Guidance on Display Screen Equipment (DSE)

Find everything you need to manage the risks of workplace setup and work safely with display screen equipment (DSE) - whether you're on site, at home, or hot-desking.

What is Display Screen Equipment (DSE)?

DSE (Display Screen Equipment) refers to devices with an alphanumeric or graphic display, such as monitors, laptops, touch screens. The Health and Safety Executive (HSE) defines a DSE user as anyone using such equipment for over an hour a day and recommends a thorough risk assessment for work-related use.

The new DSE platform

The DSE assessment ensures staff work safely at home or in the office. The University uses Healthy Working Plus to streamline the process and ensure compliance. When a staff member - whether a new starter or existing employee - is due for an assessment, they will receive communication from their department and an email invitation from Healthy Working Plus with a link to complete it. Staff must retake the assessment periodically or after significant workspace changes. It is a requirement for all PC users.

Why is proper use of DSE important?

Understanding the risks associated with improper use of display screen equipment is crucial.

Inappropriate use of DSE can cause upper limb disorders, such as tendonitis or carpal tunnel syndrome. It can also make you more aware of existing eyesight-related problems or increase stress-related problems. Studies show that around 90% of heavy screen users experience symptoms of computer vision syndrome—such as eyestrain, headaches, and neck pain—while over half report significant eye discomfort and nearly half suffer from neck pain. Highlighting these risks underscores why long-term health, productivity, and legal compliance are critical for both staff and the University.

Guidance for all staff:

Who needs to take action?

All staff members are responsible for proactively managing their DSE setup. Every department has a nominated and trained DSE assessor/coordinator who is able to support you with any questions, requests or problems you may have carrying out the assessment or to help guide you in regards to any adjustments to your DSE station set up you may need. If they cannot resolve the issue, it will be escalated to the Safety Office.

What you need to do:

Complete your DSE self-assessment: Complete the self-assessment (emailed when due) to identify any workstation issues or risks.

Adjust your workstation: Follow the guidance below to adjust your workstation for optimal comfort and safety:

Report issues or request support with your workstation: Report any issues to your DSE coordinator. For serious cases, such as significant musculoskeletal problems, they may refer you (with consent) to Occupational Health for assessment.

Consult our resources: Set some time aside to have a look through the DSE Policy statement, guidance on musculoskeletal health, and the FAQs below.

Complete a DSE eye test: All DSE users can request an eye test via their department, which will cover the test cost and contribute £75 towards DSE-specific glasses; we recommend doing this twice a year—see our policy for details.

Guidance for DSE coordinators and assessors:

The University uses Healthy Working Plus to streamline DSE assessments, with phased onboarding and training. Coordinators and assessors must take part in training before they can use the platform, and will be invited to training sessions with the project team ahead of going live with the platform.

Upcoming training sessions:

Tuesday 9 September 14:30-15:30: Add training to calendar (click download cal file) or Join this Teams meeting

Wednesday 24 September 10:30-11:30 Add training to calendar (click to download cal file) or Join this Teams meeting

Monday 13 October 11:00-12:00 Add training to calendar (click to download cal file) or Join this Teams meeting

Tuesday 11 November 14:00-15:00 Add training to calendar (click to download cal file) or Join this Teams meeting

Thursday 27 November 11:00-12:00 Add training to calendar (click to download cal file) or Join this Teams meeting

For additional guidance and a refresher of training, coordinators and assessors can watch our training video and read the DSE policy statement.

You can also view the PDF's above in the 'Adjust your workstation' section, for workstation guidance and best-practice.

The table below outlines the changes in role responsibilities to simplify processes and reduce admin:

User type	What's changed	What hasn't changed
DSE Coordinator	No longer invites, monitors, or chases DSE completions Focus shifted to coordinating accessors Can assign assessors in PACE Possible new alignment with PACS structure	Still supports DSE process Has access to staff list in their PACS section/Department
DSE Assessor	Focuses on assessments with risks May need help identifying assigned staff Can assign themselves or other assessors in PACE Possible new alignment with PACS structure	Views all of their departmental assessments Still addresses flagged assessments
Departmental Safety Officer (DSO)	Second-line support to assessors after coordinators Oversees PACS level 3 areas (departments) Uses PACE for reports and staff list access	Oversees departmental DSE processes
Divisional Safety Officer	Uses division-wide dashboards Can drill down by department	Oversees DSE completion across the division
Health & Safety Systems Support Team	Sends DSE invitations and reminders	System support for DSE coordinators and assessors Manages system roles and department visibility

If you have any questions or requests for training or further guidance, please contact the Safety Office.

Further information about DSE can be found on the Health and Safety Executive.

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What is the DSE assessment?

The DSE (Display Screen Equipment) assessment is a mandatory evaluation that consists of a training course and a self assessment questionnaire for all university staff to ensure that their workstation is set up correctly and that they are working in a way that minimises the risk of discomfort or injury.

How long does the DSE assessment take?

The assessment typically takes about 30 – 45 minutes to complete. It consists of an online training course and a self-risk assessment questionnaire.

Can I complete the assessment for both my work and home environments as I work in a hybrid manner?

Yes, there is an option in the profile screen where you can indicate that you work both in the office and at home. You should only need to complete the assessment once, and the advice provided will be applicable in both scenarios.

