Rules on Assistive Devices for Vision at Work
File number: 1-715/2018
File number (previous version): 1-79/2014
Decision date: 2018-10-30
Period of validity: Temporary as of 1 November 2018
Decision maker: Rector
Document type: Rules
Handled by department/unit: HR Office, Professional Services
Revision with regard to: Document template, traceability and possible call-offs for vision examinations. Revised in April 2019 regarding the new framework agreement for optician supplier.
Consultation with: Health and Safety Committee, trade unions and Education and Training Support Office
Purpose
Karolinska Institutet (KI) shall offer its employees a good visual ergonomic work environment. This includes specially tested work glasses for computer work, ground safety glasses and, if necessary, other visual aids for work.
Scope of application
The rules apply to persons employed at KI as well as grant-funded doctoral students and postdocs (hereinafter referred to as employees).
Responsibility
The head of department/equivalent is responsible for ensuring that these rules are complied with at each department/equivalent. HR managers are responsible for following and taking the measures set out in the rules. As a staff member, you must inform your immediate superior if visual problems arise at work. If there is a need for assessment and advice regarding ergonomics and possibly the acquisition of visual aids, the personnel manager can contact KI's central HR Office and occupational health. Work glasses, ground safety glasses and any other visual aids are considered work equipment and must be stored at the workplace.
Procedures at Karolinska Institutet
For work glasses or prescription safety glasses
An eye examination must be offered to employees at Kl who work at a monitor for more than one hour per working day or who need prescription safety glasses at work.
The following procedures shall be applied for eye examinations
- Fill in a requisition for an optician (according to the current framework agreement) or KI's optometry program at St. Erik Eye Center
- When you have filled in the requisition, your head of department/nearest manager must sign it
- Book an appointment for an eye examination with an optician (under the current framework agreement) or KI's eye clinic at the Optometry program at St. Erik Eye Center
- Bring a completed and signed requisition to the eye examination
For other types of visual aids needed for the performance of the work
If there is a need for other visual aids in the work, an assessment should be made of the current work and the needs of the employees concerned to arrive at suitable products. Occupational health ergonomists and work environment engineers can help with this.
Costs
The employer pays for the eye examination and special work glasses or prescription safety glasses in accordance with the framework agreement (if the eye examination shows that this is necessary). If the employee wishes to have work glasses with a function and/or shape beyond the current agreement, the employee must bear the additional cost. Employees can normally receive reimbursement for visual aids from the employer every three years, unless there are special circumstances. The costs of eye examinations and visual aids in accordance with these rules shall be borne by the institution/equivalent concerned.
Applicable laws and regulations
Work Environment Act and Work Environment Ordinance
AFS 1998:5 Work at a monitor
AFS 2001:3 Use of personal protective equipment
AFS 2009:2 Workplace design
AFS 2012:2 Ergonomics of workload