Working from home

Guidance on homeworking

Guidance when working from home

Many staff now regularly work from home, as agreed with their line manager.

The Health and Safety Executive has confirmed that an employer has the same responsibility to those working from home as they do if they are working on campus, in relation to risk assessment, safe equipment, mental wellbeing and some aspects of the home working environment. Employees also have a responsibility to follow all health and safety instructions given to them and to use equipment safely. This page will outline what is expected from both line managers and staff.

As a general rule, only low risk work, such as working with display screen equipment (PC/Laptop) should be undertaken at home. High risk work, such as working with high powered cutting tools, must only be undertaken in a suitable workshop on campus.

Guidance for line managers

Management

Each school or department should have a general approach to the arrangements in place for those staff working from home. It is expected that all staff would complete a DSE risk assessment and line managers put in place suitable working arrangements as appropriate to mitigate the impact of the following. HR have published guidance to support line managers.

Display Screen Equipment (DSE) and workstation equipment

Most staff who will be able to work from home will be using display screen equipment (PC or laptop). The University has the same responsibility to staff working from home as they do to staff working on campus. This requires that adequate equipment is given to them to ensure they can work safely and that a DSE risk assessment is undertaken by that staff member at home. In general, IT equipment should consist of a laptop or hard drive, external monitor, external keyboard and mouse. If the laptop is being used as a second screen, a screen riser or laptop stand may also be required. This equipment would not be expected to be brought back into work each day, except for the laptop.

Staff may use their own furniture at home, if they so wish, as long as it is adequate for purpose. This means that following a DSE risk assessment, working from a couch would not be found to be appropriate. You should reduce the risks identified by the staff member’s DSE assessment so far as reasonably practicable. This means balancing the level of risk against the measures needed to control the real risk in terms of money, time or trouble.

Ensure your staff are aware of the department’s portable appliance testing regime and when they are required to bring any equipment back into work, further information at Portable Appliance Testing. IT equipment should have a visual check for any broken or frayed cables at every use, with any issues immediately reported to you or via your normal IT reporting system.

Mental health

Although working from home can provide many benefits, it can also lead to feeling isolated or not included in work activities, meeting etc. The Health and Safety Executive has published a number of aspects to consider to ensure good mental health when working from home.

Line managers should ensure that staff who are working from home are included in staff meetings and encouraged to participate. You should also check in with staff on a regular basis, whether this is by a short meeting, or via TEAMS chat.

Staff may also find it more difficult to ‘shut off’ at the end of the working day. You should encourage staff to stick to their normal working hours, unless it is agree they can work a different schedule. Also ensure that other staff do not expect responses out of agreed working hours from staff who are working from home.

Staff working from home may feel excessive stress or pressure, ensure that you discuss workload on a regular basis.

Managers and staff can also attend the Mental Health Awareness Course.

Working environment

Although we are not providing the actual work environment, line managers should still check with staff that their home is suitable for working from home. The HSE suggests making staff aware of the following: visual checks of electrical equipment, consider possible slips and trips, what to do in an emergency, lone working, and reporting of accidents or incidents when at home.

Any accidents or incidents that are related to work, should be reported by the staff member using the online system at Accident and Incident Reporting (AIR).

A lone working risk assessment may be required, especially if the staff member is working from home and then immediately working off campus (for example fieldwork) without coming back on campus in between. Ensure your staff know who to contact and what to do in an emergency.

The University Fire Safety Unit has provided this short guide on fire safety in the home.

Training

The Health and Safety Department provides an online training course which covers safe use of DSE, mental wellbeing, fire safety and home environment (called Homeworking) which all staff who work from home should complete.

In addition, a DSE risk assessment (called Healthy Working) should be undertaken for when staff are working at home and using DSE equipment.

The Cardinus online assessment system is administered by around 100 staff who cover all areas of the University. These administrators can review staff assessments to identify particular issues and produce reports from the system to ensure that actions are managed in consultation with line managers and school safety advisers. A contact list of administrators for each area is available online.

