for long periods?

Yes No

Is there a space in front of your keyboard to support your wrists?

Yes No

Is the laptop on a firm and level surface and at a comfortable height for typing?

Yes No

Do you use a desk top computer if it is available?

Yes No

9. NOTEBOOKS and other PORTABLE DEVICES How often do you use your tablet/portable device continuously on a daily basis?

Less than twenty minutes More than twenty minutes

What are you using this device for?

E-mail Web browsing Other please state

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When reading, can you use a stand?

Yes No

When typing can it be used horizontally?

Yes No

Do you use a separate keyboard?

Yes No

Do you use a separate mouse?

Yes No

Is there a space in front of your keyboard to support your wrists?

Yes No

Do you use a desk top computer if it is available?

Yes No

10. POSTURE

Are your forearms approximately horizontal when typing?

Yes No

GUIDANCE: Your wrists and forearms should be extended with the minimum amount of bending and twisting. Regular changes in activity are recommended. If this is not possible build in suitable rest pauses to prevent the onset of pain and discomfort. All tasks can also be subject to analysis against the Rapid Entire Body Assessment (REBA) score - an evidence based assessment tool for the hierarchy of the REBA - The higher the score the higher the REBA :

8 Tuff book in car 6 Tuff book at dining table 6 Tuff book on a settee 3 Chair with lap top cushion.

Staff who come through the workplace assessment rout may need to prioritise their working pattern down to lowest risk possible. It is good to take a

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balanced risk approach. Further information / advice can be obtained from the Trust Back Care Advisory Service.

Do you move your wrists as little as possible when typing?

Yes No

Can you view the screen without turning your head?

Yes No

Are your eyes level with the top of the screen?

Yes No

If the monitor is set too low, this encourages the

operator to tilt the head downwards

As a result, the

whole body

tends to lean

forward, moving

away from the

support of the

chair back and

encouraging

slouching

Any document

holder should be

at screen height &

in the same focal

plane to minimise

head twisting and

tilting

TOUCH TYPISTS can raise the monitor up so that

the top of the visible screen is at eye level

Any document

holder should be

at screen height &

in the same focal

plane to minimise

head twisting and

tilting

COPY TYPISTS may prefer the screen to one side

and the document holder directly in front “HUNT AND PECK”

TYPISTS who need

to look at the

keyboard may want

to position the

monitor lower

to minimise

“nodding”

between the two

between

the

monitor

and

keyboard

to avoid

twisting

The document holder

should be placed

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11. WORK ENVIRONMENT GUIDANCE: Your workstation must have adequate space and flexibility to allow you to change position and vary movements.

Do you have sufficient space at your workstation to change position or vary movements?

Yes No

GUIDANCE: The overall lighting level in your work environment should be not too bright that it makes the information on the screen difficult to read (causing eye discomfort, headaches etc.) and not too low that non-display screen work is difficult.

Is the lighting adequate for you to complete your work?

Yes No

GUIDANCE: Ensure that the workstation surfaces are matt, and where necessary anti-glare screens should be provided and windows fitted with blinds.

Is it free from glare or distracting reflections?

Yes No

GUIDANCE: Computers generate small amounts of dry heat, which can cause problems if there is insufficient ventilation. Ideally temperatures should be within the range 16C to 23C (61F to 73F), and the humidity levels should range between 40% to 60%. However these are only guidelines and not statutory requirements.

Is the temperature and humidity comfortable?

Yes No

12. ORGANISATION OF WORK Do you make time for adequate pauses / breaks to prevent discomfort in your hand, wrist and arm?

Yes No

GUIDANCE: To avoid unnecessary stress and fatigue, you should try to mix display screen/ keyboard work with other work wherever possible.

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Do you take rest pauses when using a display screen?

Yes No

Do you have a flexible work pattern where you can work on other tasks between using the display screen?

Yes No

13. NATURE OF WORK

GUIDANCE:

If you work from home on a regular basis using DSE it is important that sound ergonomic principles are used in your work environment.

Do you work from home on a regular basis?

Yes No

GUIDANCE:

The software should be suitable fast enough and user friendly for the particular job that you do.

Is the software you use suitable for the task?

Yes No

14. PERSONAL INFORMATION

Do you use specialist equipment for display screen use?

Yes No

Do you experience visual discomfort (e.g. visual fatigue) during or after using display screen equipment?

Yes No

GUIDANCE:

One of the risks associated with DSE use is work related upper limb disorder (WRULD). It is pain and discomfort experienced in the fingers, hands, wrists, arms, neck and back. It is important that if you do experience any of these report it to your manager or identify it here in this questionnaire.

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Do you experience physical discomfort during or after using display screen equipment?

Yes No

GUIDANCE:

The Trust has appointed an Occupational Health Service Provider to advise on any aspect of work related ill health. This includes any pain/discomfort associated with DSE use and a referral will be made to Occupational Health via your manager / HR advisor. If you do experience any pain/discomfort complete a Trust Incident Report IR1 form. Occupational health will undertake a more detailed assessment of your ill health associated with DSE work and provide a detailed report for your manager / HR.

Do you know how to report ill-health related to display screen equipment use?

Yes No

GUIDANCE:

If you are classified a ‘User’, you are entitled to a free eye test. The Trust will make a contribution payment for corrective eyewear under the DSE regulations. Your manager has the responsibility to pass your name onto HR who administers eye test payment.

Do you know how to obtain a free eyesight test?

Yes No

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APPENDIX 3

Recommendations when using Portable DSE and Agile Working

Carry out a risk assessment. It is recognised that this can be more difficult as it not practical to assess each location where portable DSE equipment may be used. However the DSE user should control risks whenever they set up portable DSE equipment particularly in relation to their working posture. Where portable equipment is used for any length of time and the user is unable to control the risks or where issues arise with postural risks the user should inform their manager and full documented DSE risk assessment completed.

A laptop should be used with a docking station / separate keyboard and mouse set up on a suitable work surface if used for continuous periods of one hour or more. Users who use portable DSE equipment regularly for periods in excess of an hour should assess the risks as outlined above.

If using portable equipment take regular postural breaks and catty out gentle mobilisation exercises with hands, fingers, neck and shoulders.

If possible look for portable DSE equipment of low weight and keep accessories light. Use a suitable catty case such as a backpack or wheeled briefcase when transporting DSE equipment between premises.

Minimise the use of portable DSE equipment in non-ideal locations i.e. motor vehicles

Touch screen should be positioned with care to provide optimal use for viewing use. It is important the angle of the screen is such that it reduces glare and reflection but also the user can avoid adopting awkward working postures.