Calvin College
Ergonomics Program
Prepared by:
Date:
Environmental
11/11/14
Health and Safety
1.0
Revision
4
Approved By:
Date:
PURPOSE
The purpose of the Ergonomic Program is to prevent the pain and suffering, as well as costs to
the College, associated with workstations that are set up, or used, improperly. This is done
through a combination of workplace training, evaluation of workstations and work practices,
and the implementation of ergonomic control strategies.
2.0 DEFINITIONS
Ergonomics:
 The study of the relationship between people, their work and their physical work
environment. The major goal of ergonomics is to fit the job to the individual and promote
healthy and safe work practices.
Ergonomic Stressors:
 Poor workplace designs can present ergonomic risk factors called stressors. These
stressors may include:
o Repetition – the number of motions or movements that are performed per cycle or per
shift.
o Force – the power of the muscles used to produce motion in order to perform necessary
activities such as lifting, grasping, pinching, pushing, etc.
o Extreme Postures – when muscles are required to work at a level near or at their
maximum capacity.
Ergonomic occupational risk factors:
 Characteristics of a work situation that may contribute to a musculoskeletal disorder.
 These risk factors may be characteristics of the workplace, tasks, or individual work
practices.
Musculoskeletal Disorder (MSD):
 An injury or illness of the soft tissues of the upper extremity, shoulders and neck, lower
back, and lower extremity that is primarily caused or exacerbated by workplace risk factors,
such as sustained and repeated exertions or awkward postures and manipulations.
(Examples include: tendonitis, epicondylitis, rotator cuff syndrome, low-back pain.)
Repetitive Motion Injury (RMI):
 Also known as repetitive stress injuries, an RMI is a type of stress injury that results from
repetitive motions such as frequent bending or sustained awkward positioning performed
over extended periods of time without allowing for sufficient rest. Examples of RMI are
medical conditions resulting from repeated use of a body part.
Ergonomic hazards:
 Means conditions where intervention may be necessary to prevent a musculoskeletal
disorder.
 Such conditions can be identified by an assessment of ergonomic occupational risk factors
and reports of signs and symptoms.
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3.0 RESPONSIBILITIES
Employees:
 Access proper ergonomics training to improve work practices if necessary.
 Abide by the ergonomic guidelines as frequently as possible.
 If an employee has a medical condition that requires accommodation, you need to submit a
request form to Human Resources http://www.calvin.edu/admin/hr/handbook/handbookforms/accomrequest.pdf and have your doctor also complete a medical form that will get
returned to Human Resources http://www.calvin.edu/admin/hr/handbook/handbookforms/medical_inquiry_form.pdf . Once both of these forms are complete, they will be
reviewed by Calvin’s Campus Accessibility Advisory Committee. Funding for the
necessary accommodations may be provided through this Committee.
Departments:
 It is the responsibility of each department head (Director, Assistant Director, Dean, etc) to
support or recommend proper training for ergonomics for staff. Additionally, they are
responsible for implementation of ergonomic recommendations if necessary.
 Departments will be responsible for funding the cost of corrections based on ergonomic
evaluations conducted by EHS. A detailed report with cost estimates will be provided to
the employee following an evaluation. The employee shall request approval for funding
from their budget officer.
Environmental Health and Safety:
 It is the responsibility of EHS to evaluate and monitor the ergonomics program including
assessing the nature and extent of ergonomics hazards, recommending ways of
minimizing or controlling these hazards, and supporting the College in consultation and
direction regarding ergonomics.
 Provide training and informational sessions as requested.
4.0 SPECIFIC PROGRAM COMPONENTS
 Ergonomic Self-Evaluation
o Employees may complete a self-assessment (Appendix A) as a tool in becoming aware
of the surrounding ergonomic issues and assessing and modifying their own
workstations.
o Upon review of the form, if the employee still feels like further assistance is needed,
s/he should contact EHS in Physical Plant.

