SAFE YOUR NOOTEBOOK

Benefits of Notebook Technology

Notebooks offer a form of personal computing that is powerful, fast, and portable in a very accessible form. The Notebook Computers for Teachers and Principals initiative provides teachers with levels of personal computing access far surpassing any previous access.

This information sheet has been prepared as advice for teachers taking part in the Victorian Department of Education Teacher Notebook Initiative. It describes some of the hazards associated with the use of notebook computers and suggests strategies to minimise the risk.

Working Safely with Notebooks

Increased computer use brings with it some potential hazards which must be controlled to achieve safe notebook use. This information sheet describes some useful pointers on using your notebook safely

Hazards

Occupational overuse syndrome (OOS), also known as repetition strain injury (RSI), is a collective term for a range of conditions, characterised by discomfort or persistent pain in muscles, tendons and other soft tissues, with or without physical manifestations.2

Occupational overuse syndrome is usually caused or aggravated by work, and is associated with repetitive movement, sustained or constrained postures and/or forceful movements. Maintaining supportive leadership high morale and low stress in the working environment, may be important in controlling the development of occupational overuse syndrome.

Attention is drawn to some physical features of notebooks which differ from standard desktop computers and need to be managed effectively. These features include:

· the keyboard is smaller than the standard desktop keyboard

· the keyboard is a fixed distance from the monitor

· the track pad is fixed to the body of the notebook and relies on finger control rather than whole hand movement as with a standard computer mouse.

· the notebook is portable and designed to be used away from the office and possibly away from an ergonomic chair, desktop or ideal lighting conditions.

Tripping hazards

The Notebook has facilities for mains power, telephone line connection, printer, external mouse, keyboard monitor and PC link. Each of these connections creates a potential tripping hazard.

Manual Handling

Users should be aware of the hazards associated with lifting and carrying notebooks particularly when combined with other load demands (*Eg printers, books and bags). Lifting out of or into awkward spaces such as car boots or lifting with one hand in carry bags can increase manual handling risks.

Lighting Vision and Eye fatigue

Glare from lighting sources and reflections, vision demands of screen based work and incorrect monitor or document positioning can contribute to eye fatigue, or headache. Incorrect viewing heights or distances can contribute to neck and shoulder pain.

Key Elements to Consider

Here are a number of pointers to assist in achieving safer notebook use.

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Achieve overall safer and productive notebook use by:

Work

· ensuring user maintains his/her own control over tasks which are done and how they are done

· avoiding long periods on the notebook (sessions with rest-breaks should not exceed 2 hours

· taking lots of rest breaks (short rest-breaks every 10-15 minutes suit most)

Work Posture

· varying your sitting posture through a range of comfortable choices

· aiming to achieve neutral sitting posture most of the time 3

Equipment and Workstation

· regularly using a docking station for all long duration computer tasks. (The work station should include an ergonomic chair, an adjustable desktop, a standard PC monitor, a standard mouse and keyboard, and appropriate lighting for PC tasks).

School Organisational Climate

· minimising overall work stress

· ensuring positive team interaction for sharing work demands

· ensuring leadership team has established a supportive leadership approach to staff and their work 5,6

· ensuring all notebook users are in-serviced on safe notebook use

Preventing Occupational Overuse Syndrome by :

Work

· reviewing all long or demanding tasks to eliminate or redesign unsafe or unproductive tasks through re-engineering (Eg For copying from hard-copy, try a scanner)

· aiming for a good mix of keyboard and mouse commands within any one notebook session.

Equipment and Workstation

· using a standard keyboard at a docking station rather than the notebook keyboard

· using a standard mouse at all times other than for very short duration tasks (include a mouse in your notebook case).

· positioning keyboard and chair height so that wrists are in a neutral position (see figure one)

· using an ergonomic chair and if necessary a footrest at optimal settings for you, the task and the equipment at all times. 3

· using a suitably positioned monitor (monitor should be positioned so it is viewed at a horizontal or slightly downward angle (see figure two)

Preventing tripping hazards by

· connecting only those cables you are currently using Eg will you need an Internet connection this session?

· ensuring all peripherals are housed on the same desktop

· ensuring power and phone connections are placed at the back of or as close as possible to the desktop

Preventing eye fatigue by

· eliminating or controlling sources of glare

· ensuring sufficient lighting for the task (reading paper documents generally requires more lighting than viewing a screen) 1, 4

· correcting vision to suit notebook viewing

· using a standard PC monitor at a docking station

· changing font size and contrast for comfortable viewing

· performing regular eye, shoulder and neck exercises including the use of pause gymnastics2, 4

Preventing manual handling risks by

· Minimising your load (Eg carry electronic copies rather than hard copy or books wherever possible, break the load into two or more trips)

· Using a trolley back pack or other mechanical aid

· Using appropriate lifting techniques by bending knees to lift rather than bending over

· Carrying computer for short distances only (Eg plan delivery, load and unload points)

· Changing carrying hands regularly when carrying for longer distances

Further Information

About this information sheet - Michelle Holian, Manager, Employee Health 03 96372367

About workstation assessments - Noel Arnold and Associates 03 98908811.

References

1. AS 3590 Screen-based Workstations.

2. Guidance Note for the Prevention of Occupational Overuse Syndrome in Keyboard Employment Worksafe Australia publications http://www.worksafe.gov.au/worksafe

3. Occupational Overuse Syndrome -Keyboard Operators: Reducing The Risk WorkSafe Western Australia http://www.wt.com.au/safetyline/d_pubs/oos_keyb.htm

4. Officewise A Guide to Health and Safety in the Office Victorian WorkCover Authority 1996

5. Staff Health and Wellbeing for Effective Schools Occupational Health and Safety Unit

6. Monitoring Staff Opinion Office of Review Department of Education Victoria

Safety precautions in the School

Make sure your notebook is either in your possession or locked away in a secure area, at all times.

Do not:

· leave it unattended even for a short time. If this is unavoidable, ensure someone responsible can look after it for you

· place it near an external window. Exposure to view from the outside may tempt a would-be thief

· leave your notebook in your vehicle, even if the notebook is out of sight and the vehicle is locked
Safety Precautions in the Home

Find one or two safe places to store your notebook so that is inaccessible by small children and difficult to locate in the event of a burglary.

Put away your computer in one of these hiding spots as soon as you have finished using it.

Ensure basic household security measures are followed at all times, such as locking doors and windows.

Do not:

· leave it in view of outsiders even while using it

· leave notebook accessories lying around. They advertise the presence of a notebook

· leave it in an unattended vehicle at any time, especially overnight
Safety Precautions in Transit

In the Car

Try to avoid being seen when putting your notebook in a car or taking it out

Lock your notebook in the boot (making sure it cannot move around) and camouflage it if possible. If a boot is not available, store it in a secure place in the car (eg on the floor under a seat) and camouflage it.

Keep vehicle doors locked when travelling

Avoid carrying your notebook around in a car unnecessarily

Ensure basic security measures are followed at all times, such as:

· removing ignition keys and locking all doors and windows when you have parked

· not parking in isolated areas

· being alert and aware of your surroundings, taking note of any suspicious persons or vehicles