Display screen equipment advice

Display Screen Equipment covers computer monitors, keyboards, laptops and mobile working appliances such as tablets and smart phones. In order to work from home, you will need access to the appropriate equipment.

All DSE users are encouraged to have an eyesight test every two years. An arrangement has been made with Vision Express entitling council staff to a voucher which allows you to get an eye test for £15 plus up to £45 off any pair of glasses. Managers must sign the voucher to authorise its use.

You will need to pay the £15 to Vision Express on the day of your appointment and the money can then be claimed back via the expenses claim process on Pier. 

The eye test includes digital retinal photography and the scheme also allows all you to access benefits for friends and family members via a separate portal. If the DSE user chooses to use a different optician, they can still claim back £15 towards the cost of the eye test.

How to download your eye test voucher

Download your voucher from the Vision Express portal for council staff to access an eye test and £45 off glasses for £15.

You will be asked to enter some details (you can put NA in the sections for payroll number and cost code because this information is not needed for the council scheme) and will then have the choice of two options. Click on the option titled 'Visual Display Unit - VDU' to access the voucher.

The voucher can be downloaded or emailed to you, but you will need to ask your manager to sign and authorise the voucher before you can use it.

The option titled 'Vision Select' can be used to access additional discounts and benefits from Vision Express for friends and family. 

Further information on the eye test scheme

Get more details on the eye testing scheme by reading our FAQ. 

Incorrect use of DSE or poorly designed workstations and work environments can lead to problems with the neck, shoulders, the back, arms, wrists and hands. They may also lead to fatigue, eye strain and stress.

• Identify an appropriate dedicated space in which you can work from home 
• Follow the BHCC Guidance (see below) for setting up your workstation in order to maintain the recommended posture
• If you have never worked from home before or have not refreshed the training for 3 years complete the DSE e-learning via the Learning Gateway
• Take regular breaks from continuous DSE work (5-10 minutes) every hour. Pregnant workers and staff with health issues may be advised to take more frequent DSE rest breaks 
• If you use a laptop you should aim to replicate the recommended set-up and posture, using a separate stand, keyboard and mouse.
• If you use a mobile device such as a tablet or smartphone for a sustained period and are not able to replicate the recommended set-up you should consider techniques such as voice input and keyboard shortcuts to limit typing and break more frequently – a 2-3 minute break every 15 minutes is recommended.

If you don’t have the equipment you need to work safely – e.g. a separate laptop, mouse & laptop stand, speak to your manager. There may be equipment that can be borrowed from your office, or extra equipment may need to be ordered online via Office Depot etc.

Speak to your manager and identify whether the equipment can easily be transported to your home – e.g. via courier or taxi? If it cannot be, and you cannot work safely without the equipment, your manager should consider whether it is practicable to order a new set of equipment via Posture People.

Let your manager and your GP know and complete a DSE Self Assessment. A full DSE assessment can be carried out via phone or by Microsoft Teams/Skype consultation if necessary. 

If it is identified that you need specialist ergonomic equipment, your manager may advise you to seek the advice of a specialist ergonomic supplier (such as Posture People, BHCC’s approved provider).

• Electrical safety – ensure your plugs, leads, wires & cables are in good condition as per the BHCC Guidance & never overload extension leads. See this Socket Guide
• Slips, trips & falls – try to avoid trailing leads and cables
• Isolation – are there arrangements in place for your manager & team to communicate with you regularly, e.g. via skype, WhatsApp or conference call? 

Step 1: The Chair

• Raise the seat height so that your forearms/wrists are flat when typing – as in the diagram above - and do not touch or rest on the desk. Remember to keep your elbows tucked in/close to your body, when typing.
• Your upper arms should be at approximately 90º to your forearms, so you may need to move your chair or keyboard (backwards/forwards) to achieve this recommended typing position.
• Keeping the seat-back (approximately) upright, sit right back in the chair and adjust the back rest height, so that the lumbar support is correctly positioned and the chair fits the contours of your back. The back rest should fix in position.
• Your upper and lower legs should also be at approximately 90º and there should be no excess pressure on the underside of your legs/back of knees. You may need a footrest to achieve this. If so, ask your manager to provide this.

Step 2: The Desk

• Does the height of your desk enable you to move in and out easily and without contact or pressure on the underside of your desk? If you are very tall, you may require a higher desk. Please discuss this with your manager.
• Is there enough workspace on your desk for your keyboard and mouse? Remember to have things you use regularly within easy reach to avoid unnecessary stretching and twisting (e.g. telephone, writing pad, files etc.) Your phone should ideally be positioned on the opposite side of the desk from your writing hand. Make sure the area under your desk is clear of obstacles (e.g. bags, boxes, shoes) and cables are tucked safely out of reach.
• Consider using a document holder if your work involves the transfer of information from a paper copy to an electronic document.

Step 3: The Display Screen

Sitting in a comfortable, upright position close to the desk, please follow these steps:

• Position the display screen so that it is directly in front of you and approximately an arm’s length away. 
• Adjust the height of the screen so that your eyes (looking straight ahead horizontally) are approximately in line with the top of the screen
• Angle the screen so that it tilts slightly upwards. 
• Check the screen is free from glare/reflection i.e. draw blinds to prevent glare from window. 
• Screen images should be clear and stable. If necessary, adjust the contrast/brightness using the buttons on the bottom right hand side of the screen. 

Step 4: The Keyboard and Mouse

Ensure that your forearms are approximately horizontal and follow these steps.

• Position the keyboard near to the edge of the desk allowing enough space in front of the keyboard for you to rest your wrists during pauses in typing. 
• Place the mouse as near to the keyboard as possible so it can be used with the wrist straight and to avoid unnecessary stretching.

• Carry out a visual check of all equipment before you start work and report any broken or defective equipment. Do not use the equipment if you think it is unsafe.
• Use computer wipes to ensure the DSE equipment is kept clean.
• Always ensure that you take a few moments to set up your chair and workstation correctly for you.
• Adopt and maintain good posture, sit upright in a comfortable position and adjust equipment to suit you.
• Position your equipment as near to your body as possible to avoid stretching and straining upper limbs.
• Take regular breaks from continuous DSE work (5-10 minutes) every hour. Pregnant workers and staff with health issues may be advised to take more frequent DSE rest breaks 
• If you use a laptop you should aim to replicate the recommended set-up and posture discussed here, using a separate stand, keyboard and mouse. If you use a mobile device such as a tablet or smartphone for a sustained period and are not able to replicate the recommended set-up you should consider techniques such as voice input and keyboard shortcuts to limit typing and break more frequently – a 2-3 minute break every 15 minutes is recommended
• Rotate/vary your job tasks to avoid repetitive work or fast continuous input.
• Rest your wrists during pauses between input, use a wrist rest if required but do not use it to support your wrists during inputting. It is designed for resting your wrists during pauses between inputting.
• Ensure that you have had sufficient training to use any software you are required to.
• Try to control the pace of your work by planning and preparing in advance.
• Take good care of your eyes and ensure that you visit an optician for an eye test at least once every two years. Report any pain or discomfort associated with DSE work to your manager and GP immediately and report to the Health & Safety team via the Incident Reporting System on The Wave, as incidents of this type may be reportable to the HSE under the RIDDOR Regulations