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Ergonomics Program - Guideline and Procedure

City Risk LogoRisk Management - Loss Prevention

                                                                                                            June 1, 2016





The City Risk Ergonomics Program takes a proactive approach to injury prevention. When injuries occur, we work with City bureaus to analyze the cause and mitigate the injuries. Well designed workspaces improve employee morale.  They are important for increased productivity and quality of work. 

The program’s primary goals are to: 

  • Create and implement policies, guidelines and operations that help the City bureaus’ understand what is required of them. Policies will be reviewed and updated as required.
  • Assist City bureaus to identify exposures in their operations.
  • Prevent injuries by assisting bureaus to be proactive in taking steps to eliminate or reduce exposures.  Steps should be reasonable and prudent.   City Risk will provide assistance through:
    • Recommendations,
    • Education,
    • Training,
    • Resources, and
    • Tools.
  • Work with the City Risk Workers’ Compensation team to find solutions to assist injured employees to successfully return to work 

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Identifying Ergonomic Issues and Evaluating, Analyzing and Implementing Ergonomic Solutions 


Procedure or Reference


  1. Maintain communication with employees and observe:

    • work stations

    • areas

    • tools

    • equipment

    • processes

  2. Use the pre-screening checklist to help determine problem work areas.

  3. When problem areas are suspected:

    • Use internal resources to correct the issue, where available and appropriate.

    • Contact the Bureau Ergonomic Coordinator (BEC) for any ergonomic related questions, assessment or issues. 

    • If there is no BEC or if help is needed, consult with the City Risk Ergonomic Program.

  4. Reduce the odds of employees developing issues by being proactive and changing work practices as needed.

  5. Work with the employee, BEC, City Risk, facilities, and vendor contacts to adjust work stations, areas or job tasks as needed.

  6. If the workstation is not causing the problems, then procedures will be reviewed and changed as needed.

  7. When possible pursue any funding programs and complete required paperwork for programs as needed.

  8. Have BEC help with purchasing and placement of products and furniture.

  9. When purchasing supplies consider the possible ergo issues the equipment may have and address these issues prior to purchase. 

  10. Make the final decision on purchases of ergo equipment and furniture.


  1. Employees with signs of a repetitive motion injury should talk with their supervisor.

  2. Work with supervisor to determine if a Workstation Self Assessment is needed for office work, or a Job Hazard Analysis (JHA) for industrial work.

  3. Reduce hazards and exposures by using suggested tools, equipment, and resources.

  4. Follow suggestions of work areas, process, tools and equipment.

  5. Notify supervisor if issues continue.


Bureau Ergonomic Coordinator(BEC)/Bureau Safety Representative (BSR)


  1. Work with managers and employees on reporting and reviewing issues.

  2. Perform Baseline Assessments for seated office work.

  3. Request assessments including chair fittings from City Risk.
  4. Work with City Risk to provide work area and work process reviews.

  5. Attend BEC Meetings, baseline and refresher ergo training as needed.

  6. Order appropriate chairs, adjustable work surfaces, tools, and equipment per contract requirements.

City Risk 















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  1. Conduct chair, tool, and equipment fittings and consultation in the Ergonomics Lab.

  2. Maintain the Ergonomics Lab:

    • Constantly research and find access to appropriate equipment, tools and resources.
    • Where possible or appropriate, locate and arrange for employees to view, try and receive fittings for equipment and tools e.g. chairs and workstations.
  3. Perform work site and in-depth Ergonomic Assessments and/or JHAs for symptomatic employees.  At the request of City Risk Workers’ Compensation:

    • Conduct Ergo Assessments and JHA in conjunction with BEC.

    • Make suggestions for equipment, tools, and resources to help fix problems and help employee return to work.

