POLICIES AND PROCEDURES Policy Title : Guidelines for Keyboard Operators Descriptors : 1) Keyboard 2) OHS 3) Guidelines Category : Human Resources Purpose Organisational Scope Policy Statement Definitions Principles Policy Content References Contact Information 1. Policy Title Guidelines for Keyboard Operators 2. Purpose The following guidelines apply to all keyboard staff whose duties require them to spend consistent time typing or keying in data or word processing work. Included are programmers, analysts, systems operating staff, typists and data/word processing operators. The Training Officer advises and instructs about occupational overuse syndrome prevention during word processing training sessions. 3. Organisational Scope All staff of Edith Cowan University. 4. Policy Statement 5. Definitions 6. Principles 7. Content 7.1 Guidelines for Keyboard Operators a. Adjust your furniture to enable you to maintain a good posture while keying. b. Arrange your work area in the most efficient way to ensure all materials, equipment and controls can be easily reached without stretching or twisting. c. Always use the correct keyboard technique. d. Report breakdowns or malfunctions of your equipment immediately to your Supervisor. e. Take rest breaks from keying: i. 2-3 minutes in each 15-20 minutes; or ii. 5 minutes in each 30 minutes; or iii. 10 minutes in each hour. NOTE: Non-repetitive work may be performed during these breaks. f. Never accumulate work breaks. g. Start keyboard work slowly each day to warm up to the task and cool down by reducing your keystroke rate at the end of each day. h. Gradually build up keying speed to your normal rate after any absence from keying, including holidays. i. Negotiate a realistic work-load with your Supervisor. j. During intensive periods of typing or other keyboard work, breaks MUST be taken. k. Intersperse keyboard work with non-repetitive tasks where possible. 7.2 Health Care a. A staff member who experiences continued pain and discomfort which might reasonably be considered to be caused by daily work tasks is required to consult a University Medical Officer or a private doctor for advice and diagnosis. b. Symptoms for occupational overuse syndrome generally develop in stages. i. Stage 1: may be consistent pain in wrist, arm, elbow, shoulder, neck or other areas subject to repetitive stress. Pain may subside when at rest at night and start again when repetitive tasks are resumed. ii. Stage 2: may be a persistent pain which does not subside after rest. iii. Stage 3: may mean severe and constant pain restricting mobility of the affected limb. It is important to obtain early treatment before stage 2 is reached. c. Particular care must be taken when returning from periods of leave as this is a time of increased risk. During the first week of resuming duties, staff must avoid long periods at the keyboard and high speed entry. 7.3 Furniture and Equipment a. Incorrect posture may be associated with occupational overuse syndrome and poor posture may be caused by inappropriate furniture and equipment. b. Make a habit to check your posture before commencing keying, and adjust your furniture to enable you to work comfortably and safely. i. For Fixed Height Desks • Chair Height - adjust the chair so that your elbow tips are at the same level as the home row (ASDF) of keys. • Footstool - adjust the height so that your hips are slightly lower than your knees. ii. For Adjustable Height Desks • Chair Height - adjust the chair so that your feet are flat on the floor and your hips are slightly lower than your knees. • Desk Height - adjust the desk so that your elbow tips are at the same level as the home row (ASDF) of keys. iii. For Both Types of Desks • Lumbar Support - adjust the height of the backrest to support the lumbar curve (small) of your back. To find your lumbar curve, hold your arms behind your back and comfortably clasp the opposite forearm near the elbow. • Seat Depth - adjust the seat depth so that you are firmly supported by the backrest and can still fit 3 fingers between the front of your seat and your calves. • Screen - adjust the top of the screen to the level of your eyes. Position the screen at a comfortable viewing distance usually between 500-600 mm. • Document Holder - adjust the top to eye level and ensure the viewing distance is the same as the screen. c. Fully adjustable chairs, footstools and copy holders are considered essential equipment for keyboard operators. Other furniture and equipment such as adjustable tables, forearm supports, task lighting, screen adjusters, screen filters and appropriate dividing screens may be necessary in some cases. This information is covered widely in the document Occupational Overuse Syndrome - Furniture Design Criteria (HR093). 7.4 Information On Occupational Overuse Syndrome Staff should attend information programmes which are offered from time to time. These programmes include author training, advisory films and current information on the problem of Occupational Overuse Syndrome. 8. References Policy Code: HR092 File No.: 95/3218 Policy Owner: Director, Human Resources Services Approved By: Date Approved: Revision Date: 2001-01-01 Amendments: Related Policies/Documents Occupational Overuse Syndrome - Furniture Design Criteria (HR093) 9. Contact Information Contact Person: Mike Gavin, Manager, Occupational Safety & Health Telephone: (08) 6304 2302 Facsimile: Email address: m.gavin@ecu.edu.au