procedure - flexible working arrangements · flexible work options including working from home...
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Procedure - Flexible Working Arrangements
Document Number TRIM Ref: DOC15/8880 Classification Type RMG Publication date March 2018 Summary Procedure- Flexible Working Arrangements Keywords Flexible Working Arrangements Author Branch Corporate Support and Business Partnership Contact Peter Walsh Consultation Health Education and Training Institute Executive Team Applies to All temporary, permanent, full-time and part-time staff employed
by Health Education and Training Institute Distribution All Staff Related documents PD2015_049 NSW Health Code of Conduct,
PD2017_028 Leave Matters for the NSW Health Service Government Sector Employment Act 2013 Work Health and Safety Act 2011 DOC17/11069 Time in Lieu Procedure
Review date March 2019 Risk Assessment As per Attachment 1
Key to document prefix as per TRIM Business Classification Scheme
Subject Area Alpha Prefix
Accounting, Budget & Finance ABF Assets, Infrastructure & Property AIP Risk Management & Governance RMG Staff Development & Training SDT Information & Communications Technology ICT Planning, Strategy & Service Development PSD Purchasing, Tendering & Contracts PTC
Document History
Version Issued Status Author Reason for Change
Issued by the Executive Director, Corporate Support and Business Partnerships
Portfolio under the authority of the Chief Executive (CE)
Compliance with this procedure is mandatory for Health Education and Training Institute
Staff.
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Contents
Procedure - Flexible Working Arrangements ........................................................................... 3
Aims and Objectives .................................................................................................................... 3
Overview ........................................................................................................................................ 3
Principles ....................................................................................................................................... 3
Flexible Working Arrangement ................................................................................................... 4
1. Home Based Primary Work Location ................................................................................ 4
Procedure .................................................................................................................................. 5
2. Office Based Primary Work Location ................................................................................ 5
(a) Regular work from home ................................................................................................... 5
Procedure .................................................................................................................................. 5
(b) Regular alternate work place (other than home) ........................................................... 5
Procedure .................................................................................................................................. 5
(c) Occasional Work from Home ............................................................................................ 6
Procedure .................................................................................................................................. 6
Other Flexible Working Options ................................................................................................. 6
1. Flexible Start and Finish Time ........................................................................................ 6
2. Reduced Hours ................................................................................................................. 7
3. Time in Lieu, Time off in Lieu ......................................................................................... 7
4. Roster Adjustments (part-time staff) .............................................................................. 7
5. Make-Up Time .................................................................................................................. 7
Safety and Personal Wellbeing .................................................................................................. 7
Important considerations include: .......................................................................................... 7
1. Keep the Premise Secured ............................................................................................. 7
2. Parking and Campus Closure ........................................................................................ 7
3. Public Transport................................................................................................................ 9
4. Security Information ......................................................................................................... 9
5. In the Advent of a Fire or the Alarm initiating ............................................................... 9
HETI Procedure Risk Assessment .................................................................................................... 9
Risk Assessment Approval ............................................................................................................... 10
Implementation Checklist .................................................................................................................. 11
Health Education and Training Institute Flexible Working Agreement ....................................... 14
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Procedure - Flexible Working Arrangements
Aims and Objectives
Health Education and Training Institute (HETI) is committed to the delivery of high quality education and training services for the NSW Health workforce. HETI is embracing a ‘new ways to work’ philosophy and this procedure is aimed at promoting ways of working together collaboratively, innovatively and flexibly whilst continuing to meet business objectives. HETI aims to be an employer of choice and recognises flexibility in the workplace as mutually beneficial in retaining its talented workforce as well as attracting good candidates for future opportunities. This procedure is established to inform, promote, and provide clarity on flexible working options and its governance processes.
Overview
The provision of flexible work conditions provides an opportunity to balance employee personal needs and business outcomes.
Managers and employees need to be open to discussing and considering a range of flexible work options to meet both individual and work needs. Due to the nature of some positions not all flexible working options are available to every role. There are also legislative and policy constraints that limit flexible options that can be offered. However this procedure is an important step forward to support a ‘new ways to work’ philosophy which improves workforce culture and promotes our CORE values. It establishes openness by providing the transparency of ‘if not why not’ flexible working arrangements.
Whilst this paper outlines flexible working options, the primary objective is to inform employees about the procedural aspects that need to be undertaken in considering working from alternate work locations.
Principles
Key principles that should be considered when evaluating a request for a flexible working arrangement include: � Arrangements should be of mutual benefit for Health Education and Training Institute
and its employees.
� Employees participating in a Flexible Working Arrangement will be entitled to the same
status, managerial commitment, training and support as other employees.
