Display Screen Equipment (DSE): Meaning, Requirements and Workplace Assessments

With agile working now the norm in many businesses up and down the UK, businesses must ensure that they are conscious of Display Screen Equipment requirements.

Employers have a legal obligation to protect workers from the health risks of working with display screen equipment (DSE). This article will explore this obligation and assist employers in navigating this area of health and safety law.

What is DSE? 

DSE stands for display screen equipment, and includes common graphic display screens such as PCs, laptops, tablets and smartphones. This is the well-known element of DSE, and likely what immediately comes to mind when the word DSE is mentioned.

However, the obligations also extend beyond these and include the tools used with the equipment to help form a wider picture of DSE.  This can include a workbench, desk, furniture, a keyboard, mouse and chair.

DSE also extends to environmental factors such as temperature and noise in the workspace, as well as lighting and glare.

DSE covers more than just screens, it is how those screens are utilised in a safe manner. 

Equipment is not covered by DSE regulations if it is a portable device that is not used for prolonged period or is used infrequently. Common examples may include calculators, or cash registers. It is also likely that specialist equipment, such as vehicle displays and manufacturing lines, will be caught under separate legislation and therefore not covered specifically by DSE rules.

Legal Responsibilities and DSE Regulations

The Health and Safety (Display Screen Equipment) Regulations 1992 form the basis of DSE law in England and Wales. They apply to workers (“DSE users”) who use DSE daily for continuous periods of one hour or more.

By definition in these Regulations, DSE is any alphanumeric or graphic display screen, regardless of the display process involved.

The Regulations oblige employers to perform a suitable and sufficient assessment of risks of workstations, defined by the Regulations as the equipment itself, as well as the immediate work environment around the DSE.

They must also ensure that DSE users are encouraged to take periodic breaks or changes of activity to reduce their daily work on DSE.

Employers are also obligated to provide an eyesight test if requested by the DSE user, as soon as practicable and free of charge to the DSE user.

The Regulations also provide a requirement for employers to provide adequate health and safe training to the employee on the use of the DSE and surrounding work area.

The obligations relating to DSE are not one-sided, and DSE users have a responsibility, when at work, to ensure they take necessary steps to safeguard their own health and safety and that of other coworkers. A prudent DSE user should ensure they act in accordance with the Regulations and their employer’s training and guidance, in ensuring regular breaks are taken and the DSE is used properly. They should also actively engage in DSE assessments and raise any issues promptly with their employer so that the appropriate steps can be taken to rectify the issue.

What is a DSE Assessment?

A DSE assessment is designed to evaluate the risks associated with prolonged DSE working. It is used to ensure employees are using DSE safely and in the correct way, to reduce the risk of discomfort and health issues arising.

Employers should also use the DSE assessment to educate the DSE user on best practice, and tips to support users in safely using DSE. Users who feel confident in using DSE and are comfortable during their working hours will inevitably deliver a higher quality of work and better output for the business; there are therefore benefits for both parties in ensuring a DSE Assessment is carried out adequately.

Purpose of a DSE Assessment 

A DSE assessment is used to identify the potential health risks that are associated with using DSE for a prolonged period of time, and enable both parties to work together to manage any risks identified. The assessment is a key measure that employers must adopt to support the health and safety of DSE users. A well-implemented DSE assessment should not only pick up on current problems and how they can be rectified but also spot issues or bad DSE setup that could lead to health problems in the future.

Some common health risks associated with improper DSE usage include

Eye strain 

Often caused by poor screen setup, i.e. at the incorrect height or by prolonged screen time without the necessary periodic breaks.

Backache 

Often caused by poor posture, lack of ergonomic support on your workspace chair or a general poor workstation setup.

Headaches

Often caused by incorrect use of a screen, including poor display settings, or by glare and poor lighting in the room.

Repetitive Strain Injuries 

Often caused by incorrect workstation setup, particularly regarding the incorrect use of a keyboard or mouse.

Stress, fatigue and burnout 

Often caused by a number of accumulating factors, including the lack of periodic breaks and time spent away from DSE.

The key link between all of the potential health risks above is that they can be caused, or exacerbated, by improper use of DSE, highlighting the importance of a properly conducted DSE assessment. This is important not only for DSE users to ensure their health and safety, but also for the business. DSE users who do not feel adequately supported or are suffering health problems due to their DSE setup are less likely to perform to the best of their abilities.

When a DSE Assessment is Required

Broadly speaking, a DSE assessment should be carried out in the following scenarios:

New starter

This is standard; any new employee who will be subject to DSE work should have a DSE assessment, and the Regulations are clear that this assessment should take place before the user starts DSE work. DSE assessments should then be conducted every two years, unless one of the follow occurrences necessitates an earlier assessment.

 Change of workplace or work

If a business moves office, or a user takes on a new role that involves use of new DSE equipment or a change in how they use the equipment, a DSE assessment should be undertaken to address this.

New equipment

If a user is provided with significant new equipment, such as new display monitors, a DSE assessment should be undertaken to address this.

Return from maternity leave

A DSE assessment should be carried out when a user returns from maternity leave to discuss any adjustments that may be necessary following their pregnancy.

DSE user reports a problem  

If a DSE user informs an employer of a specific issue they are having, or of a health issue they are currently suffering from, a fresh DSE assessment should be carried out in light of this, regardless of when the previous assessment was carried out. This assessment should, for example, consider the specific issue raised and any adjustments to assist.

