Contents
- Introduction
- Purpose
- Scope
- Responsibilities, accountabilities and duties
- Procedure or implementation
1 Introduction
In line with the display screen equipment (DSE) policy this standard operating procedure aims to offer guidance on the procedure employees and managers should follow for eye tests and purchasing of glasses, when an employee is identified as a display screen equipment (DSE) user.
Contact lenses are covered in this standard operating procedure if they are re-usable lenses. Disposable contact lenses are not covered under this procedure as the trust is unable to pay for disposable contact lenses subscriptions on a rolling basis. The guidance is aimed to provide financial support for each time a DSE user requires an update eye test only.
2 Purpose
The purpose of this guidance is to provide a procedure for the purchasing of eye wear and supporting employees with the facilitation of a free eye test. This is in line with the Health and Safety Display Screen Equipment Regulations (1992) (opens in new window).
As a consequence of the above regulations all members of staff designated as DSE users are entitled at the trust’s expense to an eye test, and where necessary, the provision of basic appliances which are prescribed especially with screen equipment.
3 Scope
These arrangements apply to all colleagues who are identified as DSE users. For the purpose of these regulations a DSE user is defined as an employee who habitually uses display screen equipment as a significant part of their normal duties or role.
4 Responsibilities, accountabilities and duties
4.1 Line managers
It is the responsibility of the line manager to ensure the DSE is undertaken and maintained.
Line managers should also be able to support colleagues and advise them in the application of this guidance, ensuring consistency is applied.
4.2 Health and Safety team
It is the responsibility of the Health and Safety team to support and advise managers in the application of this guidance, ensuring consistency is applied.
4.3 People Experience team
It is the responsibility of the people experience department to support and advise managers in the application of this guidance, ensuring consistency is applied.
4.4 Individual employees
All employees should ensure they understand the standard protocol for obtaining an eye test and glasses if they have been identified as a DSE user.
5 Procedure or implementation
Where employees undertake or are about to undertake a work activity which involves the use of DSE, managers should ensure that all colleagues in their department completes a DSE workstation assessment. Line managers should also identify when their team colleagues may need to update their DSE assessment. For example, if an employee identifies eye strain or a change in circumstances relating to DSE then the line manager should support the employee in updating their DSE assessment.
The trust will offer DSE users a free eye or eyesight test when requested through a DSE assessment. The employee is responsible for arranging this with an optician of their choice (appropriately regulated) and claiming the cost of the eye test back via receipt through expenses. If necessary, the trust will contribute to the cost of special corrective eye wear or glasses for use when working with display screen equipment.
The optician will provide any recommendations. Should the recommendations be that the colleague needs glasses or eye wear for DSE work only, then the trust will pay towards a basic pair of DSE glasses. The trust will pay £60 towards glasses or eye wear and can be claimed back through keeping the receipt and processing through expenses.
Should colleagues choose eyewear where the total costs exceed £60, then the colleague would need to meet the additional financial contribution.
Please note, employers only have to pay for glasses for DSE work if the test shows an employee needs special glasses prescribed for the distance the screen is viewed at. If an ordinary prescription is suitable, employers do not have to pay for eyesight tests or eye wear.
Document control
- Version: 1.1.
- Unique reference number: 1042.
- Ratified by: Corporate policy approval group.
- Date ratified: 9 January 2024.
- Name of originator or author: People experience advisor.
- Name of responsible individual: Executive director for people and organisational development.
- Date Issued: 9 January 2024.
- Review date: 30 April 2025 (new document).
- Target audience: Trust wide.
Page last reviewed: October 29, 2024
Next review due: October 29, 2025
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