Equipment Guidelines for Remote Work

Questions? Contact SCM Response Team

Overview

Guidance on equipment for employees with "remote" and "flexible" location status.

These equipment guidelines apply to UCSF Campus and UCSF Health employees. Also refer to the UCSF Telework Agreement & Equipment Receipt Tool* and to the My Telework Plan* planning tool.

Who is responsible for paying to set up my remote workstation?

  • General UCSF guidelines:
    1. Financing for, and provision of, equipment and furniture to be used at a home or remote work location is at the discretion of the home department. Generally, UCSF does not reimburse for utilities. For more information on reimbursable expenses (including internet) review UC Policy G-46.
    2. Whenever possible, UCSF encourages that departments move and repurpose equipment rather than having departments purchase new equipment. To ensure safe working conditions and control costs, we ask that employees and departments work together and utilize existing UCSF telework resources. This supports our need to make best efforts for creating safe and productive workstations, while understanding budgetary constraints.
    3. Employees should speak to their supervisors about how to:
      1. Obtain approval to remove items from their UCSF workstation, if available, in a safe and efficient manner.
      2. Procure or purchase any necessary items, including determining whether these can be delivered onsite or to the remote location.
      3. What equipment employees will use if working partially onsite at UCSF.
    4. Employees are responsible for maintaining and repairing employee-owned equipment at personal expense and on personal time. Any computer used for UCSF work must meet minimum security standards.
    5. Refer to the UCSF Telework Agreement & Equipment Receipt Tool*.

I’m a manager, how do I make decisions on what items to finance for my employee’s remote workstations?

  • Determine what, if any, budget there is to provide additional equipment and supplies.
  • Consider one-time costs versus ongoing costs.
  • Estimate how long employees will be working at their remote location.
  • Determine whether staff may be working at both remote and onsite locations, and how they will access equipment at these locations.
  • Establish equitable processes to prioritize needs. When agreeing to buy equipment or supplies for one employee, consider whether this can be scaled for other employees in your department.
  • Consider onsite work if remote work conditions are unsuitable.
  • Refer to the UCSF Telework Agreement & Equipment Receipt Tool and the UCSF Telecommuting Principles*.

What do I need to set up my remote workstation?

  • Employees should use the recommended minimum equipment. Additional equipment may be needed and should be discussed with the supervisor. Use the Telework Workstation Checklist* to help you.
  • Recommended minimum equipment:
    1. Laptop or desktop computer.
      1. We strongly recommend using a UCSF-provided computer for remote work. If you are using a personal device for UCSF work, you must comply to IT minimum security standards.
      2. External monitor or laptop screen positioned at eye level.
        1. Books, boxes, or a laptop stand may be needed to raise the screen to eye height.
      3. External keyboard.
      4. External mouse.
      5. Chair (e.g. adjustable).
      6. Work surface.
        1. Be creative when working from home. If you do not have a designated desk, try a dining room table, counters, etc. Take training on remote ergonomics for more information.
        2. Recommended work surface dimensions:
          1. 30” deep, to allow appropriate distance between eyes and the screen.
          2. 42”-60” wide, to allow adequate space for work tools and equipment.
        3. Recommended surface heights for keyboard/mouse use:
          1. Positioned at elbow height when feet are supported on the floor or a footrest.
          2. If the work surface height is adjustable, we recommend the following height ranges for computer work:
            1. Sitting:
              1. Adjustable between 22”-30” height. This fits most people (5’-6’2”).
                1. Approx. 22” height will fit a 5’ tall person.
                2. Approx. 29” height will fit a 6’ person.
                3. The average keying height in the US is 25.5”. This means that 50% of people will need a work surface lower than 25.5”; 50% will need higher.
                4. 34” height for ADA.
            2. Standing:
              1. Between 34”-48.5”. This fits most people (5’-6’2”).
  • Additional equipment, if needed:
    1. Work with your supervisor if you have additional needs. This may include multiple monitors, headset, microphone, webcam, speakers, document holder, palm support, privacy/screen protectors, chair mat, cushions, footrest, or office supplies.
    2. If accommodations are needed, contact Disability Management Services.
  • Utilities/phone/internet:
    1. Generally, UCSF will not pay for utility costs at home/remote work locations.
    2. We recommend the use of IT remote work tools to reduce the need to use private cell phones.
  • If you have questions about how to set up equipment, here are additional resources:
    1. Contact IT Services with questions about equipment, technology, or the need for adaptors.
    2. Review Ergonomics resources and take Ergonomics training for remote work.
      1. Campus:
        1. Website resources
          1. Ergonomics Remote Work Resources
        2. Online training
          1. Ergonomics for Longer-Term Remote Work
            1. Learning Management System (LMS) class
        3. Live training
          1. Interactive webinar for departments/groups
            1. Email to schedule
          2. Live webinar for individuals
            1. Drop-in webinar for individuals - LMS
      2. Health:
        1. Website resources
          1. Ergonomics Remote Work Training Resources
        2. Online training
          1. Ergonomics Healthy Working Remote Work
            1. Learning Management System (LMS) – Coming soon
        3. Live training
          1. Ergonomics & Remote Work
            1. Drop-in webinar for individuals - LMS
  • All equipment removed from, or purchased or reimbursed by UCSF must be documented and tracked by each department. When the new UCSF Telework Agreement & Equipment Receipt Tool* is finalized, you will need to document all equipment removed from UCSF in the Equipment Receipt Tool*. This receipt tool is part of this new agreement form. In the interim, document all equipment on the Telework Workstation Checklist*.