  4. Employee workstations and work practices will be reviewed when asked. 

  5. Work site evaluations will be scheduled first for any issue that is contributing to a worker’s current issue.

  6. Conduct regular meetings and trainings with BECs.

  7. Consult with supervisors and BECs on funding sources or programs available to either the bureau or the employee to fund the purchase of tools, equipment, resources, etc.

  8. Assist bureaus by monitoring claims information and notifying bureaus when a potential exposure is identified.  Monitoring will be accomplished by:

    • Communication and follow-up with the Workers’ Compensation Team.

    • Review of loss data.

    • Early Return to Work intervention.

    • Worksite surveys, JHA and Risk Assessments.

    • Bureau 300 logs.

  9. Maintain the web page.

  10. Review the Ergonomics Program annually and revise as needed.

Program Evaluation and Follow-up


Procedure or Reference


  1. Provide City Risk and BECs feedback and program ideas.

  2. Provide ideas on areas to improve based on employee reviews. 

 Bureau Ergonomic Coordinators (BECs)

  1. Receive invoices for chairs and adjustable work surfaces.

    • Compare invoice charges to contract pricing to ensure correct invoicing from contractor.

    • Maintain records of purchases.

    • Ensure bureau is following Procurement Services rules related to chair and adjustable work surface contracts.

  2. Participate in City Risk Program reviews.

  3. Give City Risk feedback and program follow-up.

  4. Provide suggestions on areas of needed improvement, based on observations of implemented ergo solutions. 

City Risk 






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  1. Serve as a subject matter expert with OMF Procurement Services, in handling the contracts for Chairs and Adjustable Work Surfaces.

    • Perform research, analysis and determine technical and safety design standards needed for chairs and work surfaces.

    • Partner with Procurement Services in ensuring Request for Proposal and resulting contract documents contain appropriate language, contractor service requirements, and clear technical specifications

    • Participate on review panels for renewal of chair and adjustable work surface contracts. 

  2. Will conduct a program review every 3 years to assess the progress and success of the program. The review will consider the following:

    • The jobs, processes, or operations that have produced a high incidence rate of work-related MSDs. 

Training and Education


Procedure or Reference


  1. Familiarity with the City’s Ergo Program.

  2. Complete ergo education training, as needed.

City Risk

  1. City Risk will provide education and training aimed at helping managers, supervisors, workers, and BECs to recognize ergo risk factors.

  2. City Risk Ergonomic training will be provided through a variety of media, including:

    • Presentations facilitated through City Risk;

    • Online interactive resources;

    • Oregon OSHA ergo training programs;

    • Videos;

    • Distribution of educational material;

    • Hands-on equipment and work-practice demonstrations. 

Bureau Ergonomic Coordinators (BECs)








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  1. BECs are to receive appropriate ergo training prior to beginning their program role. The following topics must be included in the training:

    • Definitions of common ergonomic terms

    • BEC duties;

    • Understanding of the signs of MSDs;

    • Understanding of the risk factors that contribute to the development of MSDs;

    • When to perform an Ergonomic Assessment or JHA and when to request City Risk services;

    • How and when to use the resources available through the City Risk program; and

    • How and when to report the development of a work-related MSD.

  2. Train bureau personnel on appropriate procurement methods for chairs and adjustable work surfaces 

Reporting and Recordkeeping Requirements


Procedure or Reference


  1. Supervisors need to report injuries by completing a supervisor incident investigation report.

  2. Incidents may be a recordable illness on the OSHA 300 log.

  3. Follow-up on any loss prevention as required.


  1.  Employees must report any increasing signs or symptoms of an issue to their supervisor

Bureau Ergonomic Coordinators

  1. Maintain Ergonomic Assessment Reports; and provide to City Risk.

  2. Maintain invoices and procurement transactions.

    • Cooperate with audits of contractor services and charges.

    • Maintain records so they are available for program or accounting reviews and audits. 

City Risk 

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  1. Consult with city bureaus about data saving requirements

  2. Put all ergonomic assessments completed by City Risk into electronic server (CS STARS).