HEALTH & SAFETY GUIDANCE FOR MANAGERS MINIMUM SPECIFICATIONS REQUIRED FOR OFFICE FURNITURE AND DISPLAY SCREEN EQUIPMENT (DSE)

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HEALTH & SAFETY GUIDANCE FOR MANAGERS MINIMUM SPECIFICATIONS REQUIRED FOR OFFICE FURNITURE AND DISPLAY SCREEN EQUIPMENT (DSE) TRAINING Managers need to ensure that any of their staff who are classed

1 HEALTH & SAFETY GUIDANCE FOR MANAGERS MINIMUM SPECIFICATIONS REQUIRED FOR OFFICE FURNITURE AND DISPLAY SCREEN EQUIPMENT (DSE) TRAINING Managers need to ensure that any of their staff who are classed as Users as described in the DSE Regulations or DCHS procedure, MUST undertake adequate health and safety training in the use of any workstation which they are required to work or when the workstation is substantially modified. This training can be undertaken on line. SPECIALIST EQUIPMENT Numerous employees in the Trust utilise specialist equipment which has been provided for their individual needs. As this equipment can be very expensive or difficult to source we encourage a stance that only that individual and no other employee is to use the equipment. Should the employee change departments etc. the equipment moves with them, only when an employee leaves the Trust do we collect the equipment back to allow it to be used again. The types of specialist equipment can be anything from a higher desk, chairs with additional features, roller mouse pro to software actually on the PC. OFFICE SPACE/ENVIRONMENT Workplace Regulations stipulate minimum requirements for room sizes. When empty, room size should be 11m 3 (cubic) per person. However, when occupied there must be sufficient space to allow people to move around workstations comfortably. Depending on the employee needs or those with disabilities, the free space or traffic routes may need to be greater. The minimum is insufficient if much of the room is taken up with furniture etc. CHAIR The ergonomics of a standard office chair would be suitable for the majority of employees, which allows the user to be comfortable, stable (on castors/gliders, five star base), and able to fully adjust the chair to their requirements. Occupational Health can advise whether someone requires a Standard chair or a Specialist chair. The following is required on a standard office chair:- Most chairs have a choice of back rest height (eg the actual size of the backrest) and this should generally be a high back for taller people and a medium back for most average people. In general arm rests are not recommended for use on a chair but if used, they must not restrict the employee from sitting correctly. Arm rests must either go under or over the desk but not restrict arm movement.

Those who are six feet or more in height may find the ergonomics of a standard chair too small and cause discomfort.

Staff who are a petite size may find the depth of a chair base too long and may require a specialist chair.

There needs to be sufficient space to rest wrists (whilst not typing) between the edge of the desk and the keyboard, to allow the forearm to be supported (around one hand length).

2 Those who are six feet or more in height may find the ergonomics of a standard chair too small and cause discomfort. As a general rule those six feet and over will require a chair that can increase seat height between 48 cm to 52 cm in height. Staff who are a petite size may find the depth of a chair base too long and may require a specialist chair. KEYBOARD To allow comfort whilst keying in, the keyboard needs to be separate from the screen and tilt-able. There needs to be sufficient space to rest wrists (whilst not typing) between the edge of the desk and the keyboard, to allow the forearm to be supported (around one hand length). Keyboards are produced with anti-glare coating as standard, due to use this coating wears away and causes glare. Once this coating causes discomfort to the user the keyboard will require replacing. All the letters and symbols on the keys must remain legible and be adequately contrasted against the keys. Using a Mouse/Pointer Device The standard mouse whether roller ball or optical are generally used, they need to be on suitable work surfaces which could include a mouse mat. The mouse or other pointer device s need to be as close as possible to the keyboard to reduce poor posture whilst working. Some individuals may not be able to use a standard mouse due to the size of their hands or other factors eg neck or shoulder issues, arthritis etc. in these instances a specialist mouse or other pointer devices must be sourced. Please discuss with a Health and Safety Advisor or if for a medical reason Occupational Health (OH). When not in use the hand should not be kept on the mouse or hover over it but rested on the desk. Avoid twisting the wrist between the mouse and keyboard move the arm. It is recommended in certain cases where repetitive strain occurs, that the mouse is used by both hands (there is a change-over function of buttons in the control panel).

