How to Find Your Way Around OLM e-Learning

1. How to Find Your Way Around OLM e-Learning 1. You can play the PowerPoint, and find the Test here (click this area on your main screen, not within the PowerPoint presentation)

2. How to Find Your Way Around 2. You can minimise this column and make the main page bigger by clicking this icon in your main screen. Click it again to bring it back.

3. How to Find Your Way Around 3. Always click this ‘Home’ icon in your main screen to save your progress and log off. This is very important!

4. Display Screen Equipment (DSE) eLearning

5. Aims • To provide health & safety information on DSE use • To provide basic training for DSE users on appropriate use of DSE, including the detection of hazards & risks, workstation adjustment, task management &Trust Policy & Procedures • To summarise the law on VDU work & outline employer/ employee responsibilities • To suggest simple workstation adjustments for users • To explain process for obtaining further advice

6. Objectives • DSE users will:- • have an understanding of the law surrounding the use of DSE including employer/employee responsibilities • understand causes of risk & mechanisms of harm in DSE use • detect & recognise DSE hazards & risks • be able to adjust their workstation & manage their activities • have an understanding of the Trust policy & procedure relating to the use of DSE • have a clear understanding of where to seek further support & advice

7. Display Screen Regulations 1992 (as amended 2002) • Allworkstations are subject to the regulations (including hot desks, home workstations, hotel rooms etc.) • All technology is covered - new technology brings new ways of working (e.g. Blackberry, Laptops etc.) • Display Screen Equipment means any alphanumeric or graphic display screen, regardless of the display process involved (e.g. CCTV, personal organisers etc.)

8. Display Screen Regulations 1992 (as amended 2002) • User = Any employee who habitually uses Display Screen Equipment (DSE) as a significant part of his/her normal work (Reg 1.2d) • Workstation = Any assembly comprising DSE any optional accessories to the display screen, any peripherals to the DSE (scanner, printer, footrest etc. & the immediate work environment (Reg 1.2e)

9. Employer’s Responsibilities to DSE Users - To provide sufficient health & safety information & training relating to workstation - To undertake a suitable risk assessment, analyse, assess & reduce risks • The whole workstation & environment • The job being done • Any special needs of individual staff e.g. existing injuries, pregnancy etc. - To take steps to reduce identified risks - Make reasonable adjustments to ensure workstations meet minimum requirements - Plan work so there are breaks/changes of activity - On request arrange eye tests and provide spectacles for middle distance vision if required

10. Employee’s Responsibilities • Read & comply with Trust DSE Policy including staff guidelines • Attend appropriate induction sessions • Complete & comply with Trust e-learning for DSE users • Complete a written self assessment DSE User Risk Assessment (form in Policy) and share with Manger • Ensure workstation is set up safely, seeking advice from manager if in doubt • Arrange vision screening via Occupational Health if required • Report any adverse health effects thought to be related to DSE use immediately to manager & Occupational Health Team • Co-operate & comply with health & safety advice given • Inform Manager of any changes to workstation - risk assessment might need review • Ensure workstation/equipment is kept clean & in good working order & maintenance issues are promptly reported to your manager

11. Display Screen Equipment Facts • DSE use has been blamed – often wrongly - for a range of health problems such as upper limb disorders, fatigue/stress, temporary eye strain/headaches • Only a small proportion of VDU users actually suffer ill health as a result of their work • Problems are generally caused by the way DSE is set up and being used • Problems can be avoided by good workplace and job design and by the way you use your DSE and workstation

12. Avoid Aches, Pains & Disorders • Problems are more likely if the DSE user feels stressed by the work • Appropriate self assessments/manager’s assessments must be done • Workstations should be well set up • Adhere to Good working practices • Tackle issues early by seeking advice from your manager/occupational health/risk management

13. When to Risk Assess Risk assessments should be carried out when employment commences & be reviewed regularly but also when there is:- • major change in software/hardware used • major change in workstation furniture • substantial increase in time spent using DSE • substantial change in task requirements • relocation of workstation • significant modification of lighting • research indicating a significant new risk • the organisation of any workstation is substantially modified

14. Risk Assessment • The risk assessment should: - • Look for hazards • Identify who is at risk • Evaluate risks to see if existing controls are adequate • Make reasonable adjustments where necessary • Record findings and share with user • Review and revise as necessary

