(last updated 22-03-2017)

1. Definitions
2. SLS Policy & Arrangements
3. DSE Assessors
4. Additional Guidance for DSE Assessors and Users
5. Safety Services' Safe Working with DSE Handbook
6. Instructions on how to access the DSE self-assessment database

Definitions

• Display Screen Equipment (DSE) means any display screen showing text, numbers or graphics/images.
• DSE Workstation means: the DSE; all equipment and furniture associated with the DSE, e.g. computer, keyboard, mouse, chair, desk; any other accessories used in conjunction with the DSE, e.g. telephone, document holder; and the immediate working environment around the DSE.
• A DSE Assessor is someone who has completed Safety Services' training course on DSE Workstation Risk Assessment and been officially appointed to carry out DSE workstation risk assessments in their area.
• A DSE user is someone whose work involves the use of DSE.
• An Official DSE User is defined as someone who has to use DSE for a significant part of the working day,
  has to use DSE in circumstances where they are under pressure and mistakes are critical, and
  has little freedom to organise their own workloads.

Policy

SLS endeavors to comply with Safety Services’ policy/guidance on DSE and reduce the instances of DSE related injury/ill health to as low as is reasonably practicable by implementing the following arrangements. The primary objectives are to:

1. ensure all DSE users, official or otherwise, are provided with suitable workstation equipment, including an operator chair, that meets accepted UK standards;
2. ensure all DSE users, official or otherwise, receive adequate training and instruction in safe use of DSE;
3. identify and register Official DSE Users and prioritise risk assessment of their workstations and implementation of any required corrective action;
4. ensure any instance of suspected DSE related injury/ill health is investigated and corrective action taken without delay.

Arrangements

a) Line Managers are responsible for ensuring their group/team members follow these arrangements and cooperate with DSE Assessors.

b) SLS H&S monitors the School's complement of DSE Assessors and appoints new assessors as required.

c) During completion of the H&S Basic Training Checklist (part of all new starts' H&S induction), the trainer will

1. identify all prospective DSE users and instruct them to read Safety Services' Safe Working with DSE Handbook and complete their DSE workstation self-assessment (click here for instructions on how to access the DSE self-assessment database) via the as soon as possible and
2. advise the new start to discuss their DSE workstation self-assessment with their line manager and report any concerns about their workstation to a DSE Assessor.

d) SLS H&S must ensure Official DSE Users are identified, aware of their entitlement (see below) and have access to all relevant guidance.

The University will provide Official DSE Users with single vision corrective glasses in a limited range of frames from an appointed optician (currently Boots Opticians) if the prescription is needed solely due to the use of DSE a work. Alternatively, a contribution equal to the cost of such single vision glasses (currently £25) will be made towards suitable glasses of the employee's choice.

e) All DSE users must:

1. complete their DSE workstation self-assessment;
2. make use of the provided workstation equipment, including adjusting and setting up according to their personal needs;
3. not alter, remove, exchange or otherwise interfere with the equipment provided for their use;
4. read Safety Services' Safe Working with DSE Handbook and
5. go through the training module on My Dundee. (Log in with your UoD credentials, select "Safety Services" from the My Groups and Communities menu, then select module 3 "Using IT Devices Safely". )

f) DSE workstation self-assessments must be carried out as soon as possible. This is especially important for those who are or may be Official DSE Users. Once the on-line assessment is submitted, SLS H&S will analyse it, update the individual's H&S training/assessment record accordingly and email a copy of the assessment to the end user and their line manager.

g) In the event of any significant change that may render the initial workstation risk assessment out of date, the user is responsible for submitting a new self assessment form.

h) DSE workstation self-assessment will be retained by SLS H&S for as long as they are valid and for at least 5 years.

i) Any instance of known or suspected DSE related ill health or injury must be reported to SLS H&S immediately. SLS H&S will initiate a thorough investigation and, if necessary, notify Safety Services and refer the individual concerned onto Occupational Health.

j) Required corrective actions, identified during the self-assessment process, that are relatively straight forward and easy to complete should be carried out as soon as possible by the individual to whom the assessment relates, after discussion with their line manager. More complicated or costly actions, especially those relating to Official DSE Users or suspected injury/ill health cases, should be referred on to a DSE Assessor without delay.

k) The School will provide standard office/lab furniture to all DSE users as a matter of course. If a user's risk assessment indicates that standard furniture may not be suitable and further investigation concludes that special furniture is required, this will also be provided by the School. Furniture includes desks, chairs, cushions and back, foot and wrist rests/supports. Furniture does not include document holders, monitor stands, monitors, keyboards, pointing devices, headsets or other peripherals that connect to a computer.

l) Instances of gross non-compliance with this policy will be reported to the SLS School Borad .

m) Life Sciences Computing personnel are expected to

1. remind personnel of the requirement for DSE training and DSE workstation self-assessment when they set up new computer systems and
2. advise individuals buying laptops to use a docking station whenever possible.