DISP
PLAY SCREE
EN EQU
UIPME
ENT
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Download Orla Maartin
Health aand Safety Officeer
Januaryy 2014
DISPLAY
SCREEN EQUIPMENT
INTRODUCTION
The purpose of this document is to give guidance to employees who work with Visual Display Units and
to help the NEELB ensure compliance with the Health and Safety (Display Screen Equipment)
Regulations (NI) 1992. Display screen equipment (DSE) includes Visual Display Units (VDU)
terminals, portable system such as laptops and hand held electronic communication devices that are in
prolonged use.
The regulations require employers to carry out an assessment of the workplace where staff are employed
in the use of VDU’s in order to reduce the risk of associated ill health, this guidance outlines how to carry
out an assessment of the workstation and its environment.
GUIDANCE DETAILS
What’s the difference between a VDU, a VDT, a monitor and display screen equipment (DSE)?
There isn’t one. All these terms mean the same thing – a display screen, usually forming part of a
computer and showing text, numbers or graphics. The advice in this guidance applies to the whole
workstation, job and work environment, as well as to the VDU, keyboard and other equipment.
Definition of a user
Not everyone who uses DSE is covered by the regulations. The regulations cover only those staff who
are most at risk and would include employees:
• who use DSE more or less continuously on most days; and
• who use DSE for spells of one hour or more at a time.
Suggested areas where assessments may be required;
Area
General Office
Library
IT Room
Other rooms where DSEs are in use
Person
Secretary/Clerical Staff
Librarian
Technician/Teacher
Technician/Teacher
At this stage it is not expected that workstations used by pupils will be subjected to the requirements of
these regulations. However where possible, best practice in relation to workstation design should be
followed.
What does the assessment entail?
The assessment should involve an examination of the workstation and its environment. Consideration
should be given to include the current working practices and health of the user. The main elements of the
assessment are:
The desk
This should have ample space to carry out the work and be of sufficient height to allow for postural
changes.
The chair
The chair should have height and back adjustment and also have lumbar support.
http://www.neelb.org.uk Page 1 DISPLAY
SCREEN EQUIPMENT
The computer
The screen should be adjustable and the characters should be easily read.
General environment
The equipment should not be located in an area where glare from windows or lights are likely. Window
blinds or curtains are considered to be essential in offices where display screen equipment is used.
Additional items
Additional items, which may be of benefit to users are:
A document holder;
A foot rest;
A wrist rest; and
A mouse rest.
http://www.neelb.org.uk Page 2 DISP
PLAY
SCR
REEN EQ
QUIPMEN
NT
SETTING UP WORK
KSTATIONS
S
The diagram
m below show
ws how a wo
orkstation shhould be set up
u to minimise risks to thhe user.
The followiing elements should be co
onsidered.
1. Adequatee lighting proovided;
2. Adequatee contrast withh no glare orr distracting rreflections, window
w
coveerings;
3. The softw
ware should be
b appropriatee to the task;;
4. The screeen should have a stablle image, whhich is adjusstable, readaable and glaare/free (scrreen
height annd angle shoould allow a comfortab le head posiition);
5. The Keybboard shouldd be useable, adjustable,
a
ddetachable an
nd legible;
6. The work surfaces shoould allow for
f flexible aarrangementts, spacious and glare freee (there sh
hould
be spac e in front of keyboard
d to support haands/wrists during
d
pauses in keying);;
7. The workk chair shoulld be adjustaable (seat bacck and seat heeight should be
b adjustablee with good lu
umbar
support);
8. The useer should havve adequatee leg room aand clearancces to allow
w for changess in posture;
9. A work pattern shouuld be created that allowss you to spen
nd no more than 45 minutees in an hour at the
DSE witthout taking natural break
ks to move abbout, perhaps to file docu
uments or to use the telep
phone;
10. Try to ke
keep a soft touuch on the keeys and don’t overstretch
h your fingerss; and
11. If you hhave any prooblems, whicch you think may be con
nnected to ussing DSE, inn the first insstance
contact youur line managger. Further guidance is aalso availablle from the NEELB
N
Healtlth and Safety
y
Section.
http://www.neelb.org.uk Page 3 DISPLAY
SCREEN EQUIPMENT
Eye Tests
The regulations make provision for eye tests for employees who are designated as users of display screen
equipment. Employees should contact Human Resources Section for further details on eye tests and
allowances for DSE spectacles.
Working with a laptop and other portable equipment
Laptops and other portable equipment have to be compact and easy to carry. The resulting design
features like small keyboards can make prolonged use uncomfortable unless steps are taken to avoid
problems.
It is best to avoid portable equipment if full sized equipment is available.
Sitting




