Job Title of author: Head of Health, Safety and Compliance
Reviewed by Committee or Expert Group Property, Health & Safety Steering Group
Equality Impact Assessed by: Head of Health, Safety and Compliance
Related procedural documents
Review date:
HSPOL08 Health & Safety at Work Policy
HSPOL21 Working remotely and from Home as a base Policy
07/02/2026
(2 years from ratification or if significant change from guidance/incident)
It is the responsibility of users to ensure that you are using the most up to date document template – i.e. obtained via the intranet.
In developing/reviewing this policy Provide Community has had regard to the principles of the NHS Constitution.
Version Control Sheet
Version Date
Author Status Comment
V1 November 2006 CECS Senior Governance Manager Approved New
V2 March 2009 CECS Senior Governance Manager Approved Reviewed by PCT Board
V3 March 2012 Health & Safety, Resilience and Security Manager Ratified Reviewed in line with transition to CECS CIC
V3.1 September 2013 Safety & Quality Administrator No change to review date Updated in line with organisation name change and restructure
V3.2 April 2014 Health & Safety, Resilience and Security Manager Approved Updated to reflect organisation change
V4 October 2015 Health & Safety, Resilience and Security Manager Approved Updated to reflect change in process
V5 October 2017 Head of Safety & Resilience Approved Updated to reflect organisational change
V6 November 2019 Head of Safety & Resilience Approved Updated to reflect organisational change
V7 November 2023 Head of Health, Safety and Compliance Review
1. Introduction
The main risks that may arise in work with Display Screen Equipment (DSE) use are musculoskeletal disorders such as back pain or upper limb disorders (sometimes known as repetitive strain injury or RSI), visual fatigue and mental stress. While the risks to individual users are often low, they can still be significant if good practice is not followed. DSE workers are also so numerous that the amount of ill health associated with such work is significant and tackling it is important. That is what the Health and Safety (Display Screen Equipment) Regulations 1992 set out to achieve. This regulations works in conjunction with other health and safety legislation in the following ways:
• Health and Safety at Work Act 1974
• The Management of Health and Safety at Work Regulations 1992
• The Workplace (Health, Safety & Welfare) Regulations 1992
• The Provision and Use of Work Equipment Regulations (PUWER) 1999
Proactive assessment of workstations helps to identify possible problems associated with workstation setup and ensures that remedial actions are taken to manage identified risks.
2. Purpose
The purpose of this document is to outline how the organisation intends to comply with the Health and Safety (Display Screen Equipment) Regulations 1992.
The organisation agrees to undertake and comply with the legislation on Display Screen Equipment. To provide employees with a working environment protected from injury as a result of use of display screen equipment, so far as is reasonably practicable.
This policy is applicable to all staff designated display screen equipment (DSE) ‘users’ and, operators at all levels within the organisation; both permanent and temporary staff on Provide Community business.
3. Definitions
In this policy, definitions used are those referred to in the Regulations and are as follows:
Display Screen Equipment (DSE) - The definition of DSE covers both conventional display screens and other types such as liquid crystal or plasma displays used in flatpanel screens, touch screens and other emerging technologies.
The term DSE includes any portable DSE in prolonged use (laptop and handheld computers, personal digital assistant devices and some portable communications devices). While there are no hard-and-fast rules on what constitutes ‘prolonged’ use, portable equipment that is habitually in use by a DSE user for a significant part of his or her normal work, should be regarded as covered by the DSE Regulations.
DSE ‘User’ - Where it is clear that use of DSE is more or less continuous on most days, the individuals concerned should be regarded as ‘users’. In general, if 50% of the employee’s working day is spent continuously for an hour or more using the DSE, the person is to be considered a ‘user’. Where use is less continuous or frequent, other factors connected with the job must be assessed. It will generally be appropriate to classify the person concerned as a ‘user’ if they:
• Normally use DSE for continuous or near-continuous spells of an hour or more at a time; and
• Use DSE in this way on a daily basis.
• Have to transfer information quickly to or from the DSE.