� Flexible Working Arrangements is not a substitute for child care or other dependent care.
Employees are responsible for ensuring that appropriate child care or dependent care
arrangements are in place whilst engaged in Flexible Working Arrangements
� This Flexible Working Arrangement is not to be used as a rehabilitation arrangement related to worker compensation where arrangements are required to accommodate a disability. Human Resources will organise a Rehabilitation Coordinator to conduct a workplace assessment and develop a Return to Work Plan.
However, it should be noted that:
(i) To assist employees to manage a chronic health condition or a disability (where these impact on the employee’s ability to travel to a principle work location), flexible work options including working from home should be considered.
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(ii) Where a Return to Work Plan and assessment is required under workers compensation legislation, flexible work arrangements may be considered as part of the employer’s response.
� Flexible work arrangements must comply with all relevant NSW Health Awards and
policies and meet applicable Workplace Health and Safety standards.
� When evaluating a flexible work request Managers should take into account the needs of
the requesting individual and the needs of the broader team. Flexible working should not
negatively impact on customer service, team connectedness, efficiency or productivity of
other staff.
� For employee initiated requests for flexible work locations, any adjustments, corrective actions required to ensure the safety of the home or alternate workplace will be at the expense of the employee or alternate workplace as applicable.
� Cost for software, equipment required to conduct business will be met by HETI.
� The employee must have internet access and access to a phone.
� Employees must not conduct face to face meetings on home premises.
� Employees must ensure security of HETI assets including equipment and intellectual
property.
� Where HETI’s service provision can be maintained and the individual can effectively fulfil the inherent requirements of his/her role, the manager should not unreasonably decline flexible working requests. It is important if flexible working arrangements are not achievable that all parties have clarity on ‘if not why not’.
� Flexible Working Arrangements must have a specific review date (maximum 12 months). � A record of agreements must be maintained on the staff member’s personnel file in
TRIM.
Flexible Working Arrangement
Options currently available for flexible working include but are not limited to:
1. Home Based Primary Work Location
2. Office Based Primary Work Location:
a. regular work from home
b. regular alternate workplace (other than home)
c. occasional work from home or alternate site
3. Flexible start and finish times
4. Reduced hours
5. Time In Lieu
6. Roster Adjustments ( part-time staff)
7. Make-Up Time
1. Home Based Primary Work Location
In exceptional cases HETI may determine a position’s primary work location as home-based.
In these cases and in the interest of co-operative and collaborative working relationships, it
is important that an appropriate percentage (as agreed by employee and employer) of the
position holders work time is spent in the office.
The Delegate for approval of the creation of a ‘Home Based Work Primary Location’ is the
Chief Executive following recommendation of the Executive Director. Arrangements will be
reviewed and new agreements formulated annually.
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Procedure
1. Employee submits a Flexible Work Arrangement Request (Appendix A) and a Self-
Assessment Workstation Checklist (Appendix C) to their Manager
2. If supported, documents are provided to Executive Director (ED)
3. Following the EDs support, a Flexible Working Agreement is completed (Appendix B)
and forwarded to the Chief Executive to authorise
4. On receipt of the authorised Flexible Work Agreement, the Manager informs their
team and provides a copy of the approval documentation to HR to log in Flexible
Work Arrangement Register and capture on the employees personnel file on TRIM.
2. Office Based Primary Work Location
(a) Regular work from home
The standard practice is for employees to perform work in the office environment. Employees
can request regular periods of working from home (e.g. 4 days per week in the office, 1 day
from home).
The Delegates for approval of ‘regular work from home or an alternate site (other than home)
arrangement are:
a) For periods up to six months - the Executive Director noting six monthly agreements
are non-renewable and will require a new request form
b) For periods exceeding six months - the Chief Executive
Procedure
1. Employee submits a Flexible Work Arrangement Request (Appendix A) and a Self-
Assessment Workstation Checklist (Appendix C) to their Manager
2. If supported, documents are provided to Executive Director
3. Following the EDs support, a Flexible Working Agreement is completed (Appendix B)
and if required forwarded to the Chief Executive to authorise
4. On receipt of the authorised Flexible Work Agreement, the Manager informs their
team and provides a copy of the approval documentation to HR to log in Flexible
Work Arrangement Register and capture on the employees personnel file on TRIM
(b) Regular alternate work place (other than home)
To enhance performance and support collaborative working partnerships, employees may
request to perform regular duties at an alternative workplace e.g. A client's or partner’s
premises.
Procedure
1. Employee submits a Flexible Work Arrangement Request (Appendix A) to their
Manager followed by Executive Director.
