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Are you sittingAre you sittingcomfortably ?comfortably ?

Your Personal GuideYour Personal Guide to toDisplay Screen Equipment UseDisplay Screen Equipment Use

Merseyside Fire Service

Health & Safety Team

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Information Sheet

A guide for Display Screen Equipment users

Before commencing work apply the following

Seat Adjustment

1. HEIGHT

Locate the seat adjustment controls and raise or lower the position and seat height toobtain a comfortable sitting position. When adjusting the seat care should be taken not totrap the hands or fingers

Working at a display screen can be hazardous to your health if you do not apply precautionsbefore you commence work. The Fire Service as a caring employer must adhere to the terms andconditions specified in the Display Screen Equipment Regulations 1992. To achieve this the FireService provides workstations, which comply with the regulations. However as an employee youtoo must comply with section 7 & 8 of the Health & Safety at Work Act 1974, in assisting theemployer in the pursuit of Health & Safety and the reduction of risk. You also must not interfere,tamper with, or remove anything provided in the interests of Health & Safety. When using DisplayScreen Equipment (DSE) simple precautions applied by you can reduce risk and ensure that yourworkstation is adapted to your needs, this is called ergonomics. Before commencing work simpleadjustments by you, the user, can ensure correct postural support for your back, reduce eye strain,and headaches, and reduce aches in the neck, arms, and legs. Like a pre - flight check once appliedthe adjustments made by you will become routine and ensure that your working environment is asafer more pleasant place.

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2. BACK REST

Adjust the backrest, both in angle and height, the seat back rest should be adjusted toprovide support when the user is sifting upright.

3. SIT BACK IN THE CHAIR

Users should sit right back in the chair so that the backrest provides the best level ofsupport to the lower back. Avoid slouching, as a good curve in the back is essential.

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4. SIT BACK IN THE CHAIR FOR COMFORT

6. USE OF FOOTRESTS

If you don’t have a footrest request one via your line manager

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Support your hands & wrists

7. POSITIONING OF HANDS & WRISTS

Users should ensure that there is enough space on the work surface to allow the correctpositioning of the keyboard. The keyboard should be positioned to allow sufficient spacein front of it offering support to the hands and wrists.

General work area

8. REMOVE OBSTACLES

Ensure that the underside of the desk is clear of obstacles, which may hinder feet fromfitting comfortably under the desk.

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The monitor display screen

9. ADJUST THE MONITOR HEIGHT

The user should ensure that the monitor height is adjusted either by a simple tilting up ordown of the monitor. In most cases this should prove sufficient, if difficulty isexperienced a monitor lift kit is available in order to raise the monitor to a height more

suitable to the user.

10. ADJUSTING THE ANGLE OF YOUR MONITOR

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11. ADJUST THE BRIGHTNESS & CONTRAST

The user should locate the brightness and contrast controls should adjustment berequired. Brightness and contrast should be adjusted until screen characters are clearlylegible without screwing up ones eyes.

12. ADJUSTING YOUR SCREEN TO AVOID GLARE

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13. CLEANING YOUR SCREEN

Clean your screen at regular intervals to remove grim which can distort the screenclarity.

14. ADJUSTING YOUR WINDOW BLINDS TO REDUCE GLARE

Adjust window blinds on bright days to reduce glare, if window blinds are not fitted and glare is a problem, request blinds via your line manager.

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15. CORRECT POSITION OF DOCUMENT HOLDERS ( if used)

Document holders should be positioned as close to the screen as possible ( e.g. sameheight, distance, and angle as the screen) to reduce the need for unnecessary neck or eyemovement.

16. DISTANCE FROM USER

Document holders should be positioned as close to the user as possible, this should bewithin arms length, to reduce the need for stretching movements. A combined monitorlift kit and document holder is available to all users.

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17. ORGANISE YOUR WORK AREA

The work area should be organised to avoid clutter , unnecessary files or paperworkshould be removed to a storage area.

Regular breaks

18. BREAKS FROM THE TASK

Under the regulations a break from the task is recommended once in every sixty ( 60 )minutes. Users should observe this recommendation after continued periods of input. Abreak from the task means that the individual should undertake filing, document sort,pursue queries etc, or simply stretch your legs.