Workstation - A workstation exists wherever there is DSE (including portable DSE). A DSE workstation comprises of the screen, keyboard, other parts of the computer and its accessories (such as the mouse), the desk, chair and the immediate work environment
4. Duties
This policy applies to all staff employed by the organisation and voluntary workers who are involved in the use of display screen equipment.
It should be read in conjunction with the partnership with the workstation guidance which can be found on the Community Platform.
Sections 3 and 5 of the Health and Safety (Display Screen Equipment) Regulations also places a responsibility on Provide CIC to also protect self-employed people who work at the organisation’s workstation and whose use of display screen equipment is such that they would be classified as users if employed. The specified regulations cover assessment of workstations to reduce risks, minimum requirements for workstations and provision of information.
Organisation
Provide has a duty of care under the Health and Safety (Display Screen Regulations) 1992 to ensure that the following aspects are taken into account.
All reasonably practicable steps will be taken under the Regulations to avoid the risks, which may affect the health of employees working with display screen equipment.
Assessment of each workstation must be undertaken, and the necessary steps taken to remedy any risks identified.
The Regulations apply on premises where Provide staff work and also to home workers if they are required by the organisation to work with display screen equipment at home. Such employees will be required to complete a workstation assessment checklist in order to identify and meet any requirements with regard to further health & safety training. The workstation checklist and guidance on how to set up your workstation is available on the intranet.
Arrangements must be made for the provision of free eye and eyesight tests of users at pre-employment and if requested. Under normal circumstances eye tests cannot be requested more than once a year. The organisation will provide full or partial reimbursement for the cost of any corrective appliances where these are required
Provide Community will only make a contribution towards the cost of spectacles that are required for solely DSE work in these circumstances. The organisation will not pay for special coatings, tints or any other adaptation not required directly for DSE work.
All staff must be given appropriate information and health and safety training in line with the Regulations.
Executive Directors, Assistant Director’s & Line Managers
Directors and Managers have responsibilities as set out below:
• Managers must be aware of the location of display screen equipment workstations within their areas of their responsibility. Staff who are display screen users must be identified to include users / operators who are employed on a sessional basis and current records maintained. Such users must complete the DSE Workstation Checklist on an annual basis. (Appendix 1)
• Where a workstation is used by a variety of people i.e. hot desks, a dynamic assessment must be made of each workstation, taking into account the display screen equipment, furniture and the working environment. Any issues should be escalated to the Health and Safety Team
• When the workstation assessment raise issues the matter should be escalated to the Health and Safety Team who will arrange to meet the staff involved, carry out a further assessment and make recommendations.
• All necessary, reasonable measures must be taken to remedy any risks found as a result of these assessments, which may include changes in work practice to prevent intensive periods of on-screen activity.
• Software must be reviewed to ensure that it is suitable for the task and is not unnecessarily complicated.
• Manager must identify whether the post holders are users, as defined in Appendix 1, and that this is made clear when candidates are referred for preemployment health screening. Employees who take on new duties, which involve them becoming users, should be referred for appropriate screening before they start work with display screen equipment.
• Staff must be encouraged to have an eye test on a bi-annual basis, and / or when health problems associated with the use of display screen equipment are reported.
• Records must be maintained of location of workstation and users, assessment done, and recommendations made. These records should be held locally on site in personnel files.
• Where necessary, Managers should refer employees to Occupational health for advice and support
Employees
Employees have responsibilities as set out below:
• Reasonable care must be taken for their own health and safety when involved in work with display screen equipment.
• Managers and/or The Health and Safety Team must be informed if there is a health condition which may be exacerbated by working with display screen equipment or if they suspect they may have developed a health problem as a result of this work.
• Co-operation must be given to managers in carrying our assessments of their workstations and completing their own workstation assessment checklists on an annual basis.
• Complete a Display Screen Assessment annually, in line with PDR requirements.
• Where applicable, safe systems of work must be observed, including the use of safety equipment provided, reporting any defects in such devices to their manager.
