1. DISPLAY SCREEN EQUIPMENT–USER TRAINING DARNETTE COWAN HEALTH AND SAFETY UNIT

2. Legal Requirements & Policy Definitions Equipment Standards DSE and Health Hazards Setting Up Your Equipment

3. Legal Requirements These regulations place specific responsibilities on the University to employees using display screen equipment (DSE). The University has a general duty of care to all its employees. Health & Safety at Work Act 1974 Management of Health & Safety at Work Regulations 1999 Health & Safety (Display Screen Equipment) Regulations 1992 as amended) Regulations 2002

4. Definitions: Who is a User? Where use of display screen equipment is more or less continuous on most days, employees are classed as users. Where use is less frequent, persons should be classed as users if most or all of the following apply:- * they depend on using the display screen equipment to do their job * they have no discretion as to use or non-use of the equipment * they use the equipment for prolonged spells of more than one hour * they use the equipment more or less daily * fast transfer of information between user and screen is part of the job * the system demands high levels of attention/concentration by users

5. Definitions : What is Display Screen Equipment ? Display Screen Equipment (DSE): any alphanumeric or graphic display screen used for word processing, email, data input/analysis, CAL and research, microfiche readers TVs not covered (except editing) DSE used at home for work covered by the Regulations Use of PDA’s and mobile phones. Covered if used extensively for writing, editing documents etc for work. (not texting!)

6. Display Screen Equipment Regulations These regulations cover specific requirements for users of DSE and include:- The need to analyse DSE workstations (Regulation 2) Minimum requirements of workstations of users (Regulation 3) The need to consider daily work routine of users (Regulation 4) The need to provide eye and eyesight testing (Regulation 5) The need to provide training ( Regulation 6) The need to provide relevant information (Regulation 7)

7. Workstation Standards The workstation includes: the display screen equipment; the keyboard; the work desk; and the chair In broad terms, it would also encompass the general environment, lighting, reflections, glare, temperature and humidity.

8. Equipment Standards: Screen & Image Screen can swivel and tilt Characters well defined Brightness and contrast adjustable by operator Image on screen clear and stable – no flickering or instability Screen should be free of reflective glare

9. Equipment Standards: Keyboard Where possible, separate from screen Able to tilt Matte finish to reduce glare Symbols on keys legible Suitable for the application

10. Use of Keyboard Keep your fingers relaxed. Use a soft touch on the keyboard instead of pounding keys with unnecessary force. Grasp the mouse gently – move using elbows not wrists.

11. Use of the Mouse Mouse positioned correctly, ie close to body, no excessive reaching to operate. Ensure correct operation of mouse: fingers should be placed down the body of the mouse to reduce movement at the knuckles and operation should be from the elbow to limit bending and twist at the wrist.

12. Equipment Standards: Workstation or Desk Large enough for flexible layout of equipment Enough space to allow operators or users to adopt a comfortable position Low reflective surface – minimal glare

13. Equipment Standards: Working Environment Space: adequate for adopting normal and comfortable posture Lighting: sufficient to be able to see clearly to do the task Reflections and glare: reduced so far as is practicable Noise: levels should not be intrusive Humidity and temperature: should be at a level that would not cause discomfort Work area: to be kept generally tidy

14. One size doesn’t fit everyone!

15. Equipment Standards: Work Chair Chair should have a minimum of 5 castors Upholstered to avoid hard front edge Seat pad height adjustable Seat back height and tilt adjustable Footrest available if required

16. Low Back Support

17. Seat Pan Depth Too long: Can cut off circulation Too Short: does not provide enough support

18. DSE and Health Hazards Musculo-skeletal problems: aches or pains in neck or back. Upper limb disorders (ULD): aches or pains in hands and arms or shoulders. Visual fatigue: tired, sore eyes and headaches. Mental stress: feeling unable to cope, mental distress. Such conditions should not be considered inevitable to DSE use, and any symptoms should be reported to your line manager, DSA or Health and Safety (ext 4976) as soon as possible.

19. Upper Limb Disorders A variety of soft tissue injuries affecting the muscles, tendons and nerves of the hands, arms, shoulders and neck If connected to work, also known as: Work related Upper Limb Disorder (WRULD) Repetitive Strain Injury (RSI) Cumulative Trauma Disorder (CTD) Occupational Overuse Syndrome (OOS) Ganglion Cyst

20. DSE and Health Effects DSE use CANNOT cause eye damage. Fatigue and stress can lead to time off work and long-term health effects. Screen flicker can trigger certain types of epilepsy. Electro-magnetic radiation – NO proven ill-health effects, including expectant mothers.

21. DSE and Health: Working Practices Ensure variety is built into the working day ie ensure DSE work is broken up with non-DSE work. It is important that such work does not involve similar muscle-groups, for example writing by hand. Ensure breaks are taken away from screen and keyboard. Numerous micro breaks are proven to be more effective than formal longer breaks. Make sure longer breaks are not used to work on DSE, for example completion of private work or accessing the internet. Take time to stretch all parts of upper limbs.

22. DSE and Health: Eye and Eyesight Tests The University will pay for a test of vision and an examination of the eye, on request from a DSE User, providing the test is carried out by the Optometry Clinic in the Department of Vision Sciences. Where such a test indicates the need for spectacles specifically for DSE use, the University will arrange for payment of the cost of basic spectacles. Where a higher specification is preferred, the University will make a contribution equal to the cost of a basic pair.

23. Does my employer have to pay for DSE spectacles? The employer will only have to pay for spectacles if the test shows you need special spectacles (eg. ones prescribed for the distance the screen is viewed at). If your ordinary prescription is suitable for your DSE work the employer does not have to pay for the spectacles. HSE note updated 28.02.08

24. DSE Workstation Self-Assessment Thank-you for completing this awareness training. Please remember to complete a DSE Workstation Self Assessment and submit it to your line manager.