DSE Assessment Guide: Display Screen Equipment Regulations UK

Quick Answer: What Is a DSE Assessment?

A DSE assessment (Display Screen Equipment assessment) is a legal requirement for UK employers under the Health and Safety (Display Screen Equipment) Regulations 1992 (as amended). Any employee who habitually uses a computer, laptop, or other display screen equipment as a significant part of their normal work is classified as a DSE user and must have their workstation assessed.

The purpose is to reduce the risk of musculoskeletal disorders, eye strain, fatigue, and stress associated with prolonged screen use. With the shift to hybrid and remote working since 2020, DSE assessments now extend to home workstations as well as office-based setups.

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Who Needs a DSE Assessment?

The regulations define a user as an employee who habitually uses DSE as a significant part of their normal work. In practice, this includes most office workers, remote workers, and anyone who uses a computer for continuous periods of an hour or more on a regular basis.

Indicators that someone is a DSE user:

• Uses a computer or laptop for most of their working day
• Has no discretion over whether to use the equipment
• Needs particular skills or training to use the equipment
• Uses the equipment for continuous spells of an hour or more
• Uses the equipment daily

Who is NOT typically a DSE user:

• Someone who uses a computer occasionally or briefly
• Someone who has genuine freedom to choose whether to use a screen
• Drivers using in-vehicle screens (covered by other regulations)

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Employer Duties Under the DSE Regulations

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How to Carry Out a DSE Assessment

The Workstation Checklist

The HSE provides a workstation checklist covering the following areas. Each item should be assessed and recorded:

Display screen:

• Characters clear and readable
• Image stable (no flickering)
• Brightness and contrast adjustable
• Screen swivels and tilts
• Screen free from reflections and glare
• Screen positioned at arm's length, top of screen at or just below eye level

Keyboard and mouse:

• Keyboard separate from screen (for desktops)
• Keyboard tiltable with a matt surface
• Characters legible on keys
• Mouse positioned close to the keyboard
• Mouse moves smoothly and freely
• Wrist rest available if needed

Desk/work surface:

• Large enough to accommodate equipment and documents
• Matt surface to reduce glare
• Document holder available if needed
• Space to change position and vary movements

Chair:

• Adjustable seat height
• Adjustable back rest height and tilt
• Good lumbar support
• Five-star base with castors
• Arm rests (if fitted) do not prevent the user getting close to the desk
• Feet flat on the floor or on a footrest

Environment:

• Adequate lighting (natural and artificial)
• No distracting reflections or glare on screen
• Adequate ventilation and temperature
• Low noise levels
• Sufficient space around the workstation

Software:

• Appropriate for the task
• Easy to use and adapted to the user's level of knowledge
• No undisclosed performance monitoring

Assessing Home Workstations

Since the expansion of remote and hybrid working, the HSE has confirmed that employers have the same duties towards home-based DSE users as office-based ones. This means:

• Carry out a DSE assessment for the home workstation
• Provide equipment if the home setup is inadequate (monitor, keyboard, mouse, chair if necessary)
• Offer guidance on setting up the home workstation safely
• Review the assessment periodically

Practical approaches:

• Use a self-assessment questionnaire completed by the employee with photographs
• Follow up with a video call to discuss any issues
• Provide an equipment allowance or loan of office equipment

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Breaks and Activity Changes

The DSE Regulations require employers to ensure that DSE users can take regular breaks or changes of activity to reduce continuous screen work. The regulations do not specify exact break durations, but HSE guidance recommends:

• Short, frequent breaks are better than occasional longer ones
• 5-10 minutes away from the screen every 50-60 minutes of continuous use
• Breaks should involve a change of activity (not just switching to a different screen)
• Breaks should be taken before fatigue sets in, not as a recovery measure

These breaks count as working time -- employers cannot require employees to make up screen break time.

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Eye Tests and Corrective Lenses

Employer Obligations

DSE users are entitled to request:

1. An eye and eyesight test (paid for by the employer) when they first become a DSE user and at regular intervals thereafter
2. Further tests if they experience visual difficulties that could be related to DSE work
3. Corrective lenses (basic spectacles) if the eye test shows they are needed specifically for DSE work -- i.e. the user's normal glasses or contact lenses are not adequate for screen distances

Key points:

• The employer must pay for the eye test
• The employer must pay for basic corrective lenses if they are needed specifically for DSE work (not for general use)
• The employer does not have to pay for designer frames or upgrades beyond what is needed
• Many employers offer a fixed contribution (typically £50-£150) towards DSE glasses

VDU-Specific Lenses

Standard glasses are prescribed for near (reading) or far (distance) vision. DSE work requires comfortable vision at an intermediate distance (typically 50-70 cm). If a user's existing glasses do not provide clear, comfortable vision at this distance, they may need specific VDU/DSE lenses.

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Common DSE-Related Health Issues

The 20-20-20 Rule

Every 20 minutes, look at something 20 feet (6 metres) away for at least 20 seconds. This relaxes the focusing muscles in the eyes and reduces eye strain.

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DSE Assessment for Laptop Users

Laptops present particular ergonomic challenges because the screen and keyboard are attached, making it impossible to position both optimally at the same time. If an employee uses a laptop as their primary workstation:

• Provide an external keyboard and mouse
• Provide a laptop stand or riser to raise the screen to eye level
• Or provide an external monitor at the correct height

If a laptop is used only for short periods (such as occasional travel), no additional equipment is strictly necessary, but good practice is to provide a carry case and encourage breaks.

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Record Keeping and Review

• Keep a record of each DSE assessment, the findings, and any actions taken
• Ensure the user agrees the assessment is accurate and signs off
• Review assessments when there are significant changes:
  • New equipment or software
  • Change in workstation layout
  • Change in job role or working patterns
  • User reports discomfort or health issues
  • Move to a different workstation or to remote working
• Best practice: review DSE assessments at least every 2 years, or annually for high-use environments

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How Grove HR Supports DSE Compliance

• Onboarding workflows -- include DSE self-assessment as a mandatory new-starter task
• Document management -- store completed DSE assessment forms against employee records
• Training tracking -- log DSE training completion and set renewal reminders
• Absence monitoring -- identify patterns of musculoskeletal or eye-strain related absence
• Equipment records -- track equipment issued to home workers (monitors, chairs, risers)