I don't use a PC, do I still have to take part in this?

If your role does not involve the use of Display Screen Equipment (DSE), you have the option to opt out of the assessment. However, if you do use DSE, even occasionally, we recommend that you log in and complete the DSE assessment at your convenience.

Can I pause the assessment and resume later?

We recommend that you complete the assessment in one sitting. However yes, if you need to pause partway through the assessment, your progress will be saved, and you can return to complete it later.

How can I unsubscribe?

Staff cannot unsubscribe. The assessment is required for all university staff.

What should I do if I encounter technical issues during the assessment?

If you experience any technical difficulties while completing the assessment, please contact the IT support team for assistance.

How will the assessment help me?

The assessment is designed to help you identify and address any issues with your workstation setup, ensuring a safe and healthy working environment.

What happens after I complete the assessment?

After completing the assessment, you will receive personalised advice on how to improve your workstation setup and reduce the risk of discomfort or injury.

Who can I contact for more information about the DSE assessment?

For more information about the DSE assessment, please contact your department DSE coordinator/assessor.

How often do I have to undergo the DSE assessment?

The current policy is under review but you will be contacted when you are due to take part, and it won’t be more regularly than annually, unless something changes with your work station set up, or any health issues incur where further assessment may help you identify how further improvements could help.

I’ve completed my assessment fairly recently but have moved offices/jobs within the university and my work set up has changed, can I re-do my assessment?

Of course, please get in touch with your department DSE coordinator who can arrange for the assessment to be sent to you.

Does DSE include laptops, tablets, phablets etc?

Yes, although the risks and need for ‘assessment’ will depend on the usual risk factors e.g. usage, period of use, frequency, dependency, and discrepancy. It's likely that with mobile devices, these will be used in remote locations. The University policy on DSE related ‘remote working’ will therefore apply – see UPS S8/09 for details.

Where can Oxford students get advice about health or disability issues?

Undergraduate and postgraduate students should seek advice from their GP and the Oxford Students' Disability Advisory Service.

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How does my department get access to the University’s DSE self-assessment platform?

Can I refer someone to take part in the DSE self-assessment earlier than they are due to?

Who is responsible for providing corrective equipment?

University policy S8/09 states: “The risks identified in the assessment must be remedied as soon as is reasonably practicable. It is the responsibility of the user’s supervisor to ensure that these actions are implemented.”

On that basis, managers should identify the means for providing corrective equipment. In some cases though, it may be necessary for departments to assist with the provision of corrective equipment e.g. desks. Any problems with providing equipment should be raised with departmental administrators or departmental safety officers.

Do I have to provide a sit-stand desk and other special equipment, if requested?

No. The requirement for providing a sit-stand desk should come out of the DSE Assessment process, with relevant advice from the departmental DSE Assessor. Occupational Health have further advice on the use of sit-stand desk and the benefits from ‘Combatting the rise of the Sedentary Lifestyle’ on their own website.

What do I do about staff members working in colleges?

Colleges are covered by the same health and safety legislation as the rest of the University, so they should have their own arrangements in place to ensure their staff are risk assessed, as necessary. The staff member should consult their college first to determine if they are able to complete the relevant DSE assessment and adjustments. If it's decided that the individual’s work comes under the auspices of the department, and not the college, then the University policy on DSE related ‘remote working’ may apply. University policy S8/09 states:

“Certain employees have the discretion to work away from the University, often at home or within colleges, using computing equipment. Departments and institutions with employees who work at these remote workstations must ensure the following:

(a) Where any individual has been provided with University equipment, it should comply with the requirements of this Policy and should be maintained in a safe condition. “Safe condition” means that the screen must not flicker and the equipment, including the flexes and plugs, must be physically intact.

(b) All individuals who use computing equipment, which may be their own, must arrange their equipment such that risk from trips over cabling or flexes is minimised.

(c) If usage is to the extent that the individuals become “users” for the purpose of their employment in locations away from their normal workstation, they must have the risks of using the equipment and the risk control measures explained to them. However, it is not intended that DSE assessors should make visits to remote locations.

(d) Users will be personally responsible for:

Arranging their equipment and workstations in accordance with the diagram in Appendix 2 and taking regular short breaks.

Arranging a timely repair if their computer screen flickers or their equipment, including the flexes and plugs, become physically damaged.

Reporting, without delay, to their line manager any personal discomfort, e.g. tingling sensations or pains in their hands or forearms or necks, thought to be associated with the use of the workstation.

These points must be emphasized as part of the formal training of these users and training records must be maintained.

If ill health symptoms are identified, the line manager must refer the individual, without delay, to the Occupational Health Service. The Regulations apply to users of DSE and it is therefore essential, as a first step, for departments/institutions/units (herein referred to as departments) to identify relevant employees. Although the legislation only applies to employees, the interests of postgraduate students should also be taken into account and suitable furniture and working environment provided for them.”

What do I do if a staff member is experiencing significant musculoskeletal problems?

If significant musculoskeletal problems are identified in a DSE assessment, refer the employee (with consent) to Occupational Health for a review of symptoms and medical history. Where appropriate, an Occupational Health Adviser may visit the workplace to observe tasks, recommend posture or environment adjustments, and discuss these with the employee and their supervisor.