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19. REST BREAKS

Avoid hand and arm movements during tea / coffee breaks

20. REST BREAKS AND EYE CARE

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21. PROLONGED USE

Vary your working position during your working day

22. EXERCISES AT WORK

Break up your working day by informal postures between tasks and apply sittingexercises, such as stretching, rolling the neck, or breathing exercises. See attachedinformation sheet

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23. EYE CARE / EYETESTS

24. CHAIRS FOR GENERAL DSE USE

General reminder all chairs for use with DSE provided by the Merseyside Fire Serviceconform to the DSE Regulations and are designed to strict ergonomic standards. If youfail to adjust your chair it may as well look like the one illustarated

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25. DOES THIS REMIND YOU OF ANYONE ?

An example of a correctly adjusted DSE workstation, it should look like yours

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CHECKLIST

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Your questions answered

Mice and Other Input DevicesVarious aspects of using mice and other input devices may increase your risk ofdiscomfort or injury. Observing the following recommendations may reduce that risk.

• As with the keyboard, try to keep your hand, wrist and forearm in a neutralposition while using your mouse or other input device.

• When using a stylus or light pen with a graphics tablet, don't grip the stylustightly. Keep your hand and fingers relaxed and try to maintain a neutral posturein your hand, wrist and forearm.

• If you use your thumb to rotate the ball on a trackball or spaceball, keep it in arelaxed, natural shape, and maintain a neutral posture in your hand, wrist andforearm.

• Hold the mouse gently by draping your fingers over it. Keep your hand relaxedand fingers loose. Do not grip the mouse tightly.

• It takes very little pressure or force from your fingers to activate the buttons orscroll wheel on your mouse, scrolling mouse, trackball or other input device.Using too much force can place unnecessary stress on the tendons and muscles inyour hands, wrists and forearms.

• If you are using a scrolling mouse, be sure to keep your fingers and hand in arelaxed, neutral position when activating the scroll wheel. Also, this type ofmouse features software that can minimize the number of mouse movements orbutton clicks.

• When using a mouse, trackball, stylus and graphics tablet, or other input device,position it as close to the keyboard as possible, and keep it at the same level soyou do not have to stretch while using it.

• Use a good quality mouse pad to enable the mouse to work most effectively andreduce unnecessary hand and wrist movements.

• Be sure to keep your mouse and trackball clean. Regular removal of accumulateddust and dirt helps ensure proper tracking and reduces unnecessary hand and wristmotions.

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Listening to music or communications

Listening to loud sounds for prolonged periods may permanently damage your hearing.To avoid discomfort from unexpected noise, always turn down the volume beforeconnecting headphones or speakers to your computer equipment.

When you put on the headphones, slowly increase the volume until you find a comfortablelistening level, then leave the volume control in that position.

I have heard of Repetitive Strain Injury (RSI) being attributed to

computers is this true?

About Repetitive Strain InjuryBecause your comfort and safety are our primary concern, we strongly recommend that you usecomputing equipment in accordance with established ergonomic principles and recommendations.Scientific literature suggests that there may be a relationship between injury to soft tissues -especially in the hands and arms - and prolonged improper use of keyboards or other equipmentrequiring repeated motions of the hands and forearms. This literature also suggests that there aremany other risk factors that may increase the chance of such injury, commonly called RepetitiveStrain Injury.

What causes RSI?The specific causes of RSI have not been established. Nevertheless, the incidence of RSIhas been associated with a variety of risk factors, including:

• Too many uninterrupted repetitions of an activity or motion;• Performing an activity in an awkward or unnatural posture.• Maintaining static posture for prolonged periods.• Failing to take frequent short breaks.• Other environmental and psychosocial factors.

In addition, there have been reports associating the occurrence of RSI with the use ofcomputer keyboards, mice, and other input devices. Also, certain medical conditions,such as rheumatoid arthritis, obesity and diabetes, may predispose some people to thistype of injury.

Abductor digiti quinti

Interossei dorsales

Phalanges

Metacarpals

Carpus

Radius

Ulna

Tendon from extensorcarpi radialis longus

Tendon from extensorcarpi radialis brevis

Tendon from extensorpollicis longus Extensor carpi ulnaris

Tendons from extensordigitorum communis andextensor digiti quinti proprius

HAND, ANTER IOR VIEW

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What can I do to avoid RSI?Read this guide it may help

Some people who use computers may experience physical discomfort during their use.This discomfort may be a symptom of a repetitive strain injury. Properly setting up andusing computing equipment can help to minimize your chances of experiencing thisdiscomfort. Well designed and properly adjusted equipment alone may not be sufficientto eliminate all potential problems. Maintaining good posture and positioning whenworking on computers also has a significant bearing on your comfort.

What if I experience discomfort?If you are experiencing any discomfort, seek professional medical advice immediately.Typically, the earlier a problem is diagnosed and treated, the easier it is to resolve, this iscommonly termed as early intervention.