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2. If supported the employee contacts an appropriate delegate at the alternate work
location to seek support for the arrangement and agree on parameters on use of
space, equipment etc.
3. Employee completes a Self-Assessment Workstation Checklist (Appendix C) and a
Flexible Working Agreement provides to Manager/ED.
4. For arrangements exceeding six months the recommendation is forwarded to the
Chief Executive.
5. On receipt of the authorised Flexible Work Agreement, the Manager informs their
team and provides a copy of the approval documentation to HR to log in Flexible
Work Arrangement Register and capture on the employees personnel file on TRIM*
and/or Chief Executive
(c) Occasional Work from Home
HETI recognises that it may be desirable for an employee to work from home on an occasional
basis. An occasional flexible working arrangement is defined as ‘ad hoc’ and very infrequent
(i.e. no more than twelve occasions per year. Portfolios should maintain a local register to
track occasional work from home occurrences.)
Procedure
1. The employee emails their direct manager with reasoning and requests permission to
work from home
2. Manager considers request
3. If approved by the Manager, a record of approval should be kept by the Manager for
governance purposes
The Delegate for approval of ‘occasional’ work from home or at an alternate site is the
employee’s direct Manager.
Other Flexible Working Options
1. Flexible Start and Finish Time
It is normal for employees to have differing commitments e.g. family, travel as two examples.
To accommodate employee needs, there is no set start or finish time for most HETI positions.
Whilst it is desirable for employees to be onsite by 8:30am, employees can negotiate regular
early or late start times i.e. up to 10am. The start time will have a direct impact on the finish
time with full-time staff rostered for 8 hours per day, with an additional minimum 30 minutes
for lunch. It is expected that regular early or late start times would be agreed with the Manager
and confirmed (e.g. by email). It should be noted that the earliest start time and latest finishing
time allowable is dependent on safe and secure access to HETI facilities and should be
negotiated with your Manager.
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2. Reduced Hours
There are periods due to personal needs that an employee may want to maintain their full-
time substantive position but reduce work commitments to part-time for a defined period.
Reduced leave is mostly associated with employees returning to work following a period of
maternity leave or ill health. Employees liaise directly with their direct Manager if this is an
option they are interested in pursuing. If approved an Employment Transactional Form is
submitted to HR to process.
3. Time in Lieu, Time off in Lieu
Due to work commitments employees may need to work more than their daily rostered hours.
In this instances time in lieu should be requested. For information on the TIL process please
refer to DOC17/10169 in TRIM.
4. Roster Adjustments (part-time staff)
It is sometimes necessary for part-time staff to work on their non-rostered day to attend a work
commitment. Subject to manager approval, work days can be occasionally swapped in the
timecard in the SME portal (weekly hours worked must remain the same). For longer term
rostered changes an Employment Transactional Form is submitted to HR to process to change
the weekly roster in SME portal.
5. Make-Up Time
Where practicable, use of make-up time can be approved by Managers which provide
employees with the opportunity to be absent from the workplace for short periods of time (e.g.
two hours) and be able to make up the time either earlier or later on the same day, or during
the following week.
Safety and Personal Wellbeing
It is important with flexible finish times that employees that choose to work late are vigilant of their health, safety and personal wellbeing.
Important considerations include:
1. Keep the Premise Secured
It is important that door and windows on the ground level remain closed to avoid any intruders. Ideally check in with colleagues that also like to work late, agree on a departure time and never remain in the building alone.
2. Parking and Campus Closure
If you know you will work late be mindful to park your car in a well-lit spot. Secure your belongings and have your car key out and ready prior to leaving the building. If it is dark when you leave it is important to take notice of what is going on around you. Carry a flashlight or use your phone flashlight to avoid any trip hazards as you walk to your car. Walk with a co-worker whenever possible. Trust your instincts.
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GLADESVILLE
Be mindful campus gates are locked at 6pm with the exemption of gate 1 which remains open until 11pm. Familiarise yourself with exit points as illustrated in the Campus Plan.
PARRAMATTA
At Parramatta, the carpark (woodyard) is locked by Cumberland Security at 6pm. For those working late, cars should be moved to the front of building 101. The main campus gate is open 24/7.
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3. Public Transport
In addition to the above if you are utilising public transport check bus departure times on www.transportnsw.info/trip to ensure you are not waiting at the bus stop for extended waiting times.
4. Security Information
There is 24/7 onsite security that routinely patrol both the Gladesville and Parramatta sites.
Security numbers are placed on the kitchen noticeboards and next to the entrance door of
HETI buildings. For convenience it is recommended that the security number is stored in
your phone contacts.