3 WRIST RESTS Wrist rests are not a requirement. Staff should be encouraged to use the correct posture of wrists, which may include the need for the employee to undertake some typing training. If the employee is not able to use the correct wrist posture after help and training, then an Occupational Health referral would be required. OH may then recommend rests with correct advice if related to a health condition. SCREEN Whether the individual has one screen or dual screens their eyes should be level with the top of the screen (not the monitor itself) to allow for comfort and natural head movement whilst working. As a rough guide for the correct distance away when sat correctly is the user s fingertips should just be able to touch the screen, some individuals will find this distance either too close or too far away for their specific needs. All screens should be free of flicker, movement or other forms of instability which can cause sore eyes or headaches. The characters need to be clearly defined with adjustable font size to suit each individual. If the user can not touch type then they should consider having the monitor slightly lower to reduce neck movement. Brightness and contrast needs to be easily adjusted to suit differing needs and conditions at different times of the year. All screens need to be easy to adjust in swivel and tilt, even the dual screens when on the fixed brackets as the employees move work stations. All windows will require fixings to allow screens to be free of glare and reflection. No overhead or task lighting should reflect on the screen, nor should any bright wall coverings or posters be reflected on to the screen.

Some individuals prefer to have a document holder instead of loose papers on their desk, this should be adjustable and positioned close to the screen to reduce uncomfortable head and eye movement.

4 DESK/WORKSURFACE Working areas need to be large enough for the work equipment and documents required by individuals. The surface needs to be low-reflective and allow for individuals to move equipment to find the most comfortable working position for them. Some individuals prefer to have a document holder instead of loose papers on their desk, this should be adjustable and positioned close to the screen to reduce uncomfortable head and eye movement. Minimum depth of desk is 80 cm. Again those who are six feet or more may require a desk which has a surface height of 72 cm to 75 cm in height to prevent their legs from pressing on the underside of the desk. AGILE WORKING Regardless of how or where the individual is working their workstation and all equipment must still be compliant with the regulations. Every time a new style of working is introduced to individuals, they will require information and training prior to commencing the change. It is recommended that all users undergo refresher training in DSE every three years (on-line) to ensure they continue to work in the best possible way for their needs. When agile working from home it is really important to ensure the workstation is still compliant with the regulations. Dining tables tend to be too high and cause arm/shoulder strain due to having to physically raise the arms through human effort whilst working. The same goes for dining chairs which are not adjustable causing the employee to sit in a rigid position for periods of time. Some home office chairs which are purchased for use at home are not compliant, as they are not fully adjustable. They tend to have a fixed back support which only allows the whole of the chair to rise, and not the back rest independently from the seat, or allow the back to tilt. See Posture Guidance for further information regarding recommended amounts of time for agile working.

LAPTOP/PORTABLE EQUIPMENT Those who source laptops/portable equipment need to take into account the weight of the equipment and always aim for the lightest available.

The larger the screen the better for most users and the need to ensure it can be seen when working outdoors.

Individuals need to have an option on the holder they are given to transport the equipment around safely, whether this be a standard laptop bag with padded shoulder strap, laptop rucksack or pull

When using laptops/portable equipment at a work station, compliance with the regulations is still required in order to reduce pain and discomfort.

their neck to see the screen. This allows a full sized keyboard and mouse to be used. Another option is to have a standard set up (screen, keyboard and mouse etc.

