HEALTH AND SAFETY. Display Screen Equipment Regulations Guide

Transcription

1 HEALTH AND SAFETY Display Screen Equipment Regulations Guide

2 CONTENTS DSE Standards - Definitions... 3 DSE... 3 User... 3 Health and Safety (Display Screen Equipment) Regulations - How They Affect You... 5 Who is affected?... 5 I am self-employed - am I covered?... 5 I work at home - am I covered?... 5 How do the Regulations apply to work with laptops and other portable DSE?... 5 I use a portable computer are there any precautions I should take?... 6 What do employers have to do to comply?... 6 Health and Safety (Display Screen Equipment) Regulations... 8 Display Screen... 8 Keyboard... 8 Work Desk or Work Surface... 9 Work Chair... 9 Interface Between Computer and Operator/User ENVIRONMENT Space Requirements Document Holder Reflection and Glare Lighting Noise Heat Radiation Humidity Edinburgh Napier University DSE Network Package...13 Recommended DSE Work Area...15 Recommended seating and posture for typical office tasks...16 Workstation Do's and Don'ts...17 Chair Workstation Screen Check your work routine

3 DSE Standards - Definitions DSE The definition of Display Screen Equipment (DSE) is not limited to typical office situations consisting of computers, laptops and related technologies (i.e. handheld devices like Blackberries) but also covers, for example, nonelectronic display systems such as microfiche. User The combination of factors which give rise to risks makes it impossible to lay down hard-and-fast rules about who should be classified as a user or operator. Users are employees who habitually use DSE for their job. Where use is less continuous or frequent the employee is classed as an operator of DSE (and not a user as defined in the Regulations). Both operators and users should complete DSE assessments. It will generally be appropriate to classify the person as a user if they: use DSE for continuous or near-continuous spells of an hour or more at a time and use DSE in this way more or less daily and have to transfer information quickly to or from the DSE and also need 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. Part-time workers should be assessed using the same criteria. For example, if an employee works only two days a week but spends most of that time on DSE work, that person should be considered a user. 1. All employees who have access to display screen equipment (DSE), whether or not they are considered to be users, should complete the Cardinus online Workstation Safety Plus package (see page 13). 2. Completion of the Workstation Safety Plus package is also needed where employees work from home (whether or not the employer provided the workstation). 3

4 3. Where there is a computer without an identified user (for example in hot desking situations or for a computer used by the public in a library) an assessment of the workstation must be undertaken to ensure it is suitable, adjustable and safe for the required users. 4. You must reduce risks identified in the assessment as much as possible. 4

5 Health and Safety (Display Screen Equipment) Regulations - How They Affect You Who is affected? They affect staff who habitually use DSE as a significant part of their normal work. Other people, who use DSE 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. Employees of other organisations who use equipment provided by the University shall be regarded as users if they fulfil the above criteria, although in these circumstances the obligation to provide eye tests and health and safety training rests with their employers. 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 DSE for a significant part of your normal work and are using a client employer's 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. All staff working from home should in the first instance carry out the Cardinus Workstation Safety Plus package (see page 13). How do the Regulations apply to work with laptops and other portable DSE? Portable DSE such as laptops and handheld devices are subject to the regulations if in prolonged use for work purposes. People who habitually use portable DSE should be trained in how to minimise risks, for example by 5

6 sitting comfortably, angling the screen so it is easy to read and taking frequent breaks. Wherever possible, portable DSE should be placed on a firm surface at a comfortable height. Where portables 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. 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. 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 of employees covered by the Regulations and assess and reduce risks. They need to look at hardware, the environment and factors specific to the individual using the equipment. Their views may be sought as part of the assessment. Where risks are identified, the employer must take steps to reduce them. Ensure workstations meet minimum requirements. These are good features that should be found in a workstation. For example, the screen should normally have adjustable brightness and contrast controls. This allows individuals to find a comfortable level for their eyes, helping to avoid the problems of tired eyes and eyestrain. 6

7 Plan work so that there are breaks or changes of activity. The length or number of these is not specified precisely in the Regulations, as the need for breaks depends on how intensely and for how long the employee has been using the DSE. But short, frequent breaks are better than longer, less frequent ones, and ideally the individual should have some discretion over when they are taken. On request arrange an eye examination and provide spectacles if special ones are needed. Any member of staff who requires corrective spectacles should obtain a referral letter from their line manager to take to their optometrist (a copy should also be sent to Occupational Health). Referral letter available on Human Resources website at In the event that special corrective spectacles are required, the sum of 50 (including VAT) will be paid by the School/Service. However, should employees wish to upgrade to any frame or lens, they will do so at their own expense. The invoice should be sent to Finance Services, Sighthill Campus, Edinburgh EH11 4BN. Users must meet the cost of "normal" corrective appliances. The University will meet the cost of "special" corrective appliances (up to an agreed amount). The cost will be borne by the employee's School/Service. Provide health and safety training. This is to make sure employees can use all aspects of their workstation equipment safely, and know how to make best use of it to avoid health problems, for example by adjusting the chair. Provide information. This should cover what the employer has done to comply with the Regulations, such as the action to reduce the risk and arrangements for breaks. 7

