Ergonomic Equipment for Staff
Guidance for staff and line managers
Ergonomic equipment can form part of a reasonable accommodation where a disability-related barrier affects an employee's ability to work comfortably, safely or effectively.
The Trinity disAbility Service can assess an employee's workplace needs and, where appropriate due to a medical need and recommend ergonomic equipment or adjustments. Medical evidence may be sought as part of this process.
Recommendations are based on the individual's work, functional needs, workstation and working environment rather than on diagnosis alone.
This page provides information about commonly recommended ergonomic equipment and guidance for staff and line managers on how recommendations should be implemented.
Ergonomic equipment and workplace accommodations
Where an ergonomic need is identified through a Staff Disability Needs Assessment, the Staff Disability Liaison Officer may recommend equipment or adjustments as part of an Individual Accommodation Plan (IAP).
The IAP will identify the proposed accommodation and provide relevant information about why it has been recommended. It may also identify any specific features that the equipment needs to have, where these are important to meeting the employee's functional requirements.
The purpose of an equipment recommendation is to address an identified workplace barrier.
For example:
Workplace barrier: The employee is unable to achieve a comfortable and sustainable seated position using their existing chair due to a medical condition.
Recommendation: An adjustable ergonomic office chair with appropriate seat adjustment, lumbar support and backrest adjustment.
The recommendation therefore identifies the functional requirement, rather than simply prescribing a particular product.
Who is responsible for providing ergonomic equipment?
The Disability Service assesses and recommends. The School or Department procures and owns.
Where ergonomic equipment is recommended as a workplace accommodation, the relevant School, Department or Unit is responsible for progressing the procurement and implementation of the equipment.
The equipment should normally be owned by the School, Department or Unit as workplace equipment, rather than being loaned to the employee by the Disability Service.
The Staff Disability Service
The Disability Service can:
- assess disability-related workplace needs;
- identify ergonomic and environmental barriers;
- consider how the employee's work and workstation interact with their functional needs;
- recommend appropriate equipment or adjustments;
- identify essential features where particular equipment is required;
- provide guidance to Line Managers on implementation;
- review recommendations where equipment is not effective or circumstances change;
- provide further advice where a Department is unsure whether a proposed alternative meets the identified need.
The School, Department or Unit
The School, Department or Unit is responsible for:
- progressing the procurement of agreed equipment;
- ensuring the equipment meets the recommended specification;
- arranging delivery;
- arranging assembly or installation where required;
- ensuring the equipment is available and appropriately set up;
- maintaining and replacing equipment where necessary;
- retaining ownership of the equipment as part of the workplace.
The employee
The employee is responsible for:
- using the equipment as intended;
- raising concerns about its suitability or functionality;
- informing their Line Manager or Staff Disability Liaison Officer if their needs change;
- participating in any agreed review of the accommodation.
Why is equipment owned by the School or Department?
The Disability Service's role is to provide specialist assessment and advice regarding disability-related workplace needs. It is not intended to operate as a permanent equipment store or loan service for staff.
Departmental ownership supports a more sustainable approach to workplace accommodations.
When equipment is owned by the School or Department:
It remains part of the workplace.
The equipment is treated as a workplace resource rather than as an item temporarily provided to an individual. Additionally, it provides continuity.
The equipment can remain available if an employee:
- changes Line Manager;
- changes office;
- moves within the University;
- changes role;
- changes their working pattern.
It supports maintenance and replacement
Responsibility for the equipment remains with the area responsible for the employee's workplace, including consideration of maintenance, repair or replacement where required.
It embeds disability inclusion within normal workplace practice
Workplace accommodations should, where appropriate, become part of how the University organises and provides its working environments rather than creating a separate system in which disabled employees have to borrow essential workplace equipment from the Disability Service.
It allows the Disability Service to focus on assessment and specialist support
The Disability Service supports staff by identifying and recommending solutions. It cannot sustainably purchase, store, distribute, maintain and replace every item of ergonomic equipment required across the University.
How are ergonomic equipment recommendations made?
