Home office workplace

• Use a fixed time schedule to work;
• Provide adequate lighting above your workplace;
• Preferably sit in a place with the window on the side or behind you. It is extra tiring to look towards the daylight. If you suffer from light reflection on your screen, you can close the (net) curtains a bit;
• If you have to make a lot of calls, preferably use earphones / headphones or the speaker function so that you have your hands free;
• Do you have an office workplace at home? Then use it as you are used to in the office;
• Do you have an office chair at a un-adjustable table? Then: 
  • Adjust the armrests of the chair for good, relaxed support of the arms. Make sure the shoulders are not pushed up.
  • Then raise the chair seat so that the armrests are at the same height as the table top
  • Put something under the feet so that the thighs are horizontal. This prevents pinching of the blood vessels at the edge of the seat;
  • Don't you have the above? Then try raising the chair if necessary. This so that when your forearms are on the table, you don't have to shrug the shoulders;
• Rest the arms well on the table with the keyboard slightly further away. But keep the back straight and avoid leaning over.
• Avoid typing with outstretched arms. This gives an increased tension in the arm, shoulder and neck muscles.
• If possible, use a separate keyboard at the table and place the laptop on a platform (for example, a stack of books). This so that the top edge of the screen is slightly below eye level.
• If you use a separate monitor, set it to the above height.
• Place your monitor about an arm's length away.
• When working on the laptop, without a separate keyboard, be extra alert to relax your shoulder and neck muscles and move extra, so that the muscles continue to flow.
• Alternate sitting at the table every half hour with walking, moving or doing exercises. For example, walk around while making calls.
• The golden rule for taking a break is minimal 5 minutes every hour.

You can check if your office supplies have been adjusted correctly by using a CANS test. By using this test, you can find out what is required for a healthy workplace at home and what needs to be improved in your situation.

Watch video: Adjust the correct sutting position

If you have purchased home office supplies with the approval of your superior and the purchase took place before 3 September 2020, you may claim you expenses after conferring with your superior. The Board of Directors took a decision on 3 September 2020 which states that after that date, home office supplies may only be purchased using regulated procedures and that independently made purchases will not be reimbursed.

Costs for  home office supplies that have been claimed by definition have been financed by UT; therefore, they will remain property of UT. Following the end of a contract period, they need to be handed over to UT.

Items are delivered to UT by the supplier. You will receive a message informing you when and where the supplies can be collected at UT. They will be stored securely until that time.

Home office supplies you have claimed have been financed by UT by definition. As a consequence, they will remain property of UT. Following the end of a contract period, they need to be handed over to UT. UT has an arrangement for e-waste, which allows employees to take over obsolete personal electronic devices, such as smartphones and PCs. After conferring with your superior, you can make a request for this purpose through LISA self service portal (menu: eWaste).

Best contact your superior to make arrangements and to discuss in which manner your service or faculty wishes to handle this.

Under special circumstances, where standard supplies are not adequate or sufficient, your superior may contact the HSE co-ordinator of your unit to assess whether a tailored solution is called for and possible. The HSE co-ordinator will advise your superior on their findings.

On this website repetitive strain injury, you can find information about the procedure for computer glasses and how to start this procedure. The costs will be covered by your own department. In  special cases where computer glasses are not sufficient, your superior may ask the HSE co-ordinator for help to see whether a tailored solution is called for and possible. The HSE co-ordinator will assess the situation and advise your superior on their findings.

Under special circumstances, where standard supplies are not adequate or sufficient, please contact your superior. They can ask the HSE co-ordinator for advice. The HSE co-ordinator will assess the situation and advise the superior on what is needed in your situation.

You will recognise home office supplies from the basic range by the label ‘HOME WORKPLACE’. Ordering other supplies is not allowed.

If you have ordered supplies labelled ‘HOME WORKPLACE’, it is important to ask your superior why no approval was given. If additional advice is required, please contact your HSE co-ordinator.

Under special circumstances, where standard supplies are not adequate or sufficient, you can, as a superior, contact your HSE co-ordinator for advice whether a tailored solution is called for and possible. The HSE co-ordinator will assess the situation and subsequently advise you.

Once an employee has ordered the required home office supplies through the LISA Self-service Portal, the order will be sent to the person mandated for approval digitally. Usually, this is their superior and/or director. The process is similar to the process for ordering hardware and software through the Self-service Portal. After you approved the employee’s order, the order will be processed physically and financially.

Financial processing will take place by charging the costs of home office supplies ordered at the cost centre of the employee. These costs will be recorded under grootboekrekening: 2321 Aanschaf inventaris/apparatuur of said cost centre. Because orders will be place at the self-service portal, the financial department will be able to trace by cost centre level which costs were made for home office supplies.

As a superior you have a key role in creating an environment where your employees can carry out their work in a healthy and safe way. On the HR website, you can find a simple guide to various topics on, and possibilities for, keeping your employees healthy and recognising high work pressure.