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ISIS practice : SFY/LAP/A024
For All BT People
Published by Personnel Policy & Employee Relations
Issue 4 (9-Dec-96)
Author Details
Approver Details Document Details with Change RecordThis document takes account of Government regulations which came into force from the 1st January 1993, relating to display screen equipment (DSE) work.
The information in it is for all BT people who work with DSE (including people who use VDUs). Some sections, however, only apply to those people who are defined as "DSE users" under the regulations.
Line managers should ensure that all team members who use DSE are aware of the contents.
The term "display screen equipment" - referred to in this document as DSE - covers a wide range of electronic display equipment which is usually part of a computer system.
Probably the most common form of DSE used within BT is the personal computer or computer terminal, often called a visual display unit (VDU) or a visual display terminal (VDT).
This document is part of BT's commitment to look after the health and safety of its own people and other people who operate DSE on BT's behalf.
On a general level, it gives a useful guidance to all people in the company who use DSE, about how to minimise any possible effects on health. These people are referred to as "users".
More specifically, it also includes information about how Government regulations, which came into force on 1st January 1993, apply to people who use DSE habitually as a significant part of their work. These people are referred to, both in the document and in the new regulations, as "DSE users", to distinguish them from less frequent users.
But, if you use any form of DSE at work, at any time, you should read on.
The health issues commonly associated with DSE use, such as upper limb discomfort, tired eyes, fatigue and skin complaints, are summarised in Section 7. There are a number of simple steps which all users should take, where practical, to safeguard their own health.
Try to arrange your desk and screen so that bright lights do not reflect in the screen. Wherever possible, avoid facing windows or bright lights. (Curtains or blinds may be needed to cut unwanted light, where it is unavoidable).
If your screen has a detachable keyboard and tilt swivel facilities on the screen, adjust them to meet your own needs. Experiment with different layouts until you find the best one for you. Place the screen at a comfortable viewing distance. Make space in front of the keyboard to support your wrist and forearms.
If you are working at DSE for long periods, you should have a chair with adjustable height and back support. You should seek to adjust your sitting position as often as practicable.
Adjust your chair so that hands rest comfortably at keyboards and your shoulders are relaxed. Rest your feet flat on the floor. A foot rest may be necessary if you are unable to do this.
Make sure your screen is sharp and individual characters can be read easily. Characters should not flicker or move. Text on the screen should not be masked by reflections. Adjust brightness and contrast controls to give a clear, well-defined image and make sure that the screen is cleaned regularly.
Some movement is desirable but avoid repeated stretching by making sure you have adequate space to position any documents needed. You should not bend your hands up or down at the wrists.
Try to keep a soft touch on the keys and do not overstretch your fingers. Good keyboard technique is important in prolonged operation.
The regulations cover the health and safety of a specific group of DSE users.
BT has always taken steps to prevent health and safety problems among people who use DSE, by looking at the way in which jobs are designed, by careful choice of suitable equipment and by ensuring that all equipment is tested for electrical safety.
Following the introduction of the regulations BT is taking a number of additional steps.
Firstly BT will decide which of its people fall within the scope of the regulations, ie which people are classified as official DSE users according to the Government definition. In some cases this will be obvious, for example, document design centre workers or telephone operators will almost certainly be DSE users.
Where the situation is not so clear-cut, line managers will complete a questionnaire about the work of those concerned, covering areas such as the need to use DSE to do a job, special training or skills required to use it, amount of time spent on it, speed of operation and the level of concentration required.
Once DSE users have been identified, they will be advised and a "risk" assessment will be carried out, using two checklists. Individuals who have any queries about whether or not they should be classified as a DSE user may raise this with their line manager.
This will be completed by individual DSE users and asks questions about:
DSE users will receive training and guidance before being asked to make this assessment. Special arrangements will apply in units such as Operator Services where a number of DSE users operate each workstation.
This will be completed by a manager and asks questions about:
These assessments will highlight any areas requiring further evaluation and corrective action, as appropriate. In some instances, this may only require simple adjustments as described in the previous section.
The assessments will be revised in light of any changes that may affect their validity. You should draw your manager's attention to any changes that may require attention, eg chairs or lights that become defective.
BT will ensure that new DSE workstations meet the minimum standards to ensure both safe working environment and maximum efficiency.
These cover:
Equipment - display screen
- the keyboard
- work desk or work surface
- work chair
Environment - space requirements
- lighting, reflection and glare
- noise
- heat and humidity
- radiation
Job design - principles of job design
and software - principles of software usability
Although most DSE used in BT already conforms to the new regulatory standard, BT will ensure that any health and safety hazards which are identified are corrected without delay. Existing DSE user workstations will be brought up to standard, where necessary, by the end of 1996.
