1. This instruction presentation is for RGU staff who uses DSE for an hour or more each day & depends on DSE to do their job. This information module should take approximately 15 minutes to complete. Health and Safety (Display Screen Equipment) Regulations 1992 WORKING WITH DISPLAY SCREEN EQUIPMENT (DSE) Computers Laptops Graphic display devices

2. PURPOSE A step by step guide to making your DSE workstation comfortable and safe to use

3. WHAT ARE THE POSSIBLE HEALTH EFFECTS OF WORKING WITH DSE? 1.Back pain or upper limb disorders 2.Eye strain 3.Fatigue

4. BUT….. …..if you set up your workstation correctly and use it safely you can help you keep fit and well.

5. SETTING UP YOUR DSE WORKSTATION Each of these components is important in working with DSE 1.Chair 2.Desk 3.Screen 4.Mobile devices 5.Working environment

6. GET COMFORTABLE The chair should be in good condition with plenty of padding Adjust the height and angle of the seat and back rest so that you can reach the keyboard without stretching and have your eyes level with the top of your screen Sit back on the chair so that your thighs are well supported with a small space behind your knees and both feet flat on the ground

7. WHY? Sitting back on the chair with both feet on the ground will improve your posture and allow your blood to circulate freely. This reduces the risk of back pain and other joint or muscle problems. Being at the right height for the keyboard and screen will reduce the risk of neck pain, headaches and eye strain.

8. ORGANISING YOUR SPACE Needs to be large enough for all equipment, paperwork, etc Adjust the height to suit you if this is possible Position your mouse so you can reach it without stretching Keep the space under your desk clear so that you can move your legs and stretch Place the keyboard to allow your wrists to rest lightly on the desk Adjust the tilt of the keyboard to keep your wrists straight *Changing position, stretching your legs, and not working in a cramped space promotes circulation, reduces muscle stiffness, and reduces fatigue.*

9. SCREEN Place the screen approximately arms length from you Have your eyes level with top of the screen Raise monitor height if necessary Tilt screen to keep head balanced, not leaning forward Adjust screen position to remove glare or reflections: avoid having a window directly behind you Keep the screen clean Report flickering to IT Services

10. ADJUST THE WORKSTATION TO FIT YOU…... Correct posture reduces the risk of fatigue, headaches, back pain and other soft tissue conditions: back straight upper arms hanging down at your sides forearms at right angles and resting on the desk wrists straight head balanced on your neck and shoulders (not tilted forward) Working with your wrists bent up or down increases risk of injury and pain. Keeping your hand on the mouse for long periods can also cause pain: use keyboard controls occasionally and take regular breaks by doing other tasks away from your DSE. ….don’t adjust yourself to fit the workstation!

11. LAPTOPS & MOBILE DEVICES Portable devices were designed for short periods of use but have become the main device for many workers. The reduced keyboard size and fixed screen position can affect your posture which may increase risk of soft tissue injuries and eye strain. The almost constant accessibility and connectivity can lead to fatigue. Follow this advice to reduce risks to your health and performance: Whenever possible use a docking station with full-size keyboard and screen Position screen to sit comfortably Change position and activity more frequently than when using a PC

12. ENVIRONMENT Try to get the lighting level suitable for you; diffusers on overhead lamps, blinds on windows, no window directly behind you Check the temperature: too cold can affect your soft tissues, too hot may cause fatigue Noise from equipment or colleagues can be disruptive leading to fatigue: move/replace old, noisy equipment; colleagues to speak quietly; reduce number of staff walking through Keep the work area clean, tidy and free from trip hazards Working in open plan or shared spaces can make individual preferences difficult to achieve: be tolerant of others, talk about concerns, and compromise where possible

13. SIMPLE STEPS TO PREVENT EYE STRAIN Our eyes have a muscle (the iris) which moves constantly to focus on objects near and far. If we stay focused on a fixed object (like our screen) these muscles get tired and some users experience eye strain: sore, itchy eyes; blurred vision; difficulty focusing. DSE does not cause vision problems but the way we use it can highlight existing weaknesses. Exercise your eyes by looking across the office or out the window every few minutes. This simple refocusing exercise will help prevent eye strain

14. EYE & VISION TESTS Most people who need glasses for DSE also need them for reading so regular eye tests are important. If spectacles are needed solely for DSE work your employer will pay for a basic pair of lenses and frames. Measure the distance from your forehead to your screen before getting your eyes tested by an optician. Follow this link for the RGU eye test form. Speak to your Health & Safety Co-ordinator for further information.

15. Simple steps to prevent back pain, upper limb disorders, etc. Human bodies have evolved to move almost constantly and many modern health problems are directly related to static posture and sedentary lifestyles. Regular activity is good for your physical health: It gets blood and oxygen to your brain to help concentration and performance It helps prevent back pain, headaches, sore shoulders, painful wrists, and so on There is no maximum time you are permitted to use DSE but the longer you work without a change of activity or position the more likely you are to develop health problems.

16. Simple steps to prevent back pain, upper limb disorders, etc. Every 5 – 10 minutes: stand up stretch gently move all your joints then sit down and carry on working Every hour leave your workstation: do a different task walk around the office, corridors, external areas etc.

17. STEPS TO REDUCE FATIGUE Get comfortable at your workstation by setting it up to suit you Take frequent, regular breaks from DSE use : go for a walk, do some stretches by your desk, or just do a different work activity Ask for help getting the best from your software or IT system When travelling restrict the time you spend on mobile devices Discuss workload with your supervisor if necessary

18. ACCESSORIES Most issues can be resolved using the advice in this presentation. If you still experience problems or discomfort you should speak to your manager, Health & Safety Co-ordinator or Occupational Health & Environmental Safety Department. Footrest: allows your feet to be supported if the desk cannot be adjusted Wrist rest: takes some of the pressure off your wrists Document holder : allows you to work between documents and screen without repeated, small head movements Ergonomic mouse: turns your wrist into a more neutral position Lumbar roll: provides pressure and comfort to the small of the back Docking station and separate keyboard: try to use a full-size keyboard when using a laptop in an office Wheeled carry case for portable equipment : useful alternative to carrying loads on your back

19. DSE CHECKLIST When you have read and understood this instruction presentation and adjusted your DSE workstation to suit your needs please complete the RGU DSE user checklist: Discuss any remaining issues with your Health & Safety Co-ordinator or manager and add comments to the checklist A new checklist must be completed if your DSE workstation or job (location, environment, role, etc) significantly changes

20. FURTHER ADVICE The following information is available from Posturite on the RGU Health and Safety website: Workstation exercises Effective back care DSE helpful hints Using iPads and tablets Lab environments Laptop helpful hints