Display Screen Equipment (DSE) policy template

Overview

The purpose of this policy is to ensure the health, safety, and wellbeing of all employees who use display screen equipment (DSE) as part of their job. This policy sets out guidelines for the safe use of DSE, the risk assessment process, and measures to mitigate any associated risks to users’ health.

Scope

This policy applies to all employees who regularly use DSE as part of their role, including but not limited to office-based employees, remote workers, and those who frequently use laptops or tablets.

General Principles

Responsibilities

• Employer Responsibilities:

  • Ensure that workstations meet the minimum health and safety requirements outlined in the DSE regulations.
  • Provide suitable training to employees on DSE safety.
  • Conduct regular risk assessments of employees' workstations.
  • Address any risks identified in DSE assessments and provide appropriate interventions or adjustments.
  • Provide employees with the option to have eye tests, where necessary.

• Employee Responsibilities:

  • Follow safe working practices when using DSE.
  • Report any concerns or discomfort related to DSE use to their line manager.
  • Participate in workstation assessments and any follow-up actions required.
  • Take regular breaks from screen work and make adjustments to workstations when needed.

Risk Assessment

• Assessment Process:
  A risk assessment of workstations will be conducted for all employees who use DSE regularly. This will include evaluating:

  • The layout and ergonomics of the workstation (e.g., desk, chair, monitor position, keyboard and mouse placement).
  • The frequency and duration of DSE use.
  • The work environment (e.g., lighting, noise, temperature).
  • The employee’s health history and any pre-existing conditions that may affect their use of DSE.
  • Suitable breaks and work patterns.

• Outcomes of the Assessment:
  Based on the assessment, recommendations will be made to reduce or eliminate any identified risks. This may include:

  • Adjustments to workstation setup.
  • Recommendations for breaks and exercises to reduce strain.
  • Provision of ergonomic equipment, if necessary.
  • Referrals to occupational health services, if required.

Ergonomics and Equipment

• Workstation Setup:
  Employees will be provided with guidance on setting up their workstation ergonomically, including:

  • Positioning of the monitor at eye level to avoid neck strain.
  • Keeping the keyboard and mouse at a comfortable height to reduce strain on wrists and arms.
  • Ensuring adequate lighting and reducing glare on screens.
  • Ensuring the chair provides proper lumbar support and encourages good posture.

• Ergonomic Equipment:
  Where necessary, the employer will provide ergonomic furniture or equipment, including:

  • Adjustable chairs
  • Keyboards and mouse with ergonomic features
  • Laptop stands and external monitors

Breaks and Work Patterns

• Breaks:
  To reduce the risk of strain and fatigue, employees should take regular breaks from DSE use. The recommended pattern is:

  • A 5-10 minute break every hour, away from the screen, to stretch or move around.
  • Employees are encouraged to alternate between tasks that do not require prolonged DSE use, where possible.

• Work Patterns:
  Employees should avoid long periods of continuous DSE use. Workloads should be structured to include a variety of tasks to reduce strain.

Eye Care

• Eye Tests:
  Employees who use DSE regularly will be provided with the option to have an eye test at the employer’s expense. If an eye test identifies the need for corrective eyewear, the employer will cover the cost of glasses that are specifically required for DSE work.

• Symptoms to Watch For:
  Employees should report any discomfort such as eye strain, headaches, blurred vision, or neck/back pain. These may be signs that the workstation or work habits need adjustment.

Training

All employees who use DSE will receive training on safe use practices, workstation ergonomics, and the importance of regular breaks. Training will be provided during induction and as part of ongoing health and safety awareness sessions.

Monitoring and Review

This policy will be reviewed annually to ensure its effectiveness and to make improvements where necessary. Regular checks will be conducted to ensure compliance with DSE regulations and to address any emerging risks or concerns.