Avoid slouching;
Don’t sit forward in a hunched-up position;
Don’t place the laptop too close to the edge of the desk. This will cause you to look down too
much and puts your head and neck in a stressful posture; and
You may find it easier to push the laptop backwards a little. This can be more
comfortable for your head and neck. Your arms can rest on the desktop and you will find it
easier to keep your wrists in a relaxed or neutral position.
Make sure your chair supports your back



Sit right back in your chair so that your backrest can support you;
Use a pillow or suitable alternative to support your back if the chair doesn’t provide this support;
and
Make sure its curve fits snugly into your lower back.
Avoid leaning to one side



Avoid leaning or bending to one side to read your screen or hardcopies;
Remove any obstructions that prevent you sitting directly in front of your display, such as a
pedestal unit; and
If you are reading from a hardcopy, try to keep it as close to the laptop as possible. Use a copy
stand whenever possible.
Arms and shoulders





Avoid bent wrists;
Avoid sitting too high, or too low;
Always try to work on height adjustable chairs. Avoid meeting room chairs that often do not
have this adjustment facility;
Ensure that your forearms are roughly horizontal when your hands are on the keyboard. This
will allow you to work with your wrists in a straightened position when typing; and
Watch out for pins and needles, a loss of sensation and dull aches. Minimise the risks. Short
breaks as you work are helpful.
http://www.neelb.org.uk Page 4 DISPLAY
SCREEN EQUIPMENT
Using the mouse

Use the trackball or glide pad so that your hand is flat and keep your fingers relaxed.
Reading the screen






Avoid glare on your display screen;
Glare or reflected light is often a problem for laptop users. The screen should be roughly
perpendicular to your line of sight. If you see glare, adjust your screen away from the light
source to find a position where the reflections are not visible. You may have to slightly adjust
your sitting position after doing this;
If a window is causing a problem, try to move so that you do not have your back to it. If you are
positioned sideways on to a window, try to move as far away from it as possible;
Make sure your display remains legible;
Regularly clean your screen with approved cleaning materials; and
Adjust the screen brightness to suit the ambient light level.
GENERAL TIPS
Batteries


Get the most out of your batteries by checking and following the recharging regime. This will
help to avoid carrying extra batteries; and
Utilise any power conservation settings that help prolong the life of your batteries.
Carrying




Try to reduce the amount of weight you have to carry (see batteries above);
Try to avoid taking hard copies of documents that may already be on your laptop;
Where appropriate, use luggage that has wheels; and
When carrying your laptop, try to use a carrying case with a padded shoulder strap.
In most cases the assessment will be straight forward and involve only a few minutes observation of the
display screen activity. A common sense approach will generally be enough. In difficult or unusual
cases assistance may be sought from the Health and Safety Section.
GLOSSARY OF TERMS AND ACRONYMS.
DSE – Display Screen Equipment
VDU – Visual Display Unit
VDT – Visual Display Terminal
http://www.neelb.org.uk Page 5 DISPLAY
SCREEN EQUIPMENT
ASSOCIATED DOCUMENTS

Working with display screen equipment (DSE)
www.hse.gov.uk/pubns/indg36.pdf

Working with a display screen equipment
www.hse.gov.uk/pubns/priced/126.pdf


NEELB Guidance on Risk Assessment
HSE Checklist and a generic risk assessment
http://www.neelb.org.uk Page 6 RISK ASSESSMENT School: Assessment carried out by: Activity: Date: DisplayScreenEquipment
Date of Review: What are the Hazards Who might be harmed and how? Existing Control Measures What are you already doing? Desk–upperlimb
Displayscreen
disorders
user
Chair‐aches,pains
inshouldersand
back
Displayscreen–eye
strainand
headaches
 Displayscreenequipment
checklistcarriedout–available
onNEELBwebpage. www.neelb.org.uk/schools/healt
h‐and‐safety/
 Amplespacetocarryoutwork,
allowsforflexiblearrangements
(spaceinfrontofkeyboardto
supporthands/wristduring
pausesinkeying)
 Sufficientheighttoallow
posturalchanges
 Chairisadjustable(seatbackand
seatheightareadjustable)
 Goodlumbarsupport
 Forearmisapproximately
horizontalandeyessameheight
astopoftheVDU
 Screenisadjustable
 Textlargeenoughtoread–sharp
andfocused
 Keyboardisuseable,adjustable,
detachableandlegible
Page | 1 What further action is necessary? 
Displayscreen
equipmentchecklist
completed
Action by who? Action by when? Completed  Mousewithineasyreachsoitcan
beusedwiththewriststraight.
General
environment–
headaches,upper
limbdisorder
Displayscreen
user







