RELOCATION OF NON-INVENTORIAL OFFICE EQUIPMENT PLAN GUIDELINES
To continue to reduce personnel density on campus and maintain productivity while promoting safe, healthy working conditions in remote work locations, we are asking all departments to develop a plan to relocate, as necessary, non-inventorial office equipment (NIOE) to remote work sites.
1) Identify who is eligible to retrieve office equipment. Employees who are working 100% remotely should be given priority for removing the equipment they need. If an employee is assigned to work at UCLA, then a safe and functional workstation must remain at their campus work site and equipment should not be removed.
2) Define what can be removed. NIOE includes items such as chairs, keyboards, computer mice and small freestanding ergonomic equipment such as sit/stand desktop devices. Monitors and printers are also considered essential NIOE for computer work and should be prioritized. Larger items and those affixed to office spaces/cubicles (for example, desks and tables) should not be removed for home usage.
3) Establish procedure for removal and return. Departments are responsible for coordinating building access and may choose to have employees (with supervisory approval) pick up items or, when needed, have chairs and equipment delivered. Supervisors should review procedures with employees, including proper handling of materials and verifying their ability to safely remove equipment. See related information for safe lifting fact sheets. All employees coming to campus and their departments must follow campus procedures for minimizing the spread of COVID-19. An agreement has been put into place with the delivery service provider CPM to pick up and deliver task chairs and/or computer equipment from the office to employees’ remote worksites, if needed. Refer to Purchase Orders for Home Equipment Delivery for more information.
4) Document the removal process. It is recommended that items being removed are logged on a UCLA Equipment Removal Request Form to ensure accurate record-keeping of UCLA property. Further, departments must communicate their expectations to employees before any property is removed, as employees will be held responsible for missing equipment. Any property that is removed from campus must be returned when the employee is directed to do so.
Frequently Asked Questions
- How should items be removed and picked up?
- The core of a department's plan is deciding how to distribute equipment approved for removal. Coordination with various stakeholders (IT, Building Operations, Security), and consideration of the workforce size is necssary for success. Appointments are strongly encouaged to minimize occupants within buildings and maintain a smooth and orderly system.
- What do I do if an employee cannot pick up their equipment?
- Purchasing has an agreement in place with CPM One Source to provide moving services from campus to an employee's remote work location. See related links for information on preparing A Class PO's for home equipment delivery.
- Can employees take any furniture home?
- We recommend departments allow chairs to be taken home. Items such as desks, tables, and storage cabinets should remain on campus. Email [email protected] to discuss specific situations.
- What do I do if an employee needs ergonomic accessories?
- Small free standing ergonomic accessories present at the employee's workstation should be considered for removal. Examples include: footrests, headsets, desk lamps, palmrests, and mouse pads. Items that require installation, or are mounted to furniture or real estate should remain on campus. Examples of items that should not be removed are height adjustable tables, clamp-on sit/stand units, keyboard trays, monitor arms, and marker/tack boards. Email [email protected] to discuss specific situations.
- What do I do if an employee has removed their equipment, but is still experiencing discomfort?
- Employees who report discomfort associated with their remote workstation should request a remote evaluation. See related information "Remote Evaluation Request."
- An employee comes into the office on a regular basis to work. Should they remove their furniture?
- Campus is the principal work site and a department must provide a safe and functional workstation at the principal work site. While small equipment such as keyboards and mice can be reasonably moved between work sites, a department will need to consider the feasibility of allowing other items to be removed.