Display screen equipment, eye test and glasses procedure

1 Scope

In line with the display screen equipment policy this standard operating procedure aims to offer guidance on the procedure colleagues and managers should follow for eye tests and purchasing of glasses, when an colleague 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 display screen equipment users who require an updated eye test only.

The purpose of this guidance is to provide a procedure for the purchasing of eye wear and supporting colleagues with the facilitation of a free eye test. This is in line with the Health and Safety (Display Screen Equipment) Regulations 1992.

As a consequence of the above regulations all colleagues designated as display screen equipment 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.

These arrangements apply to all colleagues who are identified as display screen equipment users. For the purpose of these regulations a display screen equipment user is defined as an colleague who habitually uses display screen equipment as a significant part of their normal duties or role.

2 Procedure

The trust will offer display screen equipment users a free eye and eyesight test at regular intervals (two years or longer). The colleague 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 display screen equipment work only, then the trust will pay towards a basic pair of display screen equipment glasses. The trust will pay £60 towards glasses or eye wear and can be claimed back through keeping the receipt and processing through expenses. Appendix A must be completed by the optometrist and submitted by the colleague with any claims for glasses or eye wear.

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 display screen equipment work if the test shows a colleague needs special glasses prescribed for visual display unit (VDU) use. If an ordinary prescription is suitable, employers do not have to pay for eye wear.

2.1 Responsibilities, accountabilities and duties

Where colleagues undertake or are about to undertake a work activity which involves the use of display screen equipment, managers should ensure that all colleagues in their department completes a display screen equipment workstation assessment. Line managers should also identify when their team colleagues may need to update their display screen equipment assessment. For example, if a colleague identifies eye strain or a change in circumstances relating to display screen equipment then the line manager should support the colleague in updating their display screen equipment assessment.

Line managers should also be able support colleagues and advise them in the application of this guidance, ensuring consistency is applied.

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.

It is the responsibility of the human resources department to support and advise managers in the application of this guidance, ensuring consistency is applied.

All colleagues should ensure they understand the standard protocol for obtaining an eye test and glasses if they have been identified as a display screen equipment user.

3 Any related documents

The overarching policy for this standard operating procedure is the display screen equipment.

Other associated documents that should be read in conjunction with the procedure is the Health and Safety (Display Screen Equipment) Regulations 1992.

4 Appendices

4.1 Appendix A visual display unit (VDU) certificate of recommendation

Refer to appendix A: visual display unit (VDU) certificate of recommendation (staff access only).

Page last reviewed: June 12, 2026
Next review due: June 12, 2027