G13 Display Screen Equipment - Lincolnshire County Council

G13 - DISPLAY SCREEN EQUIPMENT (DSE) 

CONTENT 

1. INTRODUCTION................................................................................................. p1 

2. OBJECTIVE........................................................................................................ p2 

3. APPLICATION.................................................................................................... p2 

4. ROLES & RESPONSIBILITIES.......................................................................... p2 

5. WORKSTATION ASSESSMENT PROGRAMME………………………………… p4 

6. CONTROL MEASURES…………………………...………………………………… p5 

7. MAINTENANCE OF RECORDS……………………………………………………. p7 

8. TRAINING……………………………………………………………………………… p8 

9. POLICY REVIEW………………………………...…………………………………… p9 

10. FURTHER INFORMATION & ADVICE.........…..………………………………….. p9 

APPENDIX 1 – Praxis 42 example User ID and Password Letter 

APPENDIX 2 – Praxis 42 example workstation assessment sign off letter 

APPENDIX 3 – Example opticians referral letter & optician report form 

APPENDIX 4 – POEL 9: Working with VDU‟s 

APPENDIX 5 – POEL 9a: Working with laptop computers 

APPENDIX 6 – Online DSE Training & Assessment Tool: Employee User Guide 

APPENDIX 7 – Online DSE Assessment Tool: User Guide- Administrator Guide 

APPENDIX 8 – Online DSE Assessment Tool: Line & Building Managers Guide 

APPENDIX 9 – Administration Officer List 

1. INTRODUCTION 

The Health and Safety (Display Screen Equipment) Regulations aim to protect the 

health of people who work with Display Screen Equipment (DSE). That does not 

mean that DSE work is risky – it isn‟t, if the user follows good practice like setting up 

their workstation well and taking breaks during intensive work. 

The Regulations were introduced because DSE has become one of the commonest 

kinds of work equipment. So there is potential to make work more comfortable and 

productive for very large numbers of people by taking a few simple precautions. 

These Regulations apply to all employees who habitually use DSE for a significant 

part of their normal work. These employees are defined as users. As a rule of thumb 

employees that use DSE continuously for a hour a day or more must be defined as a 

user and the regulations will apply to them. This includes employees who work at 

home through either formal or informal arrangements. 

The Regulation Definition of a DSE user 

A employee would be defined as a “DSE users” if they; 

normally use DSE for continuous or near-continuous spells of an hour or 

more at a time 

use DSE in this way more or less daily 

have to transfer information quickly to or from the DSE 

PLEASE NOTE – DSE is also referred to as Visual Display Unit‟s (VDU‟s) 

Created: June 2005 

Reviewed: October 2011 Version: 1.1 

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2. OBJECTIVE 

The objective of this policy is to ensure that Lincolnshire County Council (LCC) will 

identify the measures necessary to control the risks to health and safety from 

working with Display Screen equipment (DSE) through assessment and training. 

3. APPLICATION 

All County Council employee‟s within scope of the Health and Safety (Display 

Screen Equipment Regulations) 1992, i.e. those employees (including temporary 

and casual employees) who habitually use DSE as a significant part of their normal 

work. 

In addition, workstations used by employees of other organisations and by selfemployed 

persons are required to comply with the Regulations. 

Responsibilities for employees not defined as „users‟ still arise through the general 

duties of the Health and Safety at Work etc. Act 1974 which require reasonably 

practicable precautions to be taken to ensure health and safety. 

4. ROLES & RESPONSIBILITIES 

Directors and Assistant Directors 

Establishing their own arrangements to ensure effective implementation of the policy 

and consulting with their employee representatives, as appropriate, on these 

arrangements. 

Ensuring that their managers receive appropriate training and guidance on how to 

minimise and control DSE risks to health and safety. 

Through their Directorate Risk & Safety Co-ordination group, monitor the 

effectiveness of their local arrangements and, where necessary, take remedial 

actions to improve standards. 

Heads of Services & Managers 

Designating employees who use DSE as „users‟ where applicable, 

Where a new appointment or change of duties involves the use of DSE, managers 

should tell candidates/employees about the potential risk of Work Related Upper 

Limb Disorder (WRULD) or Repetitive Strain Injury (RSI) associated with the work, 

this can be done by ensuring employee complete the DSE e-learning training, see 

section 8 Training 

Possible health and eyesight problems for new employees should be identified by 

the Pre Employment Health clearance procedure. It is recommended that existing 

employees transferring to DSE work are medically cleared if they have not already 

been cleared for this type of work (see document G10.4) 

Providing users with information and training (e.g. about the risks to their health and 

how to minimise them, software packages.) Ensure all employees defined as “users” 

must undertake to Praxis42 e-learning training course, see section 8 Training for 

further information. 



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To overview completed on-line assessment undertaken by „users‟ and 

implement/undertaken any necessary actions to ensure satisfy minimum 

requirements are achieved for that employees workstation. See Appendix 8 for 

Managers Guidance. 

Ensuring that DSE work is planned so there are breaks or changes of activity. 

Telling „users‟ are about their right to free eye and eyesight tests, how to get these, 

and providing any special spectacles required for DSE work. See Appendix 3 for 

Opticians referral letter. 

System Administrators (Business Support) 

Several Officers from Business Support through-out LCC have received 

Administration training on the Praxis 42 DSE system, these Officers will have 

responsibility for: 

Registering the details of new employees/users onto the system. 

Updating existing user details 

Issuing/re-issuing users with their login detail 

Sending reminders to users to complete their on-line workstation assessment 

Step by step guidance for Administration Officers is available detailing how to 

undertake their main duties. See appendix 7 

A list of Officers who have Administration access to the system can be found in 

Appendix 9. 

Corporate Health & Safety and Mouchel Health & Safety Advices 

Provide guidance and advice as required in relation to DSE use, workstation 

assessment, and suitable control measures etc. 

Undertake audits and inspections for compliance with the DSE regulations and the 

DSE policy and procedures. 

To make recommendations on control measures, actions, requirements, etc that are 

needed to ensure compliance with regulation, policy, procedures and/or reduce 

hazards/risks to prevent injury and/or enforcement action. 

Employees – Defined as “DSE users” under the regulation. 

Undertake the DSE e-learning training; see section 8 Training for further details. 

Undertake the DSE on-line workstation assessment for your main place(s) of work; 

see section 5. Workstation Assessment Programme for further details 

To follow and implement any controls or guidance issued to them in relation to 

reducing the risks to health & safety when using DSE. 



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To use the skills gained by completing the e-learning training to undertake a dynamic 

workstation assessment every time you use a different workstation i.e. touchdown 

points/hot decking. 

To report any problems or health issues to your line manager that you fell are related 

to the DSE operations/task you undertaken as part of your job role. 

Any significant health problems such as aches and pains should be recorded on 

form PO3 (see document G4) and should be investigated so that appropriate action 

can be taken 

5. WORKSTATION ASSESSMENT PROGRAMME 

The Regulation places duties on the employer to assess and analyse the 

workstations of employees covered by the Regulations and to assess and reduce 

risks. 

This involves looking at the whole workstation including the equipment, furniture and 

the working environment. It also involves looking at factors specific to the individuals 

using the equipment, including their views. 

The Praxis 42 LCC on-line DSE assessment system is now available, 

LCC DSE Assessment 

It should be completed by all employees defined as “DSE users”. DSE users will 

receive an e-mail with their “User I.D” and “password”, see appendix 2 for example 

e-mail, which will allow them access onto the system; they will then be asked a 

series of YES/NO questions that relate to the following key areas: 

Section 1: The desk 

Section 2: The chair 

Section 3: The screen 

Section 4: Laptops and local independent working 

Section 5: Work comfort 

Section 6: Environment 

Each question will have a problem answer, for example -Is the lighting satisfactory? 

YES/NO, no being the problem answer for this question, if the employee answers the 

question no, the system will mark this up as a risk and give it a relevant risk rating. 

Employees can make comments on each question if they need to give further details 

regarding issues/problems etc. It should be encouraged that employees highlight any 

issue or problems they have within the comment box to assist managers with 

identifying possible solutions/required actions. 



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At the end of the DSE assessment the system will give an overall risk rating for the 

assessment based on answers that have been given. The assessment will then be 

categorised into one of the following risk ratings. 

1. Users with Completed – OK, no further action needed assessment to be 

reviewed in-line with policy. 

2. Users with Problems – Some problem answers given action to be taken to 

resolve issues and actions recorded on the system. 

3. Users at High Risk – Serious areas of concern, action to be taken as soon as 

possible to resolve the issue(s) and actions recorded on the system. 

Once the assessment‟s been categorised the system will e-mail the user a link to 

their DSE assessment breakdown page. Where issues can be resolved by the users 

they must record their actions in the system by clicking the “review” tab and marking 

the action as “completed”. The system will then re-calculate the overall risk rating for 

the workstation assessment and re-categorises as necessary. 

