As part of the University's approach to supporting employees, we have set up a web based form for staff who will be predominantly working away from campus due to the coronavirus. This web page provides advice and guidance for line managers on assessing responses to the Remote Worker Needs Form so that individual employees can be provided with appropriate furniture and computer equipment to enable them to work safely and efficiently.
Employees with previously assessed specialist workstation needs
Question 1 covers employees who have been identified as requiring specialist equipment under a previous DSE assessment.
If someone has previously had a workstation assessment and been provided with specialist equipment (sit-stand desks, specialist seating, assistive technology or specialist software or other equipment) then they are likely to require the same set up in order to work safely at home.
If they can accommodate this equipment at home, then the simplest solution may be to allow the user to collect this equipment and take it home. The employee will need to be able to safely collect these items from campus. A risk assessment has been written to support this activity.
It is unlikely that people will be able to collect specialist desks from work as these are likely to need to be taken apart and are also bulky. If a new desk is required, or an employee cannot safely collect their equipment, please contact email@example.com to discuss options.
If the employee cannot accommodate the required equipment in their home, then it is likely that they will need to work on campus. The employee and line manager should discuss this in the first instance. Advice is also available from HR if required. If specialist advice is required on equipment selection, please contact firstname.lastname@example.org to discuss.
Employees with standard workstation needs
Questions 2-5 identify whether the core workstation someone has at home is likely to meet required safety standards.
Where items are identified as being required (apart from desks) it may be possible to supply these from existing office provisions. For example, monitors, risers, keyboards, mice and footrest requirements will often be able to be met by collecting existing equipment from the office without the need for new equipment to be purchased. It may also be possible to collect chairs to take home.
The employee will need to be able to safely collect these items from campus. A risk assessment has been written to support this activity.
If furniture or other equipment is required and this cannot be met from existing office stock, then this should be purchased from options highlighted in the Home Worker’s Catalogue.
If the employee uses a laptop and requires a laptop riser there are a number of options available. These can be found on Marketplace in the Lyreco catalogue (under Technology – “Stands”).
If the person cannot accommodate required equipment within their home, then they may be required to work on campus. The employee and line manager should discuss this in the first instance. Advice is also available from HR if required. If specialist advice is required on equipment selection, please contact email@example.com to discuss.
IT Equipment and Software
Questions 6 and 7 cover computer equipment and software. Some people may be working with devices that are not suitable for the work they carry out or may have additional requirements such as screens, internet adaptors or other such equipment. Others may have software issues that require specialist support.
The most economic and favoured solution is provided by repurposing existing equipment. Arrangements will need to be made with DDaT to ensure that the computer will function correctly. This should be reported through the IT Help-Desk in the normal way. This reporting process should also be used for any software queries or requests.
Your IT supporter will then contact you to discuss options and to explore any business equipment needs including the need for any additional equipment (such as wifi adapters, web cams and head sets).
Where repurposing equipment is not an option then the most suitable way forward should be discussed with your IT supporter.
More information on requesting University funded devices can be found here.