1.1 This document outlines how Oxford Brookes University (OBU) will comply with the Health and Safety (Display Screen Equipment) (DSE) Regulations 1992 (as amended 2002). The document provides the University procedure which is applicable to all Faculties and Directorates and has detailed guidance in order to manage local arrangements.
Display Screen Equipment (DSE)
2.1 This procedure applies to all users and their workstations used in the undertaking of OBU business.
2.2 Where staff are contractually designated as ‘Home Workers’, their home environment will be classed as a workstation (as per the below definition) and appropriate provision will be made.
2.3 Whilst hybrid working is not classed as home working, the University will make all reasonable efforts to support staff to work appropriately when not on site. Where this is not possible, staff will be able to work at a workstation on site.
3.1 Display Screen Equipment (DSE) is defined as ‘any alphanumeric or graphic display screen, regardless of the display process’. A display screen usually forms part of a computer showing text, graphics or numbers, i.e. desktop, laptop or smartphone. The definition also applies to display systems such as microfiche and CCTV.
3.2 A workstation is taken to mean a space on a University site which includes:
- the display screen
- chair, work surface/desk, keyboard or other input device
- telephone, document holder, printer, etc
- any optional accessories to the DSE, including headsets, microphones and camera
- the immediate work environment around the DSE
- environmental considerations such as space, heat, lighting, noise and humidity.
3.3 DSE User means any employee who habitually uses DSE as a significant part of their normal work. The Regulations apply to users whether they are employed to work at their own employer’s workstation or hot desk, or at a workstation at home (contracted homeworkers only).
4.1 Pro-Vice-Chancellor Deans and Directors of Directorates are responsible for ensuring that:
- that there is a management process in place for staff to undertake the appropriate training and assessment of workstations to reduce risks
- identify a sufficient number of local DSE assessors.
4.2 Line managers are responsible for ensuring that:
- staff complete assessments of their workstations and any associated risks are reduced as far as reasonably practicable
- staff are given adequate information and training with regard to working with DSE including the importance of taking regular breaks
- referring staff for an occupational health opinion regarding their DSE usage when they are aware of a contributory health issue or are advised by the Health and Safety Department
- look to support staff where they require additional equipment to be able to work effectively at their workstations. Further advice can be obtained from the H&S Department.
- in line with the University's approach to hybrid working, where a member of staff does not have an appropriate space to work or who does not find being off-site conducive to effective working, advising them that there is an appropriate workstation on site for them to work.
4.3 DSE users are responsible for:
- completing the required training and assessment as well as following specific requirements
- report any problems they may be experiencing whilst working with DSE to their line manager as soon as reasonably practicable.
4.4 Local DSE assessors are responsible for:
- undertaking an initial review of assessments where an employee has raised a concern and documenting this
- seeking additional support from the H&S lead as required.
4.5 The Health and Safety team is responsible for:
- providing the appropriate DSE training for employees and local DSE assessors
- undertaking more detailed DSE assessments as requested by the local DSE assessor
- recommending to line managers of the need to refer an employee for an occupational health opinion.
4.6 Occupational Health Advisors are responsible for:
- providing advice (following a line manager referral) on how best to support employees whose health concern is affecting or being affected by DSE usage.
5.1 All new staff are required to undertake DSE training and complete a DSE assessment of their work station. This training is mandatory and completion is a requirement of successfully completing the probation period.
5.2 When completing the training and assessment, employees should consider this in the context of their main workstation/work area.
5.3 On completion of the DSE self-assessment, where concerns are identified that cannot be resolved by the individual employee, the local DSE assessor will undertake a further review of the concerns raised.
5.4 Where the local assessor is unable to address the concern satisfactorily, they will refer this to the Health and Safety Team for further assessment.
5.5 Where there is a health component that is affecting or being affected by DSE usage, the local Health and Safety lead will recommend to the line manager that the employee be referred to the Occupational Health Department for an opinion.
5.6 It is recognised that working in a hybrid manner means it is not practical to undertake an assessment for every type of possible working environment/location. Rather the training and assessment is intended to provide the employee with sufficient information to be able to undertake a ‘dynamic’ assessment of the workspace and make the required adjustments to meet their needs. Where this is not possible, the employee should raise with their line manager/local DSE assessor.
5.7 Where a user requires additional equipment/furniture to facilitate hybrid working, they must speak with their line manager regarding the options.
5.8 View further information regarding hybrid working.
5.9 The Health and Safety Executive has established minimum requirements for workstations as outlined in the DSE regulations. These apply to all elements of the workstation including furniture, software and environmental factors. Further details of these requirements can be found in Appendix 1.
5.10 The awareness and assessment must be repeated at least every 3 years to ensure good working practices are maintained.
5.11 Whenever possible, jobs using DSE should be designed to consist of a mixture of screen-based and non-screen-based work to prevent fatigue, eyestrain, musculoskeletal conditions such as backache and mental demands. Breaks or changes of activity must be included in working time.
5.12 It is advisable to take short, frequent breaks away from DSE work rather than occasional longer breaks. Breaks include undertaking non-DSE related work activities, e.g. a 5-10 minute break after 50-60 minutes continuous screen and/or keyboard use will be more beneficial than a 15-20 minute break every 2 hours. If possible, breaks should be taken away from the DSE workstation, to allow the user to stand up, move about and change posture.
5.13 The majority of OBU employees have control over their own work and will be able to organise their time to ensure sufficient breaks.
5.14 All DSE Users are entitled to an eye test, funded by the University, when requested. If corrective spectacles are needed solely and specifically for DSE use the University is obliged to pay. (Please note Agency workers should request eye tests and corrective appliances (if required) from their Employment business/Agency).
5.15 Please see the University arrangements for DSE Vision assessment and correction scheme user eye sight tests.
6.1 All DSE users are required to complete a DSE-eLearning course which will also include a self-assessment of DSE use. The course covers the following areas:
- Risks from DSE and workstations
- Risk assessment and measures to reduce the risks
- Breaks and activity changes
- Eye and eyesight tests
- Initial training
- Training when the workstation is modified, including situations where the user is hot-desking.
6.2 The training and assessment will be refreshed every 3 years or sooner should there be a significant change in the use of the DSE such as office relocation, or health is being affected.
Document control
Document Title | Display Screen Equipment (DSE) |
Document Number | OBU-HAS-PROC-12.00 |
Version Number | V1 |
Originator Name/Document Owner | Paul Bradley |
Directorate/Department | Health and Safety Department |
Date of Last Review | |
Date of this version | 11 January 2024 |
Date of Next Review | January 2027 |
Approved At / By | Approved at VCG-Ops |
Date of Approval | 11 January 2024 |