8 Health and Safety (Display Screen Equipment) Regulations Display Screen The characters on the screen shall be well-defined and clearly formed, of adequate size and with adequate spacing between the characters and lines. The image on the screen should be stable, with no flickering or other forms of instability. The brightness and the contrast between the characters and the background shall be easily adjustable by the operator or user, and also be easily adjustable to ambient conditions. The screen must swivel and tilt easily and freely to suit the needs of the operator or user. It shall be possible to use a separate base for the screen or an adjustable table. The screen shall be free of reflective glare and reflections liable to cause discomfort to the operator or user. Keyboard The keyboard shall be adjustable and separate from the screen so as to allow the operator or user to find a comfortable working position avoiding fatigue in the hands and arms of the operator or user. The keyboard shall have a matt surface to avoid reflective glare. The arrangement of the keyboard and the characteristics of the keys shall be such as to facilitate the use of the keyboard. 8

9 The symbols on the keys shall be adequately contrasted and legible from the design working position. Work Desk or Work Surface The work desk or work surface shall have a sufficiently large, low reflectance surface and allow a flexible arrangement of the screen, keyboard, documents and related equipment. There shall be adequate space for operators or users to find a comfortable position. Work Chair The work chair shall be stable and allow the operator or user easy freedom of movement and a comfortable position. The seat shall be adjustable in height. The seat back shall be adjustable in both height and tilt. A footrest shall be made available to any operator or user who, once having adjusted the height of their chair, cannot sit with their feet comfortably supported on the floor. Footrests should only be used where strictly necessary as inappropriate use may result in poor posture for the user. All furniture to comply with these regulations must be purchased in consultation with the Head of Procurement, Finance Services. 9

10 Interface Between Computer and Operator/User In designing, selecting, commissioning and modifying software, and in designing tasks using display screen equipment, the employer shall take into account the following principles: Software must be suitable for the task; Software must be easy to use and, where appropriate, adaptable to the level of knowledge or experience of the operator or user; no quantitative or qualitative checking facility may be used without the knowledge of the operators or users; Systems must provide feedback to operators or users on the performance of those systems; Systems must display information in a format and at a pace which are adapted to the operators or users; The principles of software ergonomics must be applied, in particular to human data processing. ENVIRONMENT Space Requirements The workstation shall be dimensioned and designed so as to provide sufficient space for the operator or user to change position and vary movements. In particular there must be adequate space and clearance beneath the worktop, to allow the seated user/operator to perform the range of tasks and to change posture, without the knees or thighs coming into contact with any structural component of the workstation. 10

11 Document Holder To avoid potentially damaging postures, a suitable document holder should be provided at the workstation and located appropriately. Reflection and Glare Before deciding upon the location of the workstation and its associated DSE screen, an assessment should be conducted to determine whether the position and characteristics of the existing lighting fixtures are likely to cause distracting reflections off the screen and hence whether the solution to the eliminator of the potential glare would include changes to the location and/or type of lighting fixtures. Workstations shall be so designed that sources of light, such as windows and other openings, transparent or translucent walls, and brightly coloured fixtures or walls cause no direct glare and no distracting reflections on the screen. Windows, where necessary, should be fitted with a suitable system of adjustable covering (vertical blinds with opaque material) to attenuate the daylight that falls on the workstation, otherwise the blinds will become a major source of glare when sunlight falls directly on them. Screen filters should only be considered as a last resort, if it proves impossible to implement the other glare elimination procedures. Lighting Any lighting provided should ensure satisfactory working conditions and appropriate contrast between the screen and background environment. 11

12 Noise Noise emitted by equipment belonging to any workstation shall be taken into account when a workstation is being equipped, with a view in particular to ensuring that attention is not distracted and speech is not disturbed. Heat Equipment belonging to any workstation shall not produce excess heat which could cause discomfort to operators or users. Radiation All radiation with the exception of the visible part of the electromagnetic spectrum shall be reduced to negligible levels from the point of view of the protection of the operator's or user's health and safety. Humidity An adequate level of humidity shall be established and maintained. 12

