Pain or discomfort in the back, neck, arms, wrists and hands is usually associated with poor workstation design, poor posture, speed of information input, prolonged work periods without changes of posture, or repeated reaching and twisting movements.
Guidance for jobs that predominantly require sitting
The purpose of this guidance is to ensure that the health of individuals is not adversely affected by the need to sit for long periods while at work.
Risks and possible concerns about sitting for long periods
Medical evidence shows that sitting down for long periods throughout the day is associated with an increased risk of a range of health problems, including heart disease, type 2 diabetes and poor mental health. These health problems occur because the body is remaining inactive for long periods. There is also a risk of musculoskeletal discomfort if people do not move around on a regular basis (see Guidance for Computer Users for further information). Many studies show that regularly breaking up sitting time with short regular bouts of activity can reduce the risks of health problems, such as reducing blood sugar, cholesterol and blood pressure levels. There is evidence that taking regular breaks and moving around makes people more productive.
How much sitting is too much?
There is medical evidence to show that sitting for more than 8 hours per day increases the risk of a range of health problems. Studies suggest that it might be best not to sit for any longer than 30 minutes at a time. Therefore, it is important to consider ways in which employees can regularly break up their sitting time during the working day, by undertaking other work activities away from the desk.
Good practice for people in roles that require extended sitting periods
There are a number of roles across the University that may require extended sitting periods, such as those that require extensive computer use and/or regular long meetings. Efforts should be made to break up sitting time by standing or walking as often as possible. The following may help:
At work
At home
Always discuss these strategies in advance with your Line Manager to agree any changes to work patterns, etc. This will enable a better understanding and identify any further needs or requirements from either party.
All new staff will also receive guidance on the importance of breaking up their sitting time when they complete the mandatory ‘ErgoWize’ online Display Screen Equipment training course, available via the Human Resources Staff Development and Training staff pages.
To protect your own health try to use the 'ideal' posture described below, bearing in mind that no one single seated position is correct and that you should change your posture frequently.
Sit upright and well back in your chair with your back (in particular the lower curve) fully supported by the back rest. Adjust the angle and height of the back rest (where possible) to support your back comfortably in this posture. Pull well into the workstation and avoid slouching forwards.
Keeping your upper arms in line with your upper body, adjust your chair height until your elbows are very slightly higher than the height of the work surface.
The backs of your knees should be at an approximate 90 degree angle, with your thighs gently supported by the chair seat. Once your elbows are at the correct height, your feet should rest on the floor. If they do not reach it you may need a footrest. If your knees are sticking up in the air, then your chair is probably too low.
Do not lean to one side; position the other workstation components so that you can sit upright in your chair whilst reaching them easily.
After adjusting your chair, the height of the screen should be adjusted, if possible, so that you are looking down very slightly to the centre of the screen (the top of the screen should be roughly at eye level). Non-touch typists may need it a little lower so that they are not continually looking up and down from the keyboard to the screen.
Adjust the tilt of your screen to a comfortable angle that does not strain your neck and that minimises glare or reflections.
The screen should be positioned directly in front of you, immediately behind the keyboard, and in line with the edge of the work surface so that you look directly at it without your body being twisted.
Position your screen at a comfortable reading distance. Depending on the size of the screen characters, this distance is usually between 350mm and 700mm from your eyes to the screen.
Vary the viewing distance over the day by moving the screen slightly.
Where possible, use a document holder for source documents. This should be positioned at the side of and level with the screen and preferably at the same height. If you look at the source document more than the screen, position the document holder more in front of you with the screen slightly to one side.
The screen should preferably be positioned parallel to windows i.e. windows should not be directly behind or in front of the screen. This is to prevent your eyes having to continually re-focus between the bright window and dark screen and to minimise glare.
Where window blinds are fitted, adjust them during the day to cut out any glare.
Adjust the brightness and contrast of the screen so that it is easy to read. Report any flicker or instability in the image.
