DCW78-Safe Use of Display Screen Equipment (DSE) Policy
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Registration Number: {{org_field_registration_no}}
Safe Use of Display Screen Equipment (DSE) Policy
1. Purpose
The purpose of this policy is to ensure the safe and effective use of Display Screen Equipment (DSE) within {{org_field_name}}, reducing the risk of work-related musculoskeletal disorders, eye strain, fatigue, and other health concerns associated with prolonged use. This policy complies with the Health and Safety (Display Screen Equipment) Regulations 1992 (as amended), the Health and Safety at Work etc. Act 1974, and the Management of Health and Safety at Work Regulations 1999. It also supports our governance duties as a CIW-regulated domiciliary support service under the Regulation and Inspection of Social Care (Wales) Act 2016 and the Regulated Services (Service Providers and Responsible Individuals) (Wales) Regulations 2017 (as amended), including the requirement to identify and reduce health and safety risks so far as reasonably practicable.
This policy ensures that all staff who use DSE regularly, including office staff, care coordinators, managers, and remote-working employees, are provided with appropriate equipment, training, and guidance to protect their health and well-being. It also ensures that risks associated with DSE use are assessed, managed, and minimised.
2. Scope
This policy applies to:
- All employees who regularly use DSE as part of their work, including office-based staff, remote workers, care coordinators, and managers.
- Employees using laptops, desktops, tablets, and smartphones for work-related tasks.
- Contractors and agency workers who use DSE while working for {{org_field_name}}.
- The organisation’s responsibility to conduct risk assessments, provide suitable equipment, and implement adjustments to minimise health risks.
2.1 Responsibilities
Registered Manager / Responsible Individual: Ensures this policy is implemented, resourced, reviewed, and that DSE risks are managed as part of the organisation’s health and safety and quality assurance arrangements.
Line Managers: Identify DSE users, ensure DSE assessments are completed at induction and when changes occur, ensure actions are implemented, and follow up promptly on any reported symptoms or concerns.
Health and Safety Lead (or nominated competent person): Maintains the DSE assessment process/tools, reviews assessment quality, trends issues, and reports learning/actions through health and safety and governance meetings.
Employees (including remote workers): Co-operate with assessments, use equipment as instructed, take planned breaks/changes of activity, and report discomfort, visual problems, or workstation issues immediately.
3. Principles of Safe Use of Display Screen Equipment
3.1 Identifying DSE Users
A DSE user is defined as an employee who: Uses display screens for significant periods (e.g., an hour or more at a time) during their daily work. Has limited variety in their work tasks, requiring prolonged DSE use. Performs intensive DSE work, such as data entry, scheduling, or report writing. Works from home or remotely using DSE.
All employees meeting these criteria must undergo a DSE assessment to identify risks and ensure compliance with health and safety regulations.
3.2 Conducting DSE Risk Assessments
All DSE users must undergo an initial workstation assessment to evaluate their seating position, screen height, lighting, posture, and potential ergonomic risks. These assessments are conducted: During an employee’s induction when they start work. Annually as part of routine health and safety checks. Whenever a workstation or equipment is changed. If an employee reports discomfort or health issues related to DSE use.
Risk assessments are recorded and reviewed periodically by {{org_field_name}}’s health and safety officer to ensure that all identified risks are managed effectively.
3.3 Ergonomic Workstation Setup
To promote safe DSE use, workstations must be set up ergonomically, ensuring: The screen is at eye level to reduce neck strain. The keyboard and mouse are positioned correctly to avoid wrist strain. A suitable, adjustable chair is provided to support posture. There is adequate desk space to work comfortably. Lighting is sufficient and glare is minimised to reduce eye strain. Cables and electrical equipment are safely positioned to prevent trip hazards.
Employees working from home must also complete a self-assessment to ensure their home workstation meets health and safety standards.