Some actions will need to be resolved by either the line manager or building 

managers, on questions where this is the case and a problem answer‟s been given 

the system will e-mail the relevant line manger and/or building manger a link to the 

users Assessment break down page. The line manager and building managers must 

then record what action they have undertaken to resolve the issues by clicking the 

relevant “review” tab, record the action taken and mark “completed”. The system will 

then re-calculate the overall risk rating for the workstation assessment and recategorises 

as necessary. See Appendix 8 for full manager guidance. 

Once the necessary action(s) have been taken and recorded to enable the system to 

re-calculate the workstation assessment to a risk rating 1 - Users with Completed – 

OK, no further action needed the system will e-mail the user asking him if they are 

happy with the action taken to resolve the issues and they are happy to sign the 

workstation assessment off as completed satisfactory. If the user is happy with the 

assessment they click a link contained within the e-mail and final sign off will be 

completed. 

If they are not happy that all the issues have been resolved satisfactory there a 

summary of the issues and who to contact for further assistance, see appendix 2 for 

copy of e-mail. 

Step by step user guidance is available detailing how users can access, use and 

undertake the e-learning course and the workstation assessment, see appendix 6. 

6. CONTROL MEASURES 

LCC have a number of procedures, guidance information and supports systems 

available to managers and employees to ensure the health & safety risks allocated 

with DSE use are suitable and sufficiently controlled. 

The regulations place a duty on LCC to provide information, instruction and 

supervision to relevant employees to regards to safe use of DSE. To ensure LCC 

complies with this duty the following control measures are in place: 



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1. DSE e-learning training - All LCC employees who have been defined as a 

“DSE User” MUST complete the on-line DSE e-learning training. New starters 

WILL undertake the training as part of their induction. see section 8 

2. DSE on-line assessment – All LCC employees who have been defined as a 

“DSE users” MUST complete the on-line DSE assessment, see section 5. 

3. Occupational Health - All new LCC employees will under go a pre-placement 

health questionnaire. Possible health and eyesight problems for new employees 

should be identified at this stage. It is recommended that existing employees 

transferring to DSE work are medically cleared if they have not already been 

cleared for this type of work (see document G10.4). When LCC employees report 

health problems and its certain that these are not caused by general working 

conditions, employees should be advised to consult their doctor or an optician. In 

addition, the Management Referral Procedure can be used to request a 

workplace assessment by the County Council‟s Occupational Health Adviser 

(document G10.5 refers). Advice on DSE Workstation assessment is also 

available from Health and Safety Advisers. 

4. DSE eye test and spectacles - Employees who are covered by the Regulations 

can ask their employer to provide and pay for an eye and eyesight test. This is a 

test by an optometrist or doctor. Individuals are also entitled to further tests at 

regular intervals. The optometrist doing the first test will recommend when the 

next test is due, and employers should be guided by this. If in the meantime an 

individual has visual problems, which may be related to work with DSE, the 

employer has to provide another test on request. Employees are entitled to time 

off work if these tests are not provided at their place of work. The provision of eye 

tests and eyesight tests and of special corrective appliances under the 

Regulations is at the expense of the employer. In practice this means that: 

the employer is expected to pay only for a basic corrective appliance. If the 

employee wishes to choose a more costly appliance (e.g. designer frames, 

lenses with optional treatments) the employer is not obliged to pay for these 

and the difference in cost between the basic corrective appliance and the 

additional cost of appliance chosen by the employee must be paid for by the 

employee. See appendix 3 for a model letter for arranging eye and eyesight 

tests and optician‟s report form. NB- Communities (formerly Development) 

Staff please use this link for eye test information. 

if an employer allows the user to choose spectacles to correct defect that 

includes DSE work, but which go wider than that they need only contribute the 

costs related to the DSE element. See for Optician Referral Letter, 

5. Planned breaks or change of activity - The need for breaks depends on how 

intensely and for how long the individual has been using the DSE. The guidance 

on the Regulations explains general principles, for example short, frequent 

breaks are better than longer, less frequent ones. Ideally the individual should 

have some discretion over when they are taken. 

6. Agile Working guidance and information – LCC have now introduced a more 

flexible approach to how employee can undertaken their job roles, the New Ways 

of Working (NWoW) programme allows some employees to adopt different and 

more flexible work styles i.e. fixable in office, mobile worker, home based. This 



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means some employees will have more then one workstation that they use or 

won‟t have a designated workstation but either use hot-desking or various 

touchdown points through-out the county. To ensure raised health & safety risks 

allocated with this approach to work are controlled additional guidance and 

document is available which includes information, guidance and controls in 

relation to DSE within the new work styles. Use the links below; 

Agile Working Health & Safety Policy 

Touchdown point and hot desk - Code of Conduct 

Touchdown Point Protocol documents web page 

POEL 9 – Working with VDU leaflet. 

7. Laptop Computers - linked with the agile working and NWoW more and more 

LCC staff are now being issued with laptops because they allow a more flexible 

approach to work. However the compact design features of laptop computers, 

(like small keyboards and pointing devices and a lack of keyboard/screen 

separation) can make prolonged use uncomfortable unless steps are taken to 

avoid problems. It is best to avoid using a laptop computer on its own if fullsized 

equipment is available. Like other computer users, those who habitually 

use a laptop computer should be trained how to minimise risks. This includes 

sitting comfortably, angling the screen so it can be seen clearly with minimal 

reflections, and taking frequent breaks if work is prolonged. Wherever 

possible, laptops computers should be placed on a firm surface at the right 

height for keying. Where laptops are used for significant periods and an analysis 

of the workstation must be carried out to assess and reduce risks in the same 

way as for desktop computers. The furniture for a laptop will be the same but to 

meet the minimum requirements a full size keyboard and mouse should be made 

available. Depending on the individual and the workstation analysis other items 

may be necessary to reduce the risks e.g. docking stations or adjustable 

monitor stands to raise the screen to a comfortable level. In some cases 

depending on the type of work carried out, larger screens may be necessary to 

accommodate the data fields required at a reasonable viewing size. Detailed 

advice on the use of laptop computers is given in Appendix 5 - Employee Leaflet 

POEL9a Working with Laptop Computers 

7. MAINTENANCE OF RECORDS 

Training Records 

The e-learning training record will be recording within the Lins2Learn system. The 

Lins2Learns system hoists the Praxis 42 e-learning training course and DSE user 

will have to open up an account with Lins2Learn before they can undertaken the 

course. 

The Lins2Learn system will record and log all the training that individuals undertake 

along with their start date, scores, date of completion, etc. Managers, H&S advisor 

can request information from Lins2Learn on training records for the purpose of 

producing reports, statistics, etc. 

DSE Assessments 

All users who use the Praxis 42 system must be registered onto the system; the 

system requires every user to identify their employee number, the building(s) they 

work in and their line manager. 



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Each user is given an individual “user ID” which is generated by the system and a 

password which is generated by the Admin Officer when entering their details into 

the system, the user can change their password once they have gone into the 

system. The system will record all assessments completed by the user and will allow 

the user to record any action they have taken to resolve an issue or problem. The 

system will also allow line managers and Facilities managers to record any action 

they have taken to resolve issues and problems related to an assessment. The user 

can access their assessment records via the “My Records” tab within the system. 

Administrator Officers can access all user records and pull off reports from the 

system on: 

Users with Completed Assessments 

Users with Assessment with Problems 

Users with Assessments with High Risks 

Users with Assessment waiting Sign Off 

User with Closed (Signed Off) Assessment 

User with No Assessment. 

The system will also allow Administrator Officer to archived Users who have left 

LCC, this allows only live uses names to be active within the system and not show 

the records of employees who have left LCC employment within current reports but 

allows all old records to be stored within the system and retrieved as needed in the 

future. 

8. TRAINING 

An e-learning training is now available to all LCC employees and must be 

undertaken by all LCC employees who have been defined as “DSE Users”. The elearning 

course is available on the Lin2Learn web site. 

The course covers the following areas: 

Introduction – aim and objects, problems associated with DSE, Employers 

commitment to you, safety guidance lines, responsibilities, policies & 

procedures 

About Your Body – Muscles, tendons, Upper limb problems, eyes and 

tests, useful exercises. 

Work tasks and Software – the need for breaks, task and Software design. 

Frequently Asked Questions (FAQ) - answers some of the FAQ related to 

DSE 

Summary – general tips that will help to avoid health & safety problems that 

you may come across when working with DSE. 

The module is interactive with each section having a number of pages that learners 

must navigate through, interactive with and answer DSE based questions to enable 

them to continue/progress through the training. The training doesn‟t need to be 

complete all in one session and the system will automatically save the progress to 

the last fully completed section, a completed section will be indicated by a green light 

at the side of the section. 