How to Carry Out a DSE Assessment 

DSE assessments can be split into self-assessments and employer-led assessments. Self-assessments require the DSE user to take the lead and complete a self-review of their work station. There are identifiable risks involved in this practice for employers, in that users may not be aware of the relevant regulations or how to best perform the assessment. Self-assessments are more appropriately used in conjunction with employer-led assessments, as a tool to promote awareness of DSE issues and encourage practical improvements that users spot in the course of their DSE work.

A more thorough and recommended approach is an employer-led assessment. This is undertaken by a trained individual within the business who completes periodic DSE assessments for DSE users, having appropriate knowledge of the relevant regulations, risks and best practice when completing the assessment.  

A good DSE assessment should cover the following points:

Screen display 

This can include the positioning of the screen, whether it is at the correct height for the user’s eye-level, as well as issues such as screen brightness and whether external factors such as light or glare are affecting the use of the screen.

 Keyboard and mouse

A good DSE assessment will explore whether the keyboard and mouse are positioned correctly. A keyboard should generally be positioned just below elbow level, with the mouse in line with the user’s elbow. A user should not feel discomfort or strain when using this equipment.

Chair and posture 

This should explore issues such as relaxing of shoulders, and whether the back of the seat provides sufficient lower back support. Additional features such as a back cushion should be discussed if appropriate.

Environment 

This can cover various issues, such as whether the desk is overcrowded, whether the work environment is too noisy, too hot, or too cold. This element is varied and will very much depend on the individual user’s circumstances and scenario.

Regular breaks 

DSE users should be encouraged to take regular breaks. The Health and Safety Executive recommend taking a 5-10 minute break every hour. This will have various health benefits for both body and mind, and allows the user to return focused, the break should incorporate some form of standing or fresh air if possible, to maximise efficacy.

Special requirements 

DSE assessments should not be a one box fits all activity. Employers should be wary of any special requirements that individual users have, for example a disability, and tailor the assessment to this. An example of this would be a user who has to use a standing desk, and the assessment is adjusted to reflect this.

 Opportunity to raise issues

A good DSE assessment should always allow the user to raise any additional concerns that have not been covered within the remit of the assessment itself. This will encourage users to raise issues promptly and allow a swift resolution to be implemented.

DSE assessments for relevant users should be recorded in a relevant form and retained. Keeping accurate and comprehensive records of assessments is key to demonstrate compliance with DSE Regulations, and it is also an easy way for employers to diarise periodic DSE reviews for relevant staff.

A final assessment type is a specialist assessment. This is where a specially trained third-party is brought in to undertake the assessment. This is uncommon but may be suitable for small businesses who do not have anyone suitable trained to undertake DSE assessments, or where an employee has raised a specific issue that is outside of the expertise of the current DSE assessor.

The Health and Safety Executive have published a useful guide in navigating DSE assessments, including what should be covered, which can be found here.

DSE Training Requirements

The Health and Safety (Display Screen Equipment) Regulations 1992 require employers ensure that DSE users at work are provided with adequate health and safety training in the use of a workstation upon which he may be required to work. The Regulations state that such training shall be provided before the user commences use of the DSE. The requirement also extends to the provision of relevant information to DSE users.

The training should focus on encouraging and implementing good DSE habits and ensuring that users are aware of the potential risks and health impacts of DSE usage. The training may be included and incorporated into the DSE assessment. Good practise may, however, mean providing separate training either before or after the DSE assessment. This could be in the form of a short video, to capture the attention of the user and include practical demonstrations that are easy to follow. The training will help reinforce the practises put in place during the DSE assessment and also encourage self-assessment.

DSE training and information should cover the following points:

•  Safe use of equipment
•  Correct posture
•  Screen positioning
• Correct use of chair, including headrest and any reclining functions
• Managing the environment to avoid glare and lighting
• Taking periodic breaks
• Reporting any problems

Similarly to the requirement to undertake a DSE assessment when a user’s workplace changes, the Regulations require employers to provide adequate health and safety training whenever the workstation is substantially modified. Although “substantially” is not specifically defined, a prudent employer will provide the necessary training and a new DSE assessment whenever the change to a user’s work is not merely trivial.

Reasonable Adjustments & Workstation Set-up

A DSE Assessment is not worthwhile if employers do not take active steps to implement changes where employees identify problems. If a problem is identified through a DSE assessment, employer should take active steps to liaise with the user to find an appropriate solution to reduce the impact that the problem has on the user’s work life.

Examples of adjustments that may be requested or necessary:

• More frequent breaks
• Specialist equipment, such as a standing desk or ergonomic chair
• The provision of an eye test or glasses if an employee needs them for DSE use
• Adjustments to working hours

These changes do not necessarily have to stem from a DSE assessment. Employees that are disabled within the meaning of the Equality Act 2010 have the right to request reasonable adjustments from their employer. Reasonable adjustments can encompass all aspects of work, including DSE usage. For example, a disabled employee may require additional breaks, or specialist equipment to support their needs. If a request is received, regardless of whether it is linked to a DSE assessment, employers have an obligation to consider the request and whether this can be implemented. This demonstrates how the requirement under Employment Law legislation and Health and Safety legislation can interact.

How Weightmans Can Help

Weightmans has a dedicated team of specialist health and safety and employment solicitors that can advise businesses on duties, responsibilities and managing reasonable adjustments. For more information on how we can assist with your DSE obligations, contact our health and safety solicitors or employment law solicitors