Gladesville Police Station is open 24/7. The station is located next to the Punt Road gate 1
exit.
Parramatta Police Station is also open 24/7. The station is located at 95 Marsden Street,
Parramatta.
EMERGENCY CONTACT LIST
Name Phone
Gladesville Hospital Security Officer 0424 901 229
Gladesville Police 02 9879 9699
Parramatta Campus Security Officer 0417 201 199
Parramatta Police 02 9633 0799
Police, Fire Brigade, Ambulance 000
5. In the Advent of a Fire or the Alarm initiating
Exit the building immediately and call security and/or 000
HETI Procedure Risk Assessment
1. Flexible Working Arrangement assessment Notes
Scheduled review date December 2019
Date of this risk assessment
March 2018
Name & position of assessing officer
Peter Walsh Executive Director Corporate Support and Business Partnerships
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2. Summary of policy purpose This procedure promotes and manages flexible working arrangements.
3. Key roles & responsibilities HETI Executive � Promote Flexible working arrangements within
Portfolio � Review current arrangements and align to new
procedure � Ensure reviews conducted in line with procedure Managers with staff � Manage Flexible working arrangements within
Unit in line with procedure � Maintain local register to track occasional work
from home requests Human Resources via Staff, Student and Facilities Unit � Advise on Flexible working arrangements within
HETI
� Ensure staff orientation includes reference to this policy � All documentation for flexible working
arrangements is maintained in the Employees TRIM file.
� Maintain Flexible Work Arrangements Register.
4. Risk Assessment Risk Rating prior to treatment Treatment ‘allowance’ of existing informal arrangements inadequately manage pose legislative and policy risk
K (Moderate) Implement procedure Rating following treatment
Staff with existing arrangement impacted
K (Moderate) Procedure to be promulgated by Portfolio ED. Portfolio ED’s are responsible for ensuring existing arrangements are aligned to new policy. It is expected that full compliance will be achieved by 31/12/18.
Y (Minimal)
Risk Assessment Approval Name & position of approving T2 Officer: Peter Walsh Signature: Date:
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Implementation Checklist IMPLEMENTATION REQUIREMENTS Responsibility Outline of the procedure and legislative requirements that relate to Flexible Working will be included as part of the Human Resources orientation to all new staff.
Actions: Senior Human Resources Advisor
Each Executive Director promulgates procedure
Actions: Executive Directors
Each Executive Director is responsible for ensuring existing arrangements are aligned to new policy to achieve full compliance by 31 December 2017.
Actions: Executive Directors
Procedure and Application form to be saved in TRIM and accessible to all staff via the intranet.
Action: Senior Human Resources Advisor
Application form for Flexible Work Arrangement to be saved in Employees TRIM file
Action: Senior Human Resources Advisor
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Appendix A
Flexible Work Locations Request
To submit a request for a flexible work arrangement, please complete this form and submit together with a Self-Assessment Workstation Checklist to your Manager.
Employee Requesting
Position Title
Date of Submission
Assessment Questions Employee Response Manager Assessment
Are you full-time or part-time
Are you requesting to work at home or an alternate site?
If an alternate site where and why?
Frequency requested e.g. one day per week
Proposed duration of arrangement
Have you previously had a Flexible Work Locations Schedule? If so when?
Will the arrangement continue to support the purpose and objective of your role
Will all your responsibilities continue to be achieved
And/or can responsibilities be effectively re-allocated (if necessary). If so to whom?
Are there any restrictions on when and where your work must be performed
Will the needs of the customers (internal & external) continue to be met
Will the service quality be maintained
Will you be accessible as required
In your absence are there sufficient backup processes to manage emergency situations
Will there be significant additional costs for the employer i.e. is additional software or equipment required?
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Are there tangible benefits for both the Employee and the organisation
Can you be flexible and attend the worksite on nominated offsite days if work requires.
Do you think you can work productively autonomously?
What do you foresee as the communication challenges and how can they be addressed.
What do you foresee as the impact on the team
List equipment and software necessary to complete your role offsite
Does the employee have these resources available
If employer needs to provide what is the estimated cost
Manager’s Name (print)
Managers Assessment
I recommend the request for a Flexible Work Arrangement is Supported / Declined (circle). (Provide comments to explain your recommendation).
Executive Director’s Name (print)
I recommend the request for a Flexible Work Arrangement is Supported / Declined (circle). (Provide comments to explain your recommendation).
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Appendix B
Health Education and Training Institute Flexible Working Agreement
Definitions
• Home based work — Work performed at an Employee’s residential address, for an agreed number of hours on a specific day or days, for an agreed period of time.
