Accommodation & Hospitality Services STAFF BRIEFING – No 20 Workstations & Ergonomics

Accommodation & Hospitality Services Aims & Objectives AIM: Increase awareness of responsibilities, workstation set up and University policies and procedures as well as improve working environment for staff. OBJECTIVES: To understand individual and managerial responsibilities To understand the processes to follow To gain an overview of the relevant University policies and Procedures

Accommodation & Hospitality Services What is Ergonomics Applying ergonomics is about how people 'fit' with their work activities, equipment and enviornment to ensure the equipment, tools or workplace are adjusted to suit the user and thus reduce the risk of injury. In doing so it recognises that everyone is different in terms of: Body size, shape, height - Muscle strength - Visual, hearing and mobility - Posture Mental agility - Personal preferences - Knowledge and experience To assess the fit between a person and their work, ergonomists have to consider many aspects of the person and the activity. These include: Their workstation, including any standing or seating position Equipment used Hand-tools Any repetitive and forceful movements necessary Vibration created Extremes of temperature Location or working environment especially where confined Poor ergonomics can lead to injuries of the musculoskeletal system including the body’s muscles, joints, tendons, ligaments and nerves affecting the upper or lower limbs and back.

Accommodation & Hospitality Services Workstations Many people using computer workstations report aches, pains or eye discomfort. These aches and pains are classified as upper limb disorders (ULDs). When they are developed as a consequence of work based activities they become known as WRULDs. They include a range of conditions including neck, shoulder, back or arm pain. These types of problem can be minimised by correct workstation set-up, adopting a sensible posture, and taking suitable breaks during longer periods of use. If you habitually use display screen equipment as a significant part of your normal day to day work, you are entitled to ask your department to pay for an eyesight test by an optometrist. If you need glasses specifically for display screen use and your normal glasses are not suitable, the department should also contribute to the cost of a basic pair of glasses.

Accommodation & Hospitality Services  A workstation includes display screen equipment such as a monitor, keyboard, mouse, telephone, modem, printer, chair, desk and the immediate working environment.  Employers must carry out a suitable and sufficient risk assessment for all workstations, and record the findings.  The assessment should be kept up to date with any workplace or task changes as and when they occur.  Employers should ensure that employees who work with display screen equipment for more than two hours a day are provided with regular breaks or changes in activity.  Employers must provide appropriate eye and eyesight tests upon request. The University will not pay for glasses however, unless they have been prescribed as being essential for use with DSE equipment and relate specifically to that equipment i.e. normal glasses would not be sufficient.  Employers must provide adequate health and safety training for use with workstations.  Employees have a duty to make full and proper use of any safe systems of work or procedures established as a consequence of any risk assessment for DSE tasks. The Health and Safety (Display Screen Equipment) Regulations 1992

Accommodation & Hospitality Services University Policy guidelines Work activities should be organised to provide a variety of work tasks throughout the day and thus minimise the length of time spent continuously using a keyboard or mouse. A minimum of five minutes in every hour should be spent away from the workstation. Employees are encouraged to report anything which causes discomfort or pain when using their workstation, to their line manager as soon as possible. Working for long periods of time from a laptop is not recommended. If laptops are used then they should have the benefit of a docking station, a separate monitor and/or keyboard. Screens should be kept clean and free from dust. Cables should be tidy. A swivel chair capable of being adjusted both in height and back support must be supplied for all workstation users. Feet must be able to reach the floor comfortably when sat with elbows at 90º to the desk, but if not then a foot rest must be supplied.

Accommodation & Hospitality Services The desk should be large enough to provide adequate space for equipment and documentation with room for the arms and keyboard. The keyboard and mouse should be comfortable to use and accessible. Monitors should be positioned to avoid glare and reflection. They should be capable of being tilted back and forth as well as up and down. Both brightness and contrast should be adjustable. The eyes of the user should be level with the top of the screen. Lighting should include both natural and artificial sources. Heat, noise and vibration created by the equipment should not be excessive to the point of discomfort. Records of DSE assessments, eye tests and training will be recorded and retained. Cont…

Accommodation & Hospitality Services So, What do I do? All managers are responsible for ensuring new staff and new and expectant mothers receive a workstation assessment as soon as possible All staff should carry out a new assessment every time they use a different workstation Complete the self assessment here ( wellbeing/ergonomichazard/workstations.bho/index.html) Simple issues (Chair/keyboard/mouse etc.) should be resolved by line managers More complicated issues should be referred to the Monitoring & Support Manager or UHSE. They will then advise on next course of action

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