An ergonomic recommendation will normally follow consideration of the employee's:
- work activities and role;
- physical requirements;
- workstation;
- VDU use;
- posture and movement;
- environmental conditions;
- lighting and glare;
- noise;
- temperature;
- work surface;
- chair and seating;
- existing equipment;
- campus and home working arrangements;
- reported functional difficulties.
The assessment may identify that a change to the existing workstation or working environment is sufficient. New equipment is not automatically required.
Where equipment is appropriate, the recommendation will identify the equipment or features required to address the identified barrier.
Guidance for Line Managers
When an ergonomic recommendation is included in an employee's Individual Accommodation Plan, the Line Manager should review the recommendation and work with the employee to facilitate implementation.
The IAP is intended to be a collaborative document. Proposed accommodations should be discussed with the relevant parties before being finalised to ensure that they are appropriate and operationally feasible.
Before ordering equipment, consider:
- What equipment has been recommended?
- What features are required?
- Where will it be used?
- Is it required on campus, remotely or in both locations?
- Is there sufficient space?
- Does the existing workstation need to be changed?
- Are there any installation requirements?
- Will the proposed equipment work with existing IT equipment?
- Does the proposed product meet the specification identified in the recommendation?
If you are unsure about any aspect of the recommendation, contact the Staff Disability Liaison Officer before purchasing an alternative item.
Funding and procurement
Funding and procurement are separate considerations.
Where a disability-related funding mechanism or internal cost-transfer arrangement is available, the Staff Disability Liaison Officer can advise the School or Department on the applicable process.
However, the use of a funding mechanism does not change the principle that workplace equipment should normally be procured and owned by the School, Department or Unit.
The current Trinity procurement guidance also emphasises accessible procurement and states that goods and services should be capable of being adapted or configured to meet individual needs and should interface with appropriate assistive technologies where relevant.
Ergonomic equipment for hybrid working
Where an employee works both on campus and remotely, ergonomic needs should be considered across their agreed working locations.
The appropriate solution may differ between locations.
For example:
- an employee may require an ergonomic chair on campus but already have a suitable chair at home;
- a laptop riser and separate keyboard may be required for remote working;
- a monitor may be required at both locations where the employee uses a laptop for prolonged VDU work;
- a sit-stand desk may be appropriate in one location but not another.
The Individual Accommodation Plan should identify where equipment is required.
The School or Department should consider how equipment can be provided sustainably across the employee's agreed working arrangements.
Preferred Trinity Suppliers for Ergonomic Furniture
Preferred TCD Suppliers :
Alpha- Alpha | Office Furniture Specialists
Codex - B2B Office Furniture, Office Supplies and more in Ireland | Codex
Flanagan Furniture - JO | Joseph Flanigan | Office Furniture | Seating, Desking & Storage
Process for Trinity staff ordering (when you have completed your Needs assessment with the Disability Service):
- Please ensure you have the width and length of the table you are requiring
- Please contact the three suppliers listed above or any from the preferred suppliers list provided by FIS
- Within your quote, please ask for assembly to be included
- Raise your PO for the agreed suitable quote within FIS and make payment via your school account code
- On delivery and assembly receipt for payment in FIS, contact staffdisabilitysupport@tcd.ie with a copy of the paid invoice.
- The Disability Service will then provide an internal cost transfer for this amount.
Additional Ergonomic FAQs
Not necessarily.
Routine ergonomic or workstation issues may be addressed through normal workplace arrangements. A Staff Disability Needs Assessment is relevant where equipment or adjustments are being considered as part of disability-related workplace accommodation.
Not necessarily.
Where possible, recommendations should identify the functional requirements and essential features rather than unnecessarily restricting procurement to a particular brand or model.
A specific product may be identified where the assessment indicates that particular specialist equipment is required.
Where the equipment remains appropriate to the employee's work and workstation, the relevant arrangements should be considered as part of the employee's transition.
Departmental ownership means that equipment is not automatically treated as a personal item belonging to the Disability Service or employee.
For information about staff disability supports and the Staff Disability Needs Assessment process, please see:
Staff with a Disability – Trinity disAbility Service
For questions about an individual ergonomic recommendation, contact the Staff Disability Liaison Officer.
Staff Disability Liaison Officer
Trinity disAbility Service
Email: staffdisabilitysupport@tcd.ie
Yes, normally.