13 Edinburgh Napier University DSE Network Package **IT IS MANDATORY THAT ALL STAFF GO THROUGH THIS PACKAGE** A training and DSE Assessment package (Workstation Safety Plus) is available on most PC's within the University. The package includes animations, interactive sequences and quizzes. The E-learning modules are:- Introduction Sitting comfortably Your desk area Avoiding discomfort Conclusion Test To access the course:- 1. Go to "start" on your computer 2. Go to "All Programs" 3. Go to Applications 4. Go to "Health and Safety" 5. Go to "Cardinus Online Safety Training" and follow on-screen instructions. 6. Retain a note of the User ID automatically generated the first time you use the programme. 7. This will allow you to: log back into the system and complete a package if you are unable to finish it in one session; view your past training record; and access the other Cardinus packages. 8. Print out training certificate on completion. 9. Training Certificate to be held as a record of risk assessment by the School/Service. A list of all staff and those identified as "users" within the School/Service along with a copy of the training record and Risk Assessment for each staff member should be held within the School/Service along with details of any control measures taken, or to be taken, by the School/Service. The Workstation Safety Plus Assessment may identify a very simple solution to a musculo skeletal or other health related problem. If this cannot readily be achieved by modification of the workstation, the member of staff should 13

14 contact Occupational Health. A more detailed assessment will then be carried out. It is recommended that this is carried out annually or when there is a change in layout of room or new equipment. Risk Assessment of workstations should be done when a new workstation is set up, when a new user starts work, or when a substantial change is made to an existing workstation (or the way it is used). Assessments should be repeated if there is any other reason to suspect it may be no longer be valid, for example if users start complaining of pain or discomfort. 14

15 Recommended DSE Work Area 1. Adequate contrast, no glare or distracting reflections. 2. Adequate lighting. 3. Distracting noise minimised. 4. Leg room and clearances to allow postural changes. 5. Window covering. 6. Software : Appropriate to task, adapted to user, provides feedback on system status, no undisclosed monitoring. 7. Screen: Stable image, adjustable, readable, glare/reflection free. 8. Keyboard: Useable, adjustable, detachable, legible. 9. Work Surface : Allow flexible arrangements, spacious, glare free. 10. Work Chair : Adjustable. 11. Footrest. 12. Document Holder. 15

16 Recommended seating and posture for typical office tasks 1. Seat back adjustable. 2. Good lumbar support. 3. Seat height adjustable. 4. Seat tilt adjustable. 5. No excess pressure on underside of thighs and backs of knees. 6. Foot support if needed. 7. Space for postural change, no obstacles under desk. 8. Forearms approximately horizontal. 9. Minimal extension, flexion or deviation of wrists. 10. Screen height and angle should allow comfortable head position. 11. Space in front of keyboard to support hand/wrist during pauses in keying. 16

17 Workstation Do's and Don'ts Chair Sit well back in your chair and adjust back rest to provide proper lumbar support. Adjust the height of the chair so that your forearms are in a horizontal position and your wrists are straight. Use a footrest if, after adjusting the chair height for the correct arm position, you cannot rest your feet on the floor without putting strain on the feet, calf or thigh muscles. Adjust your chair height for your feet and legs first. Workstation Check that your workstation is in the best position for you. Make sure there is room to push back the screen to the best viewing distance for you. Make sure that you have adjusted the viewing angle so that it is comfortable for you. Make use of a document holder if this will help reduce the need for constant moving to and from the copy. Keep your wrists straight when using the keyboard. Bend your fingers, not your wrists. Make sure you are not sitting so close to the keyboard that your wrists are bent sideways when using it. Locate the keyboard and mouse so that your upper arms can remain vertical alongside your trunk while your lower arms and hands remain parallel to the floor and just above the level of the top of the mouse. Position things where you can reach them without stretching forwards or to the side (sideways). Take time to get your body into a comfortable position - it's worth it. Hunch or strain to look at the screen. Bend your hands upwards or sideways at the wrists. 17

18 Twist or overreach to get hold of things. Use a workstation adjusted for someone else. Screen Make sure that the screen is clean and dust free. Make sure there is no glare and there are no disturbing reflections on the screen. Screw up your eyes and face to peer at the screen to get the position and lighting right. Check your work routine Make sure that you do not spend more than an hour continuously using a keyboard. Make sure that after approximately 1 hour of continuous keyboard work you spend 15 minutes carrying out non-keyboard tasks which use different sets of muscles and which stimulate the blood circulation in your body. Plan your work routine to include as much task variation as possible. Spend more than 4 hours per day on intensive keyboard work. Spend one day at the keyboard followed by, say, one day filing. You may think it is more productive but it is much better for your long-term health to break up these tasks throughout the day. Work more intensively in order to fit in your breaks. Forego breaks in order to shorten your working day. 18

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20 Health and Safety Team, Edinburgh Napier University 05/2011