Ergonomic Evaluation Policy

The purpose of this policy is to provide a safe and comfortable working environment for faculty and staff by ensuring that workstations are ergonomically sound. Proper workstation ergonomics are vital to reducing the risk of discomfort, musculoskeletal injuries, and repetitive strain disorders, which can arise from prolonged use of improperly designed or configured workspaces. This policy outlines the steps for workstation evaluations to promote health, well-being, and productivity.

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This policy applies to faculty and staff using workstations in academic, administrative, and other office settings within the college, including computer labs, faculty offices, research spaces, and library workstations.

Ergonomic Evaluation: the process of assessing and adjusting the setup of a workspace to identify and reduce ergonomic risks in the workplace.

A. Restrictions & Limitations

• Eligible employees may request an ergonomic evaluation on a yearly basis.
• The ergonomic solutions provided by the college are designed for general use. Individuals with specific medical conditions or physical limitations that require specialized equipment (e.g., custom seating, specialized devices) should consult with a healthcare provider to determine additional needs. The college will make reasonable accommodation, but employees and students may need to obtain certain specialized equipment independently.

B. Request and Approval Process

Request for Evaluation

1. Any staff and faculty member who feels their workstation may not be ergonomically appropriate or is experiencing discomfort related to workstation setup can request an evaluation by submitting an Ergonomic Evaluation Request form.
2. The request form must be filled out and completed by the staff or faculty member by providing a detailed description of their current workstation and report any signs of discomfort.

Workstation Evaluation Process

1. A trained staff member will conduct an in-person workstation assessment.
2. The evaluator will assess key ergonomic elements, including:
   1. Chair: Proper height, lumbar support, and adjustability.
   2. Desk: Correct height and space to support natural posture.
   3. Keyboard and Mouse: Appropriate placement, angle, and reach.
   4. Computer Monitor: Correct positioning to reduce neck strain.
   5. Lighting and glare reduction: Ensuring optimal lighting without glare on screens.
   6. Posture: Ensuring the individual maintains a neutral, relaxed posture.

Personalized Recommendations

1. After the evaluation, the evaluator will provide personalized recommendations to the individual. These may include:
   1. Adjustments to furniture and workstation setup.
   2. Recommendations for tools such as ergonomic chairs, keyboard/mouse alternatives, monitor stands, or lighting adjustments.
   3. Advice on posture, breaks, and stretches to reduce strain.
2. Any and all adjustments and recommendations addressed during the evaluation process will be noted on the assessment form for review by Human Resources.

Implementation of Changes

1. Following the recommendations, the individual will work with their department to implement necessary changes which may include ordering ergonomic equipment or submitting a Facilities & Campus Services Work Order Request for workstation corrections, adjustments, and assembly. The college may provide funding or assistance for ergonomic equipment when applicable, based on availability.
2. To ensure the comfort and well-being of employees, it is the responsibility of each department to provide essential ergonomic equipment. The following guidelines apply to the provision of ergonomic products:
   • Department Responsibility: Each department will be responsible for purchasing necessary ergonomic equipment, such as a mouse, keyboards, leg rests, and other basic ergonomic accessories for employees.
   • Pre-Set Options: Departments may offer a pre-approved selection of ergonomic products. Employees will typically be required to choose from this selection to ensure consistency and cost-effectiveness. These options are designed to meet the general ergonomic needs of the workplace.
   • Requests for Non-Standard Equipment: Should an employee require ergonomic equipment outside of the pre-approved options, the request will be subject to department approval. The decision to purchase non-standard items will be at the discretion of the department based on need, availability, and budget.
   • Approval Process: Employees should submit requests for non-standard ergonomic equipment to their department head or supervisor for consideration. Requests will be evaluated on a case-by-case basis.