15. Are You Sitting Comfortably?Ideal seated position for DSE Work 1. Seat back rest adjusted so sitting upright 2. Good lumber support - lower back supported 3. Seat height adjusted to achieve nos. 4-7 below 4. No excess pressure on underside of thighs/back of knees 5. Room under desk to allow posture changes – no obstacles 6. Forearms horizontal; elbows approximately at right angles 7. Wrists & hands horizontal – minimum bending 8. Screen height & angle adjusted to allow comfortable position with neck & head straight 9. Sufficient space in front of keyboard to support your hands/wrists during keying pauses. Mouse mat with gel wrist rest may be helpful 10. A foot rest should be provided if feet do not now touch the ground 11. Arm rests shouldn’t prevent chair being pushed under desk 12. See diagram

16. 12 1 8 7 1 2 5 3 13 Are You Sitting Comfortably?Ideal seated position for DSE Work

17. The Chair Ensure:- • seat is at correct height with forearms approximately horizontal (90º) • feet flat on the floor when sitting (footrest required if not possible) • adjust seat back to provide good lumbar support • sit right back & use the back support • two finger widths between the seat edge & back of knee • sit centrally in the chair – do not lean to one side • there is sufficient room under desk for your knees

18. The Screen Ensure that your screen:- • is positioned directly in front of you at a comfortable distance, approximately one arm’s length away • is at correct height – top of screen approximately level with eyes • you have appropriately adjusted the brightness & contrast levels • is clean • is not flickering • is not tilted upwards towards lights

19. The Keyboard • should be directly in front of you - don’t stretch to reach keyboard • keep wrists straight when typing – not resting on the desk • ensure there is space in front of the keyboard to rest wrists during pauses • ensure you don’t lean forward when typing, sit back in the chair for support • keep regular movements within the easy reach zone – see diagram

20. Easy Reach Zone Avoid repeated, awkward stretching movements.

21. The Mouse • keep mouse near to your side - don’t stretch to reach mouse • keep your wrist straight when using mouse, not resting on the desk • Don’t hold the mouse too tightly • Alternate the fingers you use to do mouse work

22. The Environment • ensure there are no obstructions under the desk • adequate lighting suitable for office use • window coverings to be provided to manage light changes and glare issues • sufficient space around workstation to move about freely without obstruction • Required accessories such as document holder, footrest, gel wrist rest, mouse wrist rest etc. to be available as needed

23. Break Frequency • Take regular breaks from DSE - There is no law to govern the length of breaks • Adopt a variety of the breaks outlined below:- • Opportune breaks – no time out of work e.g. stand up to answer phone, stretching to reduce static loading to body • Micro-breaks – less then 2 minutes during continuous, repetitive work to stand up, stretch, move around etc. • Eye breaks – Adopt 20/60/20 rule = every 20 minutes, focus on an object 20 feet away for 60 seconds & allow eye muscles to relax; blink rapidly for a few seconds, to refresh tear film & clear dust which can irritate eyes • Rest breaks – Every 30/60 minutes take a short break to relieve strain, stand up & move around, comfort break, making beverages etc. • Change tasks – move around office & do different tasks to break up DSE work • Exercise breaks – stand up, stretch, exercise arms/legs/hands every 1-2 hours

24. Vision • Users entitled to free eyesight tests • Vision screening by Occupational Health Team • Eyesight test from Optician • Cost of tests and basic prescribed corrective spectacles for DSE use only must be met by the employer (i.e. middle distance vision) • No employer contribution payable for other sight defects • No employer contribution payable for normal reading glasses • Details of process in Trust Policy

25. Trust Policy • Available on i-connect • eLearning • Vision Screening • Self Assessment • Manager’s Assessment • Complex Cases Assessment • Where to seek advice: • Manager • Risk Management • Occupational Health

26. Summary • DSE Regulations apply to All users, All workstations • All DSE, accessories, extras & environment included • Users must read & comply with Trust policy/procedure/ guidelines – self assessment/manager assessment/ complex assessment • Make simple adjustments to your workstation to increase comfort • Vision screening/eye tests • Report any discomfort to Managers/Occupational Health Team • Tackle any problems early – seek advice – Manger/Risk Management/Occupational Health Team

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