Once the above sections have been completed the final stage for the learner is to 

complete the Self Assessment quiz – 16 multi choice questions based on the DSE elearning 

course and will test the knowledge and understanding of DSE, the learner 


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Reviewed: October 2011 Version: 1.1

will need to achieve a score of 75%+ to pass the course and allow a certificate to be 

printed. 

Learners can re-take the quiz as many times as they want until they achieve a pass 

mark or they want to achieve 100%. When learners are happy with their score the 

system will then direct the learner through to the checklist that must be ticked to say 

they have read and understand each statements, the checklist is: 

I MUST adjust my work chair to ensure I have a good posture 

I MUST my workstation & equipment is organised to ensure to posture. 

I MUST take adequate breaks from my DSE activity 

I MUST adjust my screen to minimise reflections and glare 

I MUST undertaken a “dynamic” workplace assessment each time I 

have a new workstation 

Once learners have read and ticked each statement the system will allow them to 

progress and to print off a Certificate showing their completion of the training course 

and checklist. The system will then remind learners that now they have completed 

the e-learning course a Workstation (DSE) assessment must now be completed. See 

section 5. Workstation Assessment Programme. 

Step by step user guidance is available detailing how users can access, use and 

undertake the e-learning course and the workstation assessment see appendix 6. 

9. POLICY REVIEW 

Regular Review 

The DSE policy will be reviewed on a regular basis by Corporate Health & Safety 

with the assistance of the Mouchel Health & Safety Advisors. 

Any changes to the policy that result from the review will be authorised by the 

Corporate Risk & Safety Steering Group. 

10. FURTHER INFORMATION & ADVICE 

Health & Safety Executive (HSE) 

Display Screen Equipment home page 

Working with VDU‟s – INDG36 

HSE DSE FAQ‟s 

Further info on the DSE regulations and guidance 

National Health Service (NHS) 

Prevent Repetitive Strain Injuries 



 

9

How to sit correctly 

Lincolnshire County Council 

G11 New and Expectant Mothers at Work 

. 

Advice and Support 

Please contact your Health and Safety Adviser 



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APPENDIX 1 

On-line D.S.E Assessment 


Login 

Dear User(s), 

The login details associated with this email address are listed below. 

[LoginList] 

You can access your On-line D.S.E Assessment now using these login details (your UserID and 

Password). Please make sure that you enter the details carefully as they are case sensitive. 

Please click here to login. 

If this link does not respond, please type (or copy and paste) the link below into the address bar of your 

web browser: 

http://elms.praxis42.com/Login.asp?GenCode=AULFCBGM 

If you receive this email in error, please contact your Manager for assistance. If you continue to receive this 

email in error, please forward this email to support@praxis42.com. 

We hope you enjoy your On-line D.S.E Assessment. 

Best regards, 

XXXXXXXXX 


Tel: 07799 521405 

Email: XXXXXXXX@lincolnshire.gov.uk 



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APPENDIX 2 

On-line D.S.E Assessment 


UWA Signoff 

You completed a User Workplace Assessment on [UWADateTime] for [WorkplaceName]. 

Any problems or issues that were raised in your assessment have now been reviewed and followed up by 

your organisations designated responsible person(s). 

If you are satisfied with the outcome of the user workplace assessment review, please have your login 

details ready and [ClickHereToSignoff] to confirm. 

If you are not satisfied with the outcome, use the summary below for a breakdown of the original issues 

raised and details of who to contact for further assistance. 

SUMMARY 

[UWASummary] 

Please remember that if you change your Workplace layout or move to a new location, you should 

complete a further workplace assessment. You will be notified when your next assessment is due. 

If you receive this email in error, please contact your Manager for assistance. If you continue to receive this 

email in error, please forward this email to support@praxis42.com. 

Regards, 

[AdvisorFullName] 


Email: [AdvisorEmail] 



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APPENDIX 3 

OPTICIAN REFERRAL LETTERS 

THE HEALTH AND SAFETY (DISPLAY SCREEN EQUIPMENT) 

REGULATIONS 1992 

Referral letter for „Users‟ to take with them on their eye test 

To: ………………………………………………. Date……………………. 

………………………………………………. 

………………………………………………. 

We require to undergo an eye examination related to their work as a display 

screen equipment (DSE) user. Please complete the attached report form and hand it 

back to the employee and submit your examination account fee to the above 

address. If special spectacles are prescribed, please attach a quotation to the report 

form for the provision of the basic item required. The following details of the 

workstation are provided for your information. 

Working distance from eyes to: 

Screen: ……………………………….. 

Keyboard: ……………………………….. 

Documents: ……………………………….. 

Position of document relative to screen 

(e.g. right hand/left hand side): ………………………………………………………… 

Type of print on normal documents used 

(e.g. typed, handwritten): ………………………………………………………… 

Number of hours DSE use per day: ……………………………………………………... 

Length of single session if not continuous: ………………………………………………. 

Approximate date of commencing DSE work: …………………………………………… 

Thank you 



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THE HEALTH AND SAFETY (DISPLAY SCREEN EQUIPMENT) 

REGULATIONS 1992 

Optician‟s Report Form 

From: ………………………………………………. 

………………………………………………. 

………………………………………………. 

Re: ………………………………………………. 

I am conversant with the standard recommended by the Association of Optometrists 

for DSE users and in my opinion, the above named person: 

Does/does not satisfy the standard without spectacles/contact lenses. 

Does/does not satisfy the standard with spectacles/contact lenses. 

Does/Does not require spectacles for general use, incorporating a special 

prescription for DSE use. 

Does/does not require spectacles or contact lenses to be provided with a 

prescription specifically for working with a DSE. 

My additional recommendations are as follows: 

……………………………………………………………………………………………….. 

……………………………………………………………………………………………….. 

Next examination recommended: ……………………………………. 

Quotation 

If special spectacles are prescribed, please attach a quotation for the provision of the 

basic item required. 

………………………………………………………………………………………………. 

Signed: ………………………………………………. Date: ……………….. 

GOC Number: ……………………….. 



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APPENDIX 4 

POEL9 WORKING WITH VDUs 

INTRODUCTION 

This leaflet is a guide for people who work with visual display units (VDUs) and their 

employers. It: 

Answers questions that are most often asked about VDUs and health; 

Gives a summary of the law on VDU work (the Health and Safety [Display Screen 

Equipment] Regulations 1992), and outlines what employers and employees should 

do to comply; 

Suggests some simple adjustments that users can make to workstations and 

screens to make them more comfortable and easy to use; and 

Explains how employers and users can get further advice. 

DEFINITION OF VDU 

What‟s the Difference Between A VDU, A VDT, A Monitor And Display Screen 

Equipment (DSE)? 

There isn‟t one. All these terms mean the same thing – a display screen usually 

forming part of a computer and showing text, numbers or graphics. 

This booklet gives advice on health and safety in working with such screens. It 

covers both conventional (cathode ray tube, TV-style) screens and the newer flatpanel 

displays such as those used in portable computers. 

The advice in this booklet applies to the whole workstation, job and work 

environment, as well as to the VDU, keyboard and other equipment. 

„DOES MY VDU AFFECT MY HEALTH?‟ 

Answers to Some Common Questions from VDU Users 

Am I at Risk? 

VDUs have been blamed – often wrongly – for a wide range of health problems. In 

fact, only a small proportion of VDU users actually suffer ill health as a result of their 

work. Where problems do occur, they are generally caused by the way in which 

VDUs are being used, rather than the VDUs themselves. So problems can be 

avoided by good workplace and job design, and by the way you use your VDU and 

workstation. 



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Are Aches and Pains Caused by Using a VDU? What about „RSI‟? 

Some users may get aches and pains in their hands, wrists, arms, neck, shoulders 

or back, especially after long periods of uninterrupted VDU work. „Repetitive Strain 

Injury‟ (RSI) has become a popular term for these aches, pains and disorders, but 

can be misleading – it means different things to different people. A better medical 

name for this whole group of conditions is „upper limb disorders‟. Usually these 

disorders do not last, but in a few cases they may become persistent or even 

disabling. 

How Can I Avoid these Aches, Pains and Disorders? 

Problems of this kind may have a physical cause, but may also be more likely if a 

VDU user feels stressed by the work (see next question). If you get aches or pains 

you should alert your Supervisor or Line Manager. 

Problems can often be avoided by good workplace design, so that you can work 

comfortably, and by good working practices (like taking frequent short breaks from 

the VDU). Prevention is easiest if action is taken early, before the problem has 

become serious. For more about how to avoid trouble, see „Making Adjustments to 

Suit Your Needs‟. 

You may also find the exercises in Appendix 1 useful. 