5 LAPTOP/PORTABLE EQUIPMENT Those who source laptops/portable equipment need to take into account the weight of the equipment and always aim for the lightest available. However the screen also needs to be considered regarding the size and where it is to be used. The larger the screen the better for most users and the need to ensure it can be seen when working outdoors. Where an individual is provided with a laptop or other portable equipment they need to be provided with training/information on personal safety, and manual handling assessments need to be in place. Individuals need to have an option on the holder they are given to transport the equipment around safely, whether this be a standard laptop bag with padded shoulder strap, laptop rucksack or pull along style bag. Individuals are to be encouraged to reduce the amount of paper and documents carried around in order to reduce the weight handled. When using laptops/portable equipment at a work station, compliance with the regulations is still required in order to reduce pain and discomfort. If an individual is going to be at a workstation for over 15 minutes then a raised docking station will be required to allow the screen to be at a height that does not cause the individual to crane their neck to see the screen. This allows a full sized keyboard and mouse to be used. Another option is to have a standard set up (screen, keyboard and mouse etc.) in use and the laptop/portable equipment connected but not in use. As much as possible individuals are to connect a mouse to the laptop/portable equipment in order to reduce cramping of the hands when using the touch pad. When using laptops/portable devices, care and attention must be given when in use in a car or on the train. *When in use in a car the individual is not to operate whilst sat in the driver s seat, they must use the passenger seat and push the seat as far back as possible to allow appropriate leg room. As much as possible the laptop/portable equipment is to be placed on a bag/briefcase or cushioned tray etc to raise the keyboard and screen to a more suitable operating position. This should only be for a maximum of 15 minutes.

When on a train sit at a seat that has a large table not a drop down table from the back rest of the chair in front. This position is too cramped for normal operating.

Again use of laptop working time needs to be limited to very short periods, (maximum of 15 minutes) and the user to be aware of posture.

6 When on a train sit at a seat that has a large table not a drop down table from the back rest of the chair in front. This position is too cramped for normal operating. Ensure the wrists are not resting on the edge of the table as this can cause pain and discomfort of the soft tissue/carpel tunnel. Again use of laptop working time needs to be limited to very short periods, (maximum of 15 minutes) and the user to be aware of posture. Regardless of where the laptop/portable device is used the screens must not cause problems for the user regarding glare or reflections. When using laptops/portable equipment in the home or a hotel room ensure a good posture is maintained at all times and not operated slumped in a soft chair or bed. Avoid resting the laptop on your lap for extended periods of time. The weight of the computer compresses against sensitive tissues in the thigh and pelvic regions. Heat generated by the computer may pose a burn risk. Patients Homes Where possible use a patient s table or kitchen work top if standing. As above, to limit use to no more than 15 minutes at one go and keep good posture. If no table or worktop is available, then use as described for use in the car above* again for no longer than 15 minutes. If the member of staff is visiting a patient for the first time, and needs to take down notes for an initial assessment which may take longer than 15 minutes, then consideration should be taken to undertaking this by telephone at work using a headset prior to the visit. This will reduce muscular skeletal issues for the neck and back. RISK ASSESSMENTS All new work areas require a risk assessment; these are to be reviewed annually or following a change. Regarding DSE self-assessment forms, whether for office based, homeworking or laptop users it must be completed following training, a change to equipment, location or how the person works. Self-assessments are also a means of recording a change in the person whether they are suffering from aches, pains or headaches. A DSE Self-assessment form must be completed prior to seeking advice from Health and Safety or Occupational Health.

7 Flow Chart DSE Process DSE Self-Assessment completed by User and signed by manager If Environmental issues such as lighting /heating, Manager to contact Estates to investigate and action if required. Is there any action/s to take? Yes No Is there a DSE Health related issue? Review Annually or when things change eg health condition, move of premise/ room/alterations or pregnancy. No No Action required. Yes If general equipment required order through Supplies Department or contact Health and Safety if unsure. If advice required, contact Health and Safety or Union Representative. If software issue contact IT. Health & Safety Contacts: Tom Sanders: tom.sanders@dchs.nhs.uk Kathy Hoult: kathy.hoult@dchs.nhs.uk If on-going health issues or further help required send the completed DSE Self- Assessment form only(if selfreferral). If referring from manager include management referral form and DSE Self- Assessment form. To: Occupational Health Department at Dronfield HC Tel:

Office Ergonomics Standard

Office Ergonomics Standard This standard outlines general workstation and work practices to be followed in order to reduce the risk factors for developing musculoskeletal injuries (MSIs) and visual strain from working at computer