**** DRAFT VERSION ****

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Computer Health and Safety Guidelines

These guidelines are designed to support the University Computer Safety Policy.

1. Introduction
2. Provision of Equipment
3. Training
4. Working at Home
5. Use of Lap top Computers
6. Early Identification of Issues and Investigation
7. Muscular Aches and Pains associated with computer use
8. Electrical Safety

1. Introduction

Computers are an integral tool in today’s work and home environment and it is well recognised that while working at computers some people may develop aches and pains.  As with any workplace hazard, the hazard must be managed to prevent harm occurring to employees while at work.  The OSH publication, Visual Display Unit Code of Practice provides best practice guidelines on minimising the hazards associated with computer based work.  This document is available on line at http://www.osh.dol.govt.nz/order/catalogue/pdf/vdu-ac.pdf.   

Management of the hazards related computer work encompasses the following areas:

1. Provision of appropriate equipment
2. Training of staff
3. Early identification of issues and investigation and management of the problem.

2. Provision of Equipment

Employers are obligated under Section 6 of the Health and Safety in Employment Act 1992 to maintain both safe plant and a safe working environment for their employees.
The Approved Code of Practice for the Safe Use of Visual Display Units OSH 1995 outlines the requirements for the preferred practices and procedures.

Some of the important aspects for attention are:

1. Height adjustable chair
2. Preferably a height adjustable keyboard surface, with enough space to accommodate both the keyboard and the mouse on the same level
3. If there is no height adjustable keyboard surface then a footstool should be provided.
4. If intense monitor work is being performed then on replacement of monitors it is advisable to supply CRT monitors (flat screen)
1. Clearer field of vision
2. Substantially reduces any issues surrounding glare
3. More flexibility regarding viewing distance
4. Less hazardous when moving, reduce manual handling risks

3. Training

To meet legislated requirements and best practice all staff should be given information in relation to managing the issues relating to healthy computer work. Computer Health and Safety Courses are offered monthly through the health and safety team (http://www.otago.ac.nz/healthandsafety/training).

4. Working at Home

If staff choose to work at home they have a duty of to take all practicable steps to ensure their own safety.  (Health and Safety In employment Act 1992)

Some of the important aspects for attention are:

• they should be able to adopt a comfortable working position based on the ergonomic principles contained within the VDU/COP
• have a work process that allows for frequent changes of position
• realistic timeframes of working in one position
• identify, address and report  early signs of discomfort

5. Use of Lap top Computers

Some of the important aspects for attention are

• Laptops are not designed for long term use from a desk position without some modification to set up.
• Where laptops are to be used as the main desk computer then it is advisable to have an external mouse and keyboard and position them at a comfortable working height. ie with the shoulders relaxed and forearms at approx 900 , this then allows the lap top screen to be raised to a comfortable viewing position .
• When a lap top has not extension of keyboard and mouse, the user may find it most comfortable to use the lap top on their lap.

6. Early Identification of Issues and Investigation

It is important that staff are made aware of the need to report issues either directly to their supervisor or to the Health and Safety Office.   They will be offered an individual workplace/work process assessment, recommendations to resolving the issues, and possible assessment by University Occupational Physician (Dunedin).

Visual Comfort Issues

1. CRT monitors assist with clarity of field of vision
2. Recommended to place the monitor at approximately 900 angle to main light source.
3. Encourage staff to work with comfortable font sizes and good fields of contrast, to avoid eye strain.
4. General Staff Collective Employment Agreement – eye tests and glasses.

The University of Otago General Staff Collective Employment Agreements and many General Staff Individual Agreements state:

"Following the completion of six months’ service, an employee who is engaged on VDU duties for at least 50 percent of his or her normal working hours per week shall be entitled to an eye test at the employer’s expense.  Further tests shall be provided at not less than two yearly intervals upon application to the employer.  If the test discloses that prescription spectacles are required for the normal viewing distance of a VDU, or that an eyesight problem has been caused or worsened by use of a VDU, then the cost of lenses up to $150 will be met by the employer.  The reimbursement cost of the frames will be met for employees requiring spectacles for the first time but shall not exceed $150.  Reimbursement costs of subsequent frames will be met up to a maximum of $150 where employees are required to have a different frame due to a prescribed change to the shape of the lenses."

7. Muscular Aches and Pains associated with computer use

These usually occur through a combination of contributing factors;

1. Postural discomfort
2. Mental/muscle tension
3. Prolonged time frames in static position

Postural Discomfort

• Awkward body position while working.

Mental /muscle tension.

• Intense concentration such as may happen when writing up, meeting new job demands, overwhelming job demands or a combination may lead to pain being experienced.  Identified specific at risk staff are those new junior academic staff beginning a teaching career and also completing a PhD
• External factors may influence this as well, issues with relationships and family, legal or financial issues and many more.
• Difficulty with working relationships with other staff.

Prolonged time frames

• Many hours in static position, even if the workstation is set up correctly may lead to muscular discomfort.
• May indicate workload pressures, require investigation.
• Monitoring of excessive hours

Resolution of these aches and pains requires a range of interventions, workplace assessment, discussion on work process, investigation and management of workload issues and stress factors, increase in range of movements, regular work breaks.

8. Electrical Safety

All office electrical equipment should be tested in accordance with the University Electrical Policy (link) and AS/NZS 3760-2003 In-service safety inspection and testing of electrical equipment.
            
The University has a policy of no personal heaters being used in the workplace.  If more heating is required please contact Property Services. 

Additional information can be obtained from:

United Sates OSHA Guide for Computer Work Stations.

http://www.osha.gov/SLTC/etools/computerworkstations/checklist.html

Health and Safety Executive, United Kingdom

http://www.hse.gov.uk/pubns/indg36.pdf