Introduction
As an employer, the State of Nevada has the responsibility to minimize hazards in the workplace. This policy sets acceptable guidelines for the use of computers, both desktop and laptop, and Video Display Terminals (VDT)s. As needed, it will be updated to reflect changes based on technological and health and safety information and findings.
Objectives
- Provide a safe working environment for employees who use computers and VDT’s in their work assignments
- Provide guidelines to assist agencies of the State of Nevada
- Encourage employees to take steps to assure the ergonomic correctness of the workstations.
- Conserve resources by reducing the costs of employee injuries and increasing the productivity of employees
Responsibilities
Agencies are responsible for:
- Providing and maintaining equipment and furnishings that conform to the standards and specifications in this policy. Purchasing decisions should be made in coordination with IT Services, State of Nevada Division of Risk Management and State of Nevada Purchasing.
- Evaluating the workstation of all employees for proper equipment and furnishings that will allow the employee to work in the proper ergonomic posture and manner.
- Assuring that all employees are provided with the necessary opportunities to receive proper training in ergonomics.
- Requesting the assistance of State of Nevada Risk Management in resolving ergonomic issues outside of the agencies scope of expertise.
- Requesting assistance from the State of Nevada Risk Management Division when contemplating large quantity furniture purchases, office moves or remodels or when planning and designing new office space.
- Keeping OSHA records up to date. Injuries/Illnesses from ergonomic issues are classified as Musculoskeletal diseases and injuries and are OSHA recordable
Employees are responsible for:
- Notifying their supervisor when ergonomic issues arise.
- Following the guidelines for proper ergonomic posture and methods as described in this policy
- Promptly reporting equipment maintenance or repair issues.
- Receiving and following instruction on proper ergonomic positioning and use habits
- Complying with recommendations made by supervisory and Risk Management staff regarding proper equipment, equipment set up and proper ergonomic posture and work habits.
- Providing proper prescription eyewear to maximize visual acuity
IT Services is responsible for:
- Providing computer accessories (monitors, keyboards, mouse, trackball, keyboard trays, laptop computer accessories, etc.) that meet the recommendations provided in this policy when providing new computer equipment to an employee
- Setting up new computer workstations in the recommended ergonomic equipment set up as described in this policy.
Risk Management Division is responsible for:
- Providing ergonomic training for supervisors, purchasers and users of computer equipment and VDT’s.
- Providing consultative services for agencies requesting assistance upon major furnishings purchases, office moves and remodels and planning and designing of new office spaces.
- Providing on-site consultative services for assistance, upon request, in correcting ergonomic issues that agency personnel are unable to correct.
- Provide the employee and the agency with a written report describing the findings made during the on-site consultation and any recommended corrective action.
- Follow up on recommendations for corrective action that result from on-site consultative services.
Purchasing Division is responsible for:
- Ensuring that all large purchases of furnishings have been reviewed by Risk Management for compliance with ergonomic recommendations.
- Coordinating purchasing decisions with State of Nevada agencies.
State of Nevada Public Works is responsible for:
- Ensuring that furnishing purchases made in conjunction with Public Works projects are made within the ergonomic guidelines provided in this policy.
Computer Equipment and Accessory Specifications
Computer Monitor:
- Monitor must be sized to allow the user to easily view the screen while display settings are set to optimum.
- Monitor must be sized to allow proper workstation set up.
- If glare on the monitor screen is an issue, a monitor hood must be provided for the employee
- Monitor must be designed so as to allow proper height adjustment, (either through the use of a monitor stand or by adjustment of a built in height adjustment mechanism.
Computer keyboard:
- All keyboards must be full sized.
- Some employees may need a split or natural style keyboard to minimize or alleviate discomfort. These keyboards must be provided to those employees who are evaluated to have such a need.
- Sufficient cable or wireless models must be provided to allow for proper equipment setup.
- Keyboards must be replaced or repaired if any keys fail to operate properly.
Keyboard Tray:
- Virtually all employees should be provided with a tray. The exception is for the properly seated employees who hands are just above desktop height AND who does not need a document holder.
- Keyboard trays must be of a lift and lock or grip and lock design for those employees who need to move the tray in and out of position frequently. Standard locking knob models are sufficient for employees who set the tray and leave it in position.
- Keyboard trays should allow for a wide range of height and angle of platform adjustments.
- The length of track must be considered prior to ordering a tray.
- Specific models are available and must be ordered for corner tray applications
- Keyboard trays must be wide enough to allow for the mouse to be placed next to the keyboard.
- If a separate mouse tray is provided, it must place the mouse next to AND at the same height as the keyboard.
- Provide a wrist rest for the keyboard and mouse tray
Mouse and Trackballs:
- If designed for specific left or right hand use, the proper “hand” design must be provided.
- The mouse or trackball should fit the user comfortably
- Trackballs can be used in lieu of a mouse at the discretion of the employee. However, trackballs should not be thumb operated.
- Sufficient cable or a wireless mouse must be provided to allow for proper placement of the device.
Monitor Stands:
- Monitor stands must be incrementally adjustable.
- Stands must be sized properly for the monitor and allow for proper placement
Footrests:
- Footrests are mandatory for those individuals whose workstation cannot be lowered to the proper height AND whose chair height will not allow the feet to properly touch the floor.
- Footrests are allowable for any others who would like to vary the position of their feet throughout the workday.
Furnishing Recommendations
Chair:
- No chair will fit everyone. It is recommended that all agencies provide their employees with a choice of several chairs that fit the ergonomic recommendations provided below.
- Employees should be allowed an opportunity to try a chair for a few days before a purchasing decision is made.
- All chairs must have the following adjustments:
- Seat Height adjustment
- Backrest height and angle adjustment
- Armrest adjustments of height and width. Width can be adjusted by adjusting the spread of the arms or by providing an articulated armrest pad
- Set or pan depth. This can be adjusted by sliding the seat forward or back or by sliding the backrest forward or back.
- Armrests should be designed so that they do not interfere with the edges of the desk
- All chairs must be provided with casters appropriate for the surface they will be used on.
- Chair must be adjustable so that the users feet are comfortably on the floor
- Chair controls should be easy to use while seated.
- All chairs must have a minimum 5 pronged base.
- Chairs whose controls do not operate properly or whose hydraulic cylinders do not hold the set height must be repaired or replaced immediately.
Workstation:
- Work surface height should be between 29 and 31 inches tall or be adjustable
- There should be adequate room for the legs below the desk. Consideration must be provided to allow the user to swivel or turn in the chair without striking the side walls of the leg well
- The desktop should be sized to allow for all work functions of the employee and their needed equipment and materials.
- If a separate computer station for the employee is not provided, the desktop should be large enough to allow the employee to use the computer and to write.
- Consider the job function and necessary tasks when making purchasing decisions. For example, a person who sees clients at their desk will need a different desk than a person who strictly inputs data.
- Edges and corners must be smooth without sharp edges.
- The underside of the workstation will be free from sharp protrusions and leg space obstructions.
Lighting:
- Provide as much natural illumination as possible without causing glare and/or excessive cooling issues.
- Provide added artificial lighting to allow moderate brightness.
- A desktop lamp must be provided to employees that do not receive adequate lighting from overhead sources.
- Control lighting from windows as needed through the use of blinds, drapes and similar shading.