• Alternate work site — a site other than the employee private dwelling which has been assessed and agreed as suitable for use by the Employee to perform home based work (the site).
• Employer — Health Education and Training Institute
• Employer’s office — Normal place of work where the Employee works or would work when not working from the Home based work site.
• Equipment — Computer, telephone, fax or other electronic and related machinery required for the conduct of work.
This agreement is a voluntary and cooperative arrangement. The terms and conditions of employment between the Employer and Employee that apply at the Employer’s office also apply at the Home based work site.
1. Implementation procedures a. Before commencing work from home a Self-Assessment Workstation Checklist will be
completed (Appendix C) and the Employer and Employee will agree on the Home based work site and note it in this agreement.
b. The Employee is responsible to ensure that the Home based work site conforms to acceptable Work Health and Safety standards.
c. The Employer is responsible for the health, safety and welfare of the worker at work including while at work. Managers are responsible for reviewing and signing off the Flexible Work Locations Request Appendix A and the Self-Assessment Workstation Checklist Appendix C.
d. Under this agreement the Employee shares responsibility in ensuring that the site and the equipment to be used is in accordance with the provisions of the Work Health and Safety Act 2011 and other safety requirements and is responsible for all costs associated with compliance.
e. All Work Health and Safety policies which apply at the Employee’s usual place of work shall, as far as practicable, apply in carrying out the Flexible work arrangement at the Home based work site.
f. The Employee consents to the Employer having access to inspect the site subject to the provision of 48 hours’ notice or by agreement. This inspection can only take place within designated working hours. The Employer may inspect the home-based work site with an appropriately qualified person to ensure that it complies with the Employer’s statutory obligations to provide for the health, safety and welfare of the Employee.
g. The Employee consents to a duly appointed WorkCover Inspector or a representative of the occupational health and safety committee established at the Employee’s normal place of work entering the Home based work site in the event of a dispute arising on an issue of health, safety or welfare of the Employee for the sole purpose of resolving the dispute.
h. It is agreed that the Employee has a right to have a union representative or third party present during visits from the Employer, appropriately qualified person or WorkCover Inspector.
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i. The Employee agrees to notify the Employer of any work related accident, injury, illness or disease arising out of home based work.
j. The Employer shall notify the WorkCover Authority of any work related accident, injury, illness, disease or incident required under Work Health and Safety legislation occurring at the Home based work site arising out of home based work.
k. The Employee agrees that the Employer is not responsible for any liability on the part of a third party, unless the third party, or parties, is present in connection with agreed work related duties.
l. The Employee must be satisfied that they have adequate insurance cover for any risks that are not covered by the Employer’s insurance arrangements under this Agreement.
2. Equipment
a. The Employee will compile a list of equipment required in the course of carrying out work (on Appendix A) at the Home based work site. Once reviewed and agreed the Employer and Employee specify who owns the equipment and/or software. This list will be attached to this agreement.
b. The equipment owned or leased by the Employer and for use by the Employee at the Home based work site will be used solely for the purposes of the Employer’s work. All equipment owned or leased by the Employer will remain the property of the Employer or contracted lessor.
c. The Employer or contracted lessor will maintain the equipment and software (where provided) owned or leased by the Employer.
d. The Employee agrees to notify the Employer if any problems or difficulties arising with the operation of the equipment and allow access to replace, service or repair the equipment.
e. If it is agreed that the Employee’s equipment is to be used at the Home based work site for the Employer’s work the manner in which consumables will be supplied such as toner, paper, etc. will also be agreed. These agreements will be documented and attached to this agreement.
f. The Employee will return to the Employer all equipment/assets including software at the
completion of this Agreement.
3. Security of assets and information
a. Security of assets and information shall be as agreed for the Employee’s office-based employment. It is agreed by the Employee that home based work is not a substitute for dependent care on either an occasional or ongoing basis.
4. Dependent care
It is agreed that home based work is not a substitute for dependent care on either an occasional or ongoing basis.
5. Conditions of employment and variations in the conditions of employment
The terms and conditions of the employment between the Employee and the Employer that apply at the Employee’s usual place of employment also apply at the Home based work site. In particular the following will not be altered by this agreement:
— any applicable legislation, awards or agreements
— classification, grading and related remuneration
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6. Hours of work/overtime
a. The Employee agrees to maintain an accurate and up to date record of hours worked at the Home based work site.
b. If the nominated work from home ‘day’ as agreed on the Schedule is not taken, they do not accumulate. If the employee is required to attend the work site on their nominated work from home day, in consultation with their respective Manager they can work from home on an alternate day.
