3.3 Workstation Risk Assessments

This document provides advice, guidance and procedures to protect workstation users working for the University.

Offices are equipped with visual display equipment, in the form of personal computers and laptops. Their use could result in musculoskeletal problems, known as work-related upper limb disorder (WRULD) or more commonly called repetitive strain injury (RSI), as well as eye strain (not damage), fatigue and stress.

Good practice in the layout and use of workstations should prevent any adverse risk. A workstation refers to the visual display equipment and its associated items including the furniture and the immediate work environment.

Legal Requirements

In law visual display equipment is called display screen equipment (DSE) and the Display Screen Equipment Regulations specify the duties of an employer.

There Is A Requirement To:

• Assess the risk of workstations;
• Deal with identified concerns;
• Provide training and information;
• Ensure eyesight is adequate and provide eye tests if required;

Assessment

To aid the carrying out of a risk assessment of workstations, staff should refer to the RoSPA E-Learning module "Display Screen Equipment" and work through the training package there. http://www.humanfocus.org.uk/CBTbyB/Entry.aspx?RoSPA Please contact the SHE office if you need any further details regarding using the RoSPA system.

It is appropriate that each user of a workstation completes an individual assessment of his/her workstation. A guide to best practice in workstation layout and use is provided below.

The findings of the assessments should be reviewed by the appropriate line manager and any shortcomings should be dealt with as soon as is reasonably practicable.

Possible Health Effects

There are a variety of work-related upper limb disorders that could arise with DSE usage. Common symptoms are aches, pains and discomfort in the back, neck, arms and wrists. Prompt action should be taken if it is believed that such symptoms are caused by DSE work.

Eye effects include visual fatigue or eye discomfort. However, there is no known adverse effect on the eye or eyesight from DSE work. In the case that a DSE user suspects a eye problem, the University has a procedure to assist staff with eye testing and the purchase of glasses for working at a workstation.

VDU Workstation

The workstation should be arranged to ensure the comfort of the user. Advice on the layout and use are provided below.

Matters to be considered in the risk assessment of workstations;

There are four categories:

• Working Environment;
• Furniture;
• Display Screen Equipment;
• Work Routine And Support;

Working Environment

Lighting

Lighting should be adequate so that text and diagrams can be readily read.

Glare and reflections from the screen or other surfaces, including documents being read, should be eliminated or avoided by the positioning and adjustment of the screen and lighting. Daylight can be controlled by suitable window blinds etc.

Temperature And Humidity

Workstation should not produce heat, which could cause discomfort to users.

Noise

Noise from equipment such as printers that are used at the workstation should be such that they do not impair concentration or prevent normal conversation.

Office Space

The workstation should provide sufficient space for the user to perform his/her work without discomfort. Cables should be tidy and not a trip hazard.

Furniture

Chair

The work chair should be stable, supportive and comfortable and allow the user easy movement. The base should have 5 castors to be stable.

The seat should be adjustable in height so that the user's forearms are horizontal. The seat's back should be adjustable in height and tilt.

The floor covering should allow the wheels of the chair to move freely.

Desk Or Work Surface

The desk or work surface should be sufficiently large to allow a flexible layout of the monitor, keyboard, mouse and related equipment and work documents.

Footrest

A footrest should be provided if required. The footrest should be adjustable and stable so that the workstation user's feet can be placed flat at a comfortable height and angle.

Document Holder

A document holder should be provided if required. It should be positioned adjacent to the screen and at the same height so as to minimise the need for uncomfortable head and eye movements.

Display Screen Equipment

Display Screen

The characters on the screen should be well defined and clearly formed, of adequate size and separation between characters and lines. The brightness and contrast between characters on the screen should be readily adjustable by the user. The image on the screen should be stable with no flickering or other forms of instability.

The screen must swivel and tilt easily and freely and be free of reflections. The screen should be kept clean and free from dust.

The screen should be positioned directly in front of the user and the height should be adjustable and set so that the top of the screen is approximately at the eye level of the user. A monitor stand may be required.

Keyboard

The keyboard should be separate from the screen and adjustable for tilt. The symbols on the keys should be adequately contrasted and legible.

The keyboard should be positioned directly in front of the user with a space in front of the keyboard (about 10cm) to allow support for the hands and wrists. The keyboard should be used with the forearms and wrists kept horizontal and the elbows close to the body.

Mouse Or Trackball

The mouse or trackball should be positioned close to the user, generally just beside the keyboard. The mouse or trackball should work smoothly - it may need a mat and require regular cleaning.

The arm of the mouse user should be close to his/her body and the mouse actioned with the wrist and hand unbent.

Work Routine And Support

Software

The user should be suitably trained to be able to use the software

Training

Training should be provided if there is a need for setting up a workstation and for the use of the equipment and software provided.

An on-line free training course is available from BirbeckCollege:

http://www.learninglink.ac.uk/keepfit/index.htm

Backup Support

In the first instance back-up support should be sought from the line manager. Expert advice can be obtained on request from the Safety Office through the BSU Work Management System.

If a user suspects that he/she is suffering from symptoms of an adverse effect of workstation working, the line manager should be noted directly and an accident report submitted to the Safety Office

Laptops

Laptops use should be reduced to the minimum. If this is not possible then a docking station fitted with separate keyboard, screen and mouse is recommended. A poor compromise is the use of a holder for the laptop that raises the screen and keyboard.

Sitting And Working Safely At A VDU Screen

The user should optimise the workstation for the task.

• Sit in front of screen. Ensure seat back gives lumbar (lower back) support;
• Adjust the seat height to an appropriate level. There should be no excess pressure on the underside of the thighs or backs of knees;
• Feet should be flat on the floor (or footrest if provided) and directly in front of the body and knees;
• There should be ample clearance between legs and desk;
• Forearms should be approximately horizontal and elbows close to the body;
• Wrists should be approximately horizontal when typing. The hands should not be bent up or down, nor bent to the left or right. The keys should be struck gently;
• There should be a space in front of the keyboard and mouse to support the hands and wrists;
• The screen should be about a half metre from the face and at a comfortable angle. The top line of the display should be just below eye level;
• A document holder should be placed at he same height as the screen to avoid repeated awkward neck movements;
• Glare, flicker and reflections on the screen should be avoided. Adjust if necessary;
• Avoid twisting and leaning sideways when seated;
• Take regular breaks using the display screen equipment. Avoid sitting in the same position for long periods. Regular short breaks are better than a few long breaks;
• Relax the eyes by looking into the distance.

 

September 2010