Stand-Up desk

1. When requesting a sit-stand desk workstation, the employee is required to have a doctor's note that establishes a medical necessity for a standing desk. It is the employee's responsibility to obtain a written note from a medical professional. The note must affirm that a sit-stand workstation is required, due to medical necessity. Once the employee receives a doctor's note, please contact Human Resources for further instructions on ordering a sit-stand desk converter.
2. Please be advised that sit/stand workstations can in some instances aggravate existing injuries/medical conditions or present a risk for new injuries. For example, increased standing can aggravate lower back, knee, and ankle injuries as well as conditions such as arthritis. It is important that the implementation of a standing desk be in line with an employee's health practitioner's recommendations.
3. The Human Resources department will verify the request and place the order for a Pomona College-approved standing desk converter (unless already available in Pomona College’s inventory). The cost for the sit-stand workstation is the responsibility of the Human Resources department, with a spending limit of $350 plus assembly for each employee's workstation. If a sit-stand desk exceeds this limit, the employees’ department will be responsible for covering the difference.
4. When the employee leaves employment with Pomona College, the sit-stand desk converter must be returned to Pomona College’s HR Office on or before the employee's last day.

Follow-Up

1. Human Resources will follow up with the employee to assess whether the changes have resolved the issues or if further modifications are needed.
2. Individuals can also request a follow-up evaluation at any time if they continue to experience discomfort.
3. To replace an ergonomic product, complete the Ergonomic Evaluation Request form. selecting the replacement option.

Training and Awareness

1. The college will periodically offer ergonomic training workshops for faculty and staff to educate them on maintaining good posture, taking regular breaks, and preventing injury.
2. Information on workstation setup and ergonomic best practices will be available through the Human Resources Department.

The Office of Human Resources is responsible for implementing and overseeing this policy.

Employees

1. Self-Assessment: Employees are responsible for regularly assessing their own comfort and well-being while working. Employees should report any discomfort or potential ergonomic issues with their workstation to their supervisor or HR.
2. Requesting an Evaluation: Employees should proactively request a workstation evaluation if they feel their workstation is not ergonomically sound or if they experience pain or discomfort related to their workstation setup.
3. Implementing Recommendations: Employees must make an effort to implement ergonomic recommendations or adjustments suggested during their workstation evaluation to ensure a comfortable and healthy workspace.
4. Posture and Breaks: Employees are responsible for maintaining proper posture, taking regular breaks, and following ergonomic practices recommended during training or consultations.
5. Ongoing Communication: Employees should communicate any further concerns or discomfort after implementing changes, and request follow-up evaluations if necessary.

Supervisors

1. Ensuring Awareness: Supervisors should ensure that employees within their department are aware of the college’s ergonomic policy and encourage them to report any discomfort or workstation issues.
2. Facilitating Evaluations: Supervisors are responsible for supporting employees in requesting workstation evaluations and helping them follow through with recommended changes.
3. Resource Allocation: Supervisors should work with HR and Facilities to allocate appropriate resources for ergonomic equipment and ensure employees are provided with necessary tools or adjustments.
4. Monitoring Workstation Setup: Supervisors should regularly check that employees’ workstations meet basic ergonomic standards and recommend evaluations for those experiencing discomfort or reporting issues.
5. Promoting Healthy Practices: Supervisors should encourage employees to practice healthy work habits, such as taking regular breaks, adjusting their posture, and attending ergonomic training sessions.

Human Resources (HR)

1. Policy Implementation: HR is responsible for ensuring the ergonomic policy is communicated and implemented across the college. HR should monitor compliance and assess the overall effectiveness of the policy.
2. Coordinating Evaluations: HR should coordinate workstation evaluations by maintaining a list of qualified ergonomic trained staff. They should ensure that evaluations are scheduled in a timely manner and that follow-up evaluations occur as needed.
3. Training and Resources: HR should provide access to ergonomic training materials and workshops for faculty and staff, ensuring they have the tools and knowledge to set up their workstations correctly.
4. Record Keeping: HR is responsible for maintaining records of workstation evaluations, follow-up actions, and any equipment provided to employees as part of the ergonomic policy.
5. Reviewing and Updating Policy: HR should review the ergonomic policy annually, ensuring it reflects the college’s commitment to health and safety and incorporates feedback from employees and supervisors.

• Ergonomics Request Form
• Employee Handbook