Guidance on Display Screen Equipment (DSE)
Working comfortably and safely to prevent discomfort and promote productivity.
Find everything you need to manage the risks of workplace setup and work safely with display screen equipment (DSE) - whether you're on site, at home, or hot-desking.
What is Display Screen Equipment (DSE)?
DSE (Display Screen Equipment) refers to devices with an alphanumeric or graphic display, such as monitors, laptops, touch screens, etc. The Health and Safety Executive (HSE) defines a DSE user as anyone using such equipment for over an hour a day and recommends a thorough risk assessment for work-related use.
The new DSE platform
The University uses Healthy Working Plus, provided by Cardinus, an online training course and self-assessment to help staff set up their workstations correctly—at home or in the office—reducing the risk of discomfort or injury. It supports compliance with the Health and Safety (Display Screen Equipment) Regulations, enhances the quality of DSE data, and reduces the administrative burden on departments.
When a staff member - whether a new starter or existing employee - is due for an assessment, they will receive an email invitation with a link to complete it. Staff must retake the assessment periodically or after significant workspace changes. It is a requirement for all DSE users.
System rollout
A pilot rollout in July 2025 reached 14 departments, with staff receiving introductory communications, DSE assessors and coordinators trained in their roles, and feedback collected from over 180 participants. The full rollout will consist of a phased approach from September to November 2025, with departments grouped by launch month and supported by a communications pack for coordinators and comms leads.
| Phase | Dates | Groups |
|---|---|---|
| Phase 1 | Sept 2025 | UAS, Dept for Continuing Education, GLAM, Humanities |
| Phase 2 | Oct 2025 | MPLS and societies |
| Phase 3 | Oct - Nov 2025 | Social Sciences |
| Phase 4 | Nov 2025 | Medical Sciences |
Why is proper use of DSE important?
Understanding the risks associated with improper use of display screen equipment is crucial.
Inappropriate use of DSE can cause upper limb disorders, such as tendonitis or carpal tunnel syndrome. It can also make you more aware of existing eyesight-related problems, or increase stress-related problems. A study conducted by the Health & Safety Executive (HSE) found that:
- 52% of DSE users reported headaches
- 58% of DSE users reported eye discomfort
- 47% of DSE users reported neck pain
- 37% of DSE users reported other back pain symptoms
- 39% of DSE users reported other neck pain symptoms
Highlighting these risks underscores why long-term health, productivity, and legal compliance are critical for both staff and the University.
Guidance for all staff:
Who needs to take action?
All staff members are responsible for proactively managing their DSE setup. Every department has a nominated and trained DSE assessor/coordinator who is able to support you with any questions, requests or problems you may have carrying out the assessment or to help guide you in regards to any adjustments to your DSE station set up you may need. If the issue cannot be resolved, it will first be referred to the Divisional Safety Officer, and may be escalated further to the Safety Office if necessary.
What you need to do:
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Complete your DSE self-assessment: Complete the self-assessment (emailed when due) to identify any workstation issues or risks.
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Adjust your workstation: Follow the guidance in the system to adjust your workstation for optimal comfort and safety.
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Complete a DSE eye test: All DSE users can request an eye test via their department, which will cover the test cost and contribute £75 towards DSE-specific glasses; we recommend doing this every two years. View the Arrangement for eye tests.
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Report serious issues: Report serious issues that require immediate attention, such as significant musculoskeletal problems, to your line manager. They may refer you (with consent) to Occupational Health for assessment.
Guidance for DSE coordinators and assessors:
Coordinators and assessors are required to complete training before using the platform, and will be invited to sessions ahead of their department’s go-live.
Upcoming training sessions:
Monday 13 October 11:00-12:00
Tuesday 11 November 14:00-15:00
Thursday 27 November 11:00-12:00
If you're unable to make any training dates, or would like a refresher, you can watch the training video we have created.
For additional guidance refer to the FAQs and table below which outlines the changes in role responsibilities to simplify processes and reduce admin:
|
User type
|
What's changed
|
What hasn't changed
|
|---|---|---|
|
DSE Coordinator
|
|
|
|
DSE Assessor
|
|
|
| Departmental Safety Officer (DSO) |
|
|
| Divisional Safety Officer |
|
|
| Health & Safety Systems Support Team |
|
|
If you have any questions or requests for training or further guidance, please contact the Safety Office.
Further information about DSE can be found on the Health and Safety Executive website.
FAQs: all staff
The DSE (Display Screen Equipment) assessment is a mandatory evaluation for all university staff who are classified as DSE users. It consists of a training course and a self assessment questionnaire, to ensure that their workstation is set up correctly and that they are working in a way that minimises the risk of discomfort or injury.
The assessment typically takes about 30 – 45 minutes to complete. It consists of an online training course and a self-risk assessment questionnaire.
Yes, there is an option in the profile screen where you can indicate that you work both in the office and at home. You should only need to complete the assessment once, and the advice provided will be applicable in both scenarios.
If your role does not involve the use of Display Screen Equipment (DSE), you have the option to opt out of the assessment. However, if you do use DSE, even occasionally, we recommend that you log in and complete the DSE assessment.
We recommend that you complete the assessment in one sitting. However yes, if you need to pause partway through the assessment, your progress will be saved, and you can return to complete it later.
Staff cannot unsubscribe. The assessment is required for all university staff who are classified as DSE users.
If you experience any technical difficulties while completing the assessment, please contact the IT support team for assistance.
The assessment is designed to help you identify and address any issues with your workstation setup, ensuring a safe and healthy working environment.
After completing the assessment, you will receive personalised advice on how to improve your workstation setup and reduce the risk of discomfort or injury.
For more information about the DSE assessment, please contact your department DSE coordinator/assessor.
The current policy is under review but you will be contacted when you are due to take part, and it won’t be more regularly than annually, unless something changes with your work station set up, or any health issues incur where further assessment may help you identify how further improvements could help.
Of course, please get in touch with your department DSE coordinator who will forward a training/assessment invitation which will include an access link.
Yes, although the risks and need for ‘assessment’ will depend on the usual risk factors e.g. usage, period of use, frequency, dependency, and discrepancy. As mobile devices are likely to be used in remote locations, the University policy on DSE-related remote working will apply. – see UPS S8/09 for details.
Undergraduate and postgraduate students should seek advice from their GP and the Oxford Students' Disability Advisory Service: https://www.ox.ac.uk/students/welfare/disability.
FAQs: coordinators and assessors
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.
DSE self-assessment
Departments yet to be onboarded to Healthy Working Plus should continue using the current self-assessment system until they are contacted about their department's move to Healthy Working Plus.
All departments will be live with Healthy Working Plus by December 2025, at which time access to the existing system will be removed.
Contact Us
enquiries@safety.ox.ac.uk
+44 1865 270811
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Friday: 8.30am to 4pm