Funding and ownership are separate considerations. Where a funding mechanism is available, the Disability Service can advise on the relevant process. Equipment provided as workplace equipment should normally remain the property of the relevant School, Department or Unit.
No, not normally.
The Disability Service assesses disability-related workplace needs and makes recommendations. The relevant School, Department or Unit normally procures and owns workplace equipment provided as an accommodation.
No.
Where equipment has been agreed as a workplace accommodation, procurement should be progressed through the appropriate University process. The employee should not be expected to purchase workplace equipment personally simply because it has been recommended as an accommodation.
Please contact the Staff Disability Liaison Officer if:
- you are unsure what an equipment recommendation means;
- the recommendation does not provide sufficient information to procure the item;
- a supplier proposes a substantially different product;
- the recommended equipment is unavailable;
- the equipment cannot be accommodated within the existing workspace;
- the employee's working arrangements change;
- the equipment does not resolve the identified barrier;
- the employee's needs have changed;
- further assessment may be required.
The Staff Disability Liaison Officer can provide advice on implementation and whether the recommendation should be reviewed.
Guidance for staff and line managers
Ergonomic equipment can form part of a reasonable accommodation where a disability-related barrier affects an employee's ability to work comfortably, safely or effectively.
The Trinity disAbility Service can assess an employee's workplace needs and, where appropriate due to a medical need and recommend ergonomic equipment or adjustments. Medical evidence may be sought as part of this process.
Recommendations are based on the individual's work, functional needs, workstation and working environment rather than on diagnosis alone.
This page provides information about commonly recommended ergonomic equipment and guidance for staff and line managers on how recommendations should be implemented.
Ergonomic equipment and workplace accommodations
Where an ergonomic need is identified through a Staff Disability Needs Assessment, the Staff Disability Liaison Officer may recommend equipment or adjustments as part of an Individual Accommodation Plan (IAP).
The IAP will identify the proposed accommodation and provide relevant information about why it has been recommended. It may also identify any specific features that the equipment needs to have, where these are important to meeting the employee's functional requirements.
The purpose of an equipment recommendation is to address an identified workplace barrier.
For example:
Workplace barrier: The employee is unable to achieve a comfortable and sustainable seated position using their existing chair due to a medical condition.
Recommendation: An adjustable ergonomic office chair with appropriate seat adjustment, lumbar support and backrest adjustment.
The recommendation therefore identifies the functional requirement, rather than simply prescribing a particular product.
Who is responsible for providing ergonomic equipment?
The Disability Service assesses and recommends. The School or Department procures and owns.
Where ergonomic equipment is recommended as a workplace accommodation, the relevant School, Department or Unit is responsible for progressing the procurement and implementation of the equipment.
The equipment should normally be owned by the School, Department or Unit as workplace equipment, rather than being loaned to the employee by the Disability Service.
The Staff Disability Service
The Disability Service can:
- assess disability-related workplace needs;
- identify ergonomic and environmental barriers;
- consider how the employee's work and workstation interact with their functional needs;
- recommend appropriate equipment or adjustments;
- identify essential features where particular equipment is required;
- provide guidance to Line Managers on implementation;
- review recommendations where equipment is not effective or circumstances change;
- provide further advice where a Department is unsure whether a proposed alternative meets the identified need.
The School, Department or Unit
The School, Department or Unit is responsible for:
- progressing the procurement of agreed equipment;
- ensuring the equipment meets the recommended specification;
- arranging delivery;
- arranging assembly or installation where required;
- ensuring the equipment is available and appropriately set up;
- maintaining and replacing equipment where necessary;
- retaining ownership of the equipment as part of the workplace.
The employee
The employee is responsible for:
- using the equipment as intended;
- raising concerns about its suitability or functionality;
- informing their Line Manager or Staff Disability Liaison Officer if their needs change;
- participating in any agreed review of the accommodation.
Why is equipment owned by the School or Department?
The Disability Service's role is to provide specialist assessment and advice regarding disability-related workplace needs. It is not intended to operate as a permanent equipment store or loan service for staff.
Departmental ownership supports a more sustainable approach to workplace accommodations.
