{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Safe Use of Display Screen Equipment (DSE) Policy

1. Purpose and Scope

The purpose of this Safe Use of Display Screen Equipment (DSE) Policy is to outline how {{org_field_name}} ensures the health, safety, and well-being of all employees and contractors who use display screen equipment as part of their work. This policy provides clear guidelines on assessing, managing, and mitigating risks associated with DSE use, ensuring compliance with legal and regulatory standards.

This policy applies to all employees, including administrative staff, care workers, and managers who use computers, laptops, tablets, or other display screen devices during their work activities. It covers both office-based and remote working environments.

2. Policy Statement

{{org_field_name}} is committed to:

• Promoting the safe and healthy use of DSE across all work settings.
• Identifying and reducing health risks associated with prolonged DSE use.
• Providing appropriate training, assessments, and adjustments to protect employees.
• Ensuring compliance with the Health and Safety (Display Screen Equipment) Regulations 1992.
• Encouraging early reporting of discomfort or health issues related to DSE use.

3. Legal and Regulatory Framework

This policy aligns with the following legislation and guidelines:

• Health and Safety (Display Screen Equipment) Regulations 1992
• Health and Safety at Work Act 1974
• Management of Health and Safety at Work Regulations 1999
• Equality Act 2010
• Data Protection Act 2018 (GDPR)

Compliance with these regulations ensures that employees’ health and safety are protected while using DSE and that the company fulfills its legal obligations.

4. Definition of Display Screen Equipment (DSE)

DSE refers to any device with an alphanumeric or graphic display screen used for work purposes. This includes:

• Desktop computers and monitors
• Laptops and tablets
• Smartphones used for work
• Display screens on medical or administrative devices

The policy applies to all employees who regularly use DSE for continuous periods of one hour or more daily.

5. Identifying DSE Users

DSE users are defined as employees who:

• Use DSE as a significant part of their daily work routine (e.g., office-based staff).
• Work from home or remotely using DSE.
• Use DSE for administrative tasks, such as record-keeping and communication.

Our company ensures that all DSE users are identified during the onboarding process and through regular role reviews.

6. DSE Risk Assessment

To prevent health issues related to DSE use, our company conducts comprehensive risk assessments, including:

6.1 Initial Assessment:

• New employees complete a DSE self-assessment within one week of starting work.
• The Health and Safety Officer reviews assessments to identify risks.

6.2 Regular Reviews:

• Annual DSE assessments for all users.
• Additional assessments if there are changes in workstations, roles, or health conditions.

6.3 Home Working Assessments:

• Remote workers complete a DSE self-assessment for their home setup.
• The company provides advice and adjustments for home workstations.

7. Preventing Health Risks

Our company takes proactive measures to prevent health issues associated with DSE use, including:

7.1 Ergonomic Workstation Setup:

• Adjustable chairs and desks to promote good posture.
• Monitor placement at eye level to prevent neck strain.
• Adequate lighting to reduce eye strain.

7.2 Breaks and Exercises:

• Encouraging employees to take short breaks every 20 minutes.
• Promoting stretching exercises to reduce muscle tension.

7.3 Eye Care:

• Reimbursing the cost of eye tests for regular DSE users.
• Providing corrective lenses if required for DSE work.

8. Reporting DSE-Related Issues

Employees experiencing discomfort or health issues related to DSE use must:

1. Report the issue to their line manager immediately.
2. Complete a DSE incident report form.
3. Participate in a follow-up risk assessment to identify necessary adjustments.

The Health and Safety Officer reviews all reports and implements corrective actions promptly.

9. Reasonable Adjustments and Equipment Provision

To support safe DSE use, our company provides:

• Ergonomic chairs, footrests, and wrist supports.
• Height-adjustable desks for flexible working positions.
• Screen filters to reduce glare and eye strain.
• Laptop stands and external keyboards for mobile workers.

Employees with disabilities or health conditions receive tailored adjustments to meet their specific needs.

10. Training and Awareness

All employees receive comprehensive DSE training, including:

• Safe workstation setup and posture.
• Identifying early signs of DSE-related discomfort.
• Implementing breaks and exercises during work.

Training is refreshed annually, with additional sessions following significant changes in workstations or roles.

11. Monitoring and Review

To ensure ongoing safety and compliance:

• DSE risk assessments are reviewed annually.
• Workstations are inspected regularly to identify hazards.
• Employee feedback informs continuous improvement.

Findings are documented and shared with senior management to guide future practices.

12. Remote and Hybrid Working

Our company supports safe DSE use for remote and hybrid workers through:

• Virtual DSE self-assessments for home workstations.
• Guidance on creating an ergonomic home office.
• Reimbursement for reasonable home workstation adjustments.

Regular check-ins ensure that remote workers maintain safe practices.

13. Data Protection and Confidentiality

All DSE assessment records and health information are handled in accordance with GDPR:

• Secure Storage: DSE records are stored securely with limited access.
• Confidentiality: Only authorised personnel access sensitive data.
• Retention: Records are retained for the duration of employment and securely deleted upon exit.

14. Responsibilities and Accountability

Key responsibilities include:

• Senior Management: Ensures company-wide compliance with DSE regulations.
• Health and Safety Officer: Conducts risk assessments and provides support.
• Line Managers: Monitor employee well-being and workstation safety.
• Employees: Adhere to safe working practices and report issues promptly.

15. Complaints and Issue Resolution

Employees can raise concerns about DSE safety through:

1. Informal discussion with line managers.
2. Formal complaints submitted in writing.
3. Investigation and resolution by the Health and Safety Officer.

Complaints are addressed promptly, with outcomes communicated clearly.

16. Continuous Improvement

We are committed to continuous improvement through:

• Regular policy reviews and updates.
• Employee feedback on DSE practices.
• Collaboration with external health and safety consultants.

17. Policy Review

This policy is reviewed annually or sooner if legislation, best practices, or company procedures change. The review process includes:

• Assessing compliance with DSE regulations.
• Gathering feedback from staff and stakeholders.
• Implementing updates and ensuring staff training on changes.

The Health and Safety Officer oversees the policy review process and ensures improvements are communicated and implemented effectively.

The Health and Safety Officer: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
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