Students sitting outside

Provision of equipment to staff members working from home for extended periods of time

Process for providing equipment to staff members to ensure a safe working environment

  1. Staff member requests which equipment they wish to collect - in an email to their director, cc-ing their line manager. 

  2. Director will consider the request and make a decision on whether or not the request should be approved. This decision will be communicated to the staff member by email. 

  3. If the request is approved, the director will contact the staff member providing them with guidance on how and when the equipment can be collected.

  4. The member of staff must have their staff ID card with them and follow any advice given when they come to collect the equipment. Unfortunately, due to social distancing measures, members of Estates staff cannot assist with the moving of equipment. However, staff members may be accompanied by a member of their household to assist them.

  5. Staff member collects the equipment - following the guidance provided by their director - and confirms by email they have collected the equipment and the details of what was collected, including the asset number of the equipment if one is present. 

Equipment list  

  

Equipment

Advice

Keyboard

Staff members may collect from office

Mouse

Staff members may collect from office

Monitor

Staff members may collect from office

Office Chair

Staff members may collect from office

Stand up / sit down desk

Desks cannot be removed from offices due to their size. As an alternative, a sit-stand desk converter may be provided if required as part of a reasonable adjustment for a staff member with a disability.

Wrist support

Staff members may collect from office

Footrest

Staff members may collect office

Document holder

Staff members may collect office

Monitor height adjustor

Staff members may collect from office

Scanner

Scanner cannot be provided to staff members working from home, access to buildings can be arranged to give access to scanners if required

Printer

Printers cannot be provided to staff members working from home, however, a remote printing service is available for staff members to use


Process for providing equipment to staff members with disabilities 

  1. Staff member should email their HR Business Partner, copying in their line manager, identifying the issue and the additional equipment that they require (if known)

  2. The HR Business Partner will review the request with the individual’s line manager identifying if the equipment is available to collect or if it needs to be purchased.

  3. If equipment can be collected then the process for providing equipment to staff members to ensure a safe working environment should be followed from step 4 (see below)

  4. If new or additional equipment is required then the HR Business Partner will review this request

  5. If previous Occupational Health advice on necessary adjustments or required equipment to support them then a further referral to Occupational Health is unlikely to be necessary

  6. If no previous advice has been received from Occupational Health or the Health and Safety Unit then the staff members may be asked to discuss their requirement with either of them (as appropriate) to determine what support is required

  7. If the equipment is necessary, then it will be ordered and provided to the individual using the Goods at Home service

In either process, if a staff member is not able to come to the workplace, e.g. due to following shielding advice, then they should discuss this matter with their line manager.