3.4 Managing Health Risks Associated with DSE Use
Prolonged DSE use can lead to eye strain, fatigue, headaches, back pain, and repetitive strain injuries (RSI). To reduce these risks, all employees are advised to: Follow the 20-20-20 rule (every 20 minutes, look at something 20 feet away for 20 seconds) to reduce eye strain. Take short breaks every hour to stand, stretch, and move. Maintain correct posture while sitting, ensuring back support is used. Adjust screen brightness and contrast to comfortable levels. Report any discomfort or symptoms of RSI, headaches, or fatigue to their manager.
Regular reminders and health and safety training ensure staff remain aware of these risks and how to manage them.
3.5 Provision of Suitable Equipment and Adjustments
{{org_field_name}} is responsible for ensuring all DSE users are provided with appropriate equipment, including: Adjustable chairs and desks to support correct posture. Monitor stands to maintain appropriate screen height. Ergonomic keyboards and mice to reduce strain. Footrests and wrist supports where required. Screen filters to reduce glare and eye strain.
Where employees require reasonable adjustments due to disabilities, musculoskeletal conditions, or other health needs, a specialist DSE assessment will be conducted, and adjustments will be made accordingly.
3.6 Training and Awareness
All DSE users receive training on the safe use of display screens, including: How to set up a workstation correctly. Best practices for reducing eye strain and fatigue. Correct sitting posture and positioning of equipment. The importance of taking regular breaks and movement exercises. How to report DSE-related health concerns.
Training is provided as part of employee induction and refreshed annually to ensure all staff remain aware of DSE safety measures.
3.7 Eyes and eyesight tests and corrective appliances
{{org_field_name}} will arrange and pay for an eye and eyesight test for any employee who is a DSE user if they request one. Where a DSE user reports new or worsening visual symptoms that may be related to DSE work, they will be reminded of this entitlement and supported to access a test.
If the test shows that special corrective appliances are required specifically for DSE work, and normal corrective appliances cannot be used, {{org_field_name}} will provide and fund suitable corrective appliances in line with the Health and Safety (Display Screen Equipment) Regulations 1992 (as amended).
The organisation will confirm the process for booking/reimbursement in writing (including any reasonable limits on frames/lenses) and will keep a record that the test was offered/arranged and any outcome actions.
3.8 Monitoring and Reporting DSE-Related Issues
Employees experiencing discomfort, pain, visual problems, or other health concerns related to DSE use must report these issues immediately to their manager. A follow-up DSE risk assessment will be completed and an action plan agreed with clear timescales.
All DSE assessments, reported concerns, actions taken, and any equipment issued must be recorded and retained in line with organisational record-keeping arrangements and reviewed through health and safety monitoring and governance processes to identify themes, ensure actions are completed, and drive continuous improvement.
4. Efficiency in Managing Safe DSE Use
To ensure efficient management of DSE risks, {{org_field_name}} implements: Automated DSE risk assessment tracking, ensuring assessments are completed on time. Regular workstation audits, identifying any issues before they lead to health concerns. Dedicated health and safety officers, ensuring compliance with regulations. Clear reporting channels, allowing employees to report concerns easily. Annual training sessions, keeping staff informed on best practices. Remote working support, ensuring home-based employees have appropriate equipment and guidance.
5. Home and Remote Working Considerations
As many staff may work remotely or from home, DSE safety applies equally to these environments. Employees must ensure that their home workstation setup is suitable, and self-assessments must be completed to confirm compliance. {{org_field_name}} will provide guidance and recommend necessary adjustments, including ergonomic chairs, keyboards, and monitor stands where needed. Regular virtual check-ins ensure remote workers are managing their health and safety effectively.
Where homeworking is agreed, {{org_field_name}} will ensure that DSE risks are assessed and reduced so far as reasonably practicable, including agreeing reasonable adjustments and providing or recommending suitable equipment where required. Managers will ensure actions are followed up and recorded in the same way as office-based workstations.
6. Related Policies
This policy should be read alongside: Health and Safety at Work Policy (DCW16), Risk Management and Assessment Policy (DCW18), Staff Supervision, Training, and Development Policy (DCW27), Lone Working and Staff Safety Policy (DCW23).
7. Policy Review
This policy will be reviewed annually, or sooner if legislative updates or operational improvements require changes. Regular DSE audits and staff feedback will guide necessary revisions to enhance health and safety standards.
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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