What Can be Done to Reduce Stress in my VDU Work? 

People who use a VDU sometimes complain of stress, but this usually arises from 

increased pace of work or pressure to meet deadlines, not the VDU itself. Some 

VDU workers find stress reduced because the VDU makes their job easier or more 

interesting, but for others stress becomes worse. This can happen when a system 

does not work well or when the user does not feel in control or competent to operate 

it. 

Can Work with VDUs Affect Eyesight? 

Extensive research has found no evidence that VDUs can cause disease or 

permanent damage to eyes. But long spells of VDU work can lead to tired eyes and 

discomfort. Also, by giving your eyes more demanding tasks, it might make you 

aware of an eyesight problem you had not noticed before. You and your employer 

can help your eyes by ensuring your VDU is well positioned and properly adjusted, 

and that the workplace lighting is suitable. Ask for an eye test if you still think there 

is a problem. 

What about Problems with my Contact Lenses or Bifocals? 

The heat generated by VDUs can make the air seem drier, and some contact lens 

wearers find this uncomfortable. If you have this problem but don‟t want to change 

to spectacles, you can try blinking more often or using tear-substitute drops. Where 

the air is dry, employers can help by taking steps to increase the humidity. 

People with bifocal spectacles may find them less than ideal for VDU work. It is 

important to be able to see the screen easily without having to raise or lower your 

head. If you can‟t work comfortably with bifocals, you may need a different type of 

spectacles. Consult your optician or doctor if in doubt. 

Can VDU Work Cause Headaches? 

Headaches may result from several things that occur with VDU work, such as: 



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screen glare; 

poor image quality; 

a need for different spectacles; 

stress from the pace of work; 

anxiety about new technology; 

reading the screen for long periods without a break; 

poor posture; or 

a combination of these. 

Many of these things can easily be put right once the cause of the problem has been 

found. 

How Long Should I Work with a VDU? 

There is no legal limit, but you need to break up long spells of VDU work. How long 

you should work without a break depends on the type of work you are doing. 

Do VDUs Give Out Harmful Radiation? 

No. VDUs give out both visible light, which enables us to see the screen, and other 

forms of electromagnetic radiation that can be harmful above certain levels. 

However, the levels of radiation emitted from VDUs are well below the safe levels set 

out in international recommendations. So your employer doesn‟t have to check 

radiation levels from your VDU, and you do not need any special devices such as 

spectacles, screens or aprons when using it. 

What Should I do if I‟m Pregnant? 

You don‟t need to stop working with VDUs. Past concern, about reports of 

miscarriages and birth defects among some groups of VDU workers, has not been 

borne out by more recent research. Many scientific studies have now been carried 

out and, taken as a whole, these do not show any link between miscarriages or birth 

defects and working with VDUs. However if you do have any concerns about your 

work or work station, please speak to your manager or supervisor. 

Can Working with VDUs Cause Skin Disorders? 

This is rare. A few people have experienced irritation, rashes or other skin problems 

when working with a VDU. The exact cause is now known, but it seems possible 

that a combination of dry air, static electricity and individual susceptibility may be 

involved. If this is the case, increasing the humidity or allowing more fresh air into 

the room may help. 

Can VDUs Trigger Epileptic Seizures 

Most people with epilepsy are completely unaffected by VDUs. A few who suffer 

from photo-sensitive epilepsy and are susceptible to flickering lights and striped 

patterns may be affected in some circumstances. But even they can often work 

successfully with VDUs without provoking an attack. 

I Use a Portable Computer – Are There Any Precautions I Should Take? 

Laptops and other portable computers have to be compact enough to be easy to 

carry. This results in design compromises, like smaller keyboards and screens that 

make portables less comfortable in prolonged use than a normal VDU. 



17

It is best to avoid using a portable for long periods when full-sized equipment is 

available. And like other VDU users, people who habitually use a portable should be 

trained how to minimise risks. This includes sitting comfortably, angling the screen 

so it can be seen clearly with minimal reflections, and taking frequent breaks if work 

is prolonged. Wherever possible, portables should be placed on a firm surface at the 

right height for keying. 

Is It True That Using a Mouse Can Cause Problems? 

Intensive use of a mouse, trackball, or similar pointing device may give rise to aches 

and pains in the fingers, hands, wrists, arms or shoulders. This can also happen 

with a keyboard, but mouse work concentrates activity on one hand and arm (and 

one or two fingers), and this may make problems more likely. Risks can be reduced 

by adopting a good posture and technique. 

Make the most of opportunities to take breaks from intensive mouse work – even 

short pauses can help, as can spells doing keyboard or non-computer work. If you 

use a mouse a lot, you can try changing from right to left-handed use (and viceversa) 

from time to time. It can also help to take your hand off the mouse during 

short pauses and let your mouse arm hang straight down from your shoulder. If you 

find gripping your mouse awkward, you could try a different shaped or sized one. 

THE REGULATIONS AND HOW THEY AFFECT YOU 

The Health and Safety (Display Screen Equipment) Regulations 1992 require 

employers to minimise the risks in VDU work by ensuring that workplaces and jobs 

are well designed. 

Who is Affected? 

The Regulations apply where employees habitually use VDUs as a significant part of 

their normal work; these employees are defined as „users‟. Other people, who use 

VDUs only occasionally, are not covered by these Regulations, but their employers 

still have general duties to protect them under other health and safety at work 

legislation. In addition to this, all workstations must meet the minimum requirements 

of the Regulations, not just those of „users‟. 

I Work at Home – Am I Covered 

Yes, the Regulations apply if you are an employee working at home, and habitually 

using a VDU for a significant part of your normal work. 

WHAT DO EMPLOYERS HAVE TO DO TO COMPLY? 

The Regulations do not contain detailed technical specifications or lists of approved 

equipment. Instead, they set more general objectives. 

Employers have to : 

Analyse Workstations, and Assess and Reduce Risks 

All workstations are covered by the regulations, whether or not the employee is 

defined as a user. Employers need to look at: 

the whole workstation including equipment, furniture, and the work environment; 

the job being done 

any special needs of individual staff (whose views may be sought as part of the 

assessment). 



18

Where risks are identified, the employer must take steps to reduce them. 

Ensure Workstations Meet Minimum Requirements 

These requirements are good features that should normally be found in a 

workstation, such as adjustable chairs and suitable lighting. 

Plan Work So That There are Breaks or Changes of Activity 

As the need for breaks depends on the nature and intensity of the work, the 

Regulations require breaks or changes of activity but do not specify their timing or 

length. Short, frequent breaks are better than longer, less frequent ones. Ideally the 

individual should have some discretion over when to take breaks. 

On Request Arrange Eye Tests, and Provide Spectacles if Special Ones are 

Needed 

Employees defined as „users‟ can ask their employer to provide and pay for an eye 

and eyesight test. This is a test by an optometrist or doctor. There is also an 

entitlement to further tests at regular intervals; the optometrist doing the first test can 

recommend when the next should be. Employers only have to pay for spectacles if 

special ones (for example, prescribed for the distance at which the screen is viewed) 

are needed and normal ones cannot be used. 

Provide Health and Safety Training and Information 

Employers have to provide training to employees covered by the Regulations, to 

make sure that they can use their VDU and workstation safety, and know how to 

make best use of it to avoid health problems, for example by adjusting the chair. 

Information should also be provided about VDU Health and Safety. This should 

include general background information. It should also cover more specific details of 

the steps taken by the employer to comply with the Regulations, such as the action 

taken to reduce risks and the arrangements for breaks. 

MAKING ADJUSTMENTS TO SUIT YOUR NEEDS 

What Can I do to Help Myself? 

Make full use of the equipment provided, and adjust it to get the best from it and to 

avoid potential health problems. If the Regulations apply to you, your employer 

should cover these things in training. If the Regulations don‟t apply, it is still worth 

setting up your workstation properly, to be as comfortable as possible. 

Here are some practical tips: 

Getting Comfortable 

Adjust your chair and VDU to find the most comfortable position for your work. As a 

broad guide, your forearms should be approximately horizontal and your eyes the 

same height as the top of the VDU. 

Make sure you have enough work space to take whatever documents or other 

equipment you need. 

Try different arrangements of keyboard, screen, mouse and documents to find the 

best arrangement for you. A document holder may help you avoid awkward neck 

and eye movements. 



19

Arrange your desk and VDU to avoid glare, or bright reflections on the screen. This 

will be easiest if neither you nor the screen is directly facing windows or bright lights. 

Adjust curtains or blinds to prevent unwanted light. 

Make sure there is space under your desk to move your legs freely. Move any 

obstacles such as boxes or equipment. 

Avoid excess pressure from the edge of your seat on the backs of your legs and 

knees. A footrest may be helpful, particularly for smaller users. 