Page | 2 Equipmentlocatedawayfrom
glarefromwindows
Adequatelighting
Goodposturepracticed
Legroomandclearancetoallow
forchangesinposture‐move
boxesetc.frombelowdesk
Ensurescreensurfaceisclean
RegulareyetestscontactHuman
ResourcesDepartmentfordetails
Workpatterntobeconsidered
timespentatdeskshouldbeno
morethan45minutesinanhour
withouttakinganaturalbreakto
moveaboutothertaskscanbe
carriedoutsuchasfiling.
Health and Safety
Display screen equipment (DSE)
workstation checklist
Workstation location and
number (if applicable): .............................................
User: .............................................
Checklist completed by: .............................................
Assessment checked by: .............................................
This is a web-friendly
version of Display
screen equipment (DSE)
workstation checklist
published 05/13
Any further action needed: Yes/No
Follow-up action completed on:.............................................
The following checklist can be used to help you complete a risk assessment and
comply with the Schedule to the Health and Safety (Display Screen Equipment)
Regulations 1992 as amended by the Health and Safety (Miscellaneous
Amendments) Regulations 2002.
The questions and ‘Things to consider’ in the checklist cover the requirements of
the Schedule. If you can answer ‘Yes’ in the second column against all the
questions, having taken account of the ‘Things to consider’, you are complying.
You will not be able to address some of the questions and ‘Things to consider’, eg
on reflections on the screen, or the user’s comfort, until the workstation has been
installed. These will be covered in the risk assessment you do once the workstation
is installed.
Work through the checklist, ticking either the ‘Yes’ or ‘No’ column against each
risk factor:
■ ‘Yes’ answers require no further action.
■ ‘No’ answers will require investigation and/or remedial action by the workstation
assessor. They should record their decisions in the ‘Action to take’ column.
Assessors should check later that actions have been taken and have resolved the
problem.
Remember, the checklist only covers the workstation and work environment. You
also need to make sure that risks from other aspects of the work are avoided, eg
by giving users health and safety training, and providing for breaks or changes of
activity. For more advice on these see Working with display screen equipment
(DSE): A brief guide.
Page 1 of 10
Healtth and Safety
y
Exec
cutive
Risk factors
s
answer
Tick
k
Thiings to cons
sider
Acction to take
e
No
Yes
1 Keyboa
ards
Is the keybo
oard separate
e from
the screen?
Thiis is a require
ement, unless
s the
tassk makes it im
mpracticable (eg
wh ere there is a need to use
ea
porrtable).
Does the keyboard tilt?
Tilt need not be built in.
Is it possible
e to find a
comfortable keying position?
Tryy pushing the
e display scre
een
furtther back to create more room for
the
e keyboard, hands
h
and wrrists.
Use
ers of thick, raised
r
keyboards
ma
ay need a wrist rest.
Does the user have good
d
keyboard tecchnique?
Traaining can be used to prev
vent:
■ hands bent up at the wrrist;
k
too hard
d;
■ hitting the keys
■ overstretching the fingerrs.
Are the charracters clear and
readable?
Keyyboards shou
uld be kept clean.
c
If
cha
aracters still can’t
c
be read
d, the
keyyboard may need
n
modifyin
ng or
rep
placing.
e a keyboard
Use
d with a matt finish to
red
duce glare an
nd/or reflectio
on.
Display scre
een equipment ((DSE) workstatio
on checklist
Page 2 of 10
0
Healtth and Safety
y
Exec
cutive
Risk factors
s
answer
Tick
k
Thiings to cons
sider
Acction to take
e
No
Yes
2 Mouse, trackball etc
Is the device
e suitable for the
tasks it is ussed for?
he user is havving problem
ms, try a
If th
diffe
ferent device. The mouse and
tracckball are general-purpos
se
devvices suitable
e for many tasks, and
avaailable in a va
ariety of shapes and
sizees. Alternative devices such as
tou
uch screens may
m be bette
er for
som
me tasks (but can be worrse for
oth
hers).
Is the device
e positioned close
c
to the user?
?
Mo
ost devices are best place
ed as
clo se as possib
ble, eg right beside
the
e keyboard.
Traaining may be
e needed to:
m overreachin
ng;
■ prevent arm
encourage
users
u
not
to
leave
■
the
eir hand on th
he device when it
is n
not being use
ed;
encourage
a relaxed arm
m and
■
stra
aight wrist.
Is there supp
port for the device
d
user’s wrist a