When equipment is owned by the School or Department:
It remains part of the workplace.
The equipment is treated as a workplace resource rather than as an item temporarily provided to an individual. Additionally, it provides continuity.
The equipment can remain available if an employee:
- changes Line Manager;
- changes office;
- moves within the University;
- changes role;
- changes their working pattern.
It supports maintenance and replacement
Responsibility for the equipment remains with the area responsible for the employee's workplace, including consideration of maintenance, repair or replacement where required.
It embeds disability inclusion within normal workplace practice
Workplace accommodations should, where appropriate, become part of how the University organises and provides its working environments rather than creating a separate system in which disabled employees have to borrow essential workplace equipment from the Disability Service.
It allows the Disability Service to focus on assessment and specialist support
The Disability Service supports staff by identifying and recommending solutions. It cannot sustainably purchase, store, distribute, maintain and replace every item of ergonomic equipment required across the University.
How are ergonomic equipment recommendations made?
An ergonomic recommendation will normally follow consideration of the employee's:
- work activities and role;
- physical requirements;
- workstation;
- VDU use;
- posture and movement;
- environmental conditions;
- lighting and glare;
- noise;
- temperature;
- work surface;
- chair and seating;
- existing equipment;
- campus and home working arrangements;
- reported functional difficulties.
The assessment may identify that a change to the existing workstation or working environment is sufficient. New equipment is not automatically required.
Where equipment is appropriate, the recommendation will identify the equipment or features required to address the identified barrier.
Guidance for Line Managers
When an ergonomic recommendation is included in an employee's Individual Accommodation Plan, the Line Manager should review the recommendation and work with the employee to facilitate implementation.
The IAP is intended to be a collaborative document. Proposed accommodations should be discussed with the relevant parties before being finalised to ensure that they are appropriate and operationally feasible.
Before ordering equipment, consider:
- What equipment has been recommended?
- What features are required?
- Where will it be used?
- Is it required on campus, remotely or in both locations?
- Is there sufficient space?
- Does the existing workstation need to be changed?
- Are there any installation requirements?
- Will the proposed equipment work with existing IT equipment?
- Does the proposed product meet the specification identified in the recommendation?
If you are unsure about any aspect of the recommendation, contact the Staff Disability Liaison Officer before purchasing an alternative item.
Funding and procurement
Funding and procurement are separate considerations.
Where a disability-related funding mechanism or internal cost-transfer arrangement is available, the Staff Disability Liaison Officer can advise the School or Department on the applicable process.
However, the use of a funding mechanism does not change the principle that workplace equipment should normally be procured and owned by the School, Department or Unit.
The current Trinity procurement guidance also emphasises accessible procurement and states that goods and services should be capable of being adapted or configured to meet individual needs and should interface with appropriate assistive technologies where relevant.
Ergonomic equipment for hybrid working
Where an employee works both on campus and remotely, ergonomic needs should be considered across their agreed working locations.
The appropriate solution may differ between locations.
For example:
- an employee may require an ergonomic chair on campus but already have a suitable chair at home;
- a laptop riser and separate keyboard may be required for remote working;
- a monitor may be required at both locations where the employee uses a laptop for prolonged VDU work;
- a sit-stand desk may be appropriate in one location but not another.
The Individual Accommodation Plan should identify where equipment is required.
The School or Department should consider how equipment can be provided sustainably across the employee's agreed working arrangements.
Preferred TCD Suppliers :
Alpha- Alpha | Office Furniture Specialists
Codex - B2B Office Furniture, Office Supplies and more in Ireland | Codex
Flanagan Furniture - JO | Joseph Flanigan | Office Furniture | Seating, Desking & Storage
Process for Trinity staff ordering (when you have completed your Needs assessment with the Disability Service):
- Please ensure you have the width and length of the table you are requiring
- Please contact the three suppliers listed above or any from the preferred suppliers list provided by FIS
- Within your quote, please ask for assembly to be included
- Raise your PO for the agreed suitable quote within FIS and make payment via your school account code
- On delivery and assembly receipt for payment in FIS, contact staffdisabilitysupport@tcd.ie with a copy of the paid invoice.
- The Disability Service will then provide an internal cost transfer for this amount.