Clean the screen regularly, using an approved cleaner. Ensure the monitor is 'switched off' first and, if using a cleaning spray, spray the cleaner onto a cloth and not directly onto the screen.
After adjusting your chair, you should position the keyboard so that you can reach it comfortably, with your upper and lower arms at approximate right angles to each other, your lower arms being parallel to the work surface.
Your hands and wrists should be in a relaxed straight line (i.e. your wrists should not be unduly bent up or down).
Position the keyboard so that it does not overhang the desk; it should be set back a little from the edge.
Do not rest your wrists on the desk whilst typing, but ensure there is enough space in front and around the keyboard to rest them when not typing.
If you use a mouse, ensure it is running freely at all times and that you always use a mouse mat. Position the mouse mat close to the keyboard so that your arm is not over extended or your wrist at an unnatural angle during use.
If the mouse is used more than the keyboard, position the keyboard slightly to one side so that the mouse is more directly in front.
Your hand should be comfortably draped over the mouse with the fingers loose and relaxed. Avoid clutching the mouse tightly or operating the clicker with a tense extended finger.
Try to use your whole arm, starting the motion from your shoulder, rather than twisting your wrist whilst moving the mouse. When using the mouse for extended periods alternate hands or use the key board if possible.
Use safe keyboard technique
Keep a soft touch on the keys applying a minimum of force. Do not stretch or bend fingers excessively.
Do not key with your hands or wrists in a bent position. Maintain a flat neutral position with your wrist in line with your arms whenever you key. Do not twist your wrists to the left or right when you key or use the mouse. Keep them in line with your forearms by moving your whole arm if you need to operate the keys towards either edge of the keyboard or use the mouse.
Between periods of keying, rest your hands on the work surface, but do not rest them so that the edge of the keyboard or the work surface presses into them.
Make sure there are no obstructions under the work surface and around the chair that stops you sitting properly or moving around freely.
Keep your workstation tidy, putting files and other items away after use so that they do not clutter the work surface and prevent you from maintaining a comfortable position. Where possible keep items you use regularly within easy reach. If this is not possible stand up to get them rather than over-reaching from a seated position.
Vary your work pattern
Where possible, try to organise your work by varying your tasks so you are not working entirely at the computer for long periods.
Where your work cannot be varied, you need to incorporate planned work breaks into your daily routine. The need for breaks depends on the intensity and duration of computer use; it is generally more beneficial for the body to have short, frequent changes in posture and focal length.
Vary your work posture
Try not to sit in the same position for too long. Take 'mini breaks' i.e. gently stretch your hands and limbs to relax the muscles and rest your eyes by focusing on objects other than your screen at a different viewing distance for a short period.
Try to maintain a good posture, as previously described, at all times using the chair to support your back; do not sit on the edge of the chair or lean forward. Try to keep shoulders relaxed and down.
Avoid regular reaching, stretching or bending movements from a seated position. Place regularly used items within an easily reached comfortable range; get up and fetch more distant, seldom used items rather than over-reaching and risking a strain injury.
If you have an 'L'-shaped workstation, turn your chair and whole body to reach items to the side of you; try to avoid twisting the upper body. Do not access drawers from a seated position - get up and stand in front of the drawer, bending at the knees to remove or place items in the drawer.
Guidelines for obtaining the eye test - 
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Following the initial testing, it should not be necessary to have a further test for at least two years. Exceptions to this would be if you are advised by your doctor or optician to have an earlier test or following consultation with, and agreement from, your head of department.
Where special spectacles or other 'corrective appliances' are required solely for computer use, the university will contribute to the cost.
Contact lenses are not recommended for computer use.
You are responsible for the care of spectacles provided for computer use, and spectacles carelessly lost or damaged may not be replaced free of charge.
Look after your health.
If you find you are suffering from intermittent or continuous upper limb pain or discomfort, or feel undue fatigue or stress, or have any other health concerns that you think may be computer or work related, inform your head of department immediately.