Health and Safety Services
DSE Assessor’s
Manual
Health and Safety Services
Extension 8888
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E-mail safety @reading.ac.uk
January 2011
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1. Introduction
DS Easy is an online, web based software package designed to provide staff with:



training on the use of display screen equipment (DSE)
a means of assessing their own work station (ie computer, desk, chair, work
environment)
a test of their knowledge of DSE hazards
DSE administrators should be appointed to manage the overall system. This involves inputting
users onto the DSEAsy system, initiating the assessment process, and then helping to resolve
any issues that arise from the individual assessments.
This manual takes you though the steps you need to follow to ensure workstation assessments
are completed in your area.
The two web addresses that you need are:
http://uniread.dseasy.net/ For accessing the user training package, assessment and test
http://dseasy.net/admin/ For accessing the admin suite, entering users, viewing assessment results etc.
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2. Completing DSE assessments for your area using
DSEAsy - the process
The following flow chart outlines how to go about organising DSE assessments using DSEasy.
Appoint sufficient administrators/assessors (approx 1:20)
Identify organisational structure (School/ Department/ Unit)
Identify DSE Users
Set up DSE Users on DSEasy
Review results for each individual user
Visit each user to confirm results and resolve issues
Note actions in DSEasy
If necessary refer need for resources/equipment etc. to
management
Refer significant health problems to OH
If necessary, review after days/weeks/months
When all actions are completed, close session/assessment for each
individual user
Ensure new staff are added to system, take off people who leave,
undertake refreshers at 2 year intervals or when conditions change e.g.
office 4move
3. Setting up an individual workstation and completing a
DSE assessment with the user
1.
Adjust the seat back
 Maintain the inward curve of lumbar spine
 Choose a seat that is level or has a forward tilt of 5-15° so hips are slightly higher than your
knees
 Keeps pelvis correctly positioned whilst spine maintains its ‘S’ shape
 Weight evenly distributed across the discs
 Do not perch on the front edge of the seat
 Avoid slouching where the angle of the pelvis rotates backwards, causes loss of inward curve
and excessive strain on the lumbar discs
 Ensure good lumber support for lower back
 Change position regularly to prevent static loading
2.
Adjust the seat height
 No excess pressure under the thighs
 Use foot support if required
3.
Correct posture and position
 Ensure space for postural change – no obstacles under the desk
 If arm rests are provided they should not prevent the chair being pushed close to the desk
 Forearms approximately horizontal (90°)
 Minimal extension, flexion or deviation of the wrists
4.
Position the keyboard
 Don’t have the keyboard too far away - move it closer
 Have space in front of the keyboard to support hands/wrists during pauses in keying
5.
Position the mouse
 As close as possible to the side of the keyboard
 Try using the other hand to avoid overuse
6.
Adjust the screen height and angle to allow comfortable head position, with straight neck
7.
Working practices and the environment
 Keep moving - prevents muscular strain, assists blood flow and helps concentration.
 Keep free from trip hazards,
 Check electrical equipment is in good condition and PAT tested
 Check user’s working practices e.g. rest breaks, correct use of equipment
8.
Special Needs
 Seek expert advice!!! Contact Occupational Health
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 Ergonomic keyboards, pros and cons, usually means retraining
 Pre existing injuries require a detailed assessment by Occupational Health, need to be referred
by the Department, together with a completed risk assessment
9.
Laptops
 Design of the equipment - screens are fixed to keyboards making it impossible to position
screen and keyboard at correct distance
 Portability means working in a wide variety of places and not adopting correct posture
 Carrying heavy weight can cause back pain - keep weight to a minimum., use backpacks to
spread the load (3kg or less)
 Do not accept the laptop standard as being correct
 Use docking systems, separate keyboards and mouse wherever possible
 Increase height of laptop using stands or risers
 Take more breaks/changes in activity
 Remember security issues with laptops
10.
Homeworking
Very few staff are required to work at home
University has legal obligations if it agrees to homeworking or tacitly accepts it as a regular and
routine practice
Use paper DSE assessment checklist and self assess
Provide information and training
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4. DS Easy Level 2 Administrator Manual
Contents
How to log on as a Level 2 Administrator for DSEasy ................................................................................. 8
Changing your password ............................................................................................................................. 8
Adding a user ............................................................................................................................................... 9
Linking a User to a Node............................................................................................................................ 11
Launching a session ................................................................................................................................... 11
Resolving Issues ......................................................................................................................................... 12
Customising E-mails................................................................................................................................... 14
Managing Assessment Sessions ................................................................................................................ 16
Moving users to other Nodes .................................................................................................................... 18
Deactivating a User.................................................................................................................................... 19
Further help ............................................................................................................................................... 20
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How to log on as a Level 2 Administrator for DSEasy
Go to the DSEasy Administration Suite: http://www.dseasy.net/admin/ via Windows Internet Explorer,
then use your University e-mail address and your allocated DSEasy password to access the system. NB
You will have been e-mailed a password when Health and Safety Services entered you as a DSEasy user.
If you have forgotten your password you can request another by going to the User Welcome page of
DSEasy (www.dseasy.net), entering your e-mail address and clicking Reset Password. A new password
will be automatically e-mailed to you.
Changing your password
If you would like to change your password to something more memorable, log in to the Admin Suite:
Under Login, click change
password.
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Type in your old password,
then choose a new
password.
Confirm new password.
Click Change.
Adding a user
For small groups of users (up to 30) it is easier to add users individually rather than en masse. We
would advise each administrator to look after no more than 20 users. This may mean having to appoint
a number of administrators for each School / Directorate. If you would like to add large groups by using
a spread sheet contact Health and Safety Services to discuss this option.