7. Communication
a. The Employer will ensure regular opportunities for communication between supervisor and Employee and take all reasonable steps to provide to the Employee all information concerning staff meetings, training and other career development opportunities available to other Employees.
b. The Employee agrees to be contactable during the periods in which home based work is carried out and available for communication with the Employer.
8. Performance
a. The Employer agrees to ensure that the work carried out by the Employee in the Home based work site is taken into account when the work performance of the Employee is under review.
b. The Employer and Employee agree to establish and implement an agreed procedure, appropriate to the work, by which the performance of the Employee at the Home based work site can be monitored.
9. Training
The Employer agrees to ensure that training and career development opportunities are provided on the same basis as for other staff.
10. Termination of this Agreement This Agreement may be terminated by either party prior to expiry. a. It is agreed the employer will give “reasonable” notice of six weeks if the previously agreed
period for home based work at the site was six months or more: or three weeks’ notice if the previously agreed period for home based work at the site was less than six months.
b. If a breach of the Flexible Work Arrangement occurs the arrangement may be terminated immediately.
c. If the employee pursues to terminate the notice, one week’s notice is sufficient.
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Employee
Position Title
Manager
Address of Flexible Work Location
Contact Number at Flexible Work Location
Start Date
End Date
Nominated Day(s)
Consumable Replacement Agreement
Flexible Work Agreement Approval ( signatures)
Employee
I acknowledge that I have read and agree with all terms listed in the Health Education and Training Institute Flexible Working Agreement
Manager
Executive Director
Chief Executive ( for arrangements exceeding 6 months)
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Appendix C
SELF ASSESSMENT WORKSTATION CHECKLIST
Instructions for workers: Complete the checklist and talk to your supervisor about the outcome of your assessment and
possible ideas to make the workstation safe.
Instructions for Supervisors: Please list any actions required to make the workstation safe in section D and implement.
Send a copy of this form to HR to save in the worker’s personnel file. If assistance is required please contact your
Corporate Service Business Partner for assistance (HR or Facilities).
SECTION A: Worker to complete
CHAIR
YES NO
COMMENTS
/ ACTION
TAKEN
1. Can the chair be adjusted from a seated position?
(i.e. Seat height, backrest height, backrest tilt)
TIP 1.1 – Request a colleague to assist you to adjust your chair. If your chair cannot be adjusted then request a
suitable chair.
2. Is the height of the chair appropriate?
• With your shoulders relaxed and arms by your side and
elbows at 90 degrees, are your forearms positioned:
(a) just above the desk surface for keying tasks?
(b) just on desk surface for writing tasks?
• Are your feet flat on the ground or footrest?
TIP 2.1 - A footrest will need to be provided or current one adjusted (do not alter the arm position determined above)
3. Is the height of backrest appropriate?
• Is the height of the backrest adjusted so the lumbar
support of the chair is positioned in the curve of your
lower back? (not around your hips)
TIP 3.1 – Adjust your backrest so the lumbar support is in the curve of your lower back. Ideally the backrest should
come to a height under your shoulder blades. Those with taller frames may need a chair with a higher backrest than
someone who is shorter.
4. Is the angle of the backrest adjusted so that when you are
sitting up straight the backrest is against your back and
touching your shoulder blades?
TIP 4.1 - The lower part of the backrest is designed to mould into the inner curve of our lower back. If the backrest is
too high or too low, this outward curve of the chair will feel as though it is digging in to your back. If the backrest is at
the right height, you should be able to slide your hand behind your back and not notice any gaps.
5. Is the depth of the seat pan appropriate?
• When you are seated in the chair, are there 2-3 finger
spaces between the back of the knee and the edge of
the seat?
Name of
worker:
Supervisor’s name:
Contact no: Supervisor’s contact
no:
Department: Date completed:
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TIP 5.1 - If the back of your knees is pressing up against the seat, you may need to get a shallower (shorter) seat.
Particularly tall people (i.e., with longer thighs) may need a deeper (longer) seat. Check that the seat is wide enough
for you – the whole of your backside should fit on the seat without overhanging at the sides. Those with larger frames
might need a seat that is wider and deeper.
6. Does the chair have arm rests?
TIP 6.1 - Generally arms on chairs are not recommended as they tend to encourage people to lean on the arms whilst
working and therefore slump or twist their trunks. If your chair has arms make sure that the arms fit underneath the
desk so you can be close enough to the desk to ensure you can rest your hands on your keyboard with your elbows by
your sides.
DESK YES NO
COMMENTS / ACTION
TAKEN
7. Are the desk dimensions appropriate?
• Is the desk height approximately mid-thigh
when standing?