What equipment can I take home from UCSF?

Whenever possible, UCSF encourages that departments move and repurpose equipment rather than having departments purchase new equipment. With approval from their manager/supervisor, an employee can take home their laptop/desktop computer, external monitor(s), external keyboard, external mouse, chair, and other small accessories including cables. Employees should not remove their desks or sit-stand tables.

All equipment purchased or reimbursed from UCSF must be documented on the UCSF Telework Agreement & Equipment Receipt Tool.*

How should I remove equipment from UCSF?

Discuss with your manager/supervisor before removing any items from on-site.

  • Schedule a time and place to pick up equipment with your supervisor or department contact.
  • Check in with your supervisor if there are any limitations to accessing your workspace (some buildings may have limited access due to COVID-19).
  • Follow recommended protocols when onsite.
  • Before equipment is moved, consider taking photographs of your equipment. This includes technology, furniture, and accessories. Upload photos to the UCSF Telework Agreement & Equipment Receipt Tool*.
    1. How to setup a UCSF computer workstation at home or remote location
  • Determine how you will move any equipment from onsite.
    1. Doing it yourself
      1. How to Move your Chair and Equipment Safely
    2. If you cannot move the equipment yourself, speak to your supervisor to determine if there are options available for assistance.
      1. Consider asking a designated department coordinator/volunteer/champion or your Department HR Liaison for help.
      2. If delivery service is needed, consider the following options. For all delivery options, a designated person must meet the delivery person onsite at UCSF and sign for equipment. Delivery is to doorstep, not inside the home/remote location. Pricing is subject to change.
        1. One Workplace – Campus 
          1. One-to-one pickup and delivery, $250 each.
          2. Pick up of 2-4 people’s equipment from a single location and deliver to 2-4 home/remote locations, $225 each.
          3. Pick up of equipment for 5 people or more equipment from a single location and deliver to home/remote locations, $200 each.
        2. Cube Solutions – Campus
          1. Pick up a chair and other equipment from UCSF and deliver to a location in the Bay Area, $180 (includes stairs).
        3. Office Relief – Health
          1. Pick up a chair from UCSF and deliver it to a location in the Bay Area, $158, add $35 for stairs.
  • All equipment removed from, or purchased or reimbursed by, UCSF must be documented on the UCSF Telework Agreement & Equipment Receipt Tool*. If you have already removed equipment from onsite, document this in the Equipment Receipt Tool.

How do I buy equipment, if needed?

Whenever possible, UCSF encourages that departments move and repurpose equipment rather than having departments purchase new equipment. With approval from their manager/supervisor, an employee can take home their laptop/desktop computer, external monitor(s), external keyboard, external mouse, chair, and other small accessories, including cables. Employees should not remove their desks or sit-stand tables.

If additional equipment is needed, work with your supervisor/department for approval. Refer to the following information about where to purchase additional equipment, and what equipment is recommended/meets UCSF standards.

Are any equipment reuse programs available?

The Office of Sustainability offers an Equipment Reuse Program to all UCSF employees at no cost. They work with IT and Facilities Services to collect discarded, but gently-used, working electronics and equipment. These items can be reused by employees for onsite or remote office purposes. The types of equipment include computer monitors, keyboards, docking stations, chairs, and more. The types of equipment and supplies vary throughout the year. Reach out to Recycling for more information.

Please note the following COVID-19 updates: The Equipment Reuse Program is currently only available in coordination with building-wide moves or as supply becomes available. Employees may only request equipment to be used for teleworking and not on their onsite location.

How do I arrange for repairs, service, warranty, cleaning, or replacement of broken equipment?

