Human Resources

Eye-care for Display Screen Equipment (DSE) user

Health and safety Display Screen Equipment Regulations 1992 as amended 2002

These regulations came into force on 1 January 1993 they control the use of display screen equipment (DSE). The regulations apply to members of staff who are defined as users. In the case of such staff their workstation must be assessed to determine the health risks and the user must be provided with a free eye/eyesight test when he/she requests it. If the tests show that it is necessary for the user to have spectacles specifically for use with DSE then these must be provided free of charge to the user.

STEP 1: Definition of a User

The regulations define a user as an individual who habitually uses display screen equipment as a significant part of his/her normal work.

To help decide whether an individual falls into this category, a number of factors need to be considered. These are:

• Sessions of continuous use for more than 1 hour nearly every day then the individual is a user;
• Much display screen equipment work, especially that carried out by academics and other researchers is intermittent, which will make the previous statement difficult to apply. In these cases the total time spent on display screen equipment over a period of a week should be considered:
  • if the average is about 2 hours a day or more, the individual is a user;
  • if the average is less than 1 hour then, subject to an examination of the type of usage, the individual is not defined as a user;
  • if the average is between 1 and 2 hours, the type of usage must be taken into account;

If there is any doubt as to whether the employee is a display screen user then contact Health and Safety Office for advice.

Step 2: Line manager to complete the on-line eyesight request form

The head of department/manager should complete the eyesight request form confirming the employee is a VDU User (as defined above). A HS5 number must be obtained from faculty finance managers or department finance officer. The appropriate cost code must also be provided.

Step 3: Specsavers voucher

The DSE user will be sent an email with an attached HS5 form to collect a Specsavers voucher from the finance cash office in University House. This voucher is to be regarded as cash, and departments will be charged when this voucher is collected from finance. The Specsavers voucher will entitle the user to a free eye test and should the user require DSE glasses £45 towards the cost of the spectacles.

Should they wish to upgrade to more expensive frame, lenses or varifocals this may be done at their own expense. Please note this scheme does not include the provision of contact lenses.

Some staff may already receive a free eye test (for example if they are over 60 or a glaucoma sufferer) but this does not exclude them from receiving a contribution from the University towards your spectacles should they require them specifically for computer use.

When the individual concerned has collected his/her voucher, he/she will need to make arrangements with any convenient Specsavers to have an eye test.

After your eye sight test, please return your voucher slip to the Health and Safety Office.

Step 4:  Retests or special requirements

The employee will be notified by Specsavers when a retest of his/her eyesight is required; usually this is every two years. He/she will need to contact his/her line manager to start the process again and complete the on-line form.

If an employee needs an early eye sight test for health reasons or has any other special requirements regarding his/her vision please contact occupational health.

Step 5: Costs

The University has a contract with Specsavers for eyesight tests and therefore we are unable to reimburse the costs should you choose to go elsewhere. All costs incurred in the above procedure will be charged to the employing department.

If you lose your Specsavers voucher you will need to contact your line manager.

Please contact health and safety is you have a further questions on Ext 3075