On-site Ergonomic Evaluation conducted by EHS
o Employees may request an ergonomic assessment of work area(s) or work process by
sending an e-mail to [email protected] or [email protected].
o EHS staff will schedule the assessment through Outlook calendars and include
the employee’s department head on the invite.
o EHS staff will conduct an ergonomic evaluation based on observations that include:
 Equipment used (mouse, keyboard, pipettes, microscope, etc.)
 Work environment including workspace, access, lighting and glare
 Specific tasks or job processes and percentages of time performing tasks
 Workstation alignment (employee, keyboard, and monitor in straight line)
 Keyboard height, tilt, distance from employee, keyboard style and use of wrist rest
 Mouse placement, style and use of mouse pad
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



Monitor height, tilt, distance from employee, size, and settings
Chair height, back support, and adjustability
Document placement
Other employee practices or conditions that may be a contributing factor (example:
when was employee’s last eye exam?)
o EHS will provide written recommendations to improve workstation set up. The report will
be provided to the employee and their supervisor/department head. There are two
general approaches to controlling ergonomics risks:
 Engineering Controls - Changes are made to the workstations, tools, and/or
machinery that alter the physical composition of area or process.
 Administrative or Work Practice Controls - Changes are made to regulate exposure
without making physical changes to the area or process; for example, taking
frequent breaks and job rotations.
 EHS will provide recommendations, but there is not an obligation to follow through
with the recommendations. The College understands the benefit of ergonomics and
that it’s the best interest of the College and the employee to have an ergonomically
correct workstation, however, expensive corrective items will have to be considered
and budgeted for.

Stand Up Work Stations
Stand up work stations have become a popular request across campus. There is no one
budget assigned to cover this expense. Employees may purchase a sit/stand workstation
with their personal funds or request a sit/stand station based on a medical condition. For
additional information please see the EHS guidance document: Sit/Stand Up Workstation
Request.
Steps for the employee to take:
1. Complete the self-assessment form in Appendix A and make indicated changes. Contact
EHS to schedule a full ergonomic evaluation
a. Heather Chapman – [email protected] or 526-8591
b. Jennifer Ambrose – [email protected] or 526-6342
5.0 REPORTING REQUIREMENTS
o If an employee experiences any signs or symptoms of musculoskeletal disorders, the
employee is to report their symptoms to their supervisor and complete an injury form which
is found on the EHS webpage.
 Employees may also wish to consult their personal physicians to rule out any other
underlying causes.
 The Ergonomics Program encompasses all Calvin College employees whose job functions
have the potential for work related injuries and disorders. Certain aspects of our job tasks
and work environments contain risk factors that may contribute to injury or disability.
Through proper ergonomic assessment, potential injuries and disorders may be reduced,
prevented and even eliminated.
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6.0
REVISIONS
Revision
0
1
2
3
4
Date
Description
08/20/2010
Initial release
Included link to injury form in section 5.0;
rephrased section 1.0; changed Appendix A form
and format
Addition to section 3.0 for EHS to provide
training; elaborated evaluation criteria in section
4.0 and included step by step procedure; added
comment on recommendations in last bullet point
of section 4.0
Changed Appendix A to Workstation Ergonomics
Self Evaluation Checklist
4/15/2013
10/7/13
6/18/14
11/11/14
Added section on Stand Up Workstations
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Environmental Health and Safety
Heather Chapman:
616-526-8591
Jennifer Ambrose:
616-526-6342
Appendix A
Workstation Ergonomics Self-Evaluation Checklist
1. General
Your Name
Your Department
Your Manager/Supervisor’s Name
Location of Workstation (Room #, Building)
Date Self Ergonomic Assessment was completed
Your Phone Number
Your Email Address
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2. Hazard Identification
Shade the areas of the diagram to the
side where you experience discomfort (as
applicable).
Do you aim to change your posture
every hour?
Yes ☐
No ☐
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Do you incorporate stretching
exercises into your workday routine?
