Tingteam - DSE Policy - v.1.03.22

DISPLAY SCREEN EQUIPMENT (DSE)

Policy

1. Introduction

The Tingdene Group recognises its responsibilities towards users of display screen equipment under the Health and Safety (Display Screen Equipment) Regulation 1992 (as amended 2002) and aims to fulfil these obligations by application of this policy.

2. Definitions

Display Screen Equipment (DSE): are devices or equipment that have an alphanumeric or graphic display screen and includes terms such as Monitors, VDU’s, portable devices such as, laptops, touch screens, tablets, smart phones, and other similar devices.

DSE User: An employee (including temporary employees) who habitually uses display screen equipment as a significant part of their normal work. In general, a person should be classified as a DSE user or operator if the following applies:

• They use DSE for continuous or near continuous spells of one hour or more.

• They use DSE daily or most working days

Workstation: This includes the DSE and any optional accessories to the DSE plus items such as telephone, desk, chair, work surface, document holder. It includes the immediate work environment around the DSE. The workstation may be at their place of work such as an office or at home.

Hot desks: DSE User uses more than one workstation on a regular basis or is not specifically assigned to one single workstation, workstations could be at various sites.

DSE Assessor: A designated competent person who will review employee’s DSE Workstation self-assessment with the view to conduct a formal DSE Workstation assessment report and resolve any issues raised by the assessment. They will provide central support to supply information and training with regards to DSE workstation use.

3. Health Effects

The use of DSE may exacerbate any pre-existing medical conditions and can lead to muscular and other physical problems. Some employees may experience fatigue, eye strain, upper limb problems and back ache from overuse or improper use of DSE. These problems can also be experienced from poorly designed workstations or work environments. These causes may not always be obvious and can be due to a combination of factors. By following the guidance in this document problems may be eliminated or reduced resulting in a better working environment for all employees working with display screen equipment.

4. Information & Training

DSE users are provided with self-help information to be able to set up their own workstation(s) in accordance with good practice as outlined in the DSE user workstation set-up guide (see appendices).

Appropriate information and training will be provided from the sites designated DSE Assessor particularly during an assessors follow up assessment.

Users will also have access to any relevant online awareness courses.

5. DSE User Workstation Set-Up Guide

The workstation set-up guide (see appendices) is to be issued to all DSE users. It is designed as a basic self-help guide for DSE users to set up their own workstations as per best practice. It should be issued on induction and accompany the issue of any new DSE workstation assessment check sheet.

6. DSE Workstation Assessment Check Sheet

The DSE Workstation Assessment will consider, and is based upon, guidelines such as:

• Good Posture

• Working Environment

• Workstation Organisation

• Work Routine of Users

A DSE Workstation assessment check sheet (see appendices) is to be completed by all DSE users (office or home user). The DSE user can request an assessment form via the Tingdene online system or via their line manager. Upon completion it should be sent to the sites designated DSE Assessor for review.

Where hot desks are used at a variety of locations, the user will complete a DSE assessment on their main workstation location as a generic assessment. The information gained from the generic assessment should be used by the user to be able to set up their hot desk in accordance with best DSE working practice.

The designated site DSE Assessor will review employees DSE workstation self-assessments and follow up with an assessment to verify and resolve any issues raised. Guidance on how to complete a follow up DSE assessment is provided in the DSE Assessor guidance notes. (See appendices)

6.1 DSE Home Workstation Assessment Check Sheet

The DSE user will complete a separate DSE workstation assessment, if they are contracted to use DSE at home on a regular basis, either as a permanent home worker or split their time between home and office each week. Irregular or casual home working is not covered under the DSE regulations, but employees are reminded to set up any DSE workstation they use in line with best practice guidelines.

The DSE Assessor is not expected to visit an employee’s home when following up on any issues raised from a user’s home workstation self-assessment. Any follow up on a home assessment will be completed via phone or video call to provide advice and resolve any issues remotely.

7. Record & Review

Site managers or the designated DSE Assessor will ensure an up-to-date log of all DSE users, and their assessment dates is maintained in a central file and available for review.

A new DSE workstation assessment needs to be completed for DSE users;

• As part of their induction with the company

• If they are contracted or regularly assigned to work from home (see DSE user criteria)

• Upon the request of the user

• Following any H&S or health issues reported by the user

• Following significant changes to equipment, or the environment around the workstation (such as relocation of workstations)

• If it has been 36 months since the last assessment

8. Health Surveillance

Health surveillance is monitoring and when necessary, conducting health checks on employees to detect any adverse health effects at an early stage. This will allow action to be taken to prevent more serious illness from developing.

If a DSE workstation assessment identifies any employees may be exposed to issues that may affect their ongoing health and wellbeing, such as problems related to posture, noise, eye strain, headaches etc. The DSE Assessor will try to resolve any issues by:

• Correctly re-setting any workstations and or equipment

• Ensure the environment around the workstation is correct (lighting, noise etc)

• Provide training and advise to the user on correct use of DSE

• Ensure the user is taking recommended breaks away from DSE

• Where identified provide additional aids to eliminate or reduce the problem (Footrest, hand support, headsets etc.)

The DSE Assessor will monitor and follow up on any measures implemented to improve the users use of DSE. When there is no improvement within a few weeks of any new measures being implemented, it will be necessary to seek advice from, or advise the DSE user to see an Occupational Health advisor such as a GP, Nurse, or an Optician.

The company will allow DSE users in consultation with their line manager to attend any Occupational Health advisor or eye/ hearing test appointment during work hours.

8.1 Eye Tests for DSE work

The Group will provide and pay for an eyesight test for a DSE user if they request one in relation to their work with DSE. This should be a full eye examination and vision test by an optometrist or doctor. This may be assigned by the Company, or the user may make their own arrangements with agreement with their line manager.

8.2 Spectacles for DSE work

The Group will reimburse an employee for a standard pair of spectacles for DSE work if their eye test shows they need special spectacles prescribed for the distance the screen is viewed at. The DSE users’ prescription must confirm this for reimbursement to apply. The Groups reimbursement policy does not apply if an ordinary prescription is deemed suitable for DSE work.

It is the responsibility of all employees to inform the Group of any pre-existing medical conditions, disabilities or any conditions arising in the future that may influence the way they work. (e.g., a person may have back issues or be a new expectant mother that may develop conditions that may prevent lifting, sitting, or standing for prolonged periods of time etc.)

The pre-employment medical questionnaire form is completed on induction, kept up to date and filed in the employee’s confidential HR file. Where applicable the employees line manager will be informed confidentially of any medical condition or disability that may require specific risk assessment and control measures to be in place.

An employee’s declaration of a medical condition or disability will not necessarily preclude them from working for the Group but should be used to ensure the Group provides the employee with adequate assessment, training, information, support, and the right equipment to be able to perform the duties assigned to them.