Guidance on Display Screen Equipment (DSE)

University policy S8/09 states: “The risks identified in the assessment must be remedied as soon as is reasonably practicable. It is the responsibility of the user’s supervisor to ensure that these actions are implemented.” 

On that basis, managers should identify the means for providing corrective equipment.  In some cases though, it may be necessary for departments to assist with the provision of corrective equipment e.g. desks. Any problems with providing equipment should be raised with departmental administrators or departmental safety officers. 

No. The requirement for providing a sit-stand desk should come out of the DSE Assessment process, with relevant advice from the departmental DSE Assessor. Occupational Health have further advice on the use of sit-stand desk and the benefits from ‘Combatting the rise of the Sedentary Lifestyle’ on their own website.

Colleges are covered by the same health and safety legislation as the rest of the University, so they should have their own arrangements in place to ensure their staff are risk assessed, as necessary. The staff member should consult their college first to determine if they are able to complete the relevant DSE assessment and adjustments. If it's decided that the individual’s work comes under the auspices of the department, and not the college, then the University policy on DSE related ‘remote working’ may apply.  University policy S8/09 states: 

“Certain employees have the discretion to work away from the University, often at home or within colleges, using computing equipment. Departments and institutions with employees who work at these remote workstations must ensure the following: 

(a)  Where any individual has been provided with University equipment, it should comply with the requirements of this Policy and should be maintained in a safe condition. “Safe condition” means that the screen must not flicker and the equipment, including the flexes and plugs, must be physically intact. 

(b)  All individuals who use computing equipment, which may be their own, must arrange their equipment such that risk from trips over cabling or flexes is minimised. 

(c)  If usage is to the extent that the individuals become “users” for the purpose of their employment in locations away from their normal workstation, they must have the risks of using the equipment and the risk control measures explained to them. However, it is not intended that DSE assessors should make visits to remote locations. 

(d)  Users will be personally responsible for: 

Arranging their equipment and workstations in accordance with the diagram in Appendix 2 and taking regular short breaks. 

Arranging a timely repair if their computer screen flickers or their equipment, including the flexes and plugs, become physically damaged. 

Reporting, without delay, to their line manager any personal discomfort, e.g. tingling sensations or pains in their hands or forearms or necks, thought to be associated with the use of the workstation. 

These points must be emphasized as part of the formal training of these users and training records must be maintained. 

If ill health symptoms are identified, the line manager must refer the individual, without delay, to the Occupational Health Service. The Regulations apply to users of DSE and it is therefore essential, as a first step, for departments/institutions/units (herein referred to as departments) to identify relevant employees. Although the legislation only applies to employees, the interests of postgraduate students should also be taken into account and suitable furniture and working environment provided for them.” 

If significant musculoskeletal problems are identified in a DSE assessment, refer the employee (with consent) to Occupational Health for a review of symptoms and medical history. Where appropriate, an Occupational Health Adviser may visit the workplace to observe tasks, recommend posture or environment adjustments, and discuss these with the employee and their supervisor.

No, this assessment only covers the DSE part of the person's role. The pregnancy risk assessments should be completed as normal as per departmental arrangements. The Safety Office information on Pregnancy Risk Assessments can be found here Pregnancy Safety Office

Access to the records on the platform is strictly restricted to those authorised to do so. Sensitive personal data, such as medical information, should not be kept on the platform. Notes can be added with general information and signposting to where such information is held. Sensitive data must only be held securely elsewhere, with the correct access restrictions and adhering to GDPR requirements. For more information please speak to your local HR representative.