20

SEATING AND POSTURE FOR TYPICAL OFFICE TASKS 

1 Seat back adjustability. 

2 Good lumbar support. 

3 Seat height adjustability. 

4 No excess pressure on underside of thighs and backs of knees. 

5 Foot support if needed. 

6 Space for postural change, no obstacles under desk. 

7 Forearms approximately horizontal. 

8 Minimal extension, flexion or deviation of wrists. 

9 Screen height and angle should allow comfortable head position. 

10 Space in front of keyboard to support hands/wrists during pauses in keying. 

ALL MEASUREMENTS GIVEN ARE THOSE RECOMMENDED IN BS7179 

Keying In 

Adjust your keyboard to get a good keying position. A space in front of the keyboard 

is sometimes helpful for resting the hands and wrists when not keying. 

Try to keep your wrists straight when keying. Keep a soft touch on the keys and 

don‟t overstretch your fingers. Good keyboard technique is important. 



21

Using a Mouse 

Position the mouse within easy reach, so it can be used with the wrist straight. Sit 

upright and close to the desk, so you don‟t have to work with your mouse arm 

stretched. Move the keyboard out of the way if it is not being used. 

Support your forearm on the desk, and don‟t grip the mouse too tightly. 

Rest your fingers lightly on the buttons and do not press them hard. 

Reading the Screen 

Adjust the brightness and contrast controls on the screen to suit lighting conditions in 

the room. 

Make sure the screen surface is clean. 

In setting up software, choose options giving text that is large enough to read easily 

on your screen, when you are sitting in a normal, comfortable working position. 

Select colours that are easy on the eye (avoid red text on a blue background, or 

vice-versa). 

Individual characters on the screen should be sharply focused and should not flicker 

or move. If they do, the VDU may need servicing or adjustment. 

Posture and Breaks 

Don‟t sit in the same position for long periods. Make sure you change your posture 

as often as practicable. Some movement is desirable, but avoid repeated stretching 

to reach things you need (if this happens a lot, rearrange your workstation). 

Most jobs provide opportunities to take a break from the screen, e.g. to do filing or 

photocopying. Make use of them. If there are no such natural breaks in your job, 

your employer should plan for you to have rest breaks. Frequent short breaks are 

better than fewer long ones. 

What Should I Do if I Have Any Problems 

If you are a VDU user and think you have health problems connected with your work, 

it‟s best to talk to your supervisor or manager first. Employers have a duty to consult 

their employees or employee representatives on health and safety issues. 



22

APPENDIX 1 

KEYBOARD USER EXERCISES 

In addition to the prevention of backache it is important for keyboard workers to 

minimize the effects of repetitive keyboard work in terms of strains to the upper 

limbs. In addition to making sure the seating arrangements and desk top 

ergonomics are correct, the following exercises performed in the seated position are 

useful in maintaining suppleness and reducing aches and pains. 

Please also remember that it is important to take regular short breaks from your 

work, to avoid aches and pains developing. 

Finger Fan 

Hold the hands out in front and spread the fingers apart as far as possible. Maintain 

for the count of 5, relax and repeat. 

Shoulder Blade Squeeze 

Link hands behind the chair and pull the shoulders back. Squeeze shoulders 

together and straighten arms, hold, release and repeat. 

Back and Arm Stretch 

Clasp the hands together and extend the arms straight above the head. Lean to the 

left and to the right and stretch hard several times. 

Shoulder Roll 

Roll the shoulders backward and forwards several times. 

Neck Stretch 

Bend the head forward and slowly turn it like a pendulum to look up to the right and 

to the left alternately. Then with the head in a neutral position slowly turn the head to 

look down to the left and to the right. Repeat several times. 

Wrist Stretches 

Straighten both arms out in front and with one hand bend the wrist of the other hand 

upwards and then downwards. Change hands and repeat. 

Trunk Twist 

Fold the arms and twist the trunk to the left and then to the right. 

Hand bend 

Place your elbows on the table, with the other hand, gently bend hand back towards 

forearm. Repeat with the other hand. 



23

APPENDIX 5 

POEL9A WORKING WITH LAPTOP COMPUTERS 

INTRODUCTION 

This leaflet is a guide for people who work with laptop computers. 

You are covered by the Display Screen Equipment (DSE) Regulations if you use 

your laptop computer for prolonged periods of time. 

This guide is supplementary to the employee leaflet POEL9 Display Screen 

Equipment. 

WORKING WITH LAPTOP COMPUTERS 

Increasing numbers of people are using laptop computers as part of their work. 

While research suggests that some aspects of using laptop computers are no worse 

than using full-sized equipment, that is not true of every aspect. The design of 

laptop computers includes features (such as smaller keyboards and pointing devices 

or a lack of keyboard/screen separation) which may make it more difficult to achieve 

a comfortable working posture. 

WORKSTATION ASSESSMENT 

Where your laptop is set up in adhoc locations it is not feasible to carry out a written 

assessment however you should select the most suitable place available and set up 

your equipment to ensure it is as comfortable for you as possible. Where your laptop 

is used at a repeated location for lengthy periods of time the workstation must be 

assessed and recorded using the attached checklist. Any problems should be raised 

with your manager. 

As well as risks common to both laptop and desktop DSE work, the following 

additional risks may be associated specifically with laptop computers work: 

Manual handling risks when moving between locations if carrying extra papers 

printers, spare batteries etc… 

Risk of theft possibly involving assault. 

You should be aware that some design compromises inherent in laptop computers 

can lead to postural or other problems. One way of reducing such risks is to avoid 

prolonged use and take frequent short breaks. 

Making Adjustments to Suit your Needs 

Maintaining a reasonable level of comfort when using a laptop computer in adhoc 

locations is more difficult than when using a desktop computer at a proper 

workstation. You should be especially alert to your body‟s signals, such as any 

feeling of discomfort. You should try to adopt the same posture when using your 

laptop as you would when using a desktop computer (refer to Appendix 4-POEL9 

Display Screen Equipment for related information). 



24

Getting Comfortable 

Try to find a suitable chair and desk to be able to position your laptop at an 

appropriate height. As a broad guide your forearms should be horizontal and parallel 

to the floor when typing. Your screen should be positioned to minimise reflections, 

tilted to give a clear view and raised where necessary to avoid neck ache. 

Where you spend long periods of time on your laptop a workstation assessment 

should be carried out using the attached checklist to identify the measures needed to 

reduce the risks. Some of the ways of reducing the risk are: 

Using a full sized keyboard will and mouse attached to your laptop (sometimes 

with a docking station) to prevent your hands from being in a cramped typing 

position. 

An adjustable monitor stand to raise the height of the monitor to prevent your 

head and neck being bent in an awkward position which could result in pain. 

Ensuring you are sat up straight with your back supported with a footrest 

provided if needed. 

Making sure you have enough space on your work area for all documents and 

other equipment required. 

Arranging your laptop to avoid glare and bright reflections on the screen. 

Change your posture often and take brief breaks more frequently. 

Alternative Environments 

It is easy to think that a car, sofa, bed or lounge chair are comfortable places to use 

a laptop but this can cause discomfort by sitting in an awkward position with the neck 

and head bent looking down at the screen. 

Always try to use you laptop on a desk of suitable height and with a good chair. If 

you must work with your laptop on your lap make the following adjustments: 

Keep your forearms, wrists and hands comfortably aligned with each other in a 

straight neutral line. 

Avoid bending or angling the wrists. If your laptop has a palm rest do not use this 

while typing, only when pausing from typing. 

Positioning pillows under your forearms may help keep your shoulders relaxed 

and your wrists straight. 

Remember to support your lower back even on a sofa. Do not slouch or recline 

too much or sit in awkward positions. 

Avoid sitting completely still and working without breaks for long periods. 

Use the passenger seat and push it right back if working in a car, this gives more 

room for the laptop and feet than in the driver‟s seat. 

Transporting the Computer 

Try to carry just your laptop when moving around different locations. Carrying 

printers, keyboards and other peripherals adds to the weight, which has implications 

on manual handling and increases the risk of injury. 

Make several trips to your destination rather than trying to carry everything at once. 

If you do need to carry lots of equipment avoids shoulder strain by using a trolley or 

a carry case with wheels. 



25

Typing 

If you type for long periods at a time use a separate keyboard. This will allow your 

hands and fingers to have adequate space to type without your fingers being 

cramped. 

Keep a light touch while typing. Use the minimum amount of force to depress the 

keys. 

To reach keys that are not near your keyboard‟s home row (ASDFG HJKL:) move 

your whole arm, avoid stretching your fingers and angling your wrists. 

Pointing Devices 

Do not create tension in your fingers and hand by stretching your fingers from the 

keys to a pointing device. 

If you work for long periods of time on you laptop you must use a separate mouse. 

Use your whole arm and shoulder to move the mouse, not just your wrist. 

