The University is not responsible for operating costs, home maintenance, or other costs incurred by employees in the use of their homes as a remote work alternate work location unless required by law or other applicable regulations. Employees may be afforded accommodations for use within their home under the Americans with Disabilities Act as appropriate.
Employees should use university-issued equipment and materials whenever possible. UA computers are configured to meet security requirements, making this the best option for conducting UA work, both on campus and remotely. Employees using personal devices to connect to the UA VPN should have up-to-date antivirus software running on the device. UA provides antivirus software to all employees at no cost (https://oit.ua.edu/software/mcafee). This does not include the use of a) personal mobile devices or tablets when a pin, passcode, fingerprint, or facial recognition is required for access; b) printers; c) fax machines; d) copiers; e) wireless routers. Employees must follow the Terms of Use of Electronic Accounts policy while performing their job duties, regardless of their work location. The same network and security monitoring tools and appliances in use at the University will be used to monitor and protect remote work sessions. Employees must safeguard all confidential University information used or accessed while performing their job duties, either at their central work location or an alternate work location.
General Equipment Recommendations
| Computers | Personal computers and other related digital equipment should not be used to process, transmit or store restricted or sensitive information unless the employee is utilizing remote desktop access (RDP) to University-owned equipment through University VPN services. |
| Additional Monitor(s) | Depending on your home setup and desk space, you may benefit from an additional 1-2 monitors. This may be true whether you are using a desktop or laptop, Windows or Mac. |
| Docking Station | If you work on a laptop, you might enhance your work area with the addition of a docking station so multiple peripherals (e.g., keyboard, monitor, mouse, etc.) can quickly connect. When working on a laptop at a desk, a dock provides a more desktop-like experience, while still allowing an easy disconnect when you want to experience the laptop’s portability. There are many options to choose from. |
| WiFi Network Adapter | If you are using a university-owned desktop at home, and you cannot situate it close enough to the router to use an Ethernet cable, work with your department’s purchasing representative and/or IT representative. |
| Webcam | Most laptops purchased within the last few years already have built-in webcams. If you require an add-on webcam for your desktop or laptop, reach out to your department’s purchasing representative and/or IT representative. |
| Headset | There are a variety of headsets that are optimized for Microsoft Teams and Zoom calls, these can be purchased by reaching out to your department’s purchasing representative and/or IT representative. |
At-Home Ergonomics
Since working from home poses challenges related to appropriate workspace layout, Environmental Health & Safety (EHS) is providing the following information as a resource for employees.
| Setup | Prepare a dedicated workspace within the home designed around ergonomic principles to reduce awkward postures and the potential for injury. Remember there is no single posture arrangement that fits everyone. When an employee is able to work with their body in a neutral posture position it places less strain on the body and reduces stress. |
| Eye Level | Set up your computer or laptop with the top of the glass at or slightly below eye level to keep your head and neck in a neutral position. The head should be level, forward facing, and balanced. While typing, this will also help keep your shoulders by your sides with your elbows at a 90-degree angle. Additionally, if you are using a laptop adjust the position of the screen based on the tasks being performed so the screen is correct for viewing. A laptop stand is helpful for this. |
| Parallel to Floor | Hands, wrists, and forearms should be straight and in line with the floor. Thighs and hips are supported and also generally parallel to the floor. Knees should be about the same height as the hips with feet slightly forward. |
| Relaxed | Shoulders should be relaxed with upper arms hanging normally at the side of the body. Elbows should stay close to the body, bent between 90 and 120 degrees |
| Lumbar Support | Ensure the back is fully supported with adequate adjustments for sitting vertically or leaning back slightly. Recommend a chair with low back support and a seat cushion. |
| Foot Support | Foot support is very important in maintaining a good posture. Without foot, support employees tend to lean and prop on items. Losing back support can cause upper back or neck pain. |
| Mouse Use | The keyboard and mouse should be within easy reach. Use your arm as much as you can. Use your wrists for precision movements. |
| Task Breaks | Take breaks (2-3 minutes) throughout the day to allow for posture changes which will reduce fatigue. For example, if you notice that you are experiencing discomfort after sitting for one hour, change tasks to allow your body to reset. |
| Ample Space and Lighting | Allow space for the workstation by reducing clutter and keeping food away from the workspace. Provide adequate lighting using natural light when possible. The workstation should be perpendicular to the windows to reduce glare. Use lamps as needed. |
Need Additional Information or Support?
Contact Environmental Health & Safety at (205) 348-5905
Additional Ergonomic Resources
Checklist to create a remote workspace that is optimal for comfort and performance.
Learn the basis of ergonomics: creating a healthy work environment.