OHS 11 H-ORP-02 ERGONOMICS

1Purpose

This operational risk controlinstructionhas been developed to assist RMIT University with creating and maintaining a safe work place through the adoption of consistent ergonomic principles for all tasks involving workstations.

2Definitions

2.1Ergonomics

Ergonomics (or human factors) is the scientific discipline concerned with the understanding of the interactions among humans and other elements of a system, and the profession that applies theory, principles, data and methods to design in order to optimise human wellbeing and overall system performance (Source: International Ergonomics Association).

2.2Occupational overuse syndrome

Occupational Overuse Syndrome (previously known as Repetitive Strain Injury) is a collective term for a range of conditions characterised by discomfort or persistent pain in the muscles, tendons and other soft tissues, with or without physical manifestations.

3Responsibilities

3.1Head of School / Department / Managers / Supervisors

  • Ensure that staff are provided with appropriate tools and materials for office work duties.
  • Ensure staff receive appropriate training on the correct usage of ergonomic equipment at the commencement of work through the use of the Induction Checklist, and regularly review the work site when changes in duty or equipment occur.

3.2Occupational Health, Safety and Wellbeing team

  • Where an individual staff member has made known to their manager a medical condition (Diagnosed shoulder or neck injury, Carpel Tunnel or R.S.I), the OHSW team will attend the workplace to carry out a more thorough ergonomic assessment and create a report accordingly with recommendations for improvement where required or possible
  • Workstation desk adjustments in coordination with the direct line manager; measure and provide information to Property Services for action (No Formal report required).

3.3Staff / Students

  • Cooperate with supervisors and other staff to assist in relating and maintaining a safe work place where ergonomic guidelines are followed.
  • Report work related injuries or concerns relating to ergonomics to the relevant line manager.

4Process for Ergonomic assessments

The following are areas where we can be proactive in preventing potential ergonomic injuries:

  • New office/desk relocation

OPTION A:

  • Using the recommended list provided (Appendix A); purchase the standard stationary including chair if required for the workplace.
  • Carry out the e learning module “Ergonomics”
  • OR download and use the self-assessment workstation checklist to ensure you are ergonomically setup(Annual review)

OPTION B:

  • Organise group ergonomic assessments in consultation with the RMIT Safety team
  • Identify the key persons in your team and find a date/time that suits
  • Contact your line manager or co-ordinator to arrange a time for the Safety team member to visit
  • Individuals with identified medical issues

(Examples such as diagnosed back, shoulder and neck issues, carpel tunnel, R.S.I or other)

(a)If you are unsure what is a medical issue or not;contact the Safety team to clarify (HR Assist Int:50600)

(b)If you received medical documentation that is work related- CONTACT IMMEDIATELY HR Assist (9925 0600) to get put through to Injury Management/Workers Compensation team

  • Desk Adjustment-

(a)Following an assessment being completed, if there is a requirement for a desk adjustment,the staff member is to advise the manager/co-ordinator who will then escalate to the RMIT safety team

(b)In the instance an RMIT safety team member identifies the need for an adjustment; arrangements will be made with the manager being consulted.

(c)The manager will submit a property service request with the relevant information (Desk #/Location, Cost code and desk adjustment required). No formal report is required for a desk to be adjusted.

5Injury Prevention

5.1Understanding occupational overuse syndrome

Occupational Overuse Syndrome injuries may be caused or aggravated by work and are associated with repetitive movement, sustained or constrained posture and / or forced movements. Psychosocial factors, including stress in the working environment may also be important in the development of these injuries.

The muscles and tendons involved in these conditions may be in the wrists, forearm or upper arm, shoulder, upper spine or neck of the person affect. Pain or discomfort may exist in any one or group of these muscles or tendons at one time. The work done by muscles may be active as in typing, handwriting, playing of musical instruments, use of hand tools, or static work when the muscles are required to maintain a posture. It is important to realise that the muscle fatigue rate varies between individuals and in any one particular individual from time to time.

If an occupational overuse syndrome condition is allowed to develop unchecked, it may cause the individual pain and loss of function and the department to lose human or financial resources. Early recognition of the symptoms is essential to control or minimise the effects of such injuries.

5.2Strategies to prevent injuries

5.2.1Job design, supervision and work practices

Strategies to prevent Occupational Overuse Injuries will need to include elements of:

  • Job design
  • Work organisation
  • Supervision and training
  • The role of the individual
  • The ergonomic design of the workstation

Positions should incorporate a variety of tasks which allow variation in movement and posture. A mix of repetitive or static work, and non-repetitive work should be included so that recovery from any muscle fatigue is made possible.

No employee should be required to continually type or enter data for more than 5 hours per day. Where the job involves a major component of keyboard work, or other task using the same muscle group, frequent rest breaks should be taken. This structuring of the task should be a matter of discussion between the individual and their supervisor.

An adjustment period should be factored in for staff returning from work absences or during a learning (onboarding) period.

5.2.2Rest breaks

Rest breaks can range from short pauses to defined breaks such as lunch.

5.2.2.1Short rest breaks

These are short breaks that provide an opportunity for muscles that have been active in keyboard or mouse use to rest and recover and muscles which have been fixed such as shoulder muscles or leg muscles to move.

Short Pause Break activities include:

  • Answering the phone
  • Collecting a document from the printer
  • Getting a cup of tea or glass of water
  • Visiting a colleague rather than phoning or emailing them.

Where a variety of alternative tasks are not available, it is important to have more breaks away from the task. The length of these and how often they are taken depends on the work, the person and other factors however it is important to note that frequent short pauses are preferable to infrequent longer pauses.

Doing exercises during breaks can provide a variety of postural changes and movement for muscles during periods of intense work. These exercises may be useful where there are no alternative tasks available. Exercises should be gentle stretches which provide rest for frequently used muscles and movement for muscles which have been static. The best exercise is usually to get up from a seated position and move around.

6Keywords

Chairs
Ergonomics
Injuries
Occupational Overuse Syndrome
Posture
Workstation

7References and Associated Documents

# / Title / Document Type
1 / OHS 11Operational Risk Controls / Standard
2 / OHS 11 Ergonomic self-assessment checklist / Guidance note
3 / OHS 11 Office chairs / Guidance note
4 / OHS 11 Office exercises / Instruction
5 / OHS 11 Workstations / Guidance note
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8Document Control History

Version / Date / Description of Changes / Author / Approver
1 / 14/10/13 / New Document / T. Allred / DRAFT
2 / 03/06/15 / Updated to reflect current conditions / C.Roche / A.C
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4
5

Appendix A.

Standard Office Stationary

New/Relocated desk

Position Description (Could include but not be limited to):

  • Receptionist
  • Personal/Executive Assistant
  • Customer service advisor
  • Administration officer/advisor
  • Team co-ordinator
  • Department Manager
  • Technical Officers

Office work (general)

  • Foot rest
  • Monitor riser (Stackable)
  • Document holder (Where required)
  • Keyboard gel wrist rest
  • Mouse gel wrist rest
  • Standard chair- EXP50 or 90 (Staples) or as supplied at time of move

Customer service/ Telephone responder

  • Hands free headset (Contact Telephony services manager)
  • As per “Office work (General)”