Keep your wrist in a straight neutral position. Do not angle your wrist when using 

your pointing device. 

Monitor Stand 

The need for a monitor stand or not will be identified through the workstation 

assessment and will depend on personal preferences. Some people with bi-focal or 

vary-focal spectacles prefer the screen lower and monitor stands are not required. 

Others find it more comfortable for the screen to be raised so it is just slightly below 

or at eye level. 

Take Breaks 

Take short breaks at least one per hour and preferably more often. During breaks 

stand up and stretch especially any muscles and joints you may have held in an 

extended static posture while using the computer. 

Break up your routine and try to vary your tasks during the day. 

ADDITIONAL INFORMATION 

Appendix 4-POEL9 Display Screen Equipment 

Health and Safety Manual on George 



26

APPENDIX 6 

On-line DSE Training & Assessment Tool 

Employee User Guide 



27

Introduction 

Lincolnshire County Council (LCC) has purchased an on-line Display Screen Equipment (DSE) 1 assessment tool 

from Praxis 42. The system will allow all LCC employees who are defined as “users” to undertaken DSE training 

through the Lins 2 Learn website and a DSE assessment as required under the Display Screen Equipment 

Regulations 1992. 

Employees who are defined as DSE users 

If you work/use DSE for more then one hour per day you will be classed as a “user” as defined within the Display 

Screen Equipment Regulations 1992. The Employer (Lincolnshire County Council) must provide training in regards 

to DSE safety and provide a system for employees to assess their DSE and workstations. All DSE users MUST 

undertake a DSE assessment that will help to identify any issues or problems they have with their workstation. 

This guidance is designed to assist DSE users with completing the on-line training and assessment tool by going 

through the process in a step by step manner. 

The on-line DSE e-learning training course 

The Praxis 42 e-learning training course is available on the Lin 2 Learn web site. The course is designed to give 

DSE users a good understanding the hazards and risks associated with the using of DSE along with information 

on the requirement and control measures that must be implemented to eliminate or reduce those risks. That the 

end of the course these is a simple multi-choice test that user must pass to complete the course successfully. 

The course covers the following main areas: 

1. Introduction to the course 

2. About your body 

3. Work tasks and software 

4. Your workplace 

5. Frequently asked questions 

6. Summary- hints & tips 

7. Self assessment 

8. User workplace assessment. 

Step By Step Guidance 

a) Guidance for the Praxis 42 on-line DSE training course........................................................... 

b) Guidance for the Praxis 42 on-line DSE assessment checklist………………………………….. 

1 (DSE) - All these terms mean the same thing - a display screen, usually forming part of a computer and showing text, numbers or graphics. 

++++++++++ 



28

a) Guidance for Praxis the on-line DSE Training 

1. Access the Lins2Learn home page either through GEORGE or by clicking on the link below, see fig 1. 

Lincs2Learn - http://www.learningpool.com/lincolnshire/ 

fig 1. 

2. You should already have a user name and password for access onto the lincs2learn web-site. Enter your user 

name and password into the login boxes and click the “login” icon, you will then be directed to the main 

lincs2learn home page see fig 2. 

fig 2. 

NB- If you haven’t got an account follow the on-line instruction to create a new account. 



29

3. Click the “Full Category List” icon ( ) the home page, see fig 3, these will direct you to the full category 

list of courses that are available on the lincxs2learn website. 

fig 3. 

4. Once on the course category list page scroll down and found the heading entitled “Health and Safety”. Click 

on the “DSE”, see fig 4, which will take you through to the Display Screen Equipment enrolment screen. An 

enrolment number is required to gain access to this training. 

fig 4. 



30

5. You should have received an enrolment key with your course jointing instruction, entre the key into the blank 

box and click the “Enrol me in this programme” button, see fig 5, you will then be directed to the topic outline 

page for the DSE course. 

fig 5. 

6. Once on the topic outline page for the DSE training click the section 1. e-learning “Display Screen Equipment 

module and assessment” icon, this will direct you onto the Praxis 42 DSE training home page. see fig 6. 

fig 6. 



31

7. Once on the Praxis 42 DSE home page, click the “Continue” icon which will take you onto the course 

“Contents” page, see fig 7. 

fig 7. 

8. Work you way down the subject by click on each heading starting on 1. Introduction. 

9. Following the instruction on the screen and in the info box at the bottom of the screen. 

10. After you have completed each section the boxes will turn GREEN to indicate that you have completed that 

section. 

11. The system will automatically save your progress, you can come out of the system and return at any time and 

continue from the saved position. PLEASE NOTE – the system will only save completed sections, if you come 

out of the system when you are in the middle of the a section that section will have to be started again. 

12. Section 7 – is the self assessment multi-choice test. Simply section the answer the each question you believe 

is correct before moving on. At the end of the test you will be presented with your results and an opportunity to 

re-take the test. A score of 75% or more is considered a PASS mark. 



32

fig 8. 

13. Once you’ve completed all the questions and achieved a PASS mark of 75% or more you must tick the 

interactive checklist before the system will allow you print off a completion certificate, see fig 8. 

14. The system will then direct you to the certificate printing page, click the print icon and a certificate of 

achievement will be printed, see fig 9. 

fig 9. 

15. you have now completed the DSE on-line training, you must now undertaken an on-line DSE assessment, 

see section b) on how the undertake the assessment. 



33

) Guidance for the Praxis 42 on-line DSE assessment checklist. 

1. You should have received an e-mail with your “UserID” and “Password” for the Praxis 42 system along with a 

“Click here to login” icon, see fig 1. (You may receive a quarantine e-mail within these information, please 

see 15 for details on how to release this e-mail) 

Web address for the system is: http://elms.praxis42.com/Login.asp?GenCode=AULFCBGM 

fig 1. 

2. Click the login icon and you should be taken to the On-line DSE Assessment system login page, see fig 2. 

fig 2. 



34

3. Entre your “user ID” and “password” into the login boxes and click the login box at the bottom of the screen, 

see fig 3. 

fig 3. 

4. Once you’ve entered your login detail and click the login box you should be directed to the systems Home 

page. Down the left hand side of the page there should be 3 heading in Orange (1. General 2. Help 3. Log 

Out). You have now successfully accessed the home page of the On-line DSE Assessment system, see fig 4. 

fig 4. 



35

5. Your profile can be viewed and amendment by clicking on the –My Profile heading, this will direct to the “my 

profile” page, see fig 5. You can update your details on this page i.e. employee number, line manager details 

and password. It strongly advised that you change your password. If the building name identified within your 

profile is different to the one you work in/based in please change it my clicking the drop down in the “Building 

Names” section, see b) 6. 

fig 5. 

6. Click on the Building Name box and a list of LCC should appear, pick the relevant building the individual works 

in or are based in, see fig 6. 

fig 6. 

NB- if the correct building doesn’t appear in the list please leave the building that’s been allocated to you and 

contact: fraser.shooter@lincolnshire.gov.uk to report the issue. 



36

7. To launch the DSE user workplace assessment click the launch tab under the My Assessment heading, 

see fig 7. 

fig 7. 

8. The launch tab will direct you to the “add” a workplace page, click the add a new workplace link, you will then 

be directed to the “Add workplace” page, see fig 8. In the “friendly” workplace box put “my desk” or if you use 

a desk that’s numbered put the desk number in. if you use this desk on a regular basis tick the “active” icon 

and entre the room number of location of the desk in the building. PLEASE SEE b) 6 for information on 

entering “Workplace is associated with” details, this is the building name. Once completed all the relevant 

boxes click “Add” to continue. 

fig 8. 



37

9. You will then be directed to the “Successfully Added Workplace” page, if you have more then one 

workstation or you are based in more then one location extra workplaces can be added by clicking on the Add 

workplace link and following step b) 8. Select the workplace you are doing the assessment on by clicking on 

the start icon for that workplace, see fig 9. 

fig 9. 

10. you will then be direct to the Workplace Assessment page, read all the information on the page before clicking 

“Start” 

11. By clicking “start” you will begin the assessment process, you will be asked 8 pages (34 questions in total) of 

YES/NO questions about your desk, chair, screen, laptop, work comfort, environment, all questions must be 

answered, you can add a comment to any question if you want by clicking on the Add Comment box, see fig 

10. 

fig 10 



38

12. At the end a summary page will appear. This will show whether you have any issues in any of the sections. If 

you want to check any of your answers in the section click on the relevant titled section, see fig 11. Once you 

are happy you have asked all the questions click the Finish icon. 

fig 11. 

13. You have now completed a workplace assessment, if you have more then one workplace/base you may have 

to complete a separate assessment for each of these workplaces. 