• Participation is mandatory for health & safety training given in the correct use of display screen equipment, workstation assessment and minimising health risks.
• Employee must inform their managers of any change in working conditions which may necessitate a review of an assessment already made of a workstation or user.
• Employees are able to make a self-referral to the Provide Physiotherapy Team who will fast track any referral so that any MSK issues can be addressed as early as possible.
• Follow DSE Guidance (Available on Provide Platform)
5. Consultation and Communication
In accordance with these Regulations, Provide Community will ensure that all users who make use of their workstations, or are required to use other workstations, have been provided with adequate training in addition to training received in order to do the job itself.
Training records should be maintained, and further instruction given when deficiencies are recognised. This particularly applies to users who may have spent some time away from the workstation due to sickness absence, particularly if health problems could be work related.
6. Monitoring
This policy has been developed in the light of current information and guidance available to the organisation. It will be monitored and reviewed by the Head of Health, Safety and Compliance with the support of appropriate specialist advice.
This document may be reviewed at any time at the request of either staff side or management but will automatically be reviewed 2 years from initial approval and thereafter on a triennial basis unless organisational changes, legislation, guidance, or non-compliance prompt an earlier review
7. Eyesight Test
If it is felt that a member of staff would benefit from having an eye test, staff should be encouraged to make an appointment with an optician to get the eyes and eyesight assessed.
The staff member having the eye test will take the Optician Assessment form with them to the opticians. On completion of the eye test, the optician will complete this form. The staff member will then return this form to their manager for appropriate action. (Appendix 2)
Where glasses are required solely for DSE use, the organisation pays a contribution of £80.00 towards the cost of the glasses.
Provide Community will only make a contribution towards the cost of spectacles that are required for solely for DSE work in these circumstances. The organisation will not pay for special coatings, tints or any other adaptation not required directly for DSE work.
To obtain re-imbursement for these costs please submit the expenses through EasyPay or local arrangements via your line manager with a copy of the receipt. Managers should keep a record of eye and eyesight tests (see Appendix 3).
8. Homeworking
Where a DSE user works from home the working the arrangement in this policy apply. Provide Community should meet the needs where possible regarding to some equipment with users taking equipment home such as keyboards, mouse, riser.
The DSE checklist (Refer to Appendix) is intended to help assess DSE users own situation and to facilitate a discussion between DSE users and your manager so that you can work together to look at your home working situation and what steps can be practically and reasonably taken to reduce risk where this is indicated.
Appendix: 1 – DSE Checklist
Available on Platform
DSE User Self-Assessment Form
A DSE assessment is an assessment of Display Screen Equipment and how we use it. It is required under health and safety DSE legislation. To be completed by all staff that use DSE for over an hour, this includes:
• Laptops
• Tablets
• Smartphones
• Touch screens
• PCs
A DSE workstation risk assessment should identify the hazards each piece of equipment poses and suggest ways of eliminating or reducing it.
Sections 1 – 6 Answers of “Yes” require no further action and answers of “No” will require investigation and/or remedial action by the Line Manager/Supervisor. These can be written up in the action plan at the end of the checklist. If further guidance/investigation needed contact your Health, Safety, Fire and Security Manager Section 7 – any issues require further action.
Name Email Date Site
Workstation location and number (if applicable):
Any further action needed Action plan at end
Manager//supervisor
Email
Assessment checked by line manager/supervisor (name/date)
Date follow-up action completed by
Review dates – annual or if any significant changes, base, location, medical.
Manager to save and ensure annual reviews carried out
Are you aware of your entitlement to eye and eyesight testing? See Platform for details
Are you aware that you should take regular breaks working away from DSE?
1. KEYBOARD
Risk Factors
Isthekeyboardseparatefrom the screen?
Does the keyboard tilt?
Is it possible to find a comfortable keying position?
Does the user have good keyboard technique?
This is a requirement, unless the task makes it impracticable (e.g. where there is a need to use a portable).
Tilt need not be built in.
Try pushing the display screen further back to create more room for the keyboard, hands and wrists.