Under Users,
click Add.
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Add the
information
requested for
each user. Click
Insert.
User Identifier is
the University IT
user name e.g.
VTS05jwc.
Group Identifier
ID is the Node/
group to which
the user belongs
e.g. French
Studies, Finance,
Chemistry.
Nodes/Groups can be set up to match your department / School structure, or any other grouping that
meets your requirements. You should contact the DSEasy Master Administrator (Jon Crabb, Health &
Safety Services, e-mail [email protected]) with details of your preferred structure, and he will set
up sub-Nodes on DSEasy to match.
Once a user has been added, an Edit User page appears. Check the details are correct. You then need to
allocate the user to a Node, by clicking User Administration.
NB The legal requirement to undertake training and a workstation assessment only applies to people
who are employed and who are classed as DSE users. This includes all University staff who are DSE
users, but excludes agency staff (their agency employer is responsible). However it is recommended
that postgraduate students who regularly use computers are included in the DSEasy system to enable
the University to meet its duty of care.
Click User
Administration.
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Linking a User to a Node
It is very important to
link each user to a
Node.
Click on the drop down
menu ensure DS Easy is
selected
Click on the drop down
menu to select the
correct Node.
Then click Update.
Launching a session
Make sure you are
in DS Easy
Check all details for
the user are correct,
including allocation
to the correct Node.
Especially check email address!
Tick Training, Test
and Checklist.
Then click Launch
Session.
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Resolving Issues
Once you have launched sessions, the users have to undertake the training, test and workstation
assessment. This will probably identify that there are issues to be resolved, to ensure that the
workstation and user working practices comply with the law and that any risk of health problems is
minimised. DSEasy automatically allocates weighted scores to issues. The higher the score, the more
serious are the issues. If the total score is in excess of 100 there are major issues. The purpose of
following up issues with the user is to reduce the score to the lowest level you can. However it may not
be possible to reduce the score down to 0.
Under Manage Users, find the user you are going to assess:- (this example is using Easy Trainee):
Click Users, click Find to
find the correct user (or
from the Assessment
Session Manager screen,
click on the DSEasy Plus
Total Users Allocated to
bring up a list of names in
that Node, and click on
the user name.
Select Easy Trainee.
Select Administration.
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Click: Start
assessment / Manage
Session
Under the list of
users for this node
and the heading
Assessment , you will
see Issues.
Underneath will be a
list of all the issues
that have been
flagged by this user,
either through the
workstation
assessment checklist,
or by giving incorrect
answers during the
on-line test.
Resolving issues may involve providing equipment such as a foot stool, document holders etc or
educating users on posture, chair set up, mouse use etc.
You can add in notes
and actions,
target dates for
completion, and then
click Update. This will
e-mail you a reminder
once the date has
expired
If the issues are
resolved click
Resolved. This will
mark the issue as
closed and reduce the
risk score.
If the issues are not
resolved, leave the
issues as it is.
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When the issues have
been resolved as far as
possible you can either
close the session, or
close the session and set
a relaunch date for the
training, test and
checklist if necessary.
This might be if the
workstation has changed
dramatically and a new
check list is needed.
Customising E-mails
Users will be sent automatic e-mails to instruct/remind them to do the training, test or workstation
assessment checklist. The contents of the e-mails are preset but can be personalised for your Node. You
can also change the escalation periods for completion of sessions by users. We would recommend that
you do not change the main content of the e-mails, but some minor changes should be made to
customise them for your Node.
In Assessment Session
Manager, under Manage,
click on your Node.
Click on E-mail in the
greyed out menu at the
top of the screen.
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This screen shows the
current content for
automatic e-mails.
Scroll down the
screen for the Node Email Settings.
Inherited Values are
the master set. These
can be overwritten by
completing the
settings for the Node
E-Mail Settings,
below.
Leave this section
blank or the
information will be
provided twice
Changes you should
make are:
 the removal of
H&SS details,
replacing them
with details of the
DSeasy
administrator for
your Node.
 Changes to the
grace and
escalation periods
(days) which will
trigger follow-up
e-mails.
NB You can cut and
paste from the
Inherited Values Emails.
Click Update once
changes have been
made.
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Managing Assessment Sessions
Select your node
i.e. Training node
The Box has the
option for DS Easy
plus and DS Easy.
Choose DS Easy,
select the number
in the box named
All Sessions (Excl.
Closed)
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This section allows you look at the open sessions in your node. From here you can
perform a variety of tasks including launching, Administration and deactivating
users. This also helps to show you the staff who have not completed their sessions
or even not started them. You can also priorities the risks and deal with the higher
scoring users first.
Select Assessments
All puts the sessions
in risk order.
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Moving users to other Nodes
Under Node Explorer,
click on your Node.
Click on the number
next to Total Users
Allocated.
Again there will be a
column for DS Easy
plus and DS Easy
make sure you select
DS Easy.
Click on Workstations
in the top greyed out
menu.
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Click on Show option
to move
workstation(s).
Tick the users you wish to
move.
From the drop down list
select the Node you wish
to move them to.
Then click Move.
Deactivating a User
You may need to deactivate a user when they leave the University, or stop being classed as a DSE user.
Deactivating them removes them from the list of Active Workstations, but the records remain archived
within the system.
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Under Users, select
Find to bring up the
Manage Users screen.
Find the user to be
deactivated.
Select Administration.
Tick Deactivate. Then
click Update.
Further help
If you are unable to resolve any issues, contact Jon Crabb, Health and Safety Services, in the first
instance ([email protected]. Extn 7738 or Rebecca Bridges Extn 8888).
DSEasy Manual Final Jan 11
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