14. Once you’ve completed the DSE assessment and clicked Finish you will receive an e-mail from the system 

with a summary report of your DSE assessment identifying where actions are required and who is responsible 

for resolving the issues i.e. RED = Problem assigned to you, GREEN = No problems, BLUE = Problem 

identified and assigned to appropriate person. The e-mail will contain a link for you to update as necessary 

when actions have been completed. Your line manager and building manager will also receive an email 

summary of your DSE assessment that highlighting any actions they need to undertaken along with a link into 

the system for them to update as necessary 



39

15. Quarantine e-mails – the e-mail you receive with your login details “UserID” and “Password” may be directed 

into the quarantine system. If this happens you will receive a “User Quarantine Release Notification” e-mail. 

Open the e-mail the click on the long http: web address contained within the mail, see fig 12. 

fig 12. 

16. You will then be directed to the Quarantine release page, tick the release and whitelist boxes and then click 

the submit box at the bottom of the page, see fig 13. 

fig 13. 

17. Once you’ve clicked “submit” you should then receive a normal e-mail with your login details as identified 

within b 1. 



40

APPENDIX 7 

On-line DSE Assessment Tool 

User Guide - LCC System Administrators 



41

Introduction 

Lincolnshire County Council (LCC) has purchased an on-line Display Screen Equipment (DSE) assessment tool 

from Praxis 42. The system will allow all LCC employees who are defined as “users” 1 to undertaken DSE training 

through the Lins 2 Learn website and a DSE assessment as required under the Display Screen Equipment 


Administrators Role 

As administrators for the system you will be expect to undertake some basic roles and duties, this guidance will 

explain these roles and duties step by step. The main roles and duties are; 

1. Adding new users onto the Praxis 42 system 

2. Issuing new users with their “user ID” and “password” for the system 

3. Updating user details & information 

4. Sending reminders to users to complete their assessment 

5. Sending reminders to users of their “user ID” and “password” 

Below is a list of step by step guides for undertaken the main roles of a Praxis 42 System Administrator. 


a) Getting access to the Praxis 42 on-line system.................................................................................. p3 

b) Adding a new user to the system....................................................................................................... p5 

c) Adding new users in bulk to the system............................................................................................. p7 

d) How to check building names............................................................................................................. p11 

e) Updating existing user details............................................................................................................. p12 

f) Sending e-mail reminders to users..................................................................................................... p14 

Further Information 

Further information and guidance can be viewed once you’ve entered the system by using – Quick Start Guide 4 

which can be found under the Help heading on the main Home page. 

1 User (DSE) – an employee who habitually uses display screen equipment as a significant part of their normal work i.e. more then 1 hour per day. 



42

Step by Step Guidance 

a) Getting access to the Praxis 42 system 

a. You should have received an e-mail with your “UserID” and “Password” for the Praxis 42 system along 

with a “Click here to login” icon, see fig 1. 


fig 1. 

3. Click the login icon and you should be taken to the On-line DSE Assessment system login page, see fig 2. 

fig 2. 



43

5. Entre your “user ID” and “password” into the login boxes and click the login box at the bottom of the screen, 

see fig 3. 

fig 3. 

6. Once you’ve entered your login detail and click the login box you should be directed to the systems 

administration page. Down the left hand side of the page there should be 6 heading in Orange (1. General 2. 

Configuration 3. Personnel 4. Monitoring 5. Help 6. Log Out). You have now successfully accessed the 

administration page of the On-line DSE Assessment system, see fig 4. 

fig 4. 



44

) Adding a new user to the system 

7. Under the Personnel icon on the left hand side of the screen there’s a blue icon “- Add Single User”, click 

this icon and you will be directed to the Add single user page, see fig 5. 

fig 5. 

8. There are a number of boxes that are required fields, these are mark with a red star (). Complete the 

required boxes, you may need to contact the individual for some of the information or to check it’s correct. 

9. Click on the Building Name box and a list of LCC should appear, pick the relevant building the individual works 

in or are based in, see fig 6. 



45

fig 6. 

NB- if the correct building doesn’t appear in the list please click “1A- No Building” and once completed 

contact: fraser.shooter@lincolnshire.gov.uk to report the issue. 

10. Add the specific location within that building the individual is based i.e. room 508 (if you don’t have this 

information please leave blank). 

11. You will need to add the individuals e-mail address and confirm it. 

12. Give the user a simple password i.e. 1234 and confirm it, the user can change their password once they have 

gone into the system. 

13. Unless you are specifically asked to “DO NOT” tick any of the boxes under the USER ROLE heading. 

14. Once you’ve completed the boxes click the ADD icon at the bottom of the screen and be directed to the “User 

Added Successfully” page. 

15. The “User Added Successfully” page will show the “UserID” that’s been assigned to the new users. Below 

there a box under the heading “Email Template”, the box should default to the “Login Detail” template, if not 

click on the box and select the “Login Detail” template e-mail. Once the correct template as been selected 

click the middle box at the bottom of the screen titled “Send E-mails”, see fig 7. 

fig 7. 



46

16. Once clicked you will directed to the “e-mails have been send page”, click “Home” in the top left hand corner 

of the screen to return to the main page. 

c) Adding new users in bulk to the system. 

1. Under the Personnel icon on the left hand side of the screen there’s a blue icon “- Add Single User”, click 

this icon and you will be directed to the Add single user page. 

2. At the top of the Add single User page you will see a link named “bulk import” click on this link and you will be 

directed to the “User Bulk Import” page, see fig 8. 

fig 8. 



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3. Please read the information on the screen, within the text there’s a link “User Import Template”. Click on this 

link, see fig 8, and you will be directed to an Excel Spread Sheet. Click open and wait for the document to 

open, see fig 9. 

fig 9. 

4. Enter the same information for each individual in the boxes as you would for a single user, see b 1-6. (You 

must write the building name in exactly as it appears in the building list- see Section d for how to check 

building list)) Once you completed the necessary boxes with the detail of all the individuals click “file” at the top 

of the Excel sheet and “save as”. Pick a file you have access too, give the document a name you will 

remember i.e. “audit staff names 1” IMPORTANT NOTE – before clicking the save button, click the “Save as 

type” box and select “CSV (Comma delimited) (*.CSC)” , once selected click the save button, see fig 10. 

fig 10. 



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5. You are now ready to bulk import users onto the system, follow steps 1 & 2 to get to the “User Bulk Import” 

page. Click the “Browse” button at the bottom of the screen and locate the Excel document you have just 

saved i.e. audit staff names1 and double click, see fig 11. 

fig 11. 

6. The name of the document should then appear in the boxes at the side of the “Browse” button. Click the 

“check” button and the system will check the document for any errors. If any errors are found these will be 

displayed in red text under the check button, see fig 12. Any errors will need to be corrected by opening the 

file (find the document as you would normally and make any corrections needed, close the click yes to saving 

the file, click save button, click yes to replace and yes to the message). 

fig 12. 



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7. Once all corrections have bee made repeat steps 5 & 6, once the system is happy the document is correct the 

system will direct you to the “Final Check Successful” & “Import” page. At this point you click the Import button 

at the bottom of the page and you will be directed to the “added users successfully” page, click continue to be 

directed to the e-mail user page, see fig 13. 

fig 13. 

8. Follow steps b) 9&10 to e-mail the new users their “UserID” & “Password” 

9. PLEASE NOTE – if you click “Import” and you get an error message informing you that the import process is 

HALT!, see fig 14. Please check the excel spread sheet to ensure the building name inputted appear exactly 

the same as in the building list. 

fig 14. 



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d) How to check building names 

fig 15. 

a. On the home page under the heading on the left hand side Configuration is the heading – Building 

Names, click on that heading and it will direct you to the Building Name page, see fig 15 



51

. This building list contain all the building that have been entered onto the system, please ensure that if 

you are entering building information into the “Bulk User” excel date base that you enter the building 

name exactly as it appear in this list, that includes capitals used, spaces and postcodes. Once you 

have finished checking the list click “Home” at the bottom of the screen. PLEASE NOTE: If you can’t 

see the building that a new user is working from please contact fraser.shooter@lincolnshire.gov.uk 

e) Updating existing users details 

a. On the home page under the heading on the left hand side Personnel is the heading – User 

Accounts, click this heading and it will direct you to the User account page. This page contains a list 

of all the users on the system, see fig 16. 



52

fig 16. 

fig 17. 

fig 18. 

b. To find an individual click on either the top row of letter choosing the letter their first name begins with 

or the second row of letters for the first letter of their surname. The system will then filter out all the 

names that don’t begin with that letter. You can then scroll name the list of names until you find the 

individual you are looking for. Double click the name and it will direct you to the “User Record” page, 

see fig 17. 

c. These page contains all the information and record that the individual you selected i.e. name, building, 

location, manager, e-mails, etc. If the individual details need to be updated and amended click the 

(Edit) icon next the USER DETAILS, this will direct you to the “Edit User” page, see fig 18. 



