Video Display Terminal Health and Safety Guidelines

Table of Contents

1. Scope, Application, and Definitions
2. Identification and Evaluation of VDT Workstation Hazards
3. Modification of VDT Workstations and Work Practices
4. Health and Safety Training for VDT Users
5. A System of Communication for VDT-related Health and Safety Issues
6. Information for Department Injury and Illness Prevention Programs

Appendices and Forms:

• VDT Workstation Design Guidelines (pdf)
• Computer Workstation Assessment Form
  • Choose Format: PDF, Microsoft Word, HTML
    
• Berkeley Campus Resources for VDT Health and Safety
• Computer Workstation Evaluator Training Form

Scope, Application, and Definitions

1. Scope and Application
   1. Deans, Directors, Departmental Chairs, and Administrative Officers are responsible for ensuring that these guidelines are incorporated into departmental or unit Injury and Illness Prevention Program (IIPP) plans.
   2. These guidelines apply to all University employees who are required to use a VDT for four hours or more a day.
2. Definitions
   1. Video Display Terminal (VDT): any cathode ray tube or other electronic display screen with attached keyboard, mouse or other pointing device used for information entry or retrieval.
   2. VDT User: any University employee who is required to use a VDT for four hours or more daily.
   3. VDT Workstation: a VDT with accompanying furniture, including desk or table, chair, and necessary accessories, such as keyboard tray, wrist rest, document holder, etc.
   4. ANSI/HFS 100-1988: American National Standards Institute/Human Factors Society 100-1988 is a nationally recognized voluntary ergonomic standard applicable to computer terminals, associated furniture, and the work environment. Because the standard is written in technical language, VDT Attachment 1 entitled "VDT Workstation Design Guidelines" puts the general concepts of the ANSI standard in terms that are easy to implement.
   5. Ergonomics: the scientific study of the relationship between people and the design of work.

Identification and Evaluation of VDT Workstation Hazards

Campus departments shall inspect the VDT workstations of all campus employees required to use VDTs for four hours or more daily. Lighting for these VDT workstations should also be evaluated to reduce glare and visual discomfort. All inspections should be documented on the forms described below and records kept in the department's IIPP files.

1. VDT workstation inspections should evaluate the factors outlined in "VDT Workstation Design Guidelines" (VDT Attachment 1).

2. An inspection checklist for departments to use when evaluating VDT workstations is available in VDT Forms and Guidelines (VDT Workstation Assessment Form : in PDF, Word, and HTML format).

3. A four-hour training workshop for departmental VDT workstation inspectors can be obtained from Ergonomics@Work, the campus ergonomics program for faculty and staff. See "Campus Resources for VDT Health and Safety" or enroll in Computer Workstation Evaluator Training on line at ICE.

Modification of VDT Workstations and Work Practices

1. Modification of VDT Workstations
   1. Campus departments shall make efforts to provide VDT users with workstations that conform to basic ergonomic guidelines outlined in "VDT Workstation Design Guidelines" (VDT Attachment 1) no later than three years from the date of these guidelines. The input of VDT users into the set up of their workstation is important, and departments should take such input into consideration.
      1. The Scholar's Workstation and Campus Supply will ensure that all desktop computer equipment and workstation furniture available for purchase by campus departments minimally meet the American National Standard for Human Factors Engineering of Visual Display Terminal Workstations, ANSI/HFS 100-1988. Departments are encouraged to consult with Campus Supply regarding ergonomic furniture purchases. See "Campus Resources for VDT Health and Safety" (VDT Attachment 2).
      2. Departments purchasing VDT workstation equipment and furniture from outside vendors shall ascertain that purchases meet the ANSI/HFS 100-1988 Standard (or revised versions) by requesting documentation of such prior to purchase.
   2. Departments shall make efforts to arrange office lighting to reduce glare and to prevent visual discomfort and eyestrain among VDT users. Suggested solutions for reducing glare and lighting problems are outlined in "VDT Workstation Design Guidelines" (VDT Attachment 1).

2. Modification of VDT Work Practices
   1. VDT users should not be required to perform continuous, intensive keyboard work, such as highly repetitive data entry or wordprocessing, for longer than half an hour without the opportunity for five minutes of alternate work or the employee's regularly scheduled work break. Alternate work should not include other forms of typing or data entry that are substantially similar to VDT duties and should provide a rest from intensive visual demands.
   2. Departments should design jobs that do not require continuous, full-time VDT work whenever feasible. Where possible, job assignments should be structured to facilitate task rotation in order to minimize risk of repetitive strain injuries and visual discomfort.
   3. Because of scientific uncertainty about whether VDT use may adversely affect pregnancy, consideration should be given to the needs of pregnant employees. When individuals have concerns, departments should consider the circumstances on a case-by-case basis in consultation with the Occupational Health Clinic and the Berkeley Campus Personnel Office. Reduced time worked on a VDT or alternative assignments may be considered, if available.

3. Special considerations: Medical and Vision Care
   1. Any employee who has a medical problem related to VDT use at work should be encouraged to make an appointment at the campus Occupational Health Clinic (OHC). OHC clinicians are specialty trained in treatment of work-related health problems. Employee medical records are completely confidential. There is no charge to the department or employee for the medical visit.
   2. VDT users are encouraged to have periodic eye exams, making use of their UC vision care benefits for annual eye examinations and glasses, if prescribed. The Vision Service Plan may be used for an annual examination with the employee's personal optometrist or at the School of Optometry's VDT Eye Clinic which specializes in eye examinations for VDT users. Bifocal wearers may require single vision computer glasses or another special design of lenses for comfortable viewing. Computer users should provide their optometrist with information on the viewing distance of their screen and source documents.

Health and Safety Training for VDT Users

Campus departments shall incorporate VDT training in the "Health and Safety Training" component of their Injury and Illness Prevention Program. The VDT training program should review the health concerns associated with VDT use as well as protective measures that should be taken to prevent computer-related health problems. "Campus Resources for VDT Health and Safety" lists the resources available for training information and assistance (VDT Attachment 2).

1. The following training should be made available:
   1. An initial training for all staff who are required to use a VDT four hours or more a day, including new hires and staff newly assigned to VDT work.
   2. Periodic refresher training for VDT users, every two years.
   3. Training for all persons involved in performing VDT workstation inspections.
2. All training should be documented (See Injury and Illness Prevention Program).

A System of Communication for VDT-related Health and Safety Issues

1. Campus departments should encourage all VDT users to report known or potential health and safety hazards related to VDT workstation design or work practices and to recommend alternatives or solutions.
2. Departments should inform staff of VDT-related issues using communications systems developed by their Department Safety Committee (i.e., newsletters, bulletin boards, etc.)
3. Ergonomics@Work, the campus ergonomics program for faculty and staff will monitor new information on the health and safety issues related to VDT use and make recommendations on updating these guidelines as reliable new information becomes available.

Information for Department Injury and Illness Prevention Programs

The following resources are provided for information and assistance to departments in implementing these guidelines.

1. VDT Health and Safety Guidelines
2. VDT Workstation Design Guidelines
3. VDT Workstation Assessment Form (Available in PDF, Word, and HTML format).
4. Campus Resources for VDT Health and Safety
5. VDT Workstation Evaluator Training Form

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