Requirements under the Equality Act 2010

The content above is in relation to staff who have no reasonable adjustments due to a disability. We recommend that any staff who are covered under the Equality Act discuss their requirements with you as their line manager. Guidance on this is given in the Hybrid Workplace Policy Manager Guidance.

Guidance for staff

The University, via your line manager, has the same health and safety responsibility when you are working from home as they do when you are on campus. You also have the same health and safety responsibilities, therefore you must follow all reasonable directions given to you by your line manager. Line managers have been provided with specific guidance in relation to the Hybrid Workplace Policy.

Management

Your School or Department should have a general approach in place for those staff working in a hybrid fashion. For health and safety aspects, this will likely cover the following, but there may be other school/department specific actions.

Display Screen Equipment (DSE) and accompanying furniture

If it agreed that you can work from home, you must have suitable equipment and accompanying furniture, this will usually include a desk, chair and laptop/PC. Your line manager will discuss what furniture is available to you or whether you have suitable furniture at home already that you are happy to use. Your line manager should reduce the risks identified by your DSE assessment so far as reasonably practicable. This means balancing the level of risk against the measures needed to control the real risk in terms of money, time or trouble.

You must be provided with suitable DSE equipment. In general, IT equipment should consist of a laptop or hard drive, external monitor, external keyboard and mouse. If the laptop is being used as a second screen, a screen riser or laptop stand may also be required. This equipment would not be expected to be brought back into work each day, except for the laptop.

You must ensure that you use this equipment safely, checks for any faults regularly and report faults in a timely manner to your line manager or local process. You must also complete a DSE risk assessment, via the Cardinus system.

Your line manager will make you aware of any testing regime and when you are required to bring any equipment back into work, as outlined at Portable Appliance Testing. IT equipment should have a visual check for any broken or frayed cables at each use, with any issues immediately reported to your line manager or via your normal IT reporting system, and the equipment taken out of use.

Mental health

Working from home on your own could result in feeling removed from work activity or feeling isolated. Your line manager will ensure that you are included in meetings etc., when you are working from home. But you should also ensure that you engage with these meetings as requested. For example, this may mean putting your camera on so that you are an active member of the meeting.

If you are feeling isolated, ensure you report this to your line manager and explain what has happened and how you think it can be improved.

You may also find it difficult to ‘shut off’ at the end of the working day. Ensure you close down your laptop/PC at the end of your working day and avoid answering emails that may come in until you are back at work the next day.

If you are feeling excessive stress or pressure when working from home, report this to your line manager to discuss a way forward.

Staff can also attend the online Mental Health Awareness Course.

Working environment

You must ensure that your home is suitable to work from. Your line manager will have provide you with suitable equipment, but you musts check this regularly, especially electrical ports etc., and report any defect as soon as possible, as well as not use that equipment until it has been fixed.

You should ensure your work area is kept clear of slip hazards, and clear up any spills as soon as possible.

You may be working alone when at home. Ensure you agree a suitable check-in process on a regular basis, to check on your welfare, with your line manager. A lone working risk assessment may be required, especially if you are working from home and then immediately working off campus (for example fieldwork) without coming back on campus in between. Know what to do in an emergency and how to contact your line manager.

If you do have an accident at home that is in relation to your work, ensure this is reported as soon as possible via the Accident and Incident Reporting (AIR) system.

The University Fire Safety Unit has provided this short guide on fire safety in the home.

Training

The Health and Safety Department provides an online training course which covers safe use of DSE, mental wellbeing, fire safety and home environment(called Homeworking) which all staff who work from home should complete.

In addition, a DSE risk assessment (called Healthy Working) should be undertaken for when you are working at home if using any display screen equipment.

The Cardinus online assessment system is administered by around 100 staff who cover all areas of the University. These administrators can review your assessment to identify particular issues and produce reports from the system to ensure that actions are managed in consultation with your line managers and school safety advisers. A contact list of administrators for each area is available online, please follow the process in your work area for contacting them.

Requirements under the Equality Act 2010

The content above is in relation to staff who have no reasonable adjustments due to a disability. If you are covered under the Equality Act, please discuss your requirements with your line manager. Guidance on this is given in the Hybrid Workplace Policy Manager Guidance.