53

d. Once you have updated the details of the individual click the “update” button at the bottom of the 

page. (The middle button). Once click the individuals details will have been updated and you will have 

been direct back to the USER RECORD page, see fig 18, click Home at the top of the page and 

repeat steps e) 1-4 if other individuals details need updating. 

f) Sending e-mail reminders to users 

a. On the home page under the heading on the left hand side Personnel is the heading – User 

Accounts, click this heading and it will direct you to the User account page. This page contains a list 

of all the user on the system 



54

fig 19. 

fig 20. 

fig 21. 

b. To find an individual click on either the top row of letter choosing the letter their first name begins with 

or the second row of letters for the first letter of their surname. The system will then filter out all the 

names that don’t begin with that letter. You can then scroll name the list of names until you find the 

individual you are looking for. Once you’ve located the individual you want to e-mail tick the action 

box that’s to the left hand side of their name and the Edit icon, see fig 19. 

c. Once the Action box(es) have been ticked against the individual(s) you want to send an e-mail to click 

the Email icon next to the Action: at the top of the list, it will then direct you to the “Bulk Email” page, 

see fig 20. 

d. Select the appropriate e-mail template from the drop down box i.e. remainder to user to complete 

assessment, remainder of login details, etc. Once the correct e-mail template has been selected from 

the drop down list click the “Send E-mail” button at the bottom of the page, see fig 20. 



55

e. Once clicked you will directed to the “e-mails have been send page”, see fig 21. Click “Home” in the 

top left hand corner of the screen to return to the main page. 



56

APPENDIX 8 

On-line DSE Training & Assessment Tool 

Line Manager & Building Manager 

User Guide 



57

Introduction 

Lincolnshire County Council (LCC) has purchased an on-line Display Screen Equipment (DSE) 1 assessment tool 

from Praxis 42. The system will allow all LCC employees who are defined as “users” to undertaken DSE training 

through the Lins2Learn website and a DSE assessment as required under the Display Screen Equipment 


Line Managers of Employees who are defined as DSE users 

If any of your staff work/use DSE for more then one hour per day they will be classed as a “user” as defined within 

the Display Screen Equipment Regulations 1992. The Employer (Lincolnshire County Council) must provide 

training in regards to DSE safety and provide a system for employees to assess their DSE and workstations. All 

DSE users MUST undertake a DSE assessment that will help to identify any issues or problems they have with 

their workstation. 

This guidance is designed to assist Managers of DSE users with completing any actions from the on-line 

assessment tool by going through the process in a step by step manner. 

The on-line DSE e-learning training course 

The Praxis 42 e-learning training course is available on the Lin 2 Learn web site. The course is designed to give 

DSE users a good understanding the hazards and risks associated with the using of DSE along with information 

on the requirement and control measures that must be implemented to eliminate or reduce those risks. That the 

end of the course these is a simple multi-choice test that user must pass to complete the course successfully. 

The course is available via the Lin2Learn webpage and Employee guidance on undertaken the online DSE 

training is available on there. 

Building Managers 

The DSE assessment may identify issues/problems associated with the fabric of the building i.e. lighting, 

ventilation, temperature, etc. As a building manager you will have responsibility for resolving/taking action on these 

types of issues/problems and recording these on the system. The process for doing this is the same as for line 

managers of the employees. 


a) Line & Building Managers Guidance for the Praxis 42 on-line DSE assessment checklist………… 

b) Quarantine e-mails............................................................................................................................ 

1 (DSE) - All these terms mean the same thing - a display screen, usually forming part of a computer and showing text, numbers or graphics. 



58

a) Guidance for the Praxis 42 on-line DSE assessment checklist. 

2. You should have received an e-mail with your “UserID” and “Password” for the Praxis 42 system along with a 

“Click here to login” icon, see fig 1. (You may receive a quarantine e-mail within these information, please 

see (b) for details on how to release this e-mail) 


fig 1. 

4. Once a member of staff has completed a DSE assessment you will receive an e-mail from the system with a 

summary report of their DSE assessment identifying where actions are required and who is responsible for 

resolving the problem/issue i.e. RED = Problem assigned to you, GREEN = No problems, BLUE = Problem 

identified and assigned to appropriate person. The e-mail will contain a link to the system for you to update, as 

necessary, when actions you are responsible for have been completed. Click the login icon in Completing 

Action section at the bottom of the e-mail, see fig 2. 

fig 2. 



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4. The Link will take you through to the login page. Entre your “user ID” and “password” into the login boxes and 

click the login box at the bottom of the screen, see fig 3. 

fig 3. 

6. The system will then direct you to “Assessment Action Update” page, where it will only list all the 

actions/problems you are responsible for resolving. See fig 4. 

fig 4. 



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7. Below the list on issues/problems there’s an “Intervention Entry” a text box for you to identify and record what 

action(s) you have undertaken to resolve the issues/problems listed above, see fig 5. 

fig 5. 

17. One you entered the action(s) you have taken to resolve a specific issue/problem click the “completed” icon 

and then click submit at the bottom of the page, see fig 6. 

fig 6. 



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18. Once you clicked submit you will be directed to the “Action Successfully Uploaded” page, this confirms that the 

actions you have entered onto the system and have been recorded. The employee’s DSE assessment will be 

updated automatically, see fig 7. 

fig 7. 

19. Click the Return icon at the bottom of the page to be taken to a reviewed summary of the employees DSE 

assessment, this page will allow you to see the current risk level and status of the assessment i.e. High risk, 

Problems Exist or OK, see fig 8. 

fig 8. 



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20. You can return at any time to keep updating and recording the action(s) you are taking to resolve and 

complete the necessary action(s) to resolve the problems/issues. Use the link you received in the initial e-mail 

from the system, see section 2. 

21. As actions are completed and recorded within the system the employees DSE assessment is updated and the 

risk level and status is automatically reviewed and updated until enough issues/problems have been 

satisfactorily resolved and the DSE assessment status is revised to OK. 

22. Once the DSE assessments status as been given a OK the employee will receive an “sign off” email from the 

system giving a summary of all the actions and who to contact for further info that have been taken to resolve 

the issues/problems they identified in their DSE assessment. The email then requires the employee to click on 

a link to confirm they are now happy with the assessment and the actions taken have resolved the 

issues/problems they identified. Once clicked they are when directed to the User Workplace Assessment – 

Sign off page and the process is now fully completed and now recorded within the system. 



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) Quarantine e-mails 

a. Quarantine e-mails – the e-mail you receive with your login details “UserID” and “Password” may be directed 

into the quarantine system. If this happens you will receive a “User Quarantine Release Notification” e-mail. 

Open the e-mail the click on the long http: web address contained within the mail, see fig 9. 

fig 9. 

b. You will then be directed to the Quarantine release page, tick the release and whitelist boxes and then click 

the submit box at the bottom of the page, see fig 10 

fig 10. 

c. Once you’ve clicked “submit” you should then receive a normal e-mail with your login details as identified 

within a 1. 



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APPENDIX 9 

Officers with Administration access to the DSE workstation assessment system 

Name e-mail address Location 

Jane Abbott jane.abbott@lincolnshire.gov.uk Resources Business Support 

(Stamford) 

Jenny Watson; jenny.watson@lincolnshire.gov.uk Resources Business Support 

Lynda Broadhurst lynda.broadhurst@lincolnshire.gov.uk (Spalding) 

Gill Morley gill.morley@lincolnshire.gov.uk 

Trena Pike trena.pike@lincolnshire.gov.uk 

Operation Business Support 

Sue Heeney sue.heeney@lincolnshire.gov.uk 

Kate E Middleton kateE.middleton@lincolnshire.gov.uk Development (Communities) 

Marion Ambler- marion.ambler-woulds@lincolnshire.gov.uk 

Wolds 

Resources Business Support 

Ann Thompson ann.thompson@lincolnshire.gov.uk 

Clare Evans clare.evans@lincolnshire.gov.uk 

Jeanette Amaral jeanette.amaral@lincolnshire.gov.uk 

Cathrine Partington catherine.partington@lincolnshire.gov.uk 

Youth Offending Services 

Sarah Tennant sarah.tennant@lincolnshire.gov.uk Strategic Risk management 

Fraser Shooter fraser.shooter@lincolnshire.gov.uk (Corporate) 

Chris Soper chris.soper@mouchel-lincoln.com 

Liz Dirjal liz.dirjal@mouchel-lincoln.com 

Rob Taylor rob.taylor@mouchel-lincoln.com 

Keith Rhodes keith.rhodes@mouchel-lincoln.com 

David Vardy david.vardy@mouchel-lincoln.com 

Mouchel H&S Services 



65

G13 Display Screen Equipment - Lincolnshire County Council

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