Ergonomic Policy for Use of Laptop Computers

The University of Western Australia – IT Policy Committee – adopted 12-Dec-01

Laptop Ergonomics Policy

This policy was formally adopted by the IT Policy Committee at its meeting held on 12-Dec-01.

Preamble:

There has recently been a significant increase in the ownership and use of laptop computers among University staff, consistent with the need for a high degree of mobility among staff (and students).  Indeed, this trend is being encouraged by the deployment of SNAP and the pilot Campus Wireless LAN (see http://www.snap.uwa.edu.au/).  The trend is already well-established at many other universities, and is unlikely to subside.

While their portability may mean that they are rarely used for prolonged periods in one position, it should be recognised that laptops have a numbers of shortcomings from an ergonomic point of view.  In particular:

(a)      laptops are sometimes used in unsuitable positions (eg on one’s lap!), which may entail poor posture by the user;

(b)     the keyboard is often cramped, at an unsuitable angle, and incapable of being adjusted;

(c)      the monitor is usually attached to the keyboard, so generally at a height that may cause neck strain (or if raised, place the keyboard at a very unsuitable height);

(d)     the mouse is often awkward to use and at an unsuitable position/height.

Furthermore, the amount of attention given to the workplace where laptops are used (often because it varies so much) may be much less than given to the stable environment where desktop computers are used.  As a consequence of all these factors, the danger of injury can be much increased with laptops compared with desktops. 

The University’s Safety & Health Office is concerned at this increased risk to which staff may be exposing themselves.  There have been several documented cases already where serious (and permanent) injuries have been caused through use of laptop computers in inappropriate ways.  The Office has asked the IT Policy Committee to use its influence to bring these matters to the attention of staff as forcefully as it can.

The IT Policy Committee has therefore adopted the following policies, which it wishes be made widely known among all staff making use of laptop computers.

Policy:

1.        Users of laptop, notebook and similar computers should take great care about the environment and mode of use of their computers, and pay careful attention to the advice given in the attached Guidelines.

2.        Staff acquiring and using laptops at home or other work locations not provided by the University should ensure those work environments also comply with the attached Guidelines.

3.        IT staff and others who may advise University staff in their laptop computer purchases should make every effort to ensure those staff members are made aware of these policies and Guidelines.

4.        It is strongly recommended that any administrative or academic unit of the University that provides funds for laptop computer acquisition should also make provision for the acquisition of a separate keyboard and mouse for the laptop, in all circumstances where no desktop computer is available or there is an expectation that the laptop will be used for protracted periods in the one place.

Alex Reid

IT Policy Office

11-Oct-01/4-Dec-01/12-Dec-01

UWA GUIDELINES FOR THE USE OF LAPTOPS

Laptops are becoming increasingly popular in use. Whilst their portability is a great asset, some precautions need to be taken for those using them for extended periods (more than 1 hour per day).

Prevention of injury using laptops

Poor posture whilst typing can cause pain and other symptoms in the back, neck/shoulders, hands/wrists and eyes.

In order to prevent injury when using laptops the key points are:

1.    Keep body in a ‘neutral’ position when sitting and keyboarding. (Whilst this can be easily achieved when using desktop computers, the fixed design of laptops means that either the wrists/hands or neck/head position will be compromised).

2.    Take postural and vision breaks at regular intervals.

Laptop arrangement

A) Where there is one primary site for use of the laptop:

·        Use an external keyboard and mouse.

·        Raise the laptop and angle the screen so that you can view without having to bend or rotate the neck.

·        Ensure adequate seating arrangements are used – an ergonomic chair with a footrest if required.

B) Where there are multiple sites used:

·        Use an external mouse close to the side of the keyboard.

·        Use an external keyboard at the primary site and raise the laptop.

·        Ensure adequate seating arrangements are used – at least a suitably adjusted ergonomic chair, with a footrest if required.

Laptop purchase

When purchasing laptop computers consider the screen and keyboard size. You should be able to easily read screen characters and comfortably type on a keyboard that may be smaller than a regular keyboard.

If your laptop and accessories weigh more than 5kg and you transport it regularly, use a good shoulder bag design that minimises strain on the body or consider using a laptop trolley.

For further assistance contact the UWA Occupational Therapist on 9380 2784.