Lighting

I am told poor or un-diffused lighting can cause migraine, headaches, and stress.Is this true ?

Proper lighting can help you avoid eye discomfort. Lighting in your area should alloweasy reading of documents and keyboard legends. If more light is needed for a particulartask, use individual task lighting rather than increasing the general lighting. Incominglight should be shielded or diffused to prevent glare and reflection. In cases where strongsunlight is a problem, curtains, adjustable shades, anti-glare filters or monitor hoods arepossible solutions.

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Disabled Persons

I have special needs and suffer discomfort whilst working at my computer, is helpavailable?

As a caring employer the Merseyside Fire Service has formulated a policy in conjunctionwith Equal Opportunities and Occupational Health which has resulted in a guidance noterelating to the Disability Discrimination Act 1995. Any employee who feels that due to adisability may require special needs for their workstation should consult with their linemanager. The line manager in accordance with the policy will contact the OccupationalHealth Unit via Absence Management to arrange a suitable appointment for the employeeto be assessed for special needs.

Eye TestsI have been told that as a Display Screen Equipment user I am entitled to an eye testand a contribution towards the eye test and corrective lens and frames, is this correct ?

YES if you fulfill the criteria

Under the terms and conditions of the Display Screen Equipment Regulations 1992providing you fulfill the criteria as a user you will be entitled to an eye test. For thispurpose the Merseyside Fire Service has produced a Brigade Order H&S1-6-7. You mustconsult this order in the first instance to determine whether you qualify for thecontribution. However eye tests in general are available to all employees

Equipment faultsHow do I report defects?

Tell your line manager who will contact the relevant departments using the B1 procedurefor repairs or contact the Occupational Health & Safety Team for advice. Because of theobvious dangers of electric shock you MUST NOT tamper, interfere with, or modifyelectrical equipment. Remember it is in your best interests to report all defects or seekadvice.

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General Hazards in the workplace

If I see a trip hazard or item of defective equipment at someone else’s workstation is itmy responsibility to point it out ?

YES The way in which we work effects the safety of others, as an employee you owe aduty of care to your colleagues and must not give rise to risk by your acts or omissions. Ifyour working colleague has not reported the hazard you must advise them to do so.Without giving rise to danger to yourself or others, you should also apply remedial actionto reduce the risk and report it to your line manager.

Accident ReportingIf I have an accident is it my responsibility to report it ?

YES You are duty bound by law to report all accidents which must be reported to yourline manager and recorded in the accident book. If you do not know were the accidentbook is kept, then ask your line manager.

Where can I get further advice?

Advice is always available from the Health & Safety Teamor The Occupational Health Unit. Simply give us a call.

ConclusionIt is hoped that the advice offered within this guide is of use to you, the user, of DisplayScreen Equipment. It is by no means exhaustive, but is offered hopefully to give eachuser a greater understanding of how they can influence the way in which they work, bymaking the necessary adjustments to their workplace to make it a safer and betterenvironment.

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EXERCISES FOR THE OFFICEHealth and Safety

One of the biggest injury risk factors associated with computer based work isstatic posture. Help relieve static muscle tension get up and move.

Try to spend at least 5 minutes every hour away from your computer. Thesepages provide some illustrations of simple active stretches to perform at theoffice.

These are intended to guide you in stretching and help relieve some of theeffects of prolonged static posture.

The following exercise illustrations have been taken from the book ‘Computer FitStaying Healthy in a Computer-Based Workforce' by Randall Helm, P.T. withillustrations by Julio Del Hierro (1997).

Remember to only stretch to the point of mild tension.

If pain occurs while stretching, stop the exercise and seek medical advice, by calling theOccupational Health Unit. Try to incorporate the stretches into your daily routine.

Have Fun!

Sitting Trunk Rotations Overhead Wall Stretch Wall Slide Overhead Reach

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Good ain’t they ? shall we continue

Tennis Elbow Stretch Golfers Elbow Stretch Chin Tucks

Neck Rotations Neck Shrugs Shoulder Blade Squeeze

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Arms Overhead Sitting Hamstrings Backwards Bend

Progressive Muscular Deep Breathing Exercises Relaxation

Hand Squeezes Thumb Extensions Palm Up & PalmDown

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And above all SMILE ( Yes it is an exercise )

It is hoped that you all feel healthier and relaxed now after those simple exercises, theyweren’t hard really, for more information why not read the book or contact theOccupational Health Unit.