Users of thick, raised keyboards may need a wrist rest.
Training can be used to prevent:
• hands bent up at the wrist;
• hitting the keys too hard; • overstretching the fingers. Are the characters clear and readable?
Keyboards should be kept clean. If characters still can’t be read, the keyboard may need modifying or replacing. Use a keyboard with a matt finish to reduce glare and/or reflection.
2. MOUSE, TRACKBALL, ETC
Risk Factors
Is the device suitable for the tasks it is used for?
Is the device positioned close to the user?
If the user is having problems, try a different device. The mouse and trackball are general-purpose devices suitable for many tasks, and available in a variety of shapes and sizes.
Alternative devices such as touch screens may be better for some tasks (but can be worse for others).
Most devices are best placed as close as possible, e.g. right beside the keyboard.
Is there support for the device user’s wrist and forearm?
Does the device work smoothly at a speed that suits the user?
Can the user easily adjust software settings for speed and accuracy of pointer?
3. DISPLAY SCREEN
Risk Factors
Are the characters clear and readable?
Is the text size comfortable to read?
Istheimagestable,i.e.freeof flicker and jitter?
Is the screen’s specification suitable for its intended use?
Are the brightness and/or contrast adjustable?
Training may be needed to
• prevent arm overreaching;
• encourage users not to leave their hand on the device when it is not being used;
• encourage a relaxed arm and straight wrist.
Support can be gained from, for example, the desk surface or arm of a chair. If not, a separate supporting device may help. The user should be able to find a comfortable working position with the device.
See if cleaning is required (e.g. of mouse ball and rollers). Check the work surface is suitable. A mouse mat may be needed.
Users may need training in how to adjust device settings.
Make sure the screen is clean and cleaning materials are available.
Check that the text and background colours work well together.
Software settings may need adjusting to change text size.
Tryusingdifferentscreencolours to reduce flicker, e.g. darker background and lighter text. If there are still problems, get the set-up checked, e.g. by the equipment supplier.
For example, intensive graphic work or work requiring fine attention to small details may require large display screens.
Separate adjustment controls are not essential, provided the user can read the screen easily at all times.
Does the screen swivel and tilt?
Is the screen free from glare and reflections?
Are adjustable window coverings provided and in adequate condition?
4. SOFTWARE
Risk Factors
Isthesoftwaresuitableforthe task?
Swivel and tilt need not be built in; you can add a swivel and tilt mechanism.
However, you may need to replace the screen if:
• swivel/tilt is absent or unsatisfactory;
• work is intensive; and/or
• the user has problems getting the screen to a comfortable position.
Useamirrorplacedinfrontofthe screen to check where reflections are coming from. You might need to move the screen or even the desk and/or shieldthescreenfromthesource of the reflections.
Screensthatusedarkcharacters on a light background are less prone to glare and reflections.
Check that blinds work. Blinds with vertical slats can be more suitable than horizontal ones. If these measures do not work, consider anti-glare screen filters as a last resort and seek specialist help.
Software should help the user carry out the task, minimise stress and be user-friendly. Check users have had appropriate training in using the software. Software should respond quickly and clearly to user input, with adequate feedback, such as clear help messages.
5. FURNITURE
Risk Factors
Is the work surface large enough for all the necessary equipment, papers etc.?
Create more room by moving printers, reference materials etc. elsewhere.
If necessary, consider providing new power and telecoms sockets, so equipment can be moved.
Can the user comfortably reach all the equipment and papers they need to use?
Are surfaces free from glare and reflection?
Is the chair suitable? Is the chair stable? Does the chair have a working:
• Seat back height and tilt adjustment?
• Seat height adjustment?
• Castors or glides?
Is the chair adjusted correctly?
Is the small of the back supported by the chair’s backrest?
There should be some scope for flexible rearrangement.
Rearrange equipment, papers etc. to bring frequently used things within easy reach. A document holder may be needed, positioned to minimise uncomfortable head and eye movements.
Consider mats or blotters to reduce reflections/glare.
