DCW78-Safe Use of Display Screen Equipment (DSE) Policy

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, the Management of Health and Safety at Work Regulations 1999, and the Regulation and Inspection of Social Care (Wales) Act 2016.

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.

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 Monitoring and Reporting DSE-Related Issues

Employees experiencing discomfort, pain, or other health concerns related to DSE use must report these issues immediately to their manager. A follow-up DSE risk assessment will be conducted, and adjustments will be made to resolve any concerns. All DSE-related incidents or concerns must be recorded, and reports will be reviewed regularly to identify patterns and potential workplace improvements.

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.

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}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.