A virtual or remote ergonomic evaluation is an easy way to assess an employee’s workstation and environment for potential problem areas that might lead to an ergonomics related injury. A virtual or remote evaluation is very much like an in-person ergonomic evaluation, except it takes place 100% virtually/online. 

All ergonomic evaluations, whether virtual/remote or in-person are intended to identify and correct ergonomic hazards/risk factors that may lead to discomfort. During any office ergonomic evaluation, an ergonomics specialist will help educate the employee on how to best set up their workstation, improve their working postures and provide equipment recommendations where necessary.

An ergonomics specialist can visit an employees home/telecommuting/remote office as well (depending on the location). These evaluations are identical to the in-person evaluations conducted at a CSU building but are instead, at the employees home/telecommuting/remote office. Contact the Ergonomics Manager with questions. 

Steps in the Remote Evaluation Process

While there are many online training opportunities, we recommend you complete the Working From Home Ergonomics training. Although not required, it is highly recommended to complete this training prior to completing a virtual/remote ergonomic evaluation.

You will be prompted to complete the intake form in its entirety. Upon submission of the form, you will receive a confirmation email and then be directed to schedule your appointment on an external website. Remember that your appointment is not confirmed until you click the Schedule an Appointment link on the last page of the intake form. (You will be scheduling a time to meet via MS Teams through a MS Bookings link). 

The remote evaluation process is very similar to the in-person evaluation process aside from the fact that employees need to provide data and information that the Ergonomic Specialist usually obtains during an in-person evaluation.

One of two options need to be completed for the evaluation (completing both can be done but is not required):

1) Take pictures and email/upload these prior to the evaluation (see sample images below).

2) Properly position your external camera, phone, for the live MS Teams meeting/evaluation scheduled. (See additional information below).

NOTE – please remember that one of these 2 options need to be completed for the evaluation. If you do not upload pictures ahead of time, you must setup your camera in the manner described above. An evaluation evaluation cannot take place in a ‘face to face’ meeting orientation. The ergonomics specialist needs to see certain positions and angles as outlined illustrated in example photos. 

If neither of these two options are completed, 

The Ergonomics Specialist will review the data & information received in the intake form as quickly as possible. If pictures are uploaded prior to the scheduled MS Teams meeting that will be scheduled, the ergonomics specialist may perform much of the evaluation ahead of time. If not, all of the evaluation processes will take place at the scheduled appointment time through MS Teams. 

Following the evaluation, the ergonomics specialist will submit an electronic report (available online) to the employee who should review the report with their supervisor, discuss potential for changes, and implement suggestions.

A follow-up email and/or phone conversation may take place to discuss the report where additional questions can be asked and answered. 

What is Required of Employees?

Unless you have provided pictures and/or video ahead of time, you will need to set up a separate camera such as a cell phone, tablet, external webcam, camera on a laptop, etc. so that the evaluation specialist can visually see you while you are working at your workstation. This must take place prior to your scheduled appointment (which the employee must set up online). The camera will need to be set up in “profile shot” or “side-view shot” for the specialist to see necessary angles. The camera should be separate from the computer you are working on so that you can perform actual work on a computer you would normally use during the workday, while the evaluation specialist observes. See below for tips on camera setup. The remote evaluation process tries to replicate an in-person evaluation as much as possible. See the following website for additional details on the ergonomic evaluation process Office Ergonomic Evaluation Details

Employees must also be present at the office that they intend to have evaluated, not at another workstation, in a conference room, etc. 


Tips For Setting Up Your Camera (Pictures and/or MS Teams Meeting)

Set up your external camera, phone, etc. on a separate chair, table or box, ironing board, etc., and point that camera at yourself/your workstation (e.g., selfie mode ). Ensure you are pointing your camera at a 90 degree angle to your workstation/perpendicular to yourself/your workstation to obtain the “profile shot” or “side-view shot”. Try to ensure that you are far enough away from yourself/your workstation to capture everything from the knee to the top of the head.

Example pictures below illustrate the ideal position, distance, height, and angles needed. The evaluation specialist needs to see you performing actual work (hands on the keyboard/mouse). If you do not provide pictures and/or video ahead of time, ensure you setup your camera prior to the start of the evaluation and be prepared to perform regular, real-time tasks (using the mouse, actually typing, etc.), for about ~10-15 minutes. Try to avoid using a posture that you would not normally use and perform work as you normally would. (If you are providing pictures ahead of time, provide the below at a minimum. However, additional pictures are ideal and preferred. Additional pictures to obtain include picture from directly behind the body, picture of hands on the keyboard and mouse (while actively typing and using the mouse), picture of under the desk, picture of the chair alone, picture of the workstation/table alone.

Example "Profile Shot" or "Side-View Shot"

View from right side

View from right side

Measurements & Pictures

When scheduling a remote evaluation, you may have the ability to upload additional measurements (and pictures). If you cannot upload images/video, you can email these to [email protected]. While images/video are preferred, they are not required prior to the evaluation date to be scheduled and the Ergonomic Specialist can walk the employee through the process, if needed. Measurements include things like desk height, monitor distance from the eye, etc. 

 

 

If there are questions on the process not answered here, please contact us.