DSE Facilitator responsibilities

We are required by law to ensure that employees who use Display Screen Equipment (DSE) are trained in their safe use and have their workstation assessed for risk to their health.

Your head of department, section or business unit is responsible for health and safety in your area and line managers are responsible for ensuring DSE assessments are carried out, monitored and reviewed for their employees who use computers and other display screen equipment.

As a DSE Facilitator your role is to assist line managers by co-ordinating the assessment process and assisting employees to get equipment or further help if their DSE assessment identifies problems.

If you would like assistance or guidance on how to manage DSE self-assessment records, please contact Health and Safety. 

What you need to do

• Keep a record of who has completed a DSE assessment.
• Show DSE users how to adjust their chair for comfort.
• Check that shared workstations (eg hot desks) comply with part B of the DSE assessment.
• Review assessments with employees and help them to identify what actions are needed.
• Seek advice from Health and Safety for more complex problems.
• Keep the relevant line manager informed of results of DSE assessments for their employees and advise them if an Occupational Health referral is needed.
• Review DSE assessments with outstanding actions until they are resolved.
• Make sure DSE assessments are reviewed following significant changes.
• Check that employees review their assessment following the annual reminder (issued in the Spring Term).  

Adjustments

The need to make adjustments to a workstation can arise at any time and can involve small changes to a desk layout or more substantial adjustments to a work area. Individuals who use DSE equipment may suffer short-term injuries or long-term medical conditions that change over time.

Your role as a DSE Facilitator is to help individuals change the setup of their workstation to reduce and prevent discomfort from musculoskeletal injuries, muscle or joint problems from DSE work. Each DSE case will be different, some may require a minor adjustment whereas others may require specialist equipment. It is highly recommended that you attend the DSE facilitator training course to obtain the knowledge and resources needed to perform DSE assessments.

DSE facilitators work closely with the line manager of the individual affected and will be supported by Workplace Health, Safety and Wellbeing (WHSW) when necessary.

Assessment process

• Level 1 DSE self-assessment form - managed and administered within the department/section.
• Level 2 assessment - carried out by the DSE facilitator when issues have been noted on a DSE self-assessment form. Assistance from a member of the Health and Safety team can be provided if required.
• Level 3 assessment - conducted by Occupational Health following a management referral. 

Conducting a level 2 DSE Facilitator checklist assessment

If a problem has been recorded in an individual’s DSE self-assessment (section A or B), a level 2 assessment is conducted so the individual’s situation can be assessed, and the appropriate solution can be found to meet their needs. A level 2 assessment can also accompany a management referral to Occupational Health if the adjustments required can't be provided by a DSE Facilitator.

Level 2 DSE Facilitator checklist assessment form (.docx)

Eye tests

DSE users are entitled to regular eye and eyesight tests. Eye tests are available via Occupational Health.  

Personal Emergency Evacuation Plan (PEEP)

Consideration must be given on the ability of individuals to escape during a fire or fire alarm activation. Short-term injuries or long-term disability will affect the speed and ease of evacuation. If the mobility of an individual is affected by an injury or illness you will need to refer to the guidance on Personal Emergency Evacuation Plans.  

Ergonomic equipment, furniture and software

Trial equipment for short-term loan

A small stock of ergonomic equipment is held by WHSW that can be used on a trial basis before ergonomic equipment is procured. The trail can last up to three weeks after which a permanent solution can be procured from IT Purchasing or from approved suppliers. Contact safety@essex.ac.uk to arrange a short-term loan. At Colchester, some items may be available to loan through Bookit AV.

Replacing chairs and instruction manual

• If a new chair is required please refer to the flowchart on obtaining chairs for DSE users (.pdf)
• Solar/task chair instruction manual (.pdf)

Obtaining IT ergonomic equipment

If ergonomic equipment is required please refer to the flowchart on obtaining non-chair items (.pdf).

Software

Workrave is a useful, free downloadable tool which assists in the prevention of work-related upper limb disorders. The programme frequently alerts users to take micro-pauses, rest breaks and can assist you with your daily DSE management. You can download it through the Workrave website.

Desk risers

The DSE facilitator should measure the desk height and if a small adjustment (up to 5cm) is required a request to install desk risers can be made to the EMS Helpdesk (a cost-code will be required).  

DSE referrals to Occupational Health

Many existing medical conditions can be managed without the need for specialist occupational health advice. Line manager referral or further advice from Occupational Health should be considered in the following circumstances:

• when the user has equipment needs that can’t be met from the provision of the standard stock chairs or range of equipment
• if the user has complex needs, eg because of a disability
  if the problem doesn’t resolve following a Level 2 assessment/intervention– contact Occupational Health for advice on whether to recommend referral

If you think an Occupational Health referral is needed, you will need to advise the individual's line manager and ask them to complete the referral form. Guidance on making a management referral is available to assist with filling out the referral form.