and forearm?
?
Sup
e gained from
m, for
pport can be
exaample, the de
esk surface or
o arm of
a cchair. If not, a separate supporting
devvice may help
p.
The
e user should be able to find a
com
mfortable wo
orking positio
on with
the
e device.
Does the de
evice work sm
moothly
at a speed th
hat suits the user?
e if cleaning is
See
i required (e
eg of
mo
ouse ball and rollers).
Ch eck the work
k surface is suitable.
Am
mouse mat may
m be neede
ed.
Can the use
er easily adjusst
software setttings for speed
and accuraccy of pointer?
?
Use
ers may need
d training in how
h
to
adjjust device se
ettings.
Display scre
een equipment ((DSE) workstatio
on checklist
Page 3 of 10
0
Healtth and Safety
y
Exec
cutive
Risk factors
s
answer
Tick
k
Thiings to cons
sider
Acction to take
e
No
Yes
3 Display
y screens
Ma
ake sure the screen
s
is clea
an and
cleaaning materia
als are availa
able.
Are the charracters clear and
readable?
Ch eck that the text and bac
ckground
col ours work we
ell together.
Health and
safetyy
Health and
safetyy
Is the text sizze comfortab
ble to
read?
gs may need
Sofftware setting
adj usting to cha
ange text size
e.
Is the image
e stable, ie fre
ee of
flicker and jittter?
Tryy using differe
ent screen co
olours to
red
duce flicker, eg
e darker
bacckground and
d lighter text..
If th
here are still problems,
p
ge
et the
sett-up checked
d, eg by the
equ
uipment supp
plier.
Is the screen
n’s specificattion
suitable for itts intended use?
u
Forr example, intensive graph
hic work
or w
work requirin
ng fine attention to
sm
mall details ma
ay require large
dispplay screens
s.
Are the brigh
htness and/o
or
contrast adju
ustable?
Sepparate adjusttment controls are
nott essential, prrovided the user
u
can
n read the sc
creen easily at
a all
tim
mes.
Does the scrreen swivel and
a
tilt?
Sw
wivel and tilt need
n
not be built
b in;
you
u can add a swivel
s
and tilt
me
echanism.
How
wever, you may
m need to replace
r
the
e screen if:
■ swivel/tilt is absent or
unssatisfactory;
■ work is intensive; and/orr
g
■ the user has problems getting
the
e screen to a comfortable
possition.
Display scre
een equipment ((DSE) workstatio
on checklist
Page 4 of 10
0
Healtth and Safety
y
Exec
cutive
Risk factors
s
Tick
answ
wer
Thin
ngs to consider
Acction to take
e
Yes
No
Is the screen
n free from glare
and reflections?
Use a mirror pla
aced in front of the
scre
een to check
k where refle
ections
are ccoming from.
You might need to move the screen
or evven the desk
k and/or shield the
screeen from the source
s
of the
refle
ections.
Screeens that use
e dark charac
cters
on a light backgrround are les
ss
pron
ne to glare an
nd reflections
s.
Are
A adjustable window
coverings pro
ovided and in
n
adequate condition?
Che
eck that blinds work. Blind
ds with
verti cal slats can be more suitable
than
n horizontal ones.
If the
ese measures do not worrk,
conssider anti-glare screen filte
ers as a
last rssort and se
eek specialistt help.
4 Softwarre
Is the softwa
are suitable fo
or the
task?
t
Softw
tware should help the use
er carry out tthe task, min
nimise stress and be
userr-friendly.
Che
eck users hav
ve had appropriate
trainning in using the
t software.
Softw
tware should respond quic
ckly
and clearly to user input, with
h
adeq
quate feedba
ack, such as clear
help
p messages.
Display scre
een equipment ((DSE) workstatio
on checklist
Page 5 of 10
0
Healtth and Safety
y
Exec
cutive
Risk factors
s
answer
Tick
k
Thiings to cons
sider
Acction to take
e
Yes
No
5 Furniture
Is the work ssurface large
e
enough for a
all the necesssary
equipment, p
papers etc?
Creeate more roo
om by movin
ng
prinnters, referen
nce materials etc
els ewhere.
If n ecessary, co
onsider provid
ding new
pow
wer and telec
coms sockets, so
equ
uipment can be moved.
Theere should be
e some scope for
flexxible rearrang
gement.
Can the use
er comfortablyy
reach all the equipment and
a
papers they need to use?
Reaarrange equipment, pape
ers etc to
brin
ng frequently used things within
eassy reach.
Ad
document ho
older may be needed,
possitioned to minimise
m
unccomfortable head
h
and eye
e
mo
ovements.
Are surfacess free from glare
and reflectio
on?
Connsider mats or
o blotters to reduce
refl ections and glare.
g
Is the chair ssuitable?
The
e chair may need
n
repairing or
repplacing if the user is
unccomfortable, or cannot us
se the
adj ustment mec
chanisms.
Is the chair sstable?
Does the chair have a
working:
■ seat backk height and tilt
adjustme
ent?
■ seat heigght adjustmennt?
■ castors oor glides?
Display scre
een equipment ((DSE) workstatio
on checklist
Page 6 of 10
0
Healtth and Safety
y
Exec
cutive
Risk factors
s
answer
Tick
k
Thiings to cons
sider
Acction to take
e
No
Yes
adjusted corrrectly?
Is the chair a
their work sitting comforttably.
e user should
d be able to carry
c
out
The
Connsider training the user in how to
ado
opt suitable postures
p
whille
worrking.
Thee arms of chaairs can stop the
use
er getting clos
se enough to
o use the
equ
uipment comffortably. Mo
ove any obstructions from under
the
e desk.
Is the small o
of the back
supported by the chair’s
backrest?
The
e user should
d have a straight
bacck, supported
d by the chair, with
relaaxed shoulde
ers.
a
Are forearms horizontal and
eyes at roug
ghly the same
e
height as the
e top of the DSE?
D
Adjjust the chairr height to ge
et the
use
er’s arms in the right position, and
the
en adjust the DSE height, if
neccessary.
Are feet flat o
on the floor,
without too m
much pressu
ure
from the sea
at on the baccks of
the legs?
If n
not, a footrest may be nee
eded.
Display scre
een equipment ((DSE) workstatio
on checklist
Page 7 of 10
0
Health and Safety
Executive
Risk factors
Tick
answer
Things to consider
Action to take
Yes
No
6 Environment
Is there enough room to
change position and vary
movement?
Space is needed to move, stretch
and fidget.
Consider reorganising the office
layout and check for obstructions.
Cables should be tidy and not a trip
or snag hazard.
Is the lighting suitable, eg not too bright or too dim to work
comfortably?
Users should be able to control light levels, eg by adjusting window
blinds or light switches.
Consider shading or repositioning
light sources or providing local
lighting, eg desk lamps (but make
sure lights don’t cause glare by
reflecting off walls or other
surfaces).
Does the air feel comfortable?
DSE and other equipment may dry
the air.
Circulate fresh air if possible. Plants
may help.
Consider a humidifier if discomfort is
severe.
Are levels of heat
comfortable?
Are levels of noise
comfortable?
Can heating be better controlled?
More ventilation or air conditioning
may be required if there is a lot of
electronic equipment in the room.
Or, can users be moved away from
the heat source?
Consider moving sources of noise,
eg printers, away from the user. If
not, consider soundproofing.
Display screen equipment (DSE) workstation checklist
Page 8 of 10
Health and Safety
Executive
7 Final questions to users...
■ Has the checklist covered all the problems they may have working with their DSE?
■ Have they experienced any discomfort or other symptoms which they attribute to working
with their DSE?
■ Has the user been advised of their entitlement to eye and eyesight testing?
■ Does the user take regular breaks working away from DSE?
Write down the details of any problems here:
Display screen equipment (DSE) workstation checklist
Page 9 of 10
Further information
Health and Safety
Executive
Working with display screen equipmemt (DSE): A brief guide Leaflet INDG36(rev4) HSE books 2013
www.hse.gov.uk/pubns/indg36.htm
For information about health and safety, or to report inconsistencies or inaccuracies in this guidance, visit
www.hse.gov.uk/. You can view HSE guidance online and order priced publications from the website.
HSE priced publications are also available from bookshops.
© Crown copyright 2013
First published 2013
ISBN 978 0 7176 6521 1
You may reuse this information (excluding logos) free of charge in any format or medium, under the
terms of the Open Government Licence. To view the licence visit
www.nationalarchives.gov.uk/doc/open-government-licence/, write to the Information Policy Team, The
National Archives, Kew, London TW9 4DU, or email psi@nationalarchives.gsi.gov.uk.
Some images and illustrations may not be owned by the Crown so cannot be reproduced without
permission of the copyright owner. Enquiries should be sent to copyright@hse.gsi.gov.uk.
This guidance is issued by the Health and Safety Executive. Following the guidance is not compulsory,
unless specifically stated, and you are free to take other action. But if you do follow the guidance you will
normally be doing enough to comply with the law. Health and safety inspectors seek to secure
compliance with the law and may refer to this guidance.
Display screen equipment (DSE) workstation checklist
Page 10 of