Computers are a valuable tool and do not, in themselves, cause any harm to the user. However, prolonged fixed or poor posture and rapid finger or hand movements can pose health risks such as musculoskeletal problems, visual fatigue and stress. The likelihood of experiencing these is related to the frequency, duration, intensity and pace of continuous use of the equipment.
Purpose
The purpose of this policy is to ensure that the health of individuals is not adversely affected by the need to use computers or display screen equipment while on university business or using such university facilities.
Principles
The university ensures that those using computers and display screen equipment while on university business or using such university facilities are
‘Users’ are entitled to eye sight tests on request by their head of department to the Health & Safety Administrative Officer. Testing shall not normally be repeated within a two year period unless there are health problems which require tests sooner. Where special spectacles or other 'corrective appliances' are required solely for computer use, the university will contribute to the cost.
Computer ‘users’ shall have regular breaks from continuous screen based work. Ideally this should be through balancing their use of computers with other tasks. Where it is not possible to introduce other work elements, the ‘user’ will need to take regular breaks: frequent short breaks are better than infrequent longer breaks.
Standard
The university’s standard for working with computers or other display screen equipment is based on the HSE’s guidance( INDG36) on the Display Screen Equipment Regulations (1992)
Responsibilities
The Human Resources Department ensures that appropriate training is available for computer risk assessors. They ensure that there is a system for handling requests for eye tests and purchase of spectacles, where needed solely for use of computers.
Corporate managers must ensure they have arrangements in place to obtain and retain risk assessments for all computer users and workstations. They must also ensure they and their Heads of Departments have adequate numbers of trained computer risk assessors and that appropriate action is taken in all cases where persons using computers indicate that they have any health problems that could be computer related.
Courses for computer risk assessors are organised by the Organisational Development Training Unit.
‘Users’ must comply with the ‘Good practice when using computers’ contained in ‘Guidance for computer users’.
Arrangements
The university uses 3 categories to define a person’s use of a computer: high, medium, and low.
The term computer ‘user’ refers to a member of staff who has to use a computer or other display screen equipment continuously for at least an hour, more or less daily ie anyone who falls into categories ‘High’ or ‘Medium’.
Staff who use computers, no matter to what extent, shall have this policy and the ‘Guidance for computer users’ (see below) drawn to their attention. They must complete the ‘Risk assessment of use of computer facilities’ form (see below) and return them to a person designated by their Head of Department.
There will be students, visiting lecturers, and temporary employees who operate computers provided by the university. Heads of Departments must ensure that these people are given a copy of the ‘Guidance for computer users’. They must also ensure that the computers, associated furniture, and their environment are assessed by trained assessors and will not put operators’ health at risk.
If students, visiting lecturers, and temporary employees are likely to meet the requirements of a ‘user‘, then the Head of Department must ensure that these ‘users’ complete a risk assessment form.
The Head of Department must ensure that the assessments are reviewed by a trained computer risk assessor and that the assessments are retained in a Computer Risk Assessment file. Risk assessments must be repeated if there are any significant changes to the workstation or work pattern, or if the person working on the computer becomes aware of any difficulties.
Staff who are required to carry out computer risk assessments must attend an appropriate training course.
All new staff receive basic guidance on the importance of using good techniques for using computers when they attend the course on ‘Essentials of Health & Safety’.
These courses are booked through the Organisational Development Training Unit; see Training Portfolio.