The chair may need repairing or replacing if the user is uncomfortable, orcannotusethe adjustment mechanisms.
The user should be able to carry outtheirwork sittingcomfortably.
Considertraining theuser inhow to adopt suitable postures while working.
The arms of chairs can stop the user getting close enough to use the equipment comfortably.
Move any obstructions from under the desk.
The user should have a straight back, supported by the chair, with relaxed shoulders. Are forearms horizontal and eyes at roughly the same height as the top of the DSE?
Adjust the chair height to get the user’s arms in the right position, and then adjust the DSE height. Are feet flat on the floor, without too much pressure from the seat on the backs of the legs?
A footrest may be needed.
6. ENVIRONMENT
Risk Factors
Is there enough room to change position and vary movement?
Is the lighting suitable, e.g. not too bright or too dim to work comfortably?
Doestheairfeelcomfortable?
Are levels of heat comfortable?
Are levels of noise comfortable?
Things to consider Action to take
Spaceisneededtomove,stretch and fidget. Consider reorganisingtheofficelayoutand check for obstructions. Cables should be tidy and not a trip or snag hazard.
Users should be able to control light levels, e.g. by adjusting window blinds or light switches. Consider shading or repositioning light sources or providing local lighting, e.g. desk lamps.
DSE and other equipment may dry the air. Circulate fresh air if possible. Plants may help. Consider a humidifier if discomfort is severe.
Canheatingbebettercontrolled? More ventilation may be required if there is a lot of electronic equipment in the room. Or, can users be moved away from the heat source?
Consider moving sources of noise, e.g. printers, away from the user. If not, consider soundproofing.
Homeworking - DSE Regulations also apply for a home workstation and is subject to the same requirements as that of an office employee. If permanent or adhoc arrangements the worker must ensure
• they can achieve a comfortable, sustainable posture while working with DSE
• any equipment provided is safe and suitable for use
Are you a homeworker –permanent or adhoc arrangements
Are any issues from the DSE related to your homeworking arrangements?
1. Action Plan
Section Action/Mitigations/Advice
Describe homeworking set up:
Describe the issues at home:
Date Completed
Appendix: 2 – Opticians Assessment form
Letter available on Platform
To: OPTICIAN’s
Employee Name:
This letter introduces the above employee as a display screen equipment user, as defined by the Health & Safety (Display Screen Equipment) Regulations 1992, who requires an eyesight test in connection with their use of display screen equipment.
Please would you complete the section below and return it to our employee in order that they may claim reimbursement of these costs.
Yours sincerely
Head of Health, Safety and Compliance I
Confirm that I have examined the above employee’s eyes and recommend the following:
Spectacles are required solely for the use of display screen equipment Yes / No*
Spectacles are required for general use (which may or may not also include display screen equipment) Yes / No*
No Spectacles are required Yes / No*
A re-test is recommended in ................... months
Yes / No*
* Please delete as appropriate
Signed:
Optician Stamp:
Date:
Appendix: 3 – Managers Record Form
Form available on Platform
Appendix 3 – Managers record of sight and eye tests.
Name of project/policy/strategy (hereafter referred to as “initiative”):
Display Screen Equipment Policy
Provide a brief summary (bullet points) of the aims of the initiative and main activities:
To provide employees with a working environment protected from injury as a result of use of display screen equipment, so far as is reasonably practicable. To comply with the legislation on Display Screen Equipment
Project/Policy Manager: Head of Health, Safety and Compliance Date: October 2023
This stage establishes whether a proposed initiative will have an impact from an equality perspective on any particular group of people or community – i.e. on the grounds of race (incl. religion/faith), gender (incl. sexual orientation), age, disability, or whether it is “equality neutral” (i.e. have no effect either positive or negative). In the case of gender, consider whether men and women are affected differently.
Q1. Who will benefit from this initiative? Is there likely to be a positive impact on specific groups/communities (whether or not they are the intended beneficiaries), and if so, how? Or is it clear at this stage that it will be equality “neutral”? i.e. will have no particular effect on any group.
