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Eye test policy

£12
Word count
Template words
410
Reading time
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10 mins

Our Eye Test Policy ensures employees' visual health, compliance with regulations, and promotes overall wellbeing in the workplace.

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What is an Eye test policy?

Employees who operate with display screen equipment (DSE) (either in the office or at home) have the right to request a free eye test under specified conditions. The obligations of employers in respect to such testing are outlined in Regulation 5 of the Health and Safety (Display Screen Equipment) Regulations 1992 (SI 1992/2792). The Regulations are intended to detect any visual faults that may need to be corrected when an employee works with DSE.

The law says employers must arrange an eye test for display screen equipment (DSE) users if they ask for one, and provide glasses if an employee needs them only for DSE use.

DSE work does not cause permanent damage to eyes, but long spells of DSE work can lead to tired eyes.

Best practice timescale for this to be issued
When should this policy be issued?
During onboarding / after changes / planned refresher
Issued by who, to whom
Who should issue this policy, and to whom?
Internally issued to appropriate recipients in your Company
Applicable legal jurisdiction
In which jurisdiction can this policy be used?
Great Britain & NI (United Kingdom)

Compliance

  1. Health and Safety at Work Act 1974: This legislation places a duty on employers to ensure the health, safety, and welfare of their employees. It includes provisions for the regular assessment of risks, which may include eye health assessments for employees who use display screen equipment (DSE) as part of their work.

  2. Display Screen Equipment (DSE) Regulations 1992: These regulations impose specific requirements on employers to ensure that employees who regularly use DSE, such as computers, have access to regular eye tests. Employers are also responsible for providing suitable corrective appliances (glasses) if needed.

  3. Health and Safety (Display Screen Equipment) Regulations 1992 (Amendment) Regulations 2002: This amendment extends the scope of DSE assessments and includes home workers within the requirements for eye tests.

  4. Equality Act 2010: This Act ensures that employees with disabilities are not discriminated against in the workplace. An eye test policy should consider the reasonable adjustments needed for employees with visual impairments.

  5. Occupational Health and Safety Regulations: Depending on the industry and specific workplace conditions, there may be additional regulations that relate to eye health and safety, especially in roles that involve hazardous substances or activities.

Eye test Policy

Overview

Employees who are classified as 'users' of display screen equipment (DSE), also known as visual display units (VDUs), under the Health and Safety (Display Screen Equipment) Regulations 1992, have a legal right to request an eye and eyesight test.

Scope

This policy applies to all employees of [Company Name] who regularly use display screen equipment (DSE) as part of their work.

General Principles

Definition of a DSE User

You are considered a DSE user if the following conditions apply:

  • You regularly use DSE for continuous or near-continuous periods of one hour or more at a time.

  • You use DSE on a daily basis.

  • Fast information transfer between you and the screen is essential for your job.

  • You depend on DSE to perform your duties effectively.

Entitlement to Eye and Eyesight Tests

Employees who are DSE users are entitled to an eye and eyesight test upon request.

Employees are not obligated to have an eye and eyesight test but are encouraged to request one if experiencing vision-related issues due to DSE use.

Arrangements and Payment for Eye and Eyesight Tests

To request an eye test, employees should contact their manager.

Employees will need to arrange and attend their eye test independently, and the company will not provide paid time off for attending the test.

The following arrangements for eye and eyesight tests are available:

  • Tests can be conducted by the company’s appointed representatives, which include:

    • [Registered Ophthalmic Optician, Name and Address]

    • [Registered Medical Practitioner with Relevant Qualifications, Name and Address]

    • [Alternatively, contact details of an occupational health department representative]

  • Alternatively, employees may choose their own registered ophthalmic optician or medical practitioner. The company will reimburse the cost of the eye test, upon receiving written confirmation from the practitioner that the test has been conducted.

Payment for Glasses

Where the eye test confirms that glasses are necessary for the purposes of DSE work, the company will cover the cost of basic frames and prescribed lenses.

If employees opt for more expensive glasses (e.g., designer frames or lenses with optional treatments not required for work), the company will contribute an amount equal to the cost of basic frames and lenses, with the employee covering the difference for any additional costs.

Reimbursement Process

Employees must submit proof of the test and any associated costs to HR for reimbursement processing.

This policy [does not] form[s] part of your terms and conditions of employment.

Version: [1.0]

Issue date: [date]

Author: [name, job title]

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eye test policy