Yes ☐
No ☐
3-1. Chairs: To complete Section 3 of this form will require an adjustable office chair. If
you do not have an adjustable office chair, please source one before continuing this
assessment.
Do you have a height adjustable chair?: Yes ☐
No ☐
Adjust the height of the seat so that your feet are flat on the
floor and thighs are horizontal.
Achieved: Yes ☐ No ☐
Set the tile of the seat pan to horizontal or slightly forward to
your own preference.
Achieved: Yes ☐ No ☐
Adjust the support in your backrest to fit it with the curve of
your lower back. Fit the backrest where the most
comfortable position is found.
Achieved: Yes ☐ No ☐
Adjust the position of the backrest until a comfortable
pressure is exerted on the lower back while seated. Your
shoulders should be positioned behind your hips (see picture
on left).
Achieved: Yes ☐ No ☐
The distance between the front of your seat pan and the
back of your knee should be at least 2 cm.
Achieved: Yes ☐ No ☐
It is preferable that seat arm-rests are removed.
Achieved: Yes ☐
3-2. Desk
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No ☐
Your elbow height should be slightly above the level of the
desk height when your shoulders are relaxed and your
elbows are bent at 90 degrees (see picture). Adjust your
desk appropriately.
Achieved: Yes ☐ No ☐
3-3. Monitor
The top of the monitor should be positioned so that the top
3rd of the screen is level with your eyes. Use a monitor stand
to raise the monitor height.
Achieved: Yes ☐ No ☐
(NB. If you wear bifocal glasses, set the monitor height such
that you can see the screen with your neck in a natural
position – not tilted forwards or backwards).
Applicable: Yes ☐ No ☐
If applicable, achieved?: Yes ☐ No ☐
Your monitor should be placed approximately arm’s length
away from your seated position or to a distance where you
do not squint, peer forward or where the screen hurts your
eyes.
3-4. Keyboard Use
The keyboard should be aligned with the monitor and placed
directly in front of you near the front edge of the desk. Line
the “B” key up with your bellybutton.
Achieved: Yes ☐ No ☐
Lower the feet at the rear of the keyboard.
Achieved: Yes ☐
No ☐
To reduce the likelihood of occupation overuse syndromes,
do not rest your wrists on the desk when typing. Only rest
your wrists on the desk when pausing between typing.
Understood?: Yes ☐ No ☐
3-5. Mouse Use
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Your mouse should be close to your keyboard to minimize
reach.
Achieved: Yes ☐ No ☐
To reduce mouse use, consider incorporating the use of
shortcut keys on the keyboard to (for example cut = Ctrl + X;
copy = Ctrl + C; Save = Ctrl + S).
3-6. Referencing Documents
If you regularly refer to documents while typing always try to
place the document directly between the keyboard and the
computer screen. A document holder will reduce neck and
back twisting when reading from documents.
Document Stand Required: Yes ☐ No ☐
(If yes, record in Section 4)
3-7. Telephone Operations
The telephone should be placed within your arms’ length
when sitting so that you do not have to reach for it.
Achieved: Yes ☐ No ☐
NEVER hold the phone between your neck and shoulder-this
may lead to neck and shoulder discomfort.
Understood?: Yes ☐ No ☐
If you use the telephone for long periods of time you should
consider the use of a headset.
Headset required?: Yes ☐ No ☐
(If yes, record in Section 4)
3-8. Environment
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Your workstation should be positioned so as to reduce glare
and reflections. Place your computer monitor in a position to
maximize light on your desk and to avoid reflections on the
monitor.
Achieved: Yes ☐ No ☐
4. Ergonomic Equipment Requirements
Equipment
Equipment
Required
Adjustable Office
Chair
☐
Monitor Raiser
☐
Document Stand
☐
Headset
☐
Foot Rest
☐
Mouse Pad
☐
Keyboard Tray
☐
Wrist Rest
☐
Comment
Date Ordered
Date Received
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