Display Screen Equipment (DSE)

Display screen equipment (DSE) means devices such as PCs, laptops, tablets and smartphones. Under the Health and Safety (Display Screen Equipment) Regulations 1992, employers must assess the workstations of people who use DSE daily for continuous periods of an hour or more, reduce the risks, plan breaks, provide eye tests on request, and give training. The rules apply at home and when hot-desking, as well as in the office.

Who Counts as a DSE User

The Health and Safety Executive (HSE) says the Regulations apply to workers who use DSE daily, for continuous periods of an hour or more. It calls these workers DSE users. The Regulations do not apply to people who use DSE infrequently or only for short periods.

The HSE explains that poor workstations or incorrect use can lead to pain in the neck, shoulders, back, arms, wrists and hands, as well as fatigue and eye strain.

What the Law Requires

In law, employers must:

• do a DSE workstation assessment
• reduce risks, including making sure workers take breaks from DSE work or do something different
• provide an eye test if a worker asks for one
• provide training and information for workers

These Regulations apply in England, Wales and Scotland.

Setting Up a Desk, Chair and Screen

The HSE says a workstation assessment should look at the whole workstation, including equipment, furniture and work conditions, the job being done, and any special requirements of the person, such as a disability. Where there are risks, steps should be taken to reduce them.

The HSE's good posture guidance for a standard workstation includes having the top of the screen level with your eyes, about an arm's length away; the keyboard just below elbow height; the mouse in line with your elbow; the screen and keyboard directly in front of you so you do not twist; good lower back support from the chair; and a seat height that supports the front and back of the thighs. For prolonged laptop use, the HSE suggests a separate keyboard and mouse so the screen can be raised on a laptop riser, or a separate display screen.

The HSE notes that assessment software can help, but is not an assessment on its own. A trained assessor should review the results, clear up doubtful points and make sure problems are put right.

Home and Hot-Desk Working

The HSE says employers have the same health and safety responsibilities for people working at home as for any other worker. This includes people who work at home long term and those who split their time between home and the workplace. The DSE rules apply to home workers, mobile workers and people at fixed workstations. For hot-desking, the HSE says workers should carry out a basic risk assessment if they change desks regularly.

For home workers, the HSE also suggests considering stress and mental health, safe use of equipment, and the working environment, and talking to workers about their arrangements, because home working may not suit everyone.

Breaks and Changes of Activity

Employers must plan work so DSE users get breaks or changes of activity. The HSE says there is no legal guidance on how long or how often breaks should be, but short, frequent breaks are better than longer, less frequent ones. It gives the example that 5 to 10 minutes every hour is better than 20 minutes every 2 hours. Ideally, people should be able to choose when to take breaks and should get up, move around or at least stretch and change posture.

Eye Tests and Glasses

Employers must arrange and pay for an eye test for a DSE user who asks for one. The HSE says this should be a full eye and eyesight test by an optometrist or doctor. Employers only have to pay for glasses if the test shows the employee needs special glasses for the distance at which the screen is viewed. The HSE also notes that DSE work does not cause permanent damage to eyes, though long spells can cause tired eyes, discomfort and headaches.

When to Revisit a Workstation Set-Up

The HSE says employers must also do an assessment when:

• a new workstation is set up
• a new user starts work
• a change is made to an existing workstation or the way it is used
• users complain of pain or discomfort

Regulation 6 also requires training before someone becomes a DSE user, and again whenever their workstation is substantially modified.

Common Mistakes

• Assessing the office desk but forgetting the home set-up.
• Treating a completed online checklist as the end of the process.
• Working on a laptop on a sofa or kitchen table for full days.
• Skipping breaks during busy periods.
• Not telling staff they can ask for an eye test.

Frequently Asked Questions

Do the DSE Regulations Apply to Home Workers?

Yes. The HSE says the law applies to home workers, mobile workers and people who hot-desk, as well as those at a fixed workstation.

Does My Employer Have to Pay for Glasses?

Only if an eye test shows you need special glasses prescribed for screen distance. If an ordinary prescription is suitable, the employer does not have to pay.

How Often Should DSE Users Take Breaks?

There is no fixed legal rule. The HSE recommends short, frequent breaks, for example 5 to 10 minutes every hour.

Is Assessment Software Enough?

No. The HSE says software is not an assessment on its own, and a trained assessor should review the results.

Training works best when it is short, relevant to the job and refreshed when things change. If you are planning compliance training for a team, you can book a call to talk it through, or see our courses.