Neutral
Q2. Is there likely to be an adverse impact on one or more minority/under-represented or community groups as a result of this initiative? If so, who may be affected and why? Or is it clear at this stage that it will be equality “neutral”?
Neutral
Q3. Is the impact of the initiative – whether positive or negative - significant enough to warrant a more detailed assessment (Stage 2 – see guidance)? If not, will there be monitoring and review to assess the impact over a period time? Briefly (bullet points) give reasons for your answer and any steps you are taking to address particular issues, including any consultation with staff or external groups/agencies.
Neutral
Guidelines: Things to consider
Equality impact assessments at Provide take account of relevant equality legislation and include age, (i.e. young and old,); race and ethnicity, gender, disability, religion and faith, and sexual orientation.
The initiative may have a positive, negative or neutral impact, i.e. have no particular effect on the group/community.
Where a negative (i.e. adverse) impact is identified, it may be appropriate to make a more detailed EIA (see Stage 2), or, as important, take early action to redress this – e.g. by abandoning or modifying the initiative. NB: If the initiative contravenes equality legislation, it must be abandoned or modified.
Where an initiative has a positive impact on groups/community relations, the EIA should make this explicit, to enable the outcomes to be monitored over its lifespan.
Where there is a positive impact on particular groups does this mean there could be an adverse impact on others, and if so can this be justified? - e.g. are there other existing or planned initiatives which redress this?
It may not be possible to provide detailed answers to some of these questions at the start of the initiative. The EIA may identify a lack of relevant data, and that data-gathering is a specific action required to inform the initiative as it develops, and also to form part of a continuing evaluation and review process.
It is envisaged that it will be relatively rare for full impact assessments to be carried out at Provide. Usually, where there are particular problems identified in the screening stage, it is envisaged that the approach will be amended at this stage, and/or setting up a monitoring/evaluation system to review a policy’s impact over time.
EQUALITY IMPACT ASSESSMENT TEMPLATE: Stage 2:
(To be used where the ‘screening phase has identified a substantial problem/concern)
This stage examines the initiative in more detail in order to obtain further information where required about its potential adverse or positive impact from an equality perspective. It will help inform whether any action needs to be taken and may form part of a continuing assessment framework as the initiative develops.
Q1. What data/information is there on the target beneficiary groups/communities? Are any of these groups under- or over-represented? Do they have access to the same resources? What are your sources of data and are there any gaps?
N/A
Q2. Is there a potential for this initiative to have a positive impact, such as tackling discrimination, promoting equality of opportunity and good community relations? If yes, how? Which are the main groups it will have an impact on?
N/A
Q3. Will the initiative have an adverse impact on any particular group or community/community relations? If yes, in what way? Will the impact be different for different groups – e.g. men and women?
N/A
Q4. Has there been consultation/is consultation planned with stakeholders/ beneficiaries/ staff who will be affected by the initiative? Summarise (bullet points) any important issues arising from the consultation.
N/A
Q5. Given your answers to the previous questions, how will your plans be revised to reduce/eliminate negative impact or enhance positive impact? Are there specific factors which need to be taken into account?
N/A
Q6. How will the initiative continue to be monitored and evaluated, including its impact on particular groups/ improving community relations? Where appropriate, identify any additional data that will be required.
N/A
Guidelines: Things to consider
An initiative may have a positive impact on some sectors of the community but leave others excluded or feeling they are excluded. Consideration should be given to how this can be tackled or minimised.
It is important to ensure that relevant groups/communities are identified who should be consulted. This may require taking positive action to engage with those groups who are traditionally less likely to respond to consultations, and could form a specific part of the initiative.
The consultation process should form a meaningful part of the initiative as it develops, and help inform any future action.
If the EIA shows an adverse impact, is this because it contravenes any equality legislation? If so, the initiative must be modified or abandoned. There may be another way to meet the objective(s) of the initiative.
Further information:
Useful Websites www.equalityhumanrights.com Website for new Equality agency www.employers-forum.co.uk – Employers forum on disability www.efa.org.uk – Employers forum on age