Wherever practicable, BT seeks to design DSE-based jobs to involve a mix of screen-based and non screen-based work, with the aim of preventing fatigue. However, there are some jobs which require intensive DSE work over extended periods of time where this is not possible. Where it is not practicable to redesign the job to provide changes of activity, BT will ensure that adequate arrangements for breaks are in place. Precise arrangements for breaks or changes of activity will depend on the nature of individual jobs and details will be given to those concerned.
However, in situations where there is little or no non-DSE work, the following principles will apply:
Training will also be given to DSE Users and their managers on the need to take breaks and changes of activity to avoid fatigue. For example, DSE users should use breaks to vary their posture: blinking, stretching and focusing eyes on distant objects can all be helpful.
There is no reliable evidence that work with DSE causes any permanent damage to eyes or eyesight, but it may make users with pre-existing vision defects more aware of them. This, combined with the nature of the work/working conditions, may give some people temporary visual fatigue or headaches. Correction of vision defects is desirable to seek to improve comfort, job satisfaction and performance.
DSE users may, whether they are experiencing eyesight problems or not, either:
1 Request vision screening, which is designed to identify those who need a full sight test, followed by a full sight test, if needed. Both tests will be at BT's expense and in BT time
or
2 Request a full sight test. This would be at BT's expense but in the individual's own time.
All vision screening and sight tests will be carried out by companies nominated by BT. Application forms for screening/tests can be obtained from your line manager.
If a BT-nominated optician or doctor decides there is a need for glasses (or other corrective appliance) to be worn specifically for DSE work, BT will meet the cost of a basic specified item (or make an equivalent contribution to a more expensive item).
Repeat vision screening/sight testing will be available at regular intervals, and where DSE users experience visual difficulties which may reasonably be considered to have been caused by DSE work. Clinical judgements of doctors/optometrists will be the deciding factor.
BT will ensure that all current and new DSE users are provided with specific health and safety training in addition to the training needed to do the DSE work itself including, where appropriate, the development of keyboard skills. This will be designed to increase competence in the safe use of workstations and reduce the risk to DSE users' and others' health.
Where a DSE user's workstation is substantially modified, BT will provide further health and safety training as appropriate.
This document and the documentation mentioned above have been the subject of consultation with the BT Unions. Supportive information will be provided by individual unions to their members.
Working with DSE has given rise to a number of questions about possible effects on health. The effects detailed below are not unique to DSE nor are they an inevitable consequence of it. Research indicates that the risk to individuals is low. However, anyone who has health worries about using DSE may consult BT's Occupational Health Service.
There are a range of conditions of the arm, hand, wrist and shoulder linked to work activities. This includes temporary fatigue or soreness, occupational cramp and, in a few cases, more chronic disorders.
The contribution of individual factors to the onset of any disorder is not clear. It is likely that a combination of factors is involved. Keeping the back, neck and head in one position for long periods can cause musculoskeletal problems, as can awkward positioning of the hands and wrist because of poor working technique or inappropriate working height.
According to the Health and Safety Executive, medical evidence indicates that DSE use does not damage eyes nor eyesight, nor make existing defects worse. Some people may experience temporary visual tiredness, leading to headaches or to sitting awkwardly which can cause further discomfort in the limbs.
Contributory factors to tired eyes may be the sitting position, lengthy periods of concentration, poor positioning of the DSE, poor quality paper, poor lighting, screen flicker or undiagnosed vision defects.
Complaints by DSE users of tiredness and stress have a number of causes, many of them unrelated to DSE use. Careful positioning of equipment, use of only BT approved equipment and adherence to guidance provided by BT on DSE use can help to minimise possible problems.
DSE has not been known to induce epileptic seizures. People suffering from the very rare (1 in 10,000 of the population) photosensitive epilepsy who react adversely to flickering lights and patterns also find they can safely work with DSE. People with epilepsy who are concerned about DSE work can seek further advice from the Occupational Health Service.
A small number of people have complained of itching skin or redness of the face and/or neck. Often these symptoms are simply coincidental and nothing to do with the DSE. The problem, where it exists, seems to be caused by a combination of dry atmosphere at the workplace and static electricity near the DSE.
Substantial medical evidence suggests that concerns about radiation emissions are unfounded. No special protection from radiation from DSE is therefore required. BT's purchasing policy is to buy equipment which is safe.
There has been some public concern expressed about reports of higher levels of miscarriage and birth defects among some groups of DSE workers. Many scientific studies have been carried out on this, but Health and Safety Executive advice is that their results do not show any links between miscarriages or birth defects and working with DSE.
To avoid stress and anxiety related problems, however, women who are pregnant or planning to become so, and are worried about working with DSE, may consult BT's Occupational Health Service.
If, after this consultation, they remain concerned, they should consult their line manager.