Procedures on Requesting an Ergonomic Assessment

1. If a medical indication is present, the manager / team leader can consult with the Regional OHS Advisor for their region to discuss the request and next steps.
2. If the employee is being referred to an ergonomic specialist the manager will make the necessary arrangements and request an ergonomic assessment within five to ten (5-10) working days.
3. In order to perform an ergonomic assessment within our department, you may select a service provider from our list of Qualified Ergonomic Assessment Vendors or choose another ergonomic specialist vendor, provided they meet the National Criteria for Identifying Qualified Providers of Ergonomic Services (DOC, 1.2 MB). Please refer to the iService Catalogue under the section "Procurement Services" for detailed instructions.
4. Costs associated with the procurement of ergonomic services or equipment will be the responsibility of the employee’s business line, unless otherwise noted, and must be tracked in accordance with the coding requirements for ergonomics.
5. The personal information provided by the employee must only be shared with individuals directly involved in completing the ergonomic assessment, such as the manager, ergonomic specialist, Regional OHS Advisor, or Duty to Accommodate Advisor, if applicable.
6. The ergonomic specialist will complete the on-site assessment in accordance with the Statement of Work for Ergonomic Assessment (PDF, 155 KB) within fifteen (15) working days. If the ergonomic specialist wishes to take pictures during the assessment, the following documents concerning the capture and use of images must be completed:
   • Capture and Use of Images for Ergonomic Assessments – Employee Attestation (PDF, 164 KB)
   • Capture and Use of Images for Ergonomic Assessments – Vendor Agreement (PDF, 208 KB)
7. The ergonomic specialist who conducted the assessment must submit a written report (DOC, 67 KB) and anthropometrics measurements (DOC, 999 KB), within ten (10) working days from the date of the assessment. The manager will review it with the employee and action the necessary corrective measures, consistent with the departmental ergonomic standards, within five to ten (5-10) days from the date of the review. The manager may seek the assistance of the Procurement or Accommodations Unit. Information on how to start furniture and other related purchases is under the "Procurement Services" section of the iService Catalogue.
8. Further clarification on the report’s recommendations can be provided by the ergonomic specialist who conducted the assessment or the Regional OHS Advisor.
9. A copy of the medical indication, the request, completed employee attestation and vendor agreement (if applicable), and the assessment report should be retained by the employee and on the employee’s personal file, for future reference. In addition, the manager must complete the ergonomic assessment tracking tool. Click here (PDF, 243 KB) for instructions.

Related Links:

• Manager’s Toolkit: Ergonomics