  • Technology
    1. Contact UCSF IT Services for remote troubleshooting assistance for all issues related to your computers, laptops, monitors, keyboards and mice, etc.
      1. If UCSF IT determines your physical computer needs to be brought onsite to be repaired, IT Field Services will coordinate how to get the computer to you. It may be possible to bring this in to a UCSF location or have it shipped to/from your remote location.
      2. If equipment must be picked up in person, we can setup onsite appointments (following physical distance and masking guidelines).
    2. Local courier deliveries can be arranged. Estimated cost is $75 for 50 miles radius of UCSF. In addition, FedEx delivery can be charged to department; the cost will be calculated at time of shipping.
      1. If the department has a shipping account and prefers to setup the shipping, they can also initiate this using either via FedEx or UPS and send IT the shipping label.
  • Furniture/equipment
    1. Contact the vendor where you purchased the furniture or equipment. Review your purchase records or contact your department for assistance in finding the appropriate vendor.
    2. Campus
      1. Primary furniture vendor is One Workplace.
    3. Health
      1. Equipment and warranty information.

How do I return equipment when I no longer work remotely?

  • Work with your supervisor to determine the best way to return equipment.
  • Determine how you will move any equipment from onsite.
    1. Doing it yourself
      1. How to Move your Chair and Equipment Safely
  • Options if you need help
    1. If you cannot move the equipment yourself, speak to your supervisor to determine if there are options available for assistance.
      1. Consider asking a designated department coordinator/volunteer/champion or your Department HR Liaison for help.
      2. If delivery service is needed, consider the following options. Contact vendors directly for terms, pricing, and to discuss any special conditions (access, employment status, etc.):
        1. One Workplace – Campus
        2. Cube Solutions – Campus
        3. Office Relief – Health (available for current UCSF employees only)
  • All equipment returned to UCSF must be confirmed with the supervisor/department contact and be documented on the UCSF Telework Agreement & Equipment Receipt Tool*.

How do I return equipment if my assignment or employment ends?

  • All University-owned equipment must be returned within five days if employment with UCSF ends, or upon request by the department. 
  • Work with your supervisor to determine the best way to return equipment.
  • Equipment must be returned in the same condition as when it was initially received (see guidance in the UCSF Telework Agreement & Equipment Receipt Tool*).
  • UCSF Campus:
    1. Refer to the Employee and Equipment Relocation Guide for guidance when employees transfer to a new department.

Who do I contact if I am a BCH Oakland (BCHO), am employed by a UCSF affiliate, am located outside of the San Francisco Bay Area, or am a UCSF student?

  • BCHO employees should refer to their supervisor and the BCHO remote work processes and the BCHO telecommuting agreement.
  • UCSF affiliates should contact their supervisors for appropriate guidelines.
  • UCSF employees located outside of the San Francisco Bay Area should contact their supervisors for more information.
  • UCSF students should contact their advisors with questions and for support. Student Disability Services can assist with accommodation requests.

*NOTE: These resources are currently under development. Links will be added as soon as they are available.

 

Alphabetical Index of Links

List of Links

Approved Standard Equipment List – Campus
BCHO remote work processes
BCHO telecommuting agreement
Cube Solutions
Disability Management Services
Employee and Equipment Relocation Guide – Campus
Equipment Receipt Tool*
Equipment and warranty information – Health
Ergonomics for Longer-Term Remote Work – Campus Interactive webinar for departments/groups
Ergonomics for Longer-Term Remote Work – Campus Learning Management System classErgonomics remote work resources – Campus
Ergonomics Remote Work Training Resources – Health
Ergonomics and Human Factors Program – Campus
Ergonomics Program – Health
Ergonomics Product List – Health
​​​Ergonomics Telework Equipment List and Guide – Campus
Headsets
How to Move your Chair and Equipment Safely
How to setup a UCSF computer workstation at home or remote location
IT remote work tools
IT Services
Keyboard – Standard Dell option
Laptop or desktop computer
IT Minimum security standards
IT Services
Mouse – Standard Dell option
My Telework Plan*
Office Relief
Office supply catalog – UCSF Campus (access through BearBuy via MyAccess)
One Workplace
Privacy/screen protectors
Recommended protocols for working onsite
Reuse Program
Standard monitor or video conference monitor
Student Disability Services
Technology, adapters, etc.
Telecommuting Equipment Mini Catalog – Campus and Health
Telework Workstation Checklist*
UC Policy G-46 – UCSF Reimbursable Expenses
UCSF Telework Agreement & Equipment Receipt Tool*​​​