• Is there enough room on the desk to
complete computing and writing tasks in
separate areas?
TIP 7.1 - The desk height should be between 680mm and 735mm for a fixed height desk. Adjust if possible. The desk
width should be sufficient to accommodate your work documents. Ensure there is adequate storage available and
keep desk tidy.
8. Are you able to sit as close as possible to desk
with nothing obstructing your access?
TIP 8.1 - Remove any boxes or items being stored under the desk, or arms on chairs that stop you from getting your
chair as close as possible to the desk.
KEYBOARD AND MOUSE YES NO
COMMENTS /
ACTION TAKEN
9. Is the centre of the alphabetical section of the
keyboard positioned directly in front of the user and
the computer screen?
TIP 9.1 - The keyboard needs to be positioned correctly to minimise the risk of developing upper body pain. It needs to
be straight on the desk (not off to one side) and the “B” key should be in line with the centre of your body.
10. Is there enough room between the keyboard and
the edge of the desk to rest the wrists, whilst not
typing?
����
11. Is the keyboard close enough to allow your
elbows not to rest on the table?
����
12. Are the wrists elevated off the desk while typing? ���� If NO see tip
12.1
TIP 12.1 – Do not rest your wrists on desk or wrist rest while typing, only during typing breaks.
13. Are the legs of the keyboard retracted, to ensure
flat wrists while typing?
���� If NO see tip
13.1
TIP 13.1 - Place the feet on the keyboard down so that it is flat against the desk. This will help
encourage a flatter, more neutral posture for your wrists.
14. Do you experience any pain in your wrist when
using the mouse?
No
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TIP 14.1 - Try swapping the hand with which you hold the mouse. If you swap hands, make sure that you switch the
primary and secondary buttons on the mouse by going to Settings-Control Panel→ Mouse→ Bu on Configura"on
Consider trialling a different shaped mouse – there are a myriad of different mouse styles that suit different shaped
hands, such as roller ball, joystick shaped and vertical mice.
Try using keyboard shortcuts to reduce your mouse use. Many of the commands available through menu choices can
also be accomplished by using the keyboard. Try http://www.computerhope.com/shortcut.htm for examples of short
cut keys.
15. Do you move the mouse using the shoulder as the
pivot point not the wrist?
No
TIP 15.1 – Do not flick the mouse at the wrists. Direct the mouse with the whole arm.
16. Is the mouse at the same level as the keyboard
and close enough so the elbows remain directly
under the shoulders?
TIP 16.1 - Your mouse should be positioned so that your elbows can remain by your side.
MONITOR
YES NO
COMMENTS / ACTION
TAKEN
17. Is the monitor approximately one arm’s
length away?
TIP 17.1 - The monitor needs to be positioned so that it is directly in front of you - not off to one side.
18. Is the top of the screen positioned at your
eye level?
���� If NO see tip
18.1
TIP 18.1 - The height of the monitor should be adjusted so that when you are seated and are looking straight ahead,
the top of the monitor is at or just below eye level.
20. Do you have multiple screens? No
TIP 20.1 - For two monitors used equally - position so the centre of the two is in line with your nose. For two or three
monitors where one is used more often than the other - the second and third monitors may be positioned either side
of your main monitor.
PHONE AND DOCUMENTS YES NO
COMMENTS / ACTION
TAKEN
21. Is the phone positioned within easy reach,
on the non-dominant side?
TIP 21.1 - The phone is best placed on your non-dominant side (i.e. left side for right handers). This frees up the
dominant hand to take notes or use your mouse (without the phone cord crossing over your body and keyboard).
22. If you have to regularly write notes or use
the computer while talking on the phone do you
use a headset?
No
TIP 22.1 - Consider using a telephone headset rather than cradling the phone between your shoulder and neck, as this
places a lot of strain on your muscles. Headsets come in wireless and options so you can still have flexibility to move
freely around your office space. Do not hold the phone by ‘squeezing’ it between your ear and shoulder.
23. Do you have to refer to documents while
typing/entering data?
TIP 23.1 - Ensure you have a document holder positioned between the monitor and keyboard or adjacent to the
screen? (This is to prevent twisting of the neck or looking down.)
21
LAPTOPS YES NO
COMMENTS / ACTION
TAKEN
24. Do you regularly use a laptop for periods of
1hr or more?
���� If YES see tip
24.1
No
TIP 24.1 - Use a laptop docking station or raise the laptop on a stand so that you can see the screen easily without
bending your neck and use a separate full-sized keyboard and mouse to ensure you have the best posture.
25. Do you regularly transport your laptop? ���� If YES see tip
25.1
����
TIP 25.1 - Remove any extra weight you don’t need (e.g. removable CD’s) to reduce stress-and-strain on your
shoulders. Alternate the shoulder with which you carry the bag. Even better, try to get a laptop carry bag on wheels.
Consider using a USB stick.
VISION YES NO
COMMENTS / ACTION
TAKEN
26. Do you regularly look at a screen for periods
of 1 hour or more without a break?
TIP 26.1 - Aim to take a short vision break every ½ hour or so, to help relax your eyes, for example by looking at
something in the distance. You could also close your eyes tightly for several seconds then open them very wide,
holding them open for a few seconds.
27. Do you experience glare on your computer
screen?
TIP 27.1 – Ideally your screen should be positioned so that light falls from the side of the screen, not the front. Try not
to face toward windows or bright light sources. Try to eliminate glare and screen reflections by moving or tilting the
monitor.
28. Do your eyes ever feel strained or tired
when using the computer?
TIP 28.1 – In addition the above vision tips check the monitor is at least arm’s length away from you when seated. Try
adjusting the contrast and brightness via the menu button. Adjust the size and colour of characters on the display for
easy reading.
REST BREAKS YES NO
COMMENTS / ACTION
TAKEN
29. Do you work at your computer for long
periods of time without having a break?
Are you regularly getting up out of your chair at
least once every 30 mins?
���� If NO see tip
29.1
TIP 29...1 - Take a 1 – 2 minute rest break every 30 minutes and if you are working for longer than 4 hours you should
have a longer break of 30 minutes. Try walking over to a nearby colleague and have a discussion rather than sending
an email, print regularly rather than all in one go so you are forced to get up and walk to the printing area or even try
to stand up whilst taking phone calls.
30. Do you perform workplace stretches during
the day? ����
If NO see tip
30.1
TIP 30.1 –Frequent short breaks away from our workstation and regular stretches are a good way to protect our
bodies. Stretching helps to reduce muscle tension, improve circulation, reduce fatigue and decrease the risk of injury.
Ideally, we should perform stretches before commencing work, and regularly throughout the day. Stretches should
be performed gently and smoothly, lasting at least 15 seconds each. Always stop stretching if you feel excessive
discomfort.
22
Table taken from Mark Dorhmann and Partners – www.ergonomics.com.au
COMMON ACHES AND PAINS
Body Part Affected Possible Factors What can you do?
Back of neck • Looking down at documents or at
keyboard
• Use a document holder
• Improve your typing skills
• Check height of the monitor
Side of neck • Looking to one side
• Cradling phone between ear and
shoulder
• Locate documents and monitor directly in
front of you, not to the side
• Use a headset instead of cradling phone
between ear and shoulder
Top, outside or front
of shoulders
• Keyboard too high
• Arms unsupported
• Raise height of chair
Lower back • Inadequate lumbar support in chair
• Adjust back rest height so that curve of chair
moulds with inner curve of lower back
• Remove arm rests on chairs
Upper back • Twisted or hunched posture
• Sit straight on to computer
• Locate documents, screen and keyboard
directly in front of you
Arm or shoulder • Arm outstretched or unsupported
• Reaching for telephone or cradling
telephone on shoulder
• Move mouse and phone closer to you
• Use a headset instead of cradling phone
between ear and shoulder
Wrists • Excessive flicking of wrists while using
the mouse
• Wrists bent upwards while typing
• Keep keyboard flat
• Use the whole arm to move the mouse not
just the wrist
Leg discomfort,
swollen feet
• Underside of thighs compressed
against chair seat
• Use footrests
• Reduce chair height
• Look at different chair with different seat size
Headaches • Poor posture, glare, stress, high
workload
• Rearrange work area and position of monitor
• Vary tasks and take regular breaks
• Reduce the amount of time spent on the
computer
• Have your vision checked
Eye fatigue • Screen too close
• Glare
• Rearrange work area
• Do eye exercises
23
SECTION B: Worker to complete
Any comments about the workstation, environment, posture, pre-existing medical issues, pain, adjustments
made etc:
SECTION C: Assessor to complete (if not a self-assessment)
Any comments about the workstation, environment, posture, pre-existing medical issues, pain, adjustments
made etc:
SECTION D: Supervisor to complete
ACTION PLAN Date of completion
1.
2.
3.
4.
5.
For further information:
Health and Safety in the Office NSW WorkCover, 2004
Computer Workstation Ergonomics University of Western Australia
Worker Name:
Signature : Date:
Supervisor Name:
Signature: Date